Title: Filing an Annual Financial Report for the School Nutrition Programs
1Filing an Annual Financial Report for the School
Nutrition Programs
- Presented by Linda Krueger
- Nutrition Program Consultant
- School Nutrition Team
2Handouts
3Annual Financial Report
- All agencies participating in the School
Nutrition Programs are required to submit an
Annual Financial Report.
4Accounting 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
WUFAR. - Information, including the most current updates,
on WUFAR can be found on the Departments website
at http//fns.dpi.wi.gov/sfs_wufar
5Accounting 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//fns.dpi.wi.gov/sm
s_finrpt
6Non-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.
7Annual 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
8Annual Financial Report
- Instructions for the Annual Financial Report
includes guidance for each of the categories and
can be downloaded at - http//fns.dpi.wi.gov/fns_index
- Both revenues and expenditures must be allocated
appropriately by program - National School Lunch Program (NSLP)
- School Breakfast Program (SBP)
- A la Carte
- Snacks
9Annual Financial Report
- To file the report electronically, you enter the
On-Line Services from the main webpage for the
Child Nutrition Programs - http//fns.dpi.wi.gov/fns_index
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12School Nutrition Program
13State Programs Annual Claim Reporting
14Annual Financial Report
15Enter Report
16Choose 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.
17Fund/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).
18- 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.
19Fund/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.
20Fund/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.
21School 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
22Revenues 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
23Revenues 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.
24Reported 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
25- Revenues
- Transfers from General Fund
- All Other Fund 50 Revenues
26Revenue 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
10). - 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).
27Revenues All Other Fund 50 Revenue
- Student payments
- Reimbursement (both state and federal) received
for reimbursable meals, milk and snacks.
28Transmittal Notice
29Revenue 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
Program.)
30Note 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.
31Revenues All Other Fund 50 Revenue
- Money collected for Non-Reimbursable Meals
- Program Adults
- Non-Program Adults
- Visitors
- Meals sold to other agencies
32Revenues All Other Fund 50 Revenue
- Other possible sources of revenue
- Grants
- Gifts
33Allocating 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
here. - Snacks - the Afterschool Care Snack Program
34Prorating 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.
35Example of Prorating Revenues
- School receives 8,000.00 reimbursement under an
ARRA Equipment Grant, for the purchase of a
dishwasher. - 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
programs. - 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
service. - 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.
36Expenditures
- Labor
- Food
- Equipment
- Purchased Services
- Other Costs
37Labor Expenditures
38Labor 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
39Meal 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
meal - (based on NFSMI Financial Management Information
System, 2005)
40Food Expenditures
41Food Expenditures
- The cost of all edible product is included here,
and allocated to appropriate programs and a la
carte. - 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
expenditure. - 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
costs.
42Commodity 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
state).
43Food 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.
44Equipment Expenditures
45Equipment 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.
46Equipment 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
Expenditures.
Purchased Services Expenditures
47Purchased 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).
48Purchased 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
documentation. - 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.
49Other Expenditures
50Other Expenditures
- Supply and material expenditures, plus any other
expenditures not reported elsewhere, including - Plates, trays, flatware and other expendable
equipment - 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
51Preparer Name and Phone Number
52Modify Report
View-Print Report
Preparer Name and Phone Number
Submit
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54Choose month and year from drop-down box. Click
on SEARCH
55Report Date and Date Report Submitted will
appear. Click on Report Date to pull up report.
56Making 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.
57Please feel free to contact us if you have
further questions or need clarification
- Personnel Directory
- http//fns.dpi.wi.gov/fns_directory
- Phone numbers
- Email addresses
- Fax numbers
58In 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.
59- Thank you for your participation today!
- Maintaining accurate financial records for your
School Nutrition Programs is an important part of
administering your programs.