The Summer Food Service Program for Children

1
The Summer Food ServiceProgram for Children
Providing healthy meals to children in our
communities across Alaska!
Child Nutrition Services
2
The Summer Food Service Program

• Provides federal funding (reimbursement) to
  schools, government agencies, camps and private
  non-profit organizations for meals served to
  children 18 and under during the summer months,
  when school is not in session.
• In general, the SFSP targets low-income areas to
  reach the neediest populations. Unfortunately,
  only 20 or fewer of those children who are
  eligible for free/reduced price meals during the
  school year, eat at a food program site during
  the summer.

3
SFSP Structure

• Administered at Federal level by USDA Food and
  Nutrition Service
• Decide overall Program Policy
• Publish Regulations
• Funding Source
• Administered at State level by Department of
  Education Early Development
• Approve Sponsor Applications
• Pre-Approve and Review
• Technical Assistance Training
• Compliance Actions Follow Up Reviews

4
Sponsor ResponsibilitiesAttachment 5

• A qualified agency that can financially
  administer the SFSP
• Capable of fulfilling monitoring requirements
• Train personnel annually
• Provide meals that meet the meal pattern
  requirements within the allowed time frames
• Maintain accurate records to justify meals
  served, meal counts, income/expenditures, etc.
• Maintain site eligibility verification
• File reimbursement claims within allowed
  timeframe

5
Guidance Resources

• Administrative Guidance
• Site Supervisor Guide
• Monitors Guide
• Site Supervisors Guide
• Nutrition Guidance

6
Federal Policies Bulletins

• Federal Policies
• Policy memoranda are often issued as guidance or
  to clarify an issue
• Bulletins
• Current Federal Policies, program information and
  useful tools
• All bulletins and attached policies need to be
  filed within your food program records for 3
  years plus the current year.

7
Program RequirementsPlanning the Program

• Eligibility Site Selection
• Participation Eligibility
• Open, Restricted Open Enrolled Sites
• NYSP, Upward Bound Camp Sites

8
Site EligibilityAttachment 6

• Participant Eligibility 18 y.o. and under a
  person 19 or older who is determined by a State
  or local educational agency to have a mental or
  physical disability and who participates in an
  educational program during the regular school
  year
• The following sites are able to serve up to 2
  meals/day
• Open
• Restricted Open Special Restricted Open
• Enrolled
• Alaskan Native/Migrant and Camp Sites - can
  receive reimbursement for up to 3 meals/day

9
Open Sites

• Open sites serve children in geographic areas
  where 50 percent or more of the local children
  are eligible for free or reduced price school
  meals. Two primary methods are used to qualify
  sites
• School Data
• letter from school district providing enrollment,
  number of free/reduced for a particular month
  during the school year or
• Free Reduced Data Report (CNS has public school
  data from October, 2007)
• Census Tract Data Using 2000 Data
• provide CNS with exact address of site location
  to determine census tract/eligibility
• Other Data
• Housing Authority

10
Restricted Open Sites

• Restricted Open sites are open sites that
  restrict attendance on a daily basis for reasons
  of security, safety or control to due staff
  limitations. These sites also serve children in
  geographic areas where 50 percent or more of the
  local children are eligible for free or reduced
  price school meals. Two primary methods are used
  to qualify sites
• School Data
• letter from school district providing enrollment,
  number of free/reduced for a particular month
  during the school year or
• Free Reduced Data Report (CNS has public school
  data from October, 2007)
• Census Tract Data
• provide CNS with exact address of site location
  to determine census tract/eligibility

11
Enrolled Sites

• Enrolled sites serve only identified groups of
  children on a daily basis. There are 2 ways to
  qualify an enrolled site.
• School Data
• letter from school district providing enrollment,
  number of free/reduced for a particular month
  during the school year or
• Free and Reduced Data Report (CNS has public
  school data from October, 2007)
• or
• Census Data
• Free/Reduced Status of the Children
• If site is not located in an area that is
  automatically eligible, it can still qualify if
  50 of those children enrolled are eligible for
  free or reduced price meals using household
  applications.

