Administrative Update for Emergency Shelters FY15 Alaska Child and Adult Care Food Program September, 2014 Required for FY 2015

Page 2 USDA – Child and Adult Care Food Program Legislation Regulations Instructions Policy Memos

Page 3 USDA – Child and Adult Care Food Program Legislation – latest is the Healthy Hunger Free Kids Act of 2010 Regulations  Code of Federal Regulations Title 7 Agriculture, Chapter II – Food and Nutrition Service, Department of Agriculture Part 226

Page 4 7 CFR 226.2, , , , a, , Parts of 226 that you may be interested in: .2 Definitions .15 Institutional provisions .16 Sponsoring Organization provisions .17 Child care center provisions .17a At-Risk afterschool care center prov. .20 Requirements for meals

Page 5 From Regulations: Basic Requirements Tax exempt or meet for-profit require. New applications and renewals req. Accept final administrative and financial responsibility Provide adequate supervisory & operational personnel Pre-approval visits for all facilities Recordkeeping – outlined on next slides

Page 6 Recordkeeping Application & supporting docs Program Eligiblity  Participant Eligibility – automatically eligible due to homeless

Page 7 Recordkeeping, cont. Daily attendance & meal counts Daily meal counts for adult program staff

Page 8 Recordkeeping,cont. Invoices/receipts/records of costs and of income Claims submitted within timeframe

Page 9 Recordkeeping, cont. Claim for Reimbursement Due no later than 60 days past the end of claim month  Needs to be in PENDING APPROVAL by due date (see claim calendar)  Error in the USDA Independent Center Handbook pg. 44 – cannot do upward adjustment within 90 days! On-line claim must be submitted by authorized representative Requires Total Attendance

Page 10 Recordkeeping, cont. Claim for Reimbursement Total Attendance for Month  Add all children throughout the month  Duplicated number  Type this number on line 6  The database will compute Average Daily Attendance (ADA) on line 7

Page 11 Recordkeeping, cont. Claim for Reimbursement Costs entered on sponsor claim sheet All costs must be approved prior via Budget on file with the state (this year or prior year for independent centers who are not submitting new budget)  Actual costs for food, non-food, labor (no guesses)  Only CACFP on receipts – do not include non-CACFP on same receipt  Note food or non-food amount on each receipt  System for compiling to accurately submit expenses on monthly claim

Page 12 Recordkeeping, cont. Receipts of program payments from EED Documentation of meals served  (Menus, recipes, recipe analysis, production records) Monitoring records Training sessions (& attendance at training of monitors) Non-profit food service

Page 13 Basic Requirements, cont. Perform edit checks prior to claim submission  Have daily records available  Meal type approved  2 nd person double-check counts, if menus are creditable (children/infants/allergies), attendance is being completed

Page 14 Basic Requirements, cont. Permanent Agreement with the state Proper commodity utilization Record retention 3+ current year Comply with regulations, instructions, & guidance Ensure WIC material available

Page 15 USDA – Child and Adult Care Food Program FNS Instructions Posted on CNP website Provide guidance  Ie. FNS Instruction Rev. 4– Financial Management in CACFP  Updated this year! Good resource html

Page 16 USDA – Child and Adult Care Food Program Policy Memos Distributed through Alaska Bulletins and USDA website Guidance on specific topics  CACFP Health & Safety In CACFP Policy Memos can be found on USDA website: Policy/PolicyMemoranda.htm

Page 17 Update & Renewal for FY2015 Update annually & renew every 3 years Database Updates & Renewals due October 1 st Forms due October 1 st  Except the NPFS Financial Report

Page 18 Child Nutrition Program (CNP) Database FY2015– Renewals/Updates Handout on CNP yearly update

Page 19 Child Nutrition Program (CNP) Database Type in URL address –

Page 20 Child Nutrition Program (CNP) Database

Page 21 All Programs Update Yearly Submit to the state agency by October 1 st  Management Plan (if updated)  Attachment A & B (Budget sheets for sponsoring orgs – more than one site)

