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Administrative Update for Emergency Shelters FY15


Administrative Update for Emergency Shelters FY15 Alaska Child and Adult Care Food Program September, 2014 Required for FY 2015 – PowerPoint PPT presentation

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Title: Administrative Update for Emergency Shelters FY15

Administrative Update for Emergency Shelters FY15
  • Alaska Child and Adult Care
  • Food Program
  • September, 2014
  • Required for FY 2015

USDA Child and Adult Care Food Program
  • Legislation
  • Regulations
  • Instructions
  • Policy Memos

USDA Child and Adult Care Food Program
  • Legislation latest is the Healthy Hunger Free
    Kids Act of 2010
  • Regulations
  • Code of Federal Regulations Title 7 Agriculture,
    Chapter II Food and Nutrition Service,
    Department of Agriculture Part 226

7 CFR 226.2, 226.15, 226.16, 226.17, 226.17a,
226.19, 226.20
  • Parts of 226 that you may be interested in
  • .2 Definitions
  • .15 Institutional provisions
  • .16 Sponsoring Organization provisions
  • .17 Child care center provisions
  • .17a At-Risk afterschool care center prov.
  • .20 Requirements for meals

From Regulations Basic Requirements
  • Tax exempt or meet for-profit require.
  • New applications and renewals req.
  • Accept final administrative and financial
  • Provide adequate supervisory operational
  • Pre-approval visits for all facilities
  • Recordkeeping outlined on next slides

  • Application supporting docs
  • Program Eligiblity
  • Participant Eligibility automatically eligible
    due to homeless

Recordkeeping, cont.
  • Daily attendance meal counts
  • Daily meal counts for adult program staff

  • Invoices/receipts/records of costs and of income
  • Claims submitted within timeframe

Recordkeeping, cont. Claim for Reimbursement
  • Due no later than 60 days past the end of claim
  • Needs to be in PENDING APPROVAL by due date (see
    claim calendar)
  • Error in the USDA Independent Center Handbook pg.
    44 cannot do upward adjustment within 90 days!
  • On-line claim must be submitted by authorized
  • Requires Total Attendance

Recordkeeping, cont. Claim for Reimbursement
  • Total Attendance for Month
  • Add all children throughout the month
  • Duplicated number
  • Type this number on line 6
  • The database will compute Average Daily
    Attendance (ADA) on line 7

Recordkeeping, cont. Claim for Reimbursement
  • Costs entered on sponsor claim sheet
  • All costs must be approved prior via Budget on
    file with the state (this year or prior year for
    independent centers who are not submitting new
  • Actual costs for food, non-food, labor (no
  • Only CACFP on receipts do not include non-CACFP
    on same receipt
  • Note food or non-food amount on each receipt
  • System for compiling to accurately submit
    expenses on monthly claim

Recordkeeping, cont.
  • Receipts of program payments from EED
  • Documentation of meals served
  • (Menus, recipes, recipe analysis, production
  • Monitoring records
  • Training sessions ( attendance at training of
  • Non-profit food service

Basic Requirements, cont.
  • Perform edit checks prior to claim submission
  • Have daily records available
  • Meal type approved
  • 2nd person double-check counts, if menus are
    creditable (children/infants/allergies),
    attendance is being completed

Basic Requirements, cont.
  • Permanent Agreement with the state
  • Proper commodity utilization
  • Record retention 3 current year
  • Comply with regulations, instructions, guidance
  • Ensure WIC material available

USDA Child and Adult Care Food Program
  • FNS Instructions
  • Posted on CNP website Provide guidance
  • Ie. FNS Instruction 796-2 Rev. 4 Financial
    Management in CACFP
  • Updated this year! Good resource
  • http//

USDA Child and Adult Care Food Program
  • Policy Memos
  • Distributed through Alaska Bulletins and USDA
  • Guidance on specific topics
  • CACFP 13-2013 Health Safety In CACFP
  • Policy Memos can be found on USDA website
  • http//

Update Renewal for FY2015
  • Update annually renew every 3 years
  • Database Updates Renewals due October 1st
  • Forms due October 1st
  • Except the
  • NPFS Financial Report

Child Nutrition Program (CNP) Database
  • FY2015 Renewals/Updates
  • Handout on CNP yearly update

Child Nutrition Program (CNP) Database
  • Type in URL address https//

Child Nutrition Program (CNP) Database
All Programs Update Yearly
  • Submit to the state agency by
  • October 1st
  • Management Plan (if updated)
  • Attachment A B (Budget sheets for sponsoring
    orgs more than one site)