12
Documentation for Enrolled Sites Attachment 10

• If not located in an area that meets the 50
  threshold
• Income Applications
• Collect income applications and enrollment
  figures for each enrolled site
• Use correct Household Size-Income Scale when
  approving applications
• School District Documentation
• It is permissible to obtain the needy status of
  children from the school district(s) they attend.
  CACFP income forms may also be used.
• Obtain eligibility on District letterhead or copy
  of actual income application. If child was
  determined to be free or reduced in the NSLP they
  are considered needy in the SFSP

13
Site Eligibility

• Participant Eligibility 18 y.o. and under a
  person 19 or older who is determined by a State
  or local educational agency to have a mental or
  physical disability and who participates in an
  educational program during the regular school
  year
• Site Definitions Eligibility
• National Youth Sports Program (NYSP)
• receive reimbursement for all meals served
• can receive reimbursement for up to 3 meals/day
• Upward Bound
• may be classified as a camp whereby sponsor
  receives reimbursement for all meals served to
  needy children for up to 3 meals/day
• may be classified as an enrolled site whereby
  sponsor receives reimbursement for all meals
  served for up to 2 meals/day
• Camps
• receive reimbursement for all meals served to
  needy children
• can receive reimbursement for up to 3 meals/day

14
National Youth Sports Program

• NYSP sites are automatically eligible based on
  Dept. of Health and Human Services criteria for
  participating in the NYSP.
• NYSP sites certify their eligibility through the
  on-line Application process, attesting that the
  site meets DHHS requirements.
• Documentation to indicate that the sponsor is
  approved to participate in the NYSP will be
  reviewed during a CNS review.

15
Upward Bound

• Based on Upward Bound program requirements, an
  Upward Bound site may be automatically eligible
  if the agency provides services exclusively to
  Upward Bound program participants
• Site would be enrolled
• Sponsor would receive reimbursement for all meals
  served to all Upward Bound participants, up to 2
  meals/day
• NO income statements for the SFSP would be
  required.
• Based on Upward Bounds income eligibility
  standards, income statements DO NOT have to be
  collected specifically for the SFSP.
• If the agency provides service to both Upward
  Bound program participants and non-Upward Bound
  participants
• the site could be classified as an enrolled site,
  providing at least 50 of the children that
  attend on a daily basis are considered needy
  based on income information obtained for the
  Upward Bound Program.

16
Residential/Nonresidential Camps

• Residential summer camps and nonresidential day
  camps that offer a regularly scheduled food
  service as part of an organized camping program
  for enrolled children may participate.
• Nonresidential day camps must offer a continuous
  schedule of organized cultural or recreational
  programs for enrolled children and can only
  participate as sites under eligible sponsoring
  organizations.
• Reimbursed for only meals served to campers who
  have been individually determined to be eligible
  for free or reduced price meals, based upon
  income applications.

17
Documentation for CampsAttachment 10

• Income Applications/Enrollment Lists
• Collect income applications and enrollment
  figures for each session
• Use correct Household Size-Income Scale when
  approving
• School District Documentation
• It is permissible to obtain the needy status of
  children from the school district(s) they attend.
• Obtain eligibility on District letterhead or copy
  of actual income application. If child was
  determined to be free or reduced in the NSLP they
  are considered needy in the SFSP

18
Income Application Issues

• Automatic eligibility--Food Stamps, W-2, FDPIR
• if a child receives Medial Assistance or SSI
  payments, this does NOT automatically qualify the
  child as needy
• Foster Children
• income applications for foster children should
  only include personal income for that child (not
  money paid to foster parent(s)).
• foster children are considered a household of one
• Family Size and Income Determinations for
  Military Families
• Household members that are deployed for service
  are to be considered temporarily absent
  (consider them as a household member and include
  their income sent home).
• Family Subsistence Supplemental Allowance (FSSA)
  does NOT count as income for the military family.
• Other military benefits received in cash must be
  considered as income. An in-kind benefit where
  the household receives no cash is NOT counted.
• Income Applications
• must include the determination (needy/non-needy),
  date and initial/signature of determining
  official
• must be complete (adult signature, SS, etc.) in
  order to be counted (ideally completed and
  determined prior to the end of the session in
  which the child is attending).