Page 23 All Programs Update Yearly Submit to the state agency by October 1 st  Attachment C (Training for sponsor orgs)  Attachment D (Monitoring for sponsor orgs)  Cycle Menus  Vended Meal Agreement (if applicable)  At-Risk docs (if applicable) for returning sites (for non-residential children)  Activity documents (flyers)  Child Care Standards if not licensed

Page 24 Central Contract Registry (CCR) All recipients of federal funds must register on CCR  CCR – expiration date Update or renew annually Need a Data Universal Number System (DUNS) number to register  Included in CNP database now

Page 25 All Programs Update Yearly Submit to the state agency by November 10th Non-Profit Food Service (NPFS) Financial Report

Page 26 Non-profit Food Service Financial Report Best Practice: Food costs = or > than 50% of reimbursement If you don’t meet this submit an explanation with form as to why you are not spending at least 50% of reimbursement on food

Page 27 Non-profit Food Service Financial Report continued Print out all back-up when you complete this report and keep in your files Report from your accounting system What system do you use? What report dates are you using?

Page 28 Non-profit Food Service Financial Report (due no later than Nov 10th)

Page 29 Cash vs. Accrual Accounting  Cash = expenses & income reported when paid/received  Accrual = expenses & income recorded when incurred  End of year you’ll use accrual (costs & income in September for September) Non-Profit Food Service

Page 30 Reimbursement Rates Alaska Reimbursement Rates July 1, 2014 through June 30, 2015

Page 31 Additional Documents for Renewal (every 3 years) Submit to the state agency by October 1 st :  Recipes & recipe analysis  Organizational Chart And if the following have changed:  Outside Employment Policy  Mission Statement  Non-discrimination Statement

Page 32 CACFP Training by state Annual attendance is required Need Civil Rights training yearly May be found Seriously Deficient for non-attendance at annual state training

Page 33 Annual Civil Rights Training Two options: PowerPoint on the CNP website: Or distance training through eLearning site:

Page 34 CNP Administrative Reviews The state agency reviews At least every 3 years More often if : follow-up is needed State CNP needs to meet 33.3% requirement

Page 35 Core Review Elements Enrollment & Eligibility License posted if licensed center & within capacity Attendance Records  Where do you take attendance?  Most issues come with lack of good attendance WIC information posted

Page 36 Core Review Elements Meal Counts Point of Service meal counts  Count by child’s name (most reliable and you can verify w/attendance)  Some emergency shelters use numbers Consistent counting methods Consistent compilation of counts Double-check system in place prior to submission to state

Page 37 Core Review Elements Meal Counts  Attendance should not be used for meal counts Meal count at point of service on separate sheet Meals not reimbursed if meal count is not current Avoid counting at end of meal – when children have left the table it’s too late!

Page 38 Core Review Elements Meal Counts Procedure to ensure non-reimbursable meals not claimed Program adult meals counted (not claimed) Non-program meals counted (not claimed)  Who is paying for these meals since they are not USDA meals? Center reimburse CACFP account? Food costs not included in CACFP food costs? Many shelters compute monthly % of adults/children and only count that % of costs with CACFP funds

Page 39 Core Review Elements Meal Observation Meal Service  Portion sizes  Creditable components  Type of meal service implemented correctly Family Style Pre-plating  Eating environment – congregate feeding  POS Meal Counts  Health & Safety

Page 40 Core Review Elements Menu Records & Meal Pattern Cycle menus  HM & CN listed & actual doc on file  Variety of cycle menus for the year  Variety of foods served Working menus must be on file Recipes with analysis for serving sizes  Need recipes even if you have production records Production records (if using) Medical statements

Page 41 Core Review Elements Infant Feeding Infant = 0 through the 11 th month Have to offer to all program participants – cannot exclude infants Procedure for double-check that meals are creditable before claiming Separate Infant menu/meal counts

