Calculating the Average Daily Attendance ~ The Adult Care Component ~

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Presentation transcript:

Calculating the Average Daily Attendance ~ The Adult Care Component ~ Welcome to the webcast, Calculating the Average Daily Attendance for the Adult Care Component. This webcast will guide you through the process of correctly calculating your average daily attendance for your agency’s monthly reimbursement claim. Wisconsin Department of Public Instruction Child and Adult Care Food Program (CACFP)

What is the Average Daily Attendance (ADA)? 2011 CACFP Summer Training 7/19/2011 What is the Average Daily Attendance (ADA)? Average Daily Attendance (ADA) Client’s Residential Status # of Days of Service Daily Sign in/out Records The average daily attendance or ADA is exactly that, an average of your center’s daily attendance for a period of a calendar month. You will determine the daily attendance of only your agency’s eligible clients for the calendar month you are completing the monthly claim for by using your agency’s daily sign in/out records or rosters. You will also need to know the number of days of meal service your agency provided within the month. This ADA is calculated after the month has ended when you have the total daily attendance numbers for the entire calendar month. Instructions for calculating the ADA are also within Guidance Memo 3A for Claim Submission, found at the website listed on this slide. Instructions for calculating the ADA are also within Guidance Memo 3A for Claim Submission, found at http://fns.dpi.wi.gov/fns_adultmemos

Daily Attendance Records Attendance records show the arrival and departure times of all of your agency’s clients. You must use your agency’s attendance records or rosters to determine the average daily attendance. Attendance records show the arrival and departure times of all of your agency’s clients. You must use your agency’s attendance records or rosters to determine the average daily attendance.

Daily Attendance Records ≠ Meal Count Records Do not use your agency’s meal counts for determining the number of clients in attendance each day. Meal Count Records Do not use your agency’s meal counts for determining the number of clients in attendance each day.

Non-eligible Clients Before tallying the number of clients in attendance each day, you will have to determine which clients are not eligible for the CACFP. Clients are not eligible if they reside in CBRFs, Adult Family Homes, or nursing homes. Please view the webcast training titled Eligibility and Participation Requirements for the Adult Care Component for more information on which clients are not eligible for the CACFP. In this example, we have crossed out the clients who are not eligible for the CACFP on the daily attendance roster. Before tallying the number of clients in attendance each day, you will have to determine which clients are not eligible for the CACFP. (Non-eligible clients reside in CBRFs, Adult Family Homes, or nursing homes.)

Number of Eligible Clients Attendance Records Tally only the eligible clients in attendance for each day from your center’s attendance records to come up with a daily attendance total. Tally only the eligible clients in attendance for each day from your center’s attendance records to come up with a daily attendance total.

Use the Attendance Column on the Daily Participation & Monthly Meal Count Summary Form The attendance column on the Daily Participation Record & Monthly Meal Count Summary form provides a place to calculate your agency’s ADA. You list your center’s total daily attendance of eligible clients for each day of operation here. The attendance column on the Daily Participation Record & Monthly Meal Count Summary form provides a place to calculate your agency’s ADA. You list your center’s total daily attendance of eligible clients for each day of operation here. You can find the Daily Participation Record & Monthly Meal Count Summary form under Guidance Memo 9A at the website listed on this slide if you would like to use this form for a place to calculate your agency’s monthly average daily attendance. The Daily Participation Record & Monthly Meal Count Summary Form is found under Guidance Memo 9A at http://fns.dpi.wi.gov/fns_adultmemos

Number of Days of Service To determine the number of days of service, you count the number of days within the calendar month that your center will be claiming meals for. To determine the number of days of service, you count the number of days within the calendar month that your center will be claiming meals for. 19 days of meal service

The Attendance Column Daily Participation Record & Monthly Meal Count Summary Form Daily Attendance Record Using this example, record the total daily attendance of eligible clients for each day from your center’s attendance records in the row that corresponds to each of these days on the Daily Participation Record & Monthly Meal Count Summary Form within the attendance column. Using this example, record the total daily attendance of eligible clients for each day from your center’s attendance records in the row that corresponds to each of these days on the Daily Participation Record & Monthly Meal Count Summary Form within the attendance column.

Calculating the ADA Using the Attendance Column Using this example, add up all of the daily totals together for the total monthly attendance Divide the total monthly attendance by the number of days of service Always round the average up when there is a fraction or decimal 28 + 129 (27+27+28+26+21) + 124 (27+24+28+23+22) # of Days of Service = 19 + 119 (24+23+25+25+22) Using this example, add up all of the daily totals together for the total monthly attendance Divide the total monthly attendance by the number of days of service Always round the average up when there is a fraction or decimal The sum of all days of service within the month is 462. The number of days of service is 19. 462 divided by 19 equals 24.315, or 25. The ADA for November 2013 is 25 at this center; this is the ADA that you would report on the monthly reimbursement claim. + 62 (23+20+19) The sum of all days of service = 462 The ADA for November 2013 is 25 at this center Divide the total attendance # by # of days of service 462÷19= 24.315…

Reporting the ADA Your agency will report its calculated ADA on its monthly claim for reimbursement. Please view the webcast training titled Completing the CACFP Claim for Reimbursement for further instruction on completing your agency’s monthly claim. Please view the webcast training titled Internet Claim Procedures for the CACFP for how to submit your agency’s claim online. Your agency will report its calculated ADA on its monthly claim for reimbursement. Please view the webcast training titled Completing the CACFP Claim for Reimbursement for further instruction on completing your agency’s monthly claim. Please view the webcast training titled Internet Claim Procedures for the CACFP for how to submit your agency’s claim online.

Thank You! 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 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. (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_filing_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 program.intake@usda.gov. 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 employer. Thank you very much for viewing this webcast on how to calculate the average daily attendance for the Adult Care Component.