19
Program RequirementsAdministering the Program

• Key Staff
• Program Administrative Duties
• Monitors Responsibilities
• Site Supervisors Responsibilities

20
Key Staff
Duties and size of operation determine the
staffing

• Administrative duties
• state agency training
• managing and supervising of SFSP
• site selection process
• application process
• outreach efforts
• hiring, training
• ensuring monitoring requirements are met
• ensuring civil rights compliance

• meal ordering adjustments
• reimbursement claim processing
• handling all agreements, contracts, bidding with
  vendors
• monitoring sites
• Essentially all duties listed under Directors,
  Assistant Directors, Area Supervisors and
  Bookkeepers and Monitors Responsibilities are
  administrative

21
AdministratorAttachments 1-32

• Training
• Application
• SFSP Management
• Recordkeeping
• Financial
• Additional Resource
• Administrative Guidance

22
Key Staff

• Monitor
• pre-operational visit
• review all sites within the 1st week of operation
• review all sites within first 4 weeks of
  operation
• check on-site records for adequacy
• prepare reports of visits and reviews
• ensure compliance with regulation
• suggest corrective action
• ensure corrective action is implemented
• conduct on-site training as necessary

23
MonitoringAttachments 23, 31 32

• Sites-Visits and Reviews
• Racial or Ethnic Data Form
• Required to be completed each year.
• Pre-operational visits
• required for new sites and sites who had problems
  in prior year (see Monitors Guide)
• First week visits
• need to visit each site during 1st week of
  operation
• Site Reviews
• need to review each site during the 1st four
  weeks of operation
• Monitoring plan
• submitted as part of the Application-Agreement
  Process
• Additional Resource
• Monitors Guide

24
Key Staff

• Site Supervisor
• preparing meals
• serving meals
• clean-up
• ensuring safe and sanitary conditions at site
• receiving and accounting for meals
• ensuring all children eat meals on-site
• planning and organizing daily site activities
• taking meal counts (POS)

25
Site SupervisingAttachments 4 19-22

• Meal Preparation
• Meal patterns
• Production records
• Meal Service
• Point of Service Counts (POS)
• Additional Resource
• Site Supervisors Guide

26
Program RequirementsAdministering the Program

• Training
• Requirements
• Documentation

27
TrainingAttachment 15

• Sponsor Requirements
• training of Administrative Staff
• training of Monitors
• training of Site Staff

28
Training

• Administrative Staff Monitors
• Basic program information (purpose of program,
  site eligibility, recordkeeping requirements,
  organized site activity, meal requirements,
  nondiscrimination compliance)
• How the program will operate within the framework
  of the guidelines (how meals are provided,
  delivery schedule, records/forms used)
• Specific duties of monitors (conducting site
  visits/reviews, assigning site responsibilities,
  monitoring schedule, reporting procedures,
  follow-up procedures, office procedures)

29
Training

• Site Staff
• Topics to be covered are very dependent on the
  type of food service operation (central kitchen
  vs. on-site meal prep)
• Basic for all
• meal pattern requirements, menu
• meal counting/recordkeeping
• nondiscrimination policy
• use of leftover food
• sanitation and food safety issues
• site monitoring

30
Training Agenda Sign-In Sheet
31
Program RequirementsAdministering the Program

• Sanitation Food Safety
• Requirements
• DEC
• Food Workers Card
• Certified Food Protection Manager (CFPM)
• Municipality of Anchorage
• Food Workers Card
• Certified Food Protection Manager (CFPM)

32
Sanitation and Food Safety

• Notify your health department prior to the start
  of your SFSP operation via mail or e-mail or
  telephone. Document correspondence you have with
  them.
• Include sanitation and food safety training
  during training for ALL employees and/or
  volunteers that have food service
  responsibilities.
• Utilize the information provided in the Nutrition
  Guidance Manual for Sponsors
• Be sure to provide employees/volunteers with what
  they need to follow the rules on a daily basis
  paper towels, sanitizing solution for cleaning
  tabletops, sanitizer test kits, plastic gloves,
  coolers with ice when needed, etc.
• Post signs with a list of good sanitation
  practices in appropriate locations as reminders.
  Post instructions for manual washing and
  preparing sanitizing solutions.
• Closely monitor employees and volunteers
  throughout the summer to ensure that proper
  sanitation and food safety practiced are
  followed.