(No Transcript)
All Programs Update Yearly
  • Submit to the state agency by
  • October 1st
  • Attachment C (Training for sponsor orgs)
  • Attachment D (Monitoring for sponsor orgs)
  • Cycle Menus
  • Vended Meal Agreement (if applicable)
  • At-Risk docs (if applicable) for returning sites
    (for non-residential children)
  • Activity documents (flyers)
  • Child Care Standards if not licensed

Central Contract Registry (CCR)
  • All recipients of federal funds must register on
  • CCR expiration date
  • Update or renew annually
  • Need a Data Universal Number System (DUNS) number
    to register
  • Included in CNP database now

All Programs Update Yearly
  • Submit to the state agency by
  • November 10th
  • Non-Profit Food Service (NPFS)
  • Financial Report

Non-profit Food Service Financial Report
Best Practice Food costs or gt than 50 of
reimbursement If you dont meet this submit an
explanation with form as to why you are not
spending at least 50 of reimbursement on food
Non-profit Food Service Financial Report continued
  • Print out all back-up when you complete this
    report and keep in your files
  • Report from your accounting system
  • What system do you use?
  • What report dates are you using?

Non-profit Food Service Financial Report (due no
later than Nov 10th)
Non-Profit Food Service
  • Cash vs. Accrual Accounting
  • Cash expenses income reported when
  • Accrual expenses income recorded when
  • End of year youll use accrual (costs income in
    September for September)

Reimbursement Rates
Alaska Reimbursement Rates July 1, 2014 through
June 30, 2015
Additional Documents for Renewal (every 3 years)
  • Submit to the state agency by October 1st
  • Recipes recipe analysis
  • Organizational Chart
  • And if the following have changed
  • Outside Employment Policy
  • Mission Statement
  • Non-discrimination Statement

CACFP Training by state
  • Annual attendance is required
  • Need Civil Rights training yearly
  • May be found Seriously Deficient for
    non-attendance at annual state training

Annual Civil Rights Training
Two options PowerPoint on the CNP website
http// Or
distance training through eLearning
site http//
CNP Administrative Reviews
  • The state agency reviews
  • At least every 3 years
  • More often if
  • follow-up is needed
  • State CNP needs to meet 33.3 requirement

Core Review Elements Enrollment Eligibility
  • License posted if licensed center within
  • Attendance Records
  • Where do you take attendance?
  • Most issues come with lack of good attendance
  • WIC information posted

Core Review Elements Meal Counts
  • Point of Service meal counts
  • Count by childs name (most reliable and you can
    verify w/attendance)
  • Some emergency shelters use numbers
  • Consistent counting methods
  • Consistent compilation of counts
  • Double-check system in place prior to submission
    to state

Core Review Elements Meal Counts
  • Attendance should not be used for meal counts
  • Meal count at point of service on separate sheet
  • Meals not reimbursed if meal count is not current
  • Avoid counting at end of meal when children
    have left the table its too late!

Core Review Elements Meal Counts
  • Procedure to ensure non-reimbursable meals not
  • Program adult meals counted (not claimed)
  • Non-program meals counted (not claimed)
  • Who is paying for these meals since they are not
    USDA meals?
  • Center reimburse CACFP account?
  • Food costs not included in CACFP food costs?
  • Many shelters compute monthly of
    adults/children and only count that of costs
    with CACFP funds

Core Review Elements Meal Observation
  • Meal Service
  • Portion sizes
  • Creditable components
  • Type of meal service implemented correctly
  • Family Style
  • Pre-plating
  • Eating environment congregate feeding
  • POS Meal Counts
  • Health Safety

Core Review Elements Menu Records Meal Pattern
  • Cycle menus
  • HM CN listed actual doc on file
  • Variety of cycle menus for the year
  • Variety of foods served
  • Working menus must be on file
  • Recipes with analysis for serving sizes
  • Need recipes even if you have production records
  • Production records (if using)
  • Medical statements

Core Review Elements Infant Feeding
  • Infant 0 through the 11th month
  • Have to offer to all program participants
    cannot exclude infants
  • Procedure for double-check that meals are
    creditable before claiming
  • Separate Infant menu/meal counts

More notes on Infant Meals
  • Many shelters put statement on intake form that
    shows they offer CACFP to mothers of infants vs.
    separate infant formula/feeding selection form
  • Imperative to train staff/mothers well
  • Use new infant menu/meal count sheets
    double-check and only claim if meals are
    creditable for age
  • Contact Ann-Marie if questions on claiming
    infants in shelter

Core Review Elements Vended Meals
  • Intent to contract to EED prior to setting up
  • Approved (by EED) contract on file
  • Menus/recipes/CN labels provided by vendor and
    available on review
  • Who creates the menus?
  • What do you do if not meeting CACFP standards?

