THE CHILD AND ADULT CARE FOOD PROGRAM playing a vital and integral role in improving the overall quality of care and daily nutritional health of participants Annual Training FY 2013 Renewal Sponsors of Family Day Care Homes

FY 2013 Renewal Process

FY 2013 Renewal Information Checklist  Annual Information Certification, signed by the institution’s Authorized Representative  Spreadsheet, with institution and provider tabs updated with any changes  Excel file only – must be returned via  Provider licenses  A-133 Audit Report (if applicable)  Outside Employment Policy (if updated)

FY 2013 Renewal Due Date: 5 PM on Friday, August 31st

FY 2013 Annual Budget

Budget Process  Develop budget  Submit budget by first Friday in August  Receive approval letter by October 1  Maintain financial documentation  Track reimbursements and expenses  Update budget as needed  Submit amendments / approval requests (if applicable)

FY 2013 Budget Checklist  Budget Spreadsheet  Budget for overall CACFP operations  Budget Narrative for administrative budget  Supporting Documentation for CACFP-funded items in administrative budget  Request for Advance Funds Form

FY 2013 Budget Due Date: 5 PM on Friday, August 3rd

Developing the Budget  Determine estimated reimbursements  Use reasonable projections  Determine estimated costs  Base on average costs from current year  Adjust for projected changes in sponsorship operations  Use Labor Budget Worksheet & FDCH Sponsorship Budget Worksheet

And remember… Allowable vs. Unallowable Costs Need details? FNS 796-2, rev. 3

And remember… Specific, Prior Written Approval Need details? FNS 796-2, rev. 3

In addition…  Facility Administrative Budget Narrative  For all CACFP-Funded Administrative Costs  Supporting Documents  For all CACFP-Funded Administrative Costs

Budget Narrative  Describe how each line item was determined  Include allocation formulas if:  Expense covers administration for facilities and homes  Expense covers CACFP and non-CACFP activities  Expense covers CACFP activities in other states  Identify CACFP-funded items with red asterisk (*) and provide justification  You MUST receive specific prior written approval (SPWA) separate from budget approval before charging these costs to CACFP

Supporting Documents  For all CACFP-funded line items:  Submit documentation to support amount, such as: Payroll records with compensation plan or time-and- attendance Lease agreements Contracts Bills  Not required for non-CACFP funded items

Budget Amendments – Submit if:  Overall change of ≥10% in the total amount of the budget, whether because of CACFP and/or non- CACFP funded line items  New CACFP-funded line item that requires specific, prior written approval  Change to a CACFP-funded line item that requires specific, prior written approval  Change in CACFP institution status

Request for Advance Funds  For operational and/or administrative reimbursements  Based on average reimbursement for October-June  Request up to 2 months of advance payment  October  November  Repay advance over 4-10 months  Submit form with FY 2013 budget documents – even if not requesting an advance

Questions? Contact your CACFP Specialist.