Page 42 More notes on Infant Meals Many shelters put statement on intake form that shows they offer CACFP to mothers of infants vs. separate infant formula/feeding selection form Imperative to train staff/mothers well Use new infant menu/meal count sheets & double-check and only claim if meals are creditable for age Contact Ann-Marie if questions on claiming infants in shelter

Page 43 Core Review Elements Vended Meals Intent to contract to EED prior to setting up contract Approved (by EED) contract on file Menus/recipes/CN labels – provided by vendor and available on review  Who creates the menus?  What do you do if not meeting CACFP standards?

Page 44 Core Review Elements Vended Meals continued Daily vendor receipts  Time/temperatures documented on receipt daily  Items delivered & quantities Vendor receipts = end of month invoice – who checks this?? Back-up system

Page 45 Core Review Elements Non-Profit Food Service Costs are accountable (food/non food are different ledger accounts) Costs match or exceed reimbursement Food Costs = or > than ½ the reimbursement or reason why not 50% Food receipts match menu Reimbursement is used for CACFP  Food costs & Operating costs  Not used for other center programming

Page 46 Core Review Elements Non-Profit Food Service cont. Must be on approved budget  Sponsors= this year budget  Independent centers= this year or last year Food receipts or food donations match menu – note specific food items Reimbursement is used for CACFP  Food & Non-food Operational Costs  Operational Labor (actual time spent)  Administrative & Administrative Labor Actual time spent Cannot exceed 15% of total reimbursement

Page 47 Procurement We will check your procurement records Procurement in CACFP/SFSP PowerPoint

Page 48 Core Review Elements CACFP Staff Training Annual CACFP training must be conducted Annual Training File must include: Agenda with all topics listed:  Attendee names & signatures  Date of training  Location of training  Any materials used in training (keep together)

You can make make changes to this CACFP training agenda

Page 50 Core Review Elements CACFP Staff Training New Employee CACFP training must be conducted  New Employee Orientation sheet Agenda with all topics listed:  Attendee names & signatures  Date of training  Location of training  Any materials used in training (keep together)

Page 51 Training issues What are your training issues? Who do you train?  At least those that come in contact with food program Where is your training documentation kept? (staff file, CACFP training file) What has worked well for training staff?

Page 52 Core Review Elements CACFP Staff Training All CNP CACFP training presentations will be available on CNP website CACFP Training Agenda Template available on CNP website

Page 53 Core Review Elements Site Review (site-monitoring) Required for sponsors of more than 1 site At least 3 times a year No more than 6 months between Timely corrective action (document) If new site – must do:  Pre-approval visit  1 st site visit within 4 weeks of open

Page 54 Core Review Elements Site Review (site-monitoring) Form available on web  Monitor one meal type  Visit each classroom  Summary at the end must be completed  2 signatures  Complete 5-day reconciliation Check attendance with meal counts

Page 55 Core Review Elements 5 Day Reconciliation 14. Do daily attendance records support the meal counts for the day of review & prior 4 days? (Complete a 5-day reconciliation below) Meal Verified: __Breakfast XXLunch/Supper __Snack (AM/PM/Eve) Day 1 Date: 7/29/14 Attendance: 25 Enrollment: 35 Meal Count: 24 Day 2 Date: 7/30/14 Attendance: 20 Enrollment: 35 Meal Count: 24 Day 3 Date: 8/3/14 Attendance: 23 Enrollment: 35 Meal Count: 23 Day 4 Date: 8/4/14 Attendance: 25 Enrollment: 35 Meal Count: 24 Day 5 Date: 8/5/14 Attendance: 22 Enrollment: 35 Meal Count: 22 Document last 5 days Attendance (from actual sign in/sign out) Enrollment Emergency shelters not required to have CACFP enrollment Meal Count Sheets

