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 Centers

FY 2013 Renewal Process

FY 2013 Renewal Information Checklist  Annual Information Certification, signed by the institution’s Authorized Representative  Spreadsheet, with institution and site tabs updated with any changes  Excel file only – must be returned via  CDC licenses (or alternate approval documentation)  A-133 Audit Report (if applicable)  Outside Employment Policy (if updated)  Food Safety Manager Certificates

Food Safety Manager Certificates Jane Doe FS-0000

FY 2013 Renewal Information Checklist If procuring a new Food Service Management Company:  Request for Proposals / Invitation for Bids  Proposals/Bids Submitted by FSMC’s If contracting with a new FSMC or extending contact:  FSMC Contract / Contract Renewal  FSMC License  FSMC Health Inspection Report

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

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

Developing the Budget  Determine estimated reimbursements  Use projections for anticipated number of facilities / enrollment for coming fiscal year  Determine estimated costs  Base on average costs from current year  Adjust for projected changes in facilities / enrollment  Use Labor Budget Worksheet & Facility Sponsorship Budget

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

The 15% Rule And remember… Sponsors may only use 15% of CACFP reimbursement to cover administrative costs.

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

Questions? Contact your CACFP Specialist.