Title: CACFP Nuts
1CACFP Nuts BoltsA Comprehensive Review of the
Tools in Your Toolbox
-
- Carole Dennis Program Specialist II
- Cheri White, Administrator, Tami Drake,
Accountant, NH Department of Education - Bureau of Nutrition Programs Services
- June 25, 2013
2The Tools in Your Toolbox
- 2013 Nondiscrimination Statement
- Enrollment forms
- Income Eligibility Applications
- Cycle menu, Point of Service (POS) meal counts
- Claim Consolidation Administrative Costs
- Non-profit food service
- Training/Edits
32013 USDA Nondiscrimination Statement
- New Statement effective May 2013
- The U.S. Department of Agriculture (USDA)
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 if all or part of
an individual's 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.
42013 Nondiscrimination Statement cont.
- (Not all prohibited bases will apply to all
programs and/or employment activities.) - If you wish to file a Civil Rights program
complaint of discrimination, complete the USDA
Program Discrimination Complaint Form, found
online at http//www.ascr.usda.gov/complaint_filin
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.
52013 Nondiscrimination Statement cont.
- 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
program.intake_at_usda.gov. - Individuals who are deaf, hard of hearing, or
have speech disabilities and wish to file either
an EEO or program complaint please contact USDA
through the Federal Relay Service at (800)
877-8339 or (800) 845-6136 (in Spanish).
62013 Nondiscrimination Statement cont.
- Individuals who are deaf, hard of hearing, or
have speech disabilities and wish to file either
an EEO or program complaint please contact USDA
through the Federal Relay Service at (800)
877-8339 or (800) 845-6136 (in Spanish). - Please find USDA CACFP memos _at_
- http//www.education.nh.gov/program/nutrition/cacf
p_memos/index.htm
7Viable, Capable and Accountable (VCA)
- Financial viability means that the institution
has adequate financial resources to maintain
operations, even if there is a disruption in
normal income or a delay in a CACFP
reimbursements. You should be able to document
your institutions financial viability through
audit reports or financial statements. - Administrative capability means that the
institution has enough qualified staff members to
meet all CACFP requirements. Also, the
institution has management procedures in place to
ensure that CACFP requirements are met. - Accountability means that the institution follows
sound management and accounting practices.
Systems must be in place to ensure fiscal
integrity and prevent improper financial
activities. In addition, non-profit
organizations must have an independent board of
directors that has the power to replace the
executive director. - Institutions already participating in the CACFP
must continue to be viable, capable and
accountable. The State Agency will monitor
viability, capability and accountability by
requesting updates on program operations and
conducting administrative reviews. Institutions
that do not demonstrate viability, capability and
accountability may be subject to financial
penalties or termination from the
- What does it mean to be VCA?
- The federal regulations require all participating
institutions to be financially viable,
administratively capable, and have controls for
accountability. This is to make sure that tax
payers money is being used effectively for the
intended purpose.
8CACFP ENROLLMENT QUICK FACTS
9CACFP Child Enrollment Forms
- Child Care Centers Family Day Care Homes must
have, a current and complete CACFP Child
Enrollment Form on file for every child for whom
a meal is claimed. - Child Enrollment Forms must be updated at least
annually
- Purpose
- Substantiate paid enrollees with a
parent/guardian signature - A tool for determining the validity of meal
counts including 5 day reconciliations
10All Areas of the Child Enrollment Form Must be
Completed
- Institution identification and For CACFP
representative sections - Childs first/last name, DOB, age
- Days and hours the child is normally in care
- Meals the child normally receives while in care
- Parent/guardian information signature
11Most Common Errors
- Missing enrollment forms for over-income children
- Hours not specified correctly for school age
children - CACFP representative effective date of form
exceeds 7-10 days or is dated prior to the
parent/guardian signature date - Missing institution information
12Most Common Errors Continued
- Missing information
- The name of each child in the family
- DOB, age, times of arrival and departure
- Days and hours in care
- Meals the child normally receives while in care
- Parent/Guardian telephone numbers
13Enrollment Forms Should Be
- Stored with program records for three years plus
the current year - Updated with changes in enrollment status that
exceeds 30 days. Initial and date all updates.