Core Review Elements Vended Meals continued
  • Daily vendor receipts
  • Time/temperatures documented on receipt daily
  • Items delivered quantities
  • Vendor receipts end of month invoice who
    checks this??
  • Back-up system

Core Review Elements Non-Profit Food Service
  • Costs are accountable (food/non food are
    different ledger accounts)
  • Costs match or exceed reimbursement
  • Food Costs or gt than ½ the reimbursement or
    reason why not 50
  • Food receipts match menu
  • Reimbursement is used for CACFP
  • Food costs Operating costs
  • Not used for other center programming

Core Review Elements Non-Profit Food Service cont.
  • Must be on approved budget
  • Sponsors this year budget
  • Independent centers this year or last year
  • Food receipts or food donations match menu note
    specific food items
  • Reimbursement is used for CACFP
  • Food Non-food Operational Costs
  • Operational Labor (actual time spent)
  • Administrative Administrative Labor
  • Actual time spent
  • Cannot exceed 15 of total reimbursement

  • We will check your procurement records
  • Procurement in CACFP/SFSP PowerPoint

Core Review Elements CACFP Staff Training
  • Annual CACFP training must be conducted
  • Annual Training File must include
  • Agenda with all topics listed
  • Attendee names signatures
  • Date of training
  • Location of training
  • Any materials used in training (keep together)

You can make make changes to this CACFP training
Core Review Elements CACFP Staff Training
  • New Employee CACFP training must be conducted
  • New Employee Orientation sheet
  • Agenda with all topics listed
  • Attendee names signatures
  • Date of training
  • Location of training
  • Any materials used in training (keep together)

Training issues
  • What are your training issues?
  • Who do you train?
  • At least those that come in contact with food
  • Where is your training documentation kept?
    (staff file, CACFP training file)
  • What has worked well for training staff?

Core Review Elements CACFP Staff Training
  • All CNP CACFP training presentations will be
    available on CNP website
  • http//
  • CACFP Training Agenda Template available on CNP
  • http//

Core Review Elements Site Review (site-monitoring)
  • Required for sponsors of more than 1 site
  • At least 3 times a year
  • No more than 6 months between
  • Timely corrective action (document)
  • If new site must do
  • Pre-approval visit
  • 1st site visit within 4 weeks of open

Core Review Elements Site Review (site-monitoring)
  • Form available on web
  • Monitor one meal type
  • Visit each classroom
  • Summary at the end must be completed
  • 2 signatures
  • Complete 5-day reconciliation
  • Check attendance with meal counts

Core Review Elements 5 Day Reconciliation
14. Do daily attendance records support the meal counts for the day of review prior 4 days? (Complete a 5-day reconciliation below)
Meal Verified __Breakfast XXLunch/Supper __Snack (AM/PM/Eve) Day 1 Date 7/29/14 Attendance 25 Enrollment 35 Meal Count 24 Day 2 Date 7/30/14 Attendance 20 Enrollment 35 Meal Count 24 Day 3 Date 8/3/14 Attendance 23 Enrollment 35 Meal Count 23 Day 4 Date 8/4/14 Attendance 25 Enrollment 35 Meal Count 24 Day 5 Date 8/5/14 Attendance 22 Enrollment 35 Meal Count 22
  • Document last 5 days
  • Attendance (from actual sign in/sign out)
  • Enrollment Emergency shelters not required to
    have CACFP enrollment
  • Meal Count Sheets

Core Review Elements Civil Rights Requirements
  • Justice for All poster(s) displayed
  • Racial/ethnic count noted by reviewer
  • Your procedure on collecting racial/ethnic data
    you submit yearly on CNP web
  • No discrimination taking place
  • Complaint procedures understood
  • Write down your complaint procedure

Core Review Elements Civil Rights Requirements
  • Non-discrimination statement
  • Long Version
  • Website
  • Newsletters
  • Menus (short version okay)
  • Parent Policies
  • This is what some programs forget

