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Filing an Annual Financial Report for the School Nutrition Programs


Presented by Linda Krueger Nutrition Program Consultant School Nutrition Team * * * Most revenues received will be easy to determine how to allocate. – PowerPoint PPT presentation

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Title: Filing an Annual Financial Report for the School Nutrition Programs

Filing an Annual Financial Report for the School
Nutrition Programs
  • Presented by Linda Krueger
  • Nutrition Program Consultant
  • School Nutrition Team

Annual Financial Report
  • All agencies participating in the School
    Nutrition Programs are required to submit an
    Annual Financial Report.

Accounting Systems
  • All public school districts are required to use
    WUFAR for reporting financial data to DPI.
  • (WUFAR Wisconsin Uniform Financial Accounting
    Requirements) All foodservice activity is
    required to be accounted for under Fund 50 in
  • Information, including the most current updates,
    on WUFAR can be found on the Departments website
    at http//

Accounting Systems
  • Private schools must maintain accounting records
    to support non-profit status. There is no
    specific record keeping system that must be used.
  • Milwaukee Parental Choice Schools must report to
    DPI using Financial Information Reporting (FIR).
    More information on FIR can be found on the
    Departments website at http//

Non-Profit Food Service Account
  • Monies are used ONLY for program expenses or
    improvements to the program.
  • Accounting systems support non-profit status.
  • The purpose of accounting procedures is to
    accurately record all revenues and expenditures.

Annual Financial Report
  • Report of all revenues and expenditures for your
    food service operation from July 1st through June
    30th .
  • Beginning fund balance should match previous
    years ending fund balance.
  • Submit electronically by August 31st
  • Serves to document non-profit status

Annual Financial Report
  • Instructions for the Annual Financial Report
    includes guidance for each of the categories and
    can be downloaded at
  • http//
  • Both revenues and expenditures must be allocated
    appropriately by program
  • National School Lunch Program (NSLP)
  • School Breakfast Program (SBP)
  • A la Carte
  • Snacks

Annual Financial Report
  • To file the report electronically, you enter the
    On-Line Services from the main webpage for the
    Child Nutrition Programs
  • http//

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School Nutrition Program
State Programs Annual Claim Reporting
Annual Financial Report
Enter Report
Choose month and year from drop down boxes. Date
Claim will always be the ending June of the
period being reported. For example, when filing
the report for the 2008-2009 school year, you
would select June 2009.
Fund/Cash Balance at Beginning of Reporting Year
is what you started with on July 1. This amount
should match what you ended with on June
30th. Example Report for 2008-2009 would show
cash balance as of July 1, 2008. This amount
should match what was in the account on June
30th, 2008 (your ending balance for the previous
years report).
  • When entering dollar amounts into the Annual
    Financial Report NEVER use commas (,) or dollar
    signs ()!
  • You should use the decimal point between dollars
    and cents (example 1247.68).
  • If you have boxes that you wont be entering
    numbers into, you want to enter 0. Otherwise
    you will receive an error message.

Fund/Cash Balance at beginning of reporting year
  • Public School Districts and other sponsors on a
    modified cash or an accrual basis
  • Report the Fund 50 Balance (not a cash balance)
    as of the beginning of the reporting year (the
    prior July 1).
  • Non-Public and other sponsors on a cash basis
  • Report the total amount of food service cash on
    hand at the beginning of the reporting year (the
    prior July 1). This total includes the total
    cash held in all food service checking, savings,
    NOW, and/or other accounts.

Fund/Cash Balance at beginning of reporting year
  • The cash balance cannot be a negative amount, but
    0.00 is acceptable as a beginning balance. If
    the balance
  • is a negative amount,
  • there must be a transfer
  • of funds.

School Breakfast Program
National School Lunch Program
A la Carte Wisconsin School Day Milk Elderly
Nutrition Program Special Milk Program Fresh
Fruit Veg Prog
Afterschool Care Snack Program
Revenues and Expenditures
  • Broken down by programs
  • NSL All expenses/revenues incurred for
    reimbursable and non-reimbursable meals served
    under the National School Lunch Program
  • SBP All expenses/revenues for reimbursable and
    non-reimbursable breakfasts served under the
    School Breakfast Program and School Breakfast
    Severe Need

Revenues and Expenditures
  • A la Carte any expenses/revenues incurred for
    items not included in the full lunches and
    breakfasts or Afterschool Snack Program.
    Expenses and revenues for the Special Milk
    Program (SMP), Wisconsin School Day Milk Program
    (WSDMP), Elderly Nutrition Program (EN) and the
    Fresh Fruit and Vegetable Program (FFVP) are
    accounted for under Ala Carte.
  • Afterschool Snack Program expenses and revenue
    for reimbursable snacks claimed under the
    Afterschool Care Snack Program.