- Have 2nd edit performed on all forms with center
official initials and date. Outdated
incomplete forms will result in an over claim. - Monitor use this form to perform 5 day
reconciliation
14CACFP INCOME ELIGIBILITY APPLICATION QUICK FACTS
15Income Eligibility Applications (IEAs)
- Must have current and complete IEA on file for
every child or adult for whom a free or reduced
price meal is claimed. (Not At Risk Programs) - Must be updated at least annually.
- Purpose
- To determine the free, reduced, or paid status of
enrolled participants and the institution's
reimbursement - IEA is valid one year from the date the sponsor
signs- through the end of month
16Income Eligibility Confidentiality
- All information on the application will be
confidential and used only for the purpose of
determining CACFP reimbursement for meals and
snacks served at the program. - Keep staff access to IEAs to a MINIMUM.
17Confidentiality Continued
- Income Eligibility Applications should not be
kept in a participants general folder. - Determination status of free, reduced price or
paid should never be included on POS meal count
sheets.
18IEA- Part 1
- List the first/last name and DOB of each child or
adult in the household enrolled in facility - CCC- If the household receives Food Stamps, FANF,
In ADC- SSI, or Medicaid benefits, the type of
benefit must be checked and the case number
listed
- IEA CANNOT BE APPROVED IN THE FREE CATEGORY
UNLESS THE CASE NUMBER IS INDICATED.
19IEAs Part 1
- The Healthy, Hunger-free Kids Act of 2010, (the
Act) Public Law 111-296, provides categorical
eligibility for free meals to foster children.
Any foster child whose care and placement is the
responsibility of the State or who is placed by a
court with a caretaker household is categorically
eligible.
20Categorical Eligibility- Foster Children continued
- The Act allows certification of a foster child
for free meals, without application , if the
local educational agency or other child nutrition
program institution obtains documentation from an
appropriate State or local agency indicating the
status of the child as a foster child whose care
and placement if the responsibility of the State
or that the foster child has been placed with a
caretaker household by a court
21Foster Children
- Households with foster and non-foster children
may choose to include the foster child as a
household member, as well as any personal income
earned by the foster child, on the same household
application that includes their non-foster
children. This will streamline the application
process and may help foster familys non-foster
children qualify for free or reduced price meals
based on household size and income
22IEAs Part 3
- Must be completed by all households which do not
qualify for categorical eligibility, but whose
income is below the income guidelines shown in
the cover letter
- List all members of household including all
children listed in Part 1. - List income from most recent month.
23IEAs
- If a case number is listed in part 1, the
application must be signed and dated by an adult
member of the household
- If no case number is listed in Part 1, the
application must be signed by adult member of
household, and include the last four digits of SS
number, address and telephone number.
24IEAs For Center Use Only
- Check all appropriate boxes, sign, and date
- Determination will be based either on household
size and income reported in Part 3 or categorical
eligibility reported in Part 1
- When determining eligibility based on income,
indicate total number of household members listed
on the application and the total monthly
household income. The total number of persons in
the household should equal the number of names
listed on IEA.
25IEAs For Center Use Only
- Annual Income Conversion
- Weekly x 52, Every 2 weeks X 26, Twice A Month X
24, Monthly X 12 - Multiple income sources with different frequency
use conversion above to annual income - Hourly wages are not acceptable.
- Show all math
- Use most current income guidelines
- Indicate reasons for denials
- Over-income participants are put in the paid
category. Do not need IEA - Determination made within 10 days of receiving
the application.
26IEAs-For Center Use Only
- If concerned with the authenticity of the
information provided on an application, verify on
a case by case basis, verify the application for
cause.
- Temporary approval of an application is no longer
permitted because of the year long duration of
eligibility provision
27Most Common Review Errors
- Incomplete For Center Use Only section.
- Categorical eligibility approval as free without
case number - Missing Information (last names, SSI number)
Last 4 digits only
- Incorrect household size
- Using old Income Guidelines
- No second edit
28Wrapping up IEAs
- If you are doubtful about the information
provided contact household. - Determination status of IEAs are valid for one
year regardless of changes in household income.
- As a rule re-determine only if change in status
will benefit family/institution. Initial and date
all updates. - Parent Applications become valid the date the
institution verifies it is correctly completed.