33
Sanitation and Food Safety See Handout

• DEC
• All Food Workers must have a Food Worker Card (as
  of January 2008)
• On-line test site for Food Worker Card
• http//alaska.state.gegov.com/foodworker/
• FAQs for Food Worker Cards in Alaska
• http//www.dec.state.ak.us/eh/docs/fss/FactSheetFW
  CFPM/pdf

34
Sanitation and Food Safety See Handout

• DEC
• One Certified Food Protection Manager (CFPM) is
  required for every 5 sites
• CFPM Training
• http//www.dec.state.ak.us/eh/fss/training/cfpm.ht
  ml

35
Sanitation and Food Safety See Handout

• Municipality of Anchorage
• Food Worker Cards not required
• Certified Limited Food Protection Manager
• 4 hour training
• Certified Limited Food Protection Manager
• 8 hour training
• At least 1 Certified Food Protection Manager for
  each location
• Or
• At least 1 Certified Limited Food Protection
  Manager for each location
• Expires 3 years from date of issue

36
Sanitation and Food Safety

• Contact either DEC or Muni for your specific
  program find out from the agency that oversees
  your center
• DEC
• http//www.dec.state.ak.us/eh/fss/index.htm
• Muni Information Available
• http//www.ci.anchorage.ak.us/healthesd/sanity.cfm
  

37
Program RequirementsAdministering the Program

• Civil Rights
• Requirements
• 8 areas of compliance

38
Civil Rights Compliance
39
What Is Discrimination?

• Discrimination is defined as different
• treatment which makes a distinction of
• one person or a group of persons from
• others either intentionally, by neglect, or
• by the actions or lack of actions based
• on.

40
Protected Classes

• Race
• Color
• Sex
• Age
• National Origin
• Disability

41
Heart of Civil Rights Act

• No person in the United States shall on the
  grounds of race, color, or national origin be
  excluded from participation in, be denied the
  benefits of, or be subjected to discrimination
  under any program or activity receiving Federal
  Financial Assistance.

42
8 Areas of Compliance

• Public Notification System
• Data Collection
• Training
• Compliance Reviews
• Civil Rights Complaints
• Assurances
• Limited English Proficiency
• Religious Organizations

43
8 Areas of Compliance Public Notification System

• All sponsors and their sites must display in a
  prominent place the And Justice For All,
  nondiscrimination poster .
• All sponsors must have the capability of
  providing informational materials in the
  appropriate translation

44
Public Notification System

• The nondiscrimination statement should be
  included, in full, on all materials regarding the
  CACFP that are produced for public notification.

45
Nondiscrimination Statement

• 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.
• To file a complaint of discrimination, write
  USDA, Director, Office of Civil Rights, Room
  326-W, Whitten Building, 1400 Independence
  Avenue, SW, Washington, DC 20250-9410 or call
  [phone] (voice and TDD). USDA is an equal
  opportunity provider and employer.

46
Too Big?

• USDA is an equal opportunity provider.

47
8 Areas of Compliance Data Collection

• 3 years the current year
• Must include the number of children
  participating
• the estimated number of potential eligible
  children by racial/ethnic category.

48
Data Collection

• Sources for potential participation
• Census data
• Public school enrollment data.
• Current participation
• Application data
• Visual identification
• Form available on CACFP Website

49
8 Areas of Compliance Civil Rights Training

• State agencies are responsible for training local
  agencies on an annual basis
• Local agencies are responsible for training
  subrecipients, including frontline staff who
  interact with applicants or participants on an
  annual basis

50
Civil Rights Training

• All staff should receive training on all aspects
  of civil rights compliance.
• Staff should be able to identify a civil rights
  complaint if received.
• They should know what to do if they receive a
  complaint.
• Understand that it is the basic right of the
  individual to file a complaint.

51
8 Areas of Compliance Compliance Reviews

• There are three types of Compliance
• Reviews
• Pre-award Compliance Reviews
• Routine Compliance Reviews
• Special Compliance Reviews

52
8 Areas of Compliance Civil Rights Complaints

• Right to file a complaint Any Person alleging
  discrimination based on race, color, national
  origin, sex, age, or disability has a right to
  file a complaint within 180 days of the alleged
  discriminatory action.
• Acceptance All civil rights complaints, written
  or verbal, shall be accepted and forwarded to the
  Civil Rights Division of the USDA Food and
  Nutrition Service.

53
8 Areas of Compliance Assurances

• A civil rights assurance shall be incorporated in
  all agreements between State agencies and
  sponsors.

54
8 Areas of Compliance Limited English Proficiency

• Where a significant number or proportion of the
  population eligible to be served needs service or
  information in a language other than English in
  order to be informed of or to participate in the
  program, the recipient shall take reasonable
  steps to provide information in the appropriate
  language to such persons.

55
Limited English Proficiency

• Recipients of Federal financial assistance have a
  responsibility to take reasonable steps to ensure
  meaningful access to their programs and
  activities by persons with limited English
  proficiency.

