MODULE THREE Meal Service School and Community Nutrition 2013

Meal Service Documentation The importance of documentation for meal service related records cannot be overstated. Most disallowances that occur during both site and administrative reviews are due to: Documentation of site name, address, meal type and times on site records cannot be matched to an approved site in CNIPS. Lack of documentation that the meals served were reimbursable. (Menu records). Lack of certifying signatures where required. (Daily Meal Count Sheets are the #1 source for this type of disallowance)

Tips for Success Use the resources available to you to ensure that all requirements are met such as the USDA guidance, SCN’s prototypes and the Food Buying Guide. Don’t assume that everyone involved in your program knows what is approved on the site sheets. This must be communicated to all site level personnel and monitored to ensure that what is approved on the site sheet is what is actually going on at your sites. Review records on a frequent basis. Most problems and issues that result in disallowances could have been prevented had the sponsor reviewed their site records on a frequent basis and addressed issues quickly. Resources Communicate Record

Meal Service Preparation Types Self-Prep Self-Prep Satellite Vended

Self Prep Sites Must be a site that is licensed to operate as a Food Service Establishment under the Kentucky Food Code. Meals are prepared or assembled onsite by the sponsor to be served to their own summer feeding participants. NEW! – Meals may no longer be delivered and assembled at sites that are not licensed as a food service establishment. Menu records that provide information on the meals prepared and served must be maintained onsite.

Self Prep Satellite Sites Food is prepared from a central kitchen and delivered to the site to be served. The central Kitchen maintains the appropriate menu records. Must be pre-portioned and pre-assembled meals Delivery/Pickup Slip must be utilized that details the number of meals and meal type(s) delivered/picked up for service. This is maintained with site records.

Vended Sites Meals that is purchased from a Food Service Management Company or a School Food Authority. Meals must be unitized Delivery/Pickup slips are required detailing the number of meal types delivered. An invitation to bid must be utilized with FSMC’s and a contract with SFA’s.

FOOD SAFETY RULES Self Prep – Must be a licensed food service establishment and inspected by the local health department. Additionally, SFA’s HACCP plans must be followed. Self Prep Satellite and Vended – Appropriate temperature holding equipment must be used for transport and adequate storage must be available if meals will be delivered more than an hour before the meal service. Food items may need to be packaged in a way that enables it to be served without adequate hand washing facilities.

FOOD SAFETY RULES Stay out of the Danger Zone, 40 degrees-140 degrees F. Four core messages of Clean, Separate, Cook and Chill Pages in Admin Guide

FOOD SAFETY RULES SCN will be contracting with individual health departments across the State to conduct additional food safety inspections. Expect more sites to be inspected than in previous years.

Self Prep Satellite and Vended Sites Federal regulations for self prep satellite and vended sites state: meals can be delivered no more than 1 hour before the beginning of the meal service or proper facilities exist onsite for storing the food- adequate to store the number of unitized meals that are delivered

Number and Types of Meals The number and types of meals that can be served at one site is dependent upon the type of site in which the meals will be served. Regular open, Restricted Open, and Enrolled sites Camps and Migrant Sites

Regular Open, Restricted Open, and Enrolled Sites

Camps and Migrant Sites Up to three (3) meals each day or two meals and one snack may be provided Breakfast, Lunch, and Supper Breakfast, Lunch, and Snack Lunch, Supper, and Snack Any combination of meals or snacks that is less than the maximum number allowed. Pg. 41 of the Administrative Guidance

Time Restrictions Sponsors must establish meal times for each site and provide this information on their application to the State Agency. Meals served prior to or after the approved time frames are not eligible for reimbursement. Sponsors are required to notify the SA through the CNIPS system prior to field trips that affect the time or the location of any meal service.

Time Restrictions No longer a requirement for a particular time lapse between meal services, but SCN expects sponsors to make the best judgment in determining meal service times. There are no regulations restricting meal service on weekends. Sponsors may serve meals on weekends with State approval.