Updated Non-discrimination Statement
  • The U.S. Department of Agriculture prohibits
    discrimination against its customers, employees,
    and applicants for employment on the bases of
    race, color, national origin, age, disability,
    sex, gender identity, religion, reprisal, and
    where applicable, political beliefs, marital
    status, familial or parental status, sexual
    orientation, or all or part of an individuals
    income is derived from any public assistance
    program, or protected genetic information in
    employment or in any program or activity
    conducted or funded by the Department. (Not all
    prohibited bases will apply to all programs
    and/or employment activities.)
  • f you wish to file a Civil Rights program
    complaint of discrimination, complete the USDA
    Program Discrimination Complaint Form, found
    online at http//
    g_cust.html, or at any USDA office, or call (866)
    632-9992 to request the form. You may also write
    a letter containing all of the information
    requested in the form. Send your completed
    complaint form or letter to us by mail at U.S.
    Department of Agriculture, Director, Office of
    Adjudication, 1400 Independence Avenue, S.W.,
    Washington, D.C. 20250-9410, by fax (202)
    690-7442 or email at
  • Individuals who are deaf, hard of hearing or have
    speech disabilities may contact USDA through the
    Federal Relay Service at (800) 877-8339 or
    (800)845-6136 (Spanish).
  • USDA is an equal opportunity provider and

Non-discrimination Statement short version
  • This institution is an equal opportunity provider
    and employer

Core Review Elements Health Safety Sanitation
  • State of Alaska Dept. of Environmental
    Conservation (DEC) Municipality of Anchorage
  • Food Worker Cards -3 years
  • Certified Food Protection Manager (CFPM) 5 years

Core Review Elements Health Safety Sanitation
  • Documentation
  • Copies of FW cards (who needs it?)
  • Anyone working in the kitchen prepping or
  • Copies of FW test completion
  • Certified Food Protection Manager certificate
  • Documentation of correspondence or enrollment for
    next CFPM training

Core Review Elements Sanitation
  • Food Storage
  • Refrigerator/Freezer (age of food/
  • FIFO
  • Food Handling Practices
  • Preparing
  • Serving
  • Dishwashing/garbage
  • Safe Food Handling
  • Time/Temperature
  • Proper use of Gloves

Core Review Elements Program Administration
  • Paperwork is organized and accessible
  • Records accounts available
  • Confidentiality of participant information
  • Correspondence/guidance with EED
  • Permanent Agreement with EED
  • Management Plan on file updated
  • Now this is required yearly

Follow-up Reviews
  • May be unannounced
  • Target corrective action issued, but may be more
  • Checking for Permanent Corrective Action
  • Needs to be permanent or move through Serious
    Deficiency Process

Corrective Action
  • If findings on Administrative Review
  • May be found Seriously Deficient (letter will be
    sent to you)
  • Corrective Action form given
  • 2 weeks to submit documentation
  • If you need another week, contact CNP ahead
  • Can be found SD if late on corrective action

Serious Deficiency in CACFP
  • 226.6(c)(2) and 226.6(c)(3)
  • Submission of false information
  • Permitting an individual on NDL list to serve in
    a principal capacity
  • Failure to operate Program in conformance with
    the performance standards 226.6(b)(1)xviii)

Serious Deficiency cont.
  • Failure to comply with bid procedures contract
  • Failure to maintain adequate records
  • Failure to adjust meal orders
  • Claiming reimb. for meals not served
  • Claiming meals that do not meet requirements

Serious Deficiency cont.
  • Use of a food service vendor that is in violation
    w/ health codes
  • Failure to properly train or monitor facilities
  • Failure to perform any of the other financial
    admin. Responsibilities
  • ie. Late submission of update/renewal
  • Any other action affecting the institutions
    ability to administer the Program

Potential Termination from CACFP
  • If Corrective Action is not Permanent
  • Institution may be found out of compliance
  • Serious Deficient (if not found SD in the past)
  • Notice of Termination (if already SD on this
    issue) with Appeal Rights

CACFP Fiscal year (FY) 2015
  • August/September 2014
  • October 1, 2014
  • November 10, 2014
  • October 1, 2014 September 30, 2015

  • CACFP Resources

State of Alaska Child Nutrition
Programs http//
USDA State Sharing Center http//healthymeals.nal.
National Food Service Management
Institute http//
Health Safety Sanitation Resources
  • DEC or Muni
  • DEC CFPM Training Available
  • http//
  • Muni Information Available
  • http//

For More Information
  • Ann-Marie Martin CACFP Coordinator (907)465-8711
  • Alexis Hall
  • Education Program Assistant
  • (907) 465-4969

Administrative Update for Child Care Centers FY15
  • Alaska Child and Adult Care
  • Food Program