56
Limited English Proficiency

• Factors to consider in determining what is
  reasonable
• Number of LEP individuals participating in the
  Program.
• Frequency of contact with the Program.
• Nature and importance of the Program.
• Resources available.
• For more information on LEP go to www.lep.gov

57
8 Areas of Compliance Religious Organizations

• Equal opportunities for religious organizations
• Ensures a level playing field for the
  participation of faith-based organizations and
  other community organizations in the USDA programs

58
Religious Organizations

• This is accomplished by
• Prohibiting discrimination on the basis of
  religion, religious belief, or religious
  character in the administration of Federal funds
• Allowing a religious organization that
  participates in USDA programs to retain its
  independence and continue to carryout its
  mission, provided that direct USDA funds do not
  support any inherently religious activities such
  as worship or religious instruction.

59
Religious Organizations

• This is accomplished by
• Clarifying that faith-based organizations can use
  space in their facilities to provide USDA-funded
  service without removing religious art, icons,
  scriptures, or other religious symbols and
• Ensuring that no organization that receives
  direct financial assistance from USDA can
  discriminate against a program beneficiary on the
  basis of religion or religious belief.

60
Final Words on Civil Rights

• Memories of our lives, of our works and our
  deeds will continue in others who believe and act
  for fairness and justice
• Rosa Parks
• 1913-2005

61
Civil Rights RequirementsAttachments 12 23

• Civil Rights Pre-award Compliance Review
  Information Submitted as part of the
  Application process.
• Sample Media Releases Must be completed prior
  to program operation. Attachment 12
• Nondiscrimination Statement Check to be sure
  you are using the most current statement! Must
  be printed on all materials which address the
  SFSP
• Racial/Ethnic Data Form Must be collected from
  each site after the program begins. Attachment
  23
• Outreach For open sites, be sure you are
  advertising summer feeding in your area.
• and Justice for All . . . poster

62
Meal ServiceAttachments 4, 7 19

• Meal Service
• Meal Preparation
• Nutrition Goals
• Meal Pattern Requirements
• Meal Time Requirements
• Evaluating Your Menu Eating Environment
• Accommodating Children with Special Needs
• Leftover Meals
• Field Trips
• New Sponsor Menu Submission
• Production Records

63
Meal Preparation

• Self-prep sponsor prepares their own meals
  on-site or at central location.
• Vended sponsor buys meals from a school or
  caterer/Food Service Management Company (FSMC)
  requires an agreement between sponsor and vendor
  which must be submitted with the
  Application-Agreement - Attachment 7
• Purchasing from a school written agreement
  between the school and sponsor is much simpler
  and does not require the formal competitive
  purchasing procedures.
• Food Service Management Company written
  agreement is much more extensive, particularly if
  exceeding 100,000. Competitive purchasing
  practices must be followed. If contract exceeds
  100,000, must follow the formal bid procedures
  and the invitation to bid and bid schedule must
  be submitted to CNS for review.
• NOTE Agencies with year-round FSMC contracts,
  participating in the SFSP, must have SFSP
  language in their contract or the contract must
  be rebid.

64
Nutrition Goals

• Provide meals that meet the meal pattern
  requirements and are appetizing to children.
• The meal pattern requirements ensure that
  children receive well-balance meals that supply
  the kinds and amounts of foods that they require
  to help meet their nutrient and energy needs.
• Meet the Dietary Guidelines Challenge by
• Adding variety to your menus
• Including physical activity in daily activities
• Lowering saturated fat, trans fat, cholesterol,
  salt and added sugars
• Practicing food safety rules.

65
Meal Pattern Requirements Attachment 4

• Open/Restricted Open/Enrolled sites can serve up
  to two meals services per day in any combination
  other than lunch and supper.
• Camps and Migrant Sites can serve up to three
  meals per day (any combination of breakfast,
  lunch, supper, snack)
• School Food Authorities
• Can use the SFSP Meal Pattern or
• The same menu planning system used in prior
  school year.