Reported Expenditures/Revenues
  • Revenues
  • Transfers-General Fund
  • All Other Fund 50
  • Reimbursement
  • Student payments
  • Adult payments
  • Grants
  • Donations/Gifts
  • Expenditures
  • Labor
  • Food
  • Equipment
  • Purchased Services
  • Other

  • Revenues
  • Transfers from General Fund
  • All Other Fund 50 Revenues

Revenue Fund Transfers
  • If the food service account (Fund 50) is not
    balanced (negative) at the end of the school
    year, the agency must transfer money from another
    fund, usually the schools General Fund (Fund
  • A transfer between funds is a cash payment
    without expectation of repayment.
  • Advances may be made on a temporary basis
    throughout the year but those not paid back by
    June 30th are reported as permanent transfers.
  • Transfers cannot be made to other funds from the
    food service account (Fund 50).

Revenues All Other Fund 50 Revenue
  • Student payments
  • Reimbursement (both state and federal) received
    for reimbursable meals, milk and snacks.

Transmittal Notice
Revenue Received
  • Afterschool Snacks AE 522.44
  • School Breakfast Severe Need 1,219.74
  • National School Lunch 4,164.72
  • Total Revenue Received 5,906.90
  • (Note that total revenue received is more than
    total of check on transmittal notice. Commodity
    handling charges of 1,471.35 have been
    subtracted out. This amount should be recorded
    as an expenditure under the National School Lunch

Note on Commodity Value
  • The cash value of USDA donated foods or
    commodities should not be reported in any revenue
    or expenditure box on this report.
  • The cash value of commodities is the price
    assigned by USDA to a donated food that reflects
    USDAs current acquisition price, transportation
    and, if applicable, processing costs related to
    the food. This is not the same as the state
    assessed commodity handling and processing fees.

Revenues All Other Fund 50 Revenue
  • Money collected for Non-Reimbursable Meals
  • Program Adults
  • Non-Program Adults
  • Visitors
  • Meals sold to other agencies

Revenues All Other Fund 50 Revenue
  • Other possible sources of revenue
  • Grants
  • Gifts

Allocating Revenues to the Appropriate Programs
  • You will want to make sure that program revenues
    have been allocated correctly in the following
    columns on the Annual Financial Report
  • National School Lunch Program
  • School Breakfast Program (including money
    received for School Breakfast start-up or
    enhancement grants)
  • A la Carte This includes food/milk items sold
    separately from the reimbursable meal plus the
    Special Milk Program, Wisconsin School Day Milk
    Program, Elderly Nutrition Program and Fresh
    Fruit and Vegetable Program.
  • Money collected for extra milk purchased by
    students/adults at breakfast, lunch or other
    times throughout the day would be accounted for
  • Snacks - the Afterschool Care Snack Program

Prorating Revenues
  • Most revenues received will be easy to determine
    how to allocate. However, there may be an
    occasion where a revenue should be prorated out
    between two or more programs.

Example of Prorating Revenues
  • School receives 8,000.00 reimbursement under an
    ARRA Equipment Grant, for the purchase of a
  • As the dishwasher is used for all meals served at
    the school, including breakfast and lunch, you
    would want to prorate the revenue between the two
  • Foodservice staff estimates that the dishwasher
    is used about 10 of the time for breakfast and
    the other 90 for lunch, based on the amount of
    flatware and dishes used in preparation and
  • 10 of the 8,000.00 (800.00) would be allocated
    under School Breakfast Program and the remaining
    90 of the 8,000 (7,200.00) would be allocated
    to the National School Lunch Program.

  • Labor
  • Food
  • Equipment
  • Purchased Services
  • Other Costs

Labor Expenditures
Labor Costs
  • Labor costs include all direct food service labor
    expenditures, both wages and fringe benefits.
  • Labor should be appropriately allocated between
    the different programs and a la carte.
  • Time study
  • Meal Equivalents

Meal Equivalents
  • 1 Lunch 1 Meal Equivalent
  • 3 Breakfasts 2 Meal Equivalents
  • 3 Afterschool Snacks 1 Meal Equivalent
  • A la Carte Meal Equivalent
  • ________total a la carte revenue_____
  • free lunch reimbursement commodity value per
  • (based on NFSMI Financial Management Information
    System, 2005)

Food Expenditures
Food Expenditures
  • The cost of all edible product is included here,
    and allocated to appropriate programs and a la
  • If purchasing meals from a vendor or through a
    joint agreement with another school, the cost of
    those meals would be reported as a food
  • All refunds and rebates, including a refund for
    the value of commodities received by the food
    service management company, for food items must
    be reported as negative food expenditures.
  • Allocations between programs can be made using
    actual costs or using meal equivalents to assess

