Fresh Fruit and Vegetable Program SY Grant Training Module 2

Welcome to Module 2 FFVP Training SY Objectives – Accurately complete a FFVP Claim for Reimbursement – List the items required for documentation for a FFVP Claim for Reimbursement – Describe the claim submission process – Identify all FFVP Forms – Discuss appropriate budgeting techniques for school allocations for FFVP

Review Total Grant Award – Allocation 1 funding + Allocation 2 funding Allocation 1 funding – smaller pot of money – July 1, 2015 – September 30, 2015 – Anything obligated (ordered – whether received or not) prior to Sept 30, will come from Allocation 1 funding (do not order for entire semester in August) Allocation 2 funding – larger pot of money – October 1, 2015 – June 30, 2016

Examples You ordered apples on Sept 2 to be served on Sept 9 (paid for from Allocation 1) You ordered apples on Sept 29 to be served on October 2 (paid for from Allocation 1). Since the invoice date is October, you will have two October claims – one for each allocation. You ordered equipment on Sept 1 to be delivered on Oct 15 (paid for from Allocation 1 – which is a MUCH SMALLER pot of money) You ordered apples on October 1 to be served on October 9 (paid for from Allocation 2)

September and October BEWARE September invoices will be on the September claim and paid from Allocation 1 funds October invoices that are delivered in October BUT ORDERED in September will be on an October – Allocation 1 Claim and paid from Allocation 1 funds October invoices that are ordered and delivered in October will be on an October – Allocation 2 Claim (some schools will have two Oct Claims) and paid from Allocation 2 funds BEWARE of your order dates! Watch your remaining balance!

Why in the world would we do this? Federal Fiscal Years Change on Oct 1 of each year. Visualize this change like you do the change of the State Fiscal Years that affects your schools on July 1

Instructions for FFVP Claim for Reimbursement Complete the Reimbursement Claim Form for EACH school receiving a FFVP Grant – DO NOT complete one form for the district Complete the “School Information” and “Claim Information” sections of the form. Be sure to select the correct funding allocation or your claim will not calculate correctly. Do not select both funding allocations for the same form.

Instructions for FFVP Claim for Reimbursement Fax using the FFVP Claim Cover Sheet. Fax completed signed form and all supporting invoices and pay documentation to: – Debi Branscum at (501) Keep signed original FFVP Claim for Reimbursement in the school’s FFVP file with REQUIRED supporting invoices and other required documentation.

Approving Claims If any corrections are made while approving the claims at ADE, CNU, a scanned copy of the updated claim will be ed to the person listed as the contact on the claim form. It is that person’s responsibility to notify any other bookkeepers, the Child Nutrition Director, and/or School FFVP Coordinator of any changes to the claim. If a school has consistent problems with their claims, it may jeopardize that school’s involvement with FFVP in the future.

The FFVP Claim Form Front Page 2 Itemized Pages Itemized Pages calculate amounts and transfer them to the Front Page Excel form that can be corrupted Start with a “clean” form each month Available on the Child Nutrition Website

To Add Equipment to a Claim PRIOR TO ORDERING – submit an Equipment Request Form, including 3 quotes from vendors – ADE, CNU will approve the form, sign it, and fax a copy back to the school for their records Equipment may be ordered until NOVEMBER 30, 2015 (anything ordered after the deadline will not be reimbursed) Equipment costs must be divided between FFVP and other programs if the equipment will not be used 100% of the time in FFVP Tax and shipping for equipment are allowable costs

Equipment VS Supplies Equipment – anything that can be used more than once, including TOTES, PLASTIC BOXES, and OTHER ITEMS FOR DELIVERY TO CLASSROOMS Supplies – anything that will be thrown away after one use (napkins, plastic ware, paper sacks, etc.) – Allowable items under supplies also include fuel charges and tax on supplies – Tax on FOOD is not allowable. State law identifies school foodservice programs as exempt from food taxes.

To Add Labor to Claim Direct Labor – Pay confirmation on file at ADE, CNU – Time sheets for each employee on the claim – approved by supervisor – Will not accept time sheets for the whole year submitted in May Administrative Labor – Pay confirmation on file at ADE, CNU – Time sheets for each employee on the claim – approved by supervisor – Will not accept time sheets for the whole year submitted in May

Completed Claim Sample Prior to submitting this claim, Imaginary Special School District had on-file at ADE, CNU – A pre-approved equipment request form – A Pay Confirmation Form approved and signed by the district’s superintendent

FFVP Forms FFVP Fax Cover Sheet FFVP Quote Sheet FFVP On-site Review Form

Two Documents Provide Regulations for FFVP in Arkansas: BOTH APPLY TO YOUR PROGRAM!! The USDA Handbook Reviews Federal Regulations The FFVP Addendum Reviews State Regulations

FFVP Budgeting SFA must budget appropriately to expend FFVP funds

FFVP Budgeting Allocation 1 $12.75 per student – Administrative Costs Equipment Labor – Operating Costs Direct Labor Non-Food Supplies Total Available for Fruits and Vegetables Plan your fruits and vegetables accordingly Allocation 2 $62.25 per student – Administrative Costs Equipment Labor – Operating Costs Direct Labor Non-Food Supplies Total Available for Fruits and Vegetables Plan your fruits and vegetables accordingly

FFVP Budgeting Remaining Balance is tracked on claim ADE, CNU keeps a Remaining Balance Worksheet for all schools Some schools track their money daily – Monday 9/ on apples – Tuesday 9/ on oranges – Then add any labor and supply costs – Especially in schools where the bookkeeper does the claim, the CN Director should keep a running tally

Sample Form by FFVP School

FFVP Budgeting Estimated amount to spend per month: 10% of total grant award CNU will monitor SFA’s funds and failure to spend 10% will require submission of a Grant Expenditure Improvement Action Plan to be signed by grant coordinator, CND and superintendent Do not be offended by this letter, we simply want you to use your money

Conclusion This completes Module 2 of the FFVP Training