66
SFSP Meal PatternBreakfast

• For a breakfast to be a reimbursable meal it must
  contain Attachment 4
• one serving of milk (8 fl. oz.)
• one serving of a vegetable or fruit or
  full-strength juice and (1/2 cup)
• one serving of grain/bread (varies)

67
SFSP Meal PatternSnacks

• For a snack to be a reimbursable meal, it must
  contain two food items. Each food item must be
  from a different food component Attachment 4
• one serving of milk (8 fl. oz.)
• one serving of vegetables and/or fruits (¾ cup)
• one serving of grain/bread (varies) and
• one serving of meat or meat alternate (1 oz)

juice cannot be served when milk is served as the
only other component
68
SFSP Meal PatternLunch/Supper

• For a lunch or supper to be a reimbursable meal
  it must contain Attachment 4
• one serving of milk (8 fl. oz.)
• two or more servings of vegetables and/or fruits
  (combined must equal ¾ cup)
• one serving of grain/bread (varies) and
• one serving of meat or meat alternate (2 oz)

69
Menu Submission

• New sponsors MUST submit 2-4 weeks of menus to
  CNS for review during the Application approval
  process.
• once received they will be evaluated by CNS
• sponsor will receive feedback with the approval
  letter
• Please!! Review the menu evaluation that comes
  back with the approved application-agreement for
  changes that may be REQUIRED.

70
Time Requirements
3 hours must pass between the beginning of one
approved meal service (including snacks) and the
beginning of another. 4 hours must pass between
lunch and supper when a site serves lunch and
supper with no afternoon snack. Supper must
begin before 7 p.m., and must end by 8 p.m. The
serving period for lunch and supper should not
exceed 2 hours. The serving period for breakfast
and snacks should not exceed 1 hour.
71
Evaluating Your Menu Eating Environment
Nutrition Guidance pgs. 35 45-48

• Evaluate the Menu
• Included all food components
• Variety of foods
• Fresh fruits vegetables when available
• Evaluate the Eating Environment
• Make mealtime a happy time
• Consider the physical environment
• Promote nutrition education
• Merchandize your meals

72
Accommodating Children With Special Needs
Nutrition Guidance pgs. 33 34

• A child whose disability restricts his/her diet
  shall be provided food substitutions only when
  supported by a statement signed by a licensed
  physician.
• The medical statement shall identify
• the individuals disability and why the
  disability restricts the childs diet
• the major life activity affected by the
  disability
• the food or foods to be omitted from the childs
  diet and
• the food or choice of foods that must be
  substituted

73
Food Allergies

• Caused by the bodys immune system
• Most common in infants due to their immature
  digestive systems
• Determination should be made whether the childs
  allergic condition meets USDAs definition of a
  disability

Food Intolerances

• Does not involve the bodys immune system
  (lactose intolerance is an example)
• Not a disability
• Sponsors are not required, but are encouraged, to
  provide food substitutions

74
Leftovers

• Minimize the amount of waste and unusable
  leftovers
• Monitor site reports of number of kids attending
  and number of meals being served
• A limited number (2) of first meals served as a
  unit can be claimed for reimbursement
• Extra meals can be transferred from a site with
  too many meals to a site with a shortage
• Designate a sharing table (individual wrapped)

75
Serving Meals Family Style

• Only allowed at camps
• Enough food is placed on the table to provide the
  minimum meal pattern requirement
• Some amount of each required component must be
  placed on each plate
• Staff should actively encourage children to
  accept the full portion during the meal

76
Fieldtrips Site Changes See Handout

• Sponsor must notify CNS using the Site Change
  Field Trip Notification form
• If CNS is not notified prior to the field trip,
  meals served may be considered consumed
  off-site and not be reimbursed
• Sponsors must ensure the safety and quality of
  the meals when transporting them

77
Meal Counts See Handout

• Point of Service Meal Counts are CRITICAL
• Meals must be counted at end of meal service line
  when all components to meet the meal patterned
  are obtained
• Reimbursable Meals
• Only meals containing all required components and
  quantities served to children can be counted as
  first or second meals

78
Meal Time Rules!

• Complete meals must be served to all children
• Meals must be served only during the approved
  meal service time.
• The number of meals served to children are to be
  counted as the children receive a complete meal,
  Point of Service (POS)
• If second meals are served it should be done
  after all other children have received a first
  meal
• Meals must be counted in the correct category
  1st meals, 2nd meals, Disallowed Meals,
  Non-program Adult Meals, Program Adult Meals.
• Children need to remain on-site when eating their
  meal. Only a whole fruit/vegetable may be taken
  off-site (this is left to the discretion of the
  sponsor whether or not to allow this and needs to
  be used consistently)
• Provide meals to all children without
  discrimination
• Display menu for the week/month

79
Program RequirementsAdministering the Program

• Program Payments
• Reimbursement Rates
• Claim Due Dates
• Audits
• Advances
• Online Claiming