29Finish IEAs
- Have second edit performed on all forms with
center official initials date to avoid
Over-Claims Under-Claims - Have a written policy for IEA determination.
Store with program records for 3 years plus the
current year
30Cycle Menu
- A cycle menu is a series of menus that are
repeated over a specific period of time, such as
4 weeks. The menu is different each day during
the cycle. At the end of the cycle, the menu is
repeated. - Cycle menus save time and labor costs
- Save time in gathering information, planning
menus, developing specifications, and costing - Purchasing procedures are standardized and take
less time - Standard grocery list helps prevent extra trips
to store- saving gas and time - The time you save by using a cycle menu can be
used for nutrition education and training -
31Cycle Menu continued
- Cycle menus can help control food costs
- It is easier to project the right amount of
product to purchase when familiar with the
quantities used previously - Easier to buy regularly used items in bulk
- Take advantage of seasonal foods
- Cycle menus reduce storage costs/food waste
- Since cycle menus help project the right amount
of product to purchase, they help keep stock at
appropriate levels - Cycle menus reduce food waste
- As menus are prepared repeatedly, it is easier to
project how much of each menu item you will need
to make
32Family Style Dining
- Family style- food is set out on the table, we
advocate this style because - children and participants can serve themselves
- promotes social interaction
- staff role model gives children the opportunity
to learn acceptable table manners
33Portion sizes.
- Record the portion or serving size of each menu
item served (e.g., ½ cup orange juice, 1 oz.
cheese, 1 slice toast) - Serving sizes can be shown in measures (such as
cup measures, scoop or ladle sizes), weight
(grams), or number (such as a medium apple or 1
muffin)
34Amount of food needed to meet the total required
for each serving
- Example
- For 20, 2-5 year old children, 1 gallon of 1 or
skim milk is needed - (20 x 6 oz. each 120 oz., 1 gallon 128 oz.)
- Whole milk for children under 2 years, skim or
low fat for children 2 years and older - Example
- For 25, 6 year old children, 19 cups canned pears
- (25x .75 cup each 18.75 cups)
35Beef Stew example
- Requirements
- ¾ cup Beef Stew (meal component and portion
size) - Amounts
- Bread- 25 biscuits
- Frt/Veg- 6.5 cup mixed vegetables
- Meat or Alt.- 3.5 lb. stew beef
- Mixed Dishes creditable for 2 meal components only
36Pizza example.
- Requirements
- 1 pizza square
- Amounts
- Bread- 25 (25 gram crust) servings
- Meat or Alt.- 25 (2 oz. cheese) servings
37Pre-portioned foods
- Document individual weights of pre-portioned
foods and the numbers needed (e.g., 20 (2oz)
hamburger or chicken patties - Be sure that the individual weight of one serving
is enough to meet the required serving size. If
the product is a nugget size, indicate the
number of pieces that meet the required portion
38Avoid!!
