Advances, Reimbursement Claims & Monitoring 11/13/2018 Advances, Reimbursement Claims & Monitoring

Advances Up to two 30 days prior to June1, July 15, & August 15 Be patient (printing money takes time) 2013 Administrative Guidance for Sponsors p. 78-79 Sponsor must send certification that training has been completed for second advance (2013 Administrative Guidance for Sponsors manual page 92).

Reimbursement = meals X rates Rural/Self Prep Vended Breakfast – 1.9800 Lunch/Supper – 3.4700 Snack - .8200 Breakfast – 1.9425 Lunch/Supper – 3.4125 Snack - .8000 Additional reimbursement for Sites in rural areas or Sites that prepare their own meals. Plan budget by working backward.

Allowable Costs Administrative Costs Operating Costs Planning Meals Non food supplies Space for food service Administrative Costs Planning Organizing Administering Unallowable costs are listed in the 2013 Administrative Guidance for Sponsors manual on pages 81-83. Page 79 lists allowable costs.

CDE’s Online Claim System Follow the online claim system instructions provided Do not need to submit documentation of costs with claims Must still document expenses for reviews Do not combine claims! Submit claim for each month served. Contact Jennifer Otey: otey_j@cde.state.co.us for site password.

When &Where? Claim Submission Due Dates are within 60 days of the last day of operation Colorado Department of Education Office of School Nutrition Online Claims and Services http://www.cde.state.co.us/cdenutritran/nutrionlineclaimsandservices.htm If a claim is submitted late, you can be put on the 3 year exception list. This means that claims (including claims for other Programs) may not be late for 3 years. If more than one claim is submitted late within the 3 year period, the claim is not reimbursed. See Administrative Manual page 83 claim for reimbursement.

Monitoring and Reviews Violations of program requirements may result in withholding or recovery of reimbursements, temporary suspension, or termination and exclusion from future program participation Violations of program requirements may result in withholding or recovery of reimbursements, temporary suspension, or termination and exclusion from future program participation (2013 Administrative Guidance for Sponsors manual, page 94).

Sponsor Requirements As the Sponsor, You Must Conduct: Pre-operational Visits Sponsors visit all new and problem sites before they begin operations First Week Site Visits Sponsors visit all sites at least once during the first week of operation EXCEPTION - waived for returning sites that operated successfully during the previous summer and had no serious deficiency findings Site Reviews Sponsors must review all sites at least once during the first four weeks of program operations including the Racial and Ethnic Data Form November 23, 2012, MEMO CODE: SP 07-2013, SFSP 04-2013 – REVISED, Summer Feeding Options for School Food Authorities Sponsors are no longer required to fill out a form to waive first week site visits for successful returning sites. Recommend you get a binder to put all paperwork in. Pre-op visit attachment 13, first week visit attachment 29, site review attachment 30 and ethnic data form attachment 21. Recommend fill out ethnic/data form while competing site review. See page 75 in the 2013 Administrative Guidance for Sponsors manual, reviewing reports.

CDE Office of School Nutrition will conduct: State Requirements CDE Office of School Nutrition will conduct: May be conducted at State agency’s discretion. Must review 10% of the sponsors sites FSMC facilities must be reviewed as part of a vended sponsor’s review. For sponsors with serious deficiencies in the previous review year For sponsors whose claim numbers have exceeded application ADP or indicated as necessary by the CDE OSN review. May be conducted at State agency’s discretion Preoperational Site Visits Sponsor and Site Review Our preoperational visit cannot count as your required preoperational visits! Optional for new applicant school food authority sponsors which have been reviewed by the State agency under the NSLP during the preceding 12 months and had no significant deficiencies. Sponsors to be reviewed are listed on the CDE OSN Summer Food Service Program web page. Serious Deficiency Policy is located on the CDE OSN SFSP web page at http://www.cde.state.co.us/cdenutritran/nutrisummer.htm CDE has a 2 year review cycle and review 10% of sponsor’s sites. The review list will be posted to the SFSP webpage. Follow up & Claim Review

Mountain Plains Regional Office (MPRO) MPRO may conduct reviews of new and/or existing PNP sponsors and sites MPRO staff will conduct a PNP sponsor review after a claim has been submitted Even though MPRO has conducted the review all corrective action responses are sent to the CDE OSN The MPRO review will count towards CDE’s review cycle.

Helpful Hints For A Review Be prepared by: Having records available for the State agency reviewer Use the planning checklist Training your staff (both operational & administrative) Following USDA guidelines for meals Served Planning checklist is located in the 2013 Administrative Guidance for Sponsors, attachment 11 Attachment 22 is Checklist of Records For training information see part 2 – Administering the Program in the 2013 Administrative Guidance for Sponsors on page 67.

School Finance Division/Office of School Nutrition Unit Have a Great Summer!   School Finance Division/Office of School Nutrition Unit 1580 Logan Street, Suite 760 Denver, CO 80203 Phone: 303-866-6661 Fax: 303-866-6133 www.cde.state.co.us