80
2008 Reimbursement Rates
81
Claim Due Dates
82
Program Payments

• Audits Requirements
• If your agency receives over 500,000 of federal
  funding in total for all Programs operated, a
  Program specific audit is required
• Application will ask for this information if
  exceeding 500,000 CNS will provide a SFSP audit
  guide

83
Program Payments

• Advance Payments
• The sponsor elects to receive advance payment(s)
  on application
• The State using the anticipated daily
  participation and the rate paid for the meal(s)
  served calculates the advance payment
• This calculated amount is reviewed, sent to
  finance and is paid
• The State posts the advance in the database and
  mails a Return Warrant Letter and Return Warrant
  to Sponsor
• The Sponsor is responsible for this advance
  payment amount

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Child Nutrition Program (CNP) Web Database

• FY2008 Claim submission
• FY2009 Renewals/Updates Claims
• CNP Web User Request Form
• Receive User ID Password
• Begin Claiming

85
Program RequirementsAdministering the Program

• Recordkeeping
• Kinds of Records
• Length of Time

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Recordkeeping3 plus the current year

• Point of Service Meal Count
• Daily Meal Count Forms
• Menus
• Production Records
• Site Changes and Field Trips
• Site Changes Field Trip Notification Form
  This must be documented at the sponsor level in
  order for meals to be claimed. If field trips
  have not been documented, meals will be
  disallowed. Can be used by sites sponsor to
  notify State agency of changes.
• Expenditures
• Operational Records (food, food service labor,
  non-food supplies, utilities, etc.)
• Administrative Records (admin labor, supplies,
  utilities, etc.)
• Training
• Summer Food Service Program Training

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Program RequirementsAdministering the Program

• Administrative Reviews
• Pre-approval Visit
• First Year
• 3 Year Mandatory
• Seamless Review
• Corrective Action/Follow Up

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Administrative Reviews

• Mandatory reviews are conducted once every 3
  years, unless there are problems noted during a
  review. Larger sponsors may receive a review
  annually.
• Sponsors will be contacted by a CNS prior to the
  review and will receive a letter outlining the
  documentation that must be made available during
  the review.
• If corrective action is required due to review
  findings, it is usually due within 30 days,
  unless the finding is critical and needs
  immediate correction in order for the sponsor to
  continue to operate.
• Sponsors will be provided with Appeal Procedures
  if financial adjustments are required and/or it
  is determined that meals were claimed in error.
• USDA may conduct a minimum of one review in AK
  each year.

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Program RequirementsAdministering the Program

• Application Process
• Packet
• Due Date

90
Application Process

• PERMANENT AGREEMENT FOR ALL NEW SPONSORS
• ? SPONSOR APPLICATION (3 pages)
• Attach Additional Documentation
• ? Private Nonprofit Agency 501 (3) (c) required
  showing tax-exempt status under IRS Code of
  19k86, as amended
• ? Units of Local, Municipal, State Government,
  Tribal Council
• Documentation letter identifying unit and/or
  program
• ? Site Information Summary
• ? Sponsor Budget (waived for Schools)
• ? CNPweb User Authorization Request and
  Signatory Authority
• ? Policy on Free Meals (Free Meal Policy
  Statement)
• ? News Release (needs to include dates, times,
  location, etc.)
• ? Training Agenda Documentation
• ? Vended Meal Service (if applicable copy of
  proposed contract/agreement with vendor or
  invitation for bid)

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Application Process

• ? SITE APPLICATION (2 pgs)
• Send a site application documentation for each
  site
• ? Eligibility Documentation (used per site to
  determine eligibility)
• ? Health Inspections (copies of most recent
  documentation)
• ? List of organized activities/program
  information (if too much to fit on application)
• ? Sponsor/Site Agreement (one for each site)
• ? Pre-operational Visit Worksheet (one for each
  site)
• ? Racial or Ethnic Data Form (one for each site)
• ADDITIONAL DOCUMENTS
• Use and send in as needed/required
• ? First Week Visit Form (one for each site)
• ? Site Changes Field Trip Notification Form
• ? Medical Statement to Request Special Meals
  and/or Accommodations Form
• ? Site Review Form (to be completed during the
  first four weeks of operation)

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Application Process

• Application Packet
• Due May 1st

93
The Summer Food ServiceProgram for Children
Providing healthy meals to children in our
communities across Alaska! THANK YOU!
Child Nutrition Services