- General descriptions of food items
- boxes of cereal
- cans of juice
- Specify the weight of number of ounces per can,
size of can, or box - Refer to the food label for the number of
servings, and servings size the container holds. - Check serving size against the requirements for
the age group served
39Choking Prevention
- Always watch or sit with children during meals
and snacks - Children ages 2 to 3 especially are at risk of
choking on food and remain at risk until about
the age of 4 - Use Food Guide Pyramid for young Children (see
pg. 19) as a guide - Offer 2- to 3- year-olds the same variety of
foods as the rest of the children but prepare in
forms that are easy for them to chew and swallow - Watch children during meals and snacks to make
sure they - Sit quietly
- Eat Slowly
- Chew food well before swallowing
- Eat small portions and take only one bite at a
time
40Choking continued
- Prepare foods so that they are easy to chew
- Cut foods into small pieces or thin slices
- Cut round foods lengthwise into thin strips
- Remove all bones from fish, chicken, and meat
- Cook food such as carrots or celery until
slightly soft- cut into sticks - Remove seeds and pits from fruit
- Spread peanut butter thinly
41Choking continued
- The foods which are popular with children often
cause choking This list is not all inclusive. - Firm, smooth, or slippery foods that slide down
the throat before chewing like - Hot dog rounds
- Hard candy
- Large pieces of fruit
- Granola
- Peanuts
- Whole grapes
- Cherries with pits
42Choking continued
- Sticky or tough foods that do not break apart
easily and are hard to remove from the airway
like - Spoonful or chunks of peanut butter or other
nut/seed butters - Chunks of meat
- Chewing gum
- Marshmallows
- Raisins and other dried fruit
43Claim Consolidation
- Tally meal counts weekly, less margin for error
- Consolidate claims monthly submit by 10th of
each month - Cross reference IEAs, Enrollment Forms, POS meal
counts, and Attendance sheets with Master Roster
before beginning the claim consolidation
- Purpose
- To determine monthly claim for reimbursement
- To produce a verifiable record of what the
institution claimed
44To Consolidate a Claim
- Designate F/R/Paid status for each participant
- Record totals by meal type and reimbursement
status for daily, weekly, and monthly totals - Include a comprehensive monthly tally sheet that
includes all facilities/classrooms - Sponsors notify facilities in writing of all
meals denied or disallowed
- Tip Use different color highlighters to
designate free, reduced, paid status - Tip Compare meal count sheets to attendance
records as a double check for accuracy - Tip When an error is made correct it, circle in
red, initial and date
45POS Meal Counts Must Include
- First Last names of participants
- Check marks for meal type completed within 15
minutes of the actual serving of food (children
are seated) - Track staff eating meals - cost
- List site location and date of meal service
46Written Policy for Claim Consolidation Should
Include
- All Institutions
- Conduct edit checks to ensure no more than
three meals per day per child are claimed (2
meals ,1 snack or 2 snack s , 1 meal) - Sponsors
- Do edit check to ensure facilities are only
claiming for approved meal types, total meal
counts do not exceed total enrollment.
- Block Claims no longer required of Sponsoring
Organizations - Household Guidance Contact is still required for
Sponsoring Organizations
47Most Common Review Errors
- System is not verifiable, totals cannot be
replicated - Out of date Master Roster so meals tallied have
wrong determination status - Error keying in totals to spreadsheet
- Meal count recorded prior to the children being
seated for the meal
48Wrapping Up Claim Consolidation
- Include a second edit of process with initials
date - Have written procedure for consolidating the
claim so totals claimed can be consistently
replicated - Store records for 3 years plus the current year
- State Agency conducts additional edit checks
- FOR PROFIT CENTERS
- Must keep 25 f/r documentation of file of
categorical or income based eligibility for each
month claimed - May not claim for months that 25 threshold is
not met
49Sponsoring Organizations monthly edit checks
- The facility has been approved to serve the meal
types being claimed - The number of meals claimed do not exceed the
number derived by multiplying approved meal types
times days of operation times enrollment - Sponsors ensure that sites are not over capacity
-
50Sponsors Monitoring Reviews Minimum Content
- The Program meal pattern
- Licensing or Alternate approval
- Participation in, or attendance at, sponsor
training - Meal counts
- Menu and meal records
- Annually updated enrollment forms
- Identify and document all findings
51In addition, at each monitoring review
- ? Conduct a 30-day follow-up review to ensure
identified findings and subsequent Corrective
Action Plans have been implemented and sustained - Assess whether the facility has corrected
problems noted on previous reviews - Include a five-day reconciliation of meal counts
with enrollment and attendance records
52Standard Review Requirements for All Types of
Facilities
- Each FDCH, CCC, ADC, OSHCC, and At Risk center
must be reviewed three times per year unless the