Unitized Meals Unitized Meals (7 CFR 225.6(h)(3)) Food service management companies and school food authorities contracting to prepare SFSP meals must provide unitized meals to the sponsors' site(s) unless the State agency has approved a waiver of the unitized meal requirement. The unitized meal requirement specifies that the meal components(except milk or juice) must be packaged, delivered, and served as a unit. Milk or juice may be packaged and provided separately.

Meal Pattern Requirements Only meals served that meet the meal pattern requirements may be claimed for reimbursement All sponsors should utilize the SFSP meal pattern described in the USDA SFSP Nutrition Guidance. SFA’s may use the current NSLP meal pattern, but should contact SCN prior to use.

Menu Pattern Requirements SFSP Meal Pattern Chart-Attachment 4 in the Reference Section

COMBINATION ITEMS CN Label Identifies Component Contributions

Meal Pattern Exceptions Infant Meals (7 CFR (f)(2)) All meals served to infants must comply with infant meal pattern requirements in Section (b) of the CACFP regulations. s/Meal_Patterns.htm Sites must be approved to served infants in order for infant meals to be reimbursable. Sponsors request approval on the site application in CNIPS.

Meal Pattern Exceptions Sponsors are not required to accommodate dietary preferences, but are encouraged to do so within the existing meal patterns. However, sponsors are required to make substitutions or modifications to the meal patterns for participants with disabilities who are unable to consume the regular program meals when such substitutions are supported by a statement from a recognized medical authority that includes the required alternate foods. [7 CFS (f)(4); FNS Instruction 783-2, Rev.1, ] Additionally substitutions may be made if individual children are unable, because of medical or other special dietary needs(not disabilities), to consume the foods required by the meal patterns. Such substitutions may only be made when supported by a statement from a recognized medical authority that includes recommended alternate foods. [7 CFR (f)(4)]

Offer Versus Serve Offer Versus Serve (7 CFR (f)(1)(ii) All sites are eligible to utilize OVS, however, the following rules apply: Optional in SFSP The requirements for food-based menu planning approach must be followed A complete meal must be offered to participants and the child may decline only one (1) food items at breakfast and up to two (2) at lunch and supper Children must not be urged to decline components OVS is not eligible to be used for snacks

Breakfast One Serving of Milk (8 fl. oz.) One Serving of a vegetable or fruit or full-strength juice (1/2 cup or 4 fl. oz.); and One serving of grain or bread (1/2 cup pasta or cooked cereal, ¾ cup or 1 oz. cold cereal, 1 serving per the Food Buying Guide for all other items) The meal patterns establish the minimum portions of the various meal components that must be served to each child in order for the participating sponsor to receive reimbursement for each meal.

Lunch and Supper One serving of milk (8 fl. oz.) Two or more servings of vegetables and/or fruits (3/4cup total); One serving of grain or bread (1/2 cup pasta or cooked cereal, ¾ cup or 1 oz. cold cereal, 1 serving per the Food Buying Guide for all other items); and One serving of meat or meat alternate (2 oz., ¼ cup beans or dry peas, 2 Tbs. Peanut Butter, 4 oz. or ½ cup yogurt)

Snack Must contain 2 Food items Each item must be from a different food component Juice cannot be served when milk is the only other component.

Additional Foods If a site chooses to purchase additional food with SFSP funds, the food must be a creditable food under the meal pattern requirements. Expenditures for foods that may not be served as part of the reimbursable meal based on the SFSP meal patterns are not allowable costs. Condiments served with a creditable food are exempt from this restriction. Sites wishing to serve additional foods that do not meet SFSP meal pattern standards must use non-Program funds. (SFSP Memo , Serving Additional Foods in SFSP, November 23, 2011).

Menu Records Sponsors must keep records that provide adequate document that all meals claimed have met the meal pattern and were eligible for reimbursement. SCN provides a prototype menu record that may be utilized to document required information. If a different menu record is used for documentation, the same information as the prototype should be recorded. Menu records in conjunction with receipts, invoices and inventory records will be used to validate reimbursable meals. If records are incomplete or missing then meals will be disallowed.

