Indiana Department of Education School and Community Nutrition Program Year 2016 FFVP CLAIMS AND RECORDKEEPING

 Purchasing for the FFVP  Reimbursable Costs  Special Dietary Needs Accommodations  Completing Monthly Claims  Claim Form Process  CNPweb  Recordkeeping Requirements  Common Review Issues AGENDA

 Serve a variety of fresh fruits and vegetables in their natural state and without additives  Not allowed:  Processed or preserved fruits and vegetables- canned, frozen, dried, or vacuum packed  Juice or smoothies  Dip for fruit  Fruit leather  Jellied fruit  Sugar  Herbs or edible flowers  Fruit or vegetables purchased for teachers only PURCHASING FOR FFVP

 The FFVP limits:  Dips  Vegetables only!  Low-fat or fat-free  1 to 2 tablespoons.  Cooked Vegetables  Must start as fresh vegetables  Can only offer once a week  Must be in conjunction with nutrition education  Can use funds to purchase small appliances and tools for cooking PURCHASING FOR FFVP

 Proper procurement procedures must be followed.  Produce must be graded and inspected  Food wholesalers or brokers, local grocery stores, farmer’s markets, orchards, and growers in your community  Contact Tina Herzog at or call if you have questions about  Interested in Farm to School? Contact Maggie Schabel at or call PURCHASING FOR FFVP

 Plan to reduce waste.  Follow local health department guidelines for handling leftovers  If you cannot easily use the leftovers in the FFVP, you may be able to use them in your school meal programs- but only to avoid waste.  Plan to use the fruits and vegetables purchased with FFVP funds as part of the FFVP. LEFT OVERS

 Texture Modifications (pureed fresh fruits and vegetables)  Physician’s Statement is not required  Physician’s Statement is highly encouraged  Substitutions  If the child cannot tolerate the food in an altered format, a Physician’s Statement is required to provide substitutions.  Options  Provide a fresh cooked veggie once a week as part of nutrition education and then puree the cooked vegetable  Develop a cycle/limited menu for children with disabilities SPECIAL DIETARY NEEDS

 Physician’s statement must include:  Child’s disability  Explanation of why the disability restricts the child’s diet  Major life activity affected by the disability  Food or foods to be omitted from the child’s diet  Food or foods that must be substituted SPECIAL DIETARY NEEDS

 Program costs are broken down into three categories:  Fresh fruits and vegetables  Operating costs  Administrative costs TYPES OF REIMBURSEMENT

 Allowable Expenses  Fresh Fruits  Fresh Vegetables  Pre-Cut Fresh Fruits/Vegetables  Fresh Fruit/Vegetable Trays FRESH FRUITS AND VEGETABLES

 Expenses for acquiring, delivering, preparing, and serving fruits and vegetables  Dip for vegetables  Napkins, paper plates, serving bowls, baskets and trays  Small equipment purchase (<$300)  Labor - preparation and/or serving  Delivery charges for produce OPERATING COSTS

 Expenses for administrating the FFVP  Large equipment purchases (>$300)  Labor costs – ordering, recordkeeping, menu planning  Limited to 10% of your school’s grant allocation.  July- September Funds- 10%  October- June Funds- 10%  FFVP funds cannot be used for Nutrition Education or Promotional Materials ADMINISTRATIVE COSTS

 What is required when purchasing equipment?  All schools must complete a written justification form for purchases of $300 or more.  File a copy of the equipment justification form and a copy of the invoice for the item(s) purchased.  During a review, the field consultant will review these documents.  Document equipment purchase(s) under administrative expenses on the excel spreadsheet claim form. EQUIPMENT JUSTIFICATION

 This is a cost reimbursement program.  What you spend for the program = what USDA will pay  2 step process –  1st complete the Fresh Fruit and Vegetable Excel Spreadsheet  2nd fill out the claim for reimbursement form on the CNPweb for FFVP GENERAL CLAIMING INFORMATION

 Schools required to the excel claim spreadsheet:  East Allen County Schools  Gary Community School Corporation  Gary Lighthouse Charter School  Michigan City Area Schools  MSD of Lawrence Township  Thea Bowman Leadership Academy EXCEL SPREADSHEET REMINDER

 Save the Excel Claim for Reimbursement using the following naming rules:  School District  School Name  Month  Example: IDOE Elementary August.xls  Be specific on the spreadsheet:  Ranch – make sure you indicate low fat or non fat  Low-Fat Ranch Cups  Pineapple Cups - make sure to clarify that these aren’t cupped in syrup or juices, they must be fresh  Fresh Pineapple Cups  When in doubt, call and find out! OTHER TIPS

 Claims due the 10th of the month following the claim month  Example: File August’s claim by September 10th  Maximum amount of time to make a claim - within 60 calendar days after the last day of the claim month  Example: August claim is due by October 30th CLAIM SUBMISSION DEADLINE

CNPWEB

CNPWEB CLAIM

 Paperwork  Submit claims monthly by the 10th day of the month.  Ensure claims are correct and appropriate.  Maintain full and accurate FFVP records for 3 years plus the current operating year.  Contact information  Invoices  Monthly claims  Purchase order information  Labor documentation  Policy Memoranda and Addendums  Document your successes PROGRAM RECORDKEEPING

 Tracking Labor  Track both operational labor and administrative labor  Include total hours worked over the week  Use FFVP Time Reports or anything that clearly tracks labor LABOR DOCUMENTATION

 Funding period runs from July 1, 2015-June 30, 2016  First allocation of funds from July 1st to September 30th  Second allocation of funds from October 1st to June 30th  Tools  Excel Claim Spreadsheet  Fund Tracking Sheet BUDGETING

FUND TRACKING SHEET

 CNPweb claim and spreadsheet don’t match  Claiming unallowable purchases  Mistakes when figuring operational or administrative costs  Records missing to back up claims  Overspending or underspending COMMON REVIEW ISSUES

FFVP WEBSITE:

 Formal recognition to schools going above and beyond with their FFVP implementation.  All nominated schools will receive an FFVP framed certificate.  The winner will receive a certificate, an FFVP School of the Year banner, and $250 from Piazza Produce.  Nomination application due at the end of February.  More information to come! FFVP SCHOOL OF THE YEAR

 Contact Information  Allie Caito-Sipe   Toll free: Ext  Local: THANK YOU FOR PARTICIPATING IN THIS WEBINAR!