review averaging provision is used - Two of the three reviews must be
unannounced-schedule must vary and be
unpredictable - One of the unannounced reviews must include the
observation of a meal service - A new facility must be reviewed during its first
four weeks of operation - Not more than six months may elapse between
reviews of any facility
53Maintaining a Nonprofit Food Service Operation
- All institutions-
- nonprofit food service
- ALL of the money received in CACFP reimbursement
MUST be used ONLY in the food service operation
- Must be able to identify and track all CACFP
expenses reimbursements in the operation or
improvement of the food service - Does not mean operation runs at a loss or
break-even - Does mean any excess of revenue over expenses is
retained used only in the operation of the food
service
54Administrative Expenses
- Annually, Sponsors must submit an Administrative
Expense budget - Administrative costs reflect the budgeted or
actual costs associated with administering the
reimbursement received - Administrative costs are limited to the
institutions allowable expenses for planning,
organizing and managing CACFP - Independent Centers may choose to submit
administrative budgets to be applied against
anticipated meal reimbursements
55Operating Expenses
Annually, Sponsors must submit an on Operating
Expense budget Operating costs reflect the
budgeted or actual costs associated serving the
meals program Operating costs are limited to
the institutions allowable expenses for food
production, food and supplies costs and food
labor for CACFP Independent Centers must submit
operating budgets to be applied against
anticipated meal reimbursements
56Store All Food Services Invoices Receipts for 3
Yrs. Plus the Current Year
- Example - May use CACFP funds for
- Food for participants staff performing food
service labor (same food) - Dishes, cups, utensils
- Paper goods used in food service
- Dishwashing Hand Soap
- CACFP Food Service related salaries
- Kitchen appliances- prior approval if over
5000.00 - Mileage to grocery store
-
- Example - May not use CACFP funds for
- Personal groceries, soda, coffee, dog food
- Toys, games, videos
- Arts Crafts supplies
- Mileage for general transportation
- Laundry cleaning supplies not used in the CACFP
57CACFP Training
- All Sponsoring Organizations are required to
annually attend a State Agency approved CACFP
training - All institutions are required to provide training
to their CACFP key staff upon orientation to the
program and AT LEAST annually thereafter - Key staff includes those
- staff members involved
- in the administration,
- management, or functional
- operation of the CACFP
58Training Topic/Documentation
Training must include instruction appropriate to
the level of staff experience
and duties.
- Minimum Training Topics
- Meal patterns
- Meal counts
- Claims
- Recordkeeping
- Reimbursement processes
- ?Sponsors Monitoring review procedures
- Minimum Documentation
- Dated attendance sheet
- Copy of training agenda materials used or
documentation of specific sources - Note failure to provide and/or participate
in an annual CACFP training can lead to serious
deficiency
59Training of Sponsors Monitors
- Sponsoring organizations must keep records
documenting the attendance at State Agency
training of each staff member with monitoring
responsibilities annually - Annual Sponsor Training of staff must include
instruction appropriate to the level of staff
experience and duties - Minimum training frequency and content
requirements apply- 6 minimum CACFP topics
annually Institution Tool Kit 1.2
60Training of Site Monitors
- There are specific responsibilities for each site
monitor to execute appropriate and viable program
reviews, all site monitors must attend State
Agency training prior to placement in the field
61Monthly Edit Checks
- The Tools in Your Tool box
- for an Efficient, Effective, and Successful Meals
Program
62Monthly Edit Checks
- Cross Reference Master Roster with
- Enrollment forms
- IEAs
- Attendance sheets (spot check) absences noted?
- POS meal counts
- Check POS Meal Counts for
- Approved meal types
- Free/reduced price/paid status
- Maximum of 2 meals, one snack or 2 snacks one
meal per day - Staff meals
- No meal count exceeds enrollment
63Monthly Edit Checks
- New employees CACFP Orientation Training
- Review of food service receipts for food service
- ?For profit centers -25 free/reduced price
eligibility- must meet monthly
64Other Edit Checks
- First/last name on all documents
- Documentation in pen
- All 2nd edits dated initialed
- TIP Develop CACFP written policies. Use
Toolkit as prototype. Use Summary of CACFP
Doc sheet as a base - Viability, Capability and Accountability
65Recordkeeping
- Requirement three (3) years plus the current
year (or longer if outstanding audits)
- Includes all program documents, correspondence
memos, and financial records
66Recordkeeping
CACFP Records do not go on field trips!
All records must be available at the Sponsoring
Organization site and individual Center and
family day care home sites during normal
business hours Sponsoring Organizations keep
copies only
67Bureau of Nutrition Programs and Services Website
- http//www.education.nh.gov/program/nutrition/inde
x.htm
68The Finish Line!
Questions Carole Dennis, Program Specialist
CACFP Carole.dennis_at_doe.nh.gov 603-271-3883