Page 56 Core Review Elements Civil Rights Requirements Justice for All poster(s) displayed Racial/ethnic count noted by reviewer Your procedure on collecting racial/ethnic data you submit yearly on CNP web No discrimination taking place Complaint procedures understood  Write down your complaint procedure

Page 57 Core Review Elements Civil Rights Requirements Non-discrimination statement  Long Version  Website  Newsletters  Menus (short version okay)  Parent Policies This is what some programs forget

Page 58 Updated Non-discrimination Statement 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.) f you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at or at any USDA office, or call (866) 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 , by fax (202) or at Program Discrimination Complaint Form Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) ; or (800) (Spanish). USDA is an equal opportunity provider and employe r.

Page 59 Non-discrimination Statement short version This institution is an equal opportunity provider and employer

Page 60 Core Review Elements Health Safety & Sanitation State of Alaska Dept. of Environmental Conservation (DEC) & Municipality of Anchorage (MUNI)  Food Worker Cards -3 years  Certified Food Protection Manager (CFPM) – 5 years

Page 61 Core Review Elements Health Safety & Sanitation Documentation  Copies of FW cards (who needs it?) Anyone working in the kitchen prepping or cleaning  Copies of FW test completion  Certified Food Protection Manager certificate  Documentation of correspondence or enrollment for next CFPM training

Page 62 Core Review Elements Sanitation Food Storage  Refrigerator/Freezer (age of food/ temps/cleanliness)  FIFO Food Handling Practices  Preparing  Serving Dishwashing/garbage Safe Food Handling  Time/Temperature  Proper use of Gloves

Page 63 Core Review Elements Program Administration Paperwork is organized and accessible Records & accounts available Confidentiality of participant information Correspondence/guidance with EED Permanent Agreement with EED Management Plan on file & updated  Now this is required yearly

Page 64 Follow-up Reviews  May be unannounced  Target corrective action issued, but may be more comprehensive  Checking for Permanent Corrective Action Needs to be permanent – or move through Serious Deficiency Process

Page 65 Corrective Action If findings on Administrative Review  May be found Seriously Deficient (letter will be sent to you)  Corrective Action form given  2 weeks to submit documentation  If you need another week, contact CNP ahead  Can be found SD if late on corrective action submission

Page 66 Serious Deficiency in CACFP 226.6(c)(2) and 226.6(c)(3) Submission of false information Permitting an individual on NDL list to serve in a principal capacity Failure to operate Program in conformance with the performance standards 226.6(b)(1)xviii) & (b)(2)(vii)

Page 67 Serious Deficiency cont. Failure to comply with bid procedures & contract requirements Failure to maintain adequate records Failure to adjust meal orders Claiming reimb. for meals not served Claiming meals that do not meet requirements

Page 68 Serious Deficiency cont. Use of a food service vendor that is in violation w/ health codes Failure to properly train or monitor facilities Failure to perform any of the other financial & admin. Responsibilities  ie. Late submission of update/renewal Any other action affecting the institution’s ability to administer the Program

Page 69 Potential Termination from CACFP If Corrective Action is not Permanent Institution may be found out of compliance  Serious Deficient (if not found SD in the past)  Notice of Termination (if already SD on this issue) with Appeal Rights

Page 70 CACFP Fiscal year (FY) 2015 August/September 2014 October 1, 2014 November 10, 2014 October 1, 2014 – September 30, 2015

Page 71 CACFP Resources

Page 72 State of Alaska Child Nutrition Programs

Page 73 USDA CACFP adult-care-food-program

Page 74 USDA State Sharing Center /state-sharing-center-0

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Page 78 National Food Service Management Institute

Page 79 verview.aspx?ID=488

Page 80 Health Safety & Sanitation Resources DEC or Muni DEC CFPM Training Available: Muni Information Available:

Page 81 For More Information Ann-Marie Martin CACFP Coordinator (907) Alexis Hall Education Program Assistant (907)

Administrative Update for Child Care Centers FY15 Alaska Child and Adult Care Food Program