Commodity Charges
  • Commodity administrative, handling and processing
    fees that have been deducted from your monthly
    reimbursement claim would be reported as a Food
    Expenditure for private schools.
  • Commodity administrative, handling and processing
    fees that have been deducted from your monthly
    reimbursement claim for public schools are
    reported as Purchased Services (payment to the

Food Expenditures
  • Allocating Milk Costs
  • The amount of milk to include for food
    expenditures in the third column (A la Carte) can
    be obtained by subtracting the NSL and SBP milk
    (one half-pint per meal) from the total number of
    milks purchased. The remainder can be charged to
    A la Carte, WSDMP and SMP.
  • When the count of the remaining milk is
    determined, multiply this number of half-pints by
    the average cost per half-pint to obtain the cost
    to report in the A la Carte column.
  • If you participate in the Afterschool Care Snack
    Program, and serve milk, you will want to make
    sure that you include the cost of those milk in
    the food costs reported in the Snack column.

Equipment Expenditures
Equipment Expenditures
  • Report all nonexpendable equipment rental and
    purchase costs. An individual item is considered
    nonexpendable if it costs over 500 per unit and
    is expected to last over one year.
  • Equipment costs, including equipment purchased
    through an ARRA Equipment Grant, must be
    allocated across programs. Prorating costs
    should be based on the percentage of use of that
    equipment for each program, including use for a
    la carte items.

Equipment Expenditures
  • Equipment repair costs are considered Purchased
    Services (line under Equipment Expenditures).
  • Expendable equipment costs (e.g., pans, serving
    utensils, trays) are to be reported under Other

Purchased Services Expenditures
Purchased Services may include (but are not
limited to)
  • Food Safety Inspection fees
  • Contracted services, including management fee for
    a Food Service Management Company.
  • Equipment or building repair.
  • Services such as pest control, garbage pick-up,
    recycling services, laundry services, etc.
  • Employee travel and/or training costs.
  • Utilities, if separately metered or documentation
    to support amount charged to food service
    available to support the amount.
  • Printing and copying expenses.
  • Commodity charges (for public schools).

Purchased Services
  • Wisconsin does not allow schools to charge
    indirect costs to the School Foodservice Fund.
    Indirect costs are when a district charges a
    program with a percentage of general costs that
    have been incurred for common or joint purposes
    and cant be readily identified as a direct cost.
    In Wisconsin, in order to charge an amount for
    services to food service, costs must be specified
    and the amount to be charged supported by
  • For example, if charging the School Foodservice
    Fund for utilities, they must be separately
    metered or there must be documentation to support
    the amount charged to food.

Other Expenditures
Other Expenditures
  • Supply and material expenditures, plus any other
    expenditures not reported elsewhere, including
  • Plates, trays, flatware and other expendable
  • Napkins, straws and other paper supplies
  • Cleaning supplies such as soaps, cleansers and
    other chemicals
  • Liability insurance
  • Property insurance
  • Unemployment compensation
  • Workers compensation
  • Any other miscellaneous food service expenditures

Preparer Name and Phone Number
Modify Report
View-Print Report
Preparer Name and Phone Number
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Choose month and year from drop-down box. Click
Report Date and Date Report Submitted will
appear. Click on Report Date to pull up report.
Making program decisions and changes without
knowing the financial impact is like jumping from
a plane without a parachute!
  • It is critical that you have an accurate Annual
    Financial Report in order to asses your programs
    financial status.

Please feel free to contact us if you have
further questions or need clarification
  • Personnel Directory
  • http//
  • Phone numbers
  • Email addresses
  • Fax numbers

In accordance with Federal law and U.S.
Department of Agriculture policy, this
institution is prohibited from discriminating on
the basis of race, color, national origin, sex,
age, or disability.For Food Distribution on
Indian Reservations discrimination is also
prohibited on the bases of religion and political
beliefs. To file a complaint of discrimination,
write USDA, Director, Office of Civil Rights,
1400 Independence Avenue, SW, Washington, D.C.
20250-9410 or call (800) 795-3272 (voice) or
(202) 720-6382 (TTY). In the Midwest Region
please notify the Regional Director, Civil
Rights/EEO, 77 W. Jackson Blvd., FL 20, Chicago,
IL 60604-3591 or call (312) 353-3353. USDA is an
equal opportunity provider and employer.
  • Thank you for your participation today!
  • Maintaining accurate financial records for your
    School Nutrition Programs is an important part of
    administering your programs.
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