Prototype of menu record Not required

Leftovers Objective: Provide one meal per child at each meal service. A limited number of second meals served as a unit can be claimed as long as total # of second meals claimed by the sponsor does not exceed 2% of meals served at all sites for a claim period. If local health care code allows, transfer meals to another site. Sharing table Meals held under refrigeration to be served at subsequent meals Donate to tax-exempt food bank or charitable organization Excessive overproduction of meals on an ongoing basis are an unallowable cost to the SFSP program. Monitor the amount of leftovers and adjust production as necessary.

Central Kitchen The central or prep kitchens that prepare meals for satellite sites should have one menu record to document the information on all of the meals prepared there regardless if they were prepared to be consumed there or at a satellite site. Delivery/Pickup slips will demonstrate the number of meals taken from the central or prep kitchen. Do not create a menu or production record for each site that the central or prep kitchen prepares food for. The information is invalid and creates unnecessary paperwork for staff.

Point of Service Point of Service (POS) means that meals are marked off on the Daily Meal Count sheet as each complete meal is served. For example, a meal is handed to a child and then the meal is marked off, another meal is handed to another child and then another meal is marked off, and so on... Admin Guide, pg. 72

Point of Service The point of service must obtain an accurate count of reimbursable meals served to eligible children. The individual who marked the number of meals served must sign the Daily Meal Count sheet to certify that the number of meals served is correct and eligible to be claimed for reimbursement.

Point of Service If there are problems with the point of service meal counts, all meals may be disallowed. Monitor the daily meal count sheets from your sites to identify and address problems quickly! It is highly encouraged that all daily meal count sheets are second partied to ensure accuracy and prevent disallowances.

“All sponsors (sites) must use daily site records in order to document the number of program meals they have served to children”. Counts should include the number of: meals delivered or prepared First meals served by type Second meals served by type Excess meals Non-reimbursable meals Program/non-program adult meals Daily Meal Count Sheets

Daily Meal Count Sheet Attachment 18 Administrative Guide REQUIRED!

Daily Meal Count Sheets Daily Meal Count Sheets in which: Site is not identified (doesn’t match the Edit Site Sheet including site name and/or address) Date of meal service is not identified Type of meal service is not identified An indication that there is no POS Is not signed; WILL BE DISALLOWED!!!!!

Daily Meal Count Sheet Good Example!

Bad Example! Daily Meal Count Sheet

Multiple Groups Sponsors may have multiple groups of children at one site who wish to receive meals. If the site is an open site, sponsors must ensure that the site is operated as such. In order to operate an open site with multiple groups of children, sponsors have 2 options.

Multiple Groups Option 1: Have one point of service where all children come to receive meals. The groups should be notified of the approved timeframes in which meals will be served and then will be responsible to attend during those times.

Multiple Groups Option 2: Have one main point of service location where any child may come to receive meals. Plus have an additional point of service set up in a separate location to serve a specific group of children. -Only recommended when there is a lack of space for the number of children who would need to be fed during the approved meal service timeframe

Daily Meal Count Roster

Requirements for Meal Service (7 CFR (e), (b), and ) In addition to meal pattern requirements, sponsors must comply with the following: Serve the same meal to all children Ensure that all meals are consumed onsite Ensure all children receive a meal before any child is served a second meal or adults are served. Adhere to local health and sanitation guidelines Make arrangements for service in inclement weather Serve during the times approved on the application

Requirements for Meal Service (7 CFR (e), (b), and ) USDA permits State Agencies to allow the fruit/vegetable component of the meal pattern to be taken offsite. SCN does allow this option to sponsors provided the following: Sponsors evaluate if it is appropriate at sites individually (adequate staff to monitor this practice) Include training to site personnel on the exception and the required supervision required. Documentation of sponsors determination and subsequent training maintained with site records.

Commodities ( 7 CFR 225.9(b)) Sponsors who are eligible to receive USDA Foods (donated commodities) under the SFSP include: sponsors preparing meals onsite or at a central kitchen; sponsors purchasing meals from a school food authority that participates in the NSLP SFA sponsors that procure their SFSP meals from the same food service management company that competitively provided their most recent NSLP and/or SBP meals. The State agency (KDA) will provide information about currently available commodities to all eligible sponsors.

Questions?