Presenter: Barbara J. Smith Senior Program Analyst April 2, 2014 USDA, FNS, Child Nutrition Programs Program Monitoring Branch

State agencies are required to monitor Program operations and use of Program funds Reviews and audits are also conducted the Food and Nutrition Service (FNS) and the USDA Office of Inspector General (OIG).

This handbook is for State agency monitoring staff and provides detail for administering the Child and Adult Care Food Program (CACFP).

State Agency Monitoring Trends - Weaknesses Insufficient forms Incomplete reviews Incomplete reports Insufficient analysis To varying degrees, there were:

Monitoring Preparation Study management plans and budgets Study prior review findings and comments

Problems noted during most recent review: Significant number of meals not meeting meal pattern Claiming children not in attendance Monitoring Preparation Based on current review how did the institution demonstrate correction of those problems : Were any of the issues identified as Serious Deficiencies?

Monitoring Preparation Review procedures for State agency monitors

Monitoring Preparation Does your State agency have written procedures for its monitors?

State Agency Monitoring Trends Accepting corrective action plans that are incomplete: WHO WHAT WHEN WHERE WHY

State Agency Monitoring Trends State agency evaluation of sponsoring organizations’ monitoring

State Agency Monitoring Trends Missing or Incomplete Review Elements Nonprofit food service Five Day Reconciliation in DCHs Assessing Fiscal action/providing appeal rights

Nonprofit Food Service Nonprofit Food Service Assure costs charged to the nonprofit food service were used to meet CACFP meal service requirements  Fiscal review of expenses  Ensure nonprofit food service: revenue, minus net allowable expenses and Program income

5-Day Reconciliation As part of the review of sponsored facilities, the State agency must examine the meal counts recorded by the facility for five consecutive days during the current and/or prior claiming period.

Fiscal Action When to assess an overclaim: No enrollment No written menu Missing component

Fiscal Action When to assess an overclaim: Provider’s own children Approved hours (if the SA has set meal times Meals exceed the number of children in atttendance

Fiscal Action Fiscal Action for Expenditures Expenditures not in approved budget No receipts, back-up documentation Audit report findings of questioned costs

Fiscal Action Types of Overclaims Meal Overclaims Eligibility Determinations Facility Determinations

Fiscal Action Types of Overclaims Facility Payment Errors Cost Overclaims

Monitoring Scenarios

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