1. Advances, Reimbursement Claims & Monitoring
11/13/2018
Advances, Reimbursement Claims & Monitoring

2. Advances Up to two 30 days prior to June1, July 15, & August 15
Be patient (printing money takes time)
2013 Administrative Guidance for Sponsors p
Sponsor must send certification that training has been completed for second advance (2013 Administrative Guidance for Sponsors manual page 92).

3. Reimbursement = meals X rates
Rural/Self Prep
Vended
Breakfast –
Lunch/Supper –
Snack
Breakfast –
Lunch/Supper –
Snack
Additional reimbursement for Sites in rural areas or Sites that prepare their own meals. Plan budget by working backward.

4. Allowable Costs Administrative Costs Operating Costs Planning Meals
Non food supplies
Space for food service
Administrative Costs
Planning
Organizing
Administering
Unallowable costs are listed in the 2013 Administrative Guidance for Sponsors manual on pages Page 79 lists allowable costs.

5. CDE’s Online Claim System
Follow the online claim system instructions provided
Do not need to submit documentation of costs with claims
Must still document expenses for reviews
Do not combine claims! Submit claim for each month served. Contact Jennifer Otey: for site password.

6. When &Where?
Claim Submission Due Dates are within 60 days of the last day of operation
Colorado Department of Education Office of School Nutrition Online Claims and Services
If a claim is submitted late, you can be put on the 3 year exception list. This means that claims (including claims for other Programs) may not be late for 3 years. If more than one claim is submitted late within the 3 year period, the claim is not reimbursed. See Administrative Manual page 83 claim for reimbursement.

7. Monitoring and Reviews
Violations of program requirements may result in withholding or recovery of reimbursements, temporary suspension, or termination and exclusion from future program participation
Violations of program requirements may result in withholding or recovery of reimbursements, temporary suspension, or termination and exclusion from future program participation (2013 Administrative Guidance for Sponsors manual, page 94).

8. Sponsor Requirements As the Sponsor, You Must Conduct:
Pre-operational Visits
Sponsors visit all new and problem sites before they begin operations
First Week Site Visits
Sponsors visit all sites at least once during the first week of operation
EXCEPTION - waived for returning sites that operated successfully during the previous summer and had no serious deficiency findings
Site Reviews
Sponsors must review all sites at least once during the first four weeks of program operations including the Racial and Ethnic Data Form
November 23, 2012, MEMO CODE: SP , SFSP – REVISED, Summer Feeding Options for School Food Authorities
Sponsors are no longer required to fill out a form to waive first week site visits for successful returning sites. Recommend you get a binder to put all paperwork in. Pre-op visit attachment 13, first week visit attachment 29, site review attachment 30 and ethnic data form attachment 21. Recommend fill out ethnic/data form while competing site review.
See page 75 in the 2013 Administrative Guidance for Sponsors manual, reviewing reports.

9. CDE Office of School Nutrition will conduct:
State Requirements
CDE Office of School Nutrition will conduct:
May be conducted at State agency’s discretion.
Must review 10% of the sponsors sites
FSMC facilities must be reviewed as part of a vended sponsor’s review.
For sponsors with serious deficiencies in the previous review year
For sponsors whose claim numbers have exceeded application ADP or indicated as necessary by the CDE OSN review.
May be conducted at State agency’s discretion
Preoperational Site Visits
Sponsor and Site Review
Our preoperational visit cannot count as your required preoperational visits!
Optional for new applicant school food authority sponsors which have been reviewed by the State agency under the NSLP during the preceding 12 months and had no significant deficiencies.
Sponsors to be reviewed are listed on the CDE OSN Summer Food Service Program web page.
Serious Deficiency Policy is located on the CDE OSN SFSP web page at
CDE has a 2 year review cycle and review 10% of sponsor’s sites. The review list will be posted to the SFSP webpage.
Follow up & Claim Review

10. Mountain Plains Regional Office (MPRO)
MPRO may conduct reviews of new and/or existing PNP sponsors and sites
MPRO staff will conduct a PNP sponsor review after a claim has been submitted
Even though MPRO has conducted the review all corrective action responses are sent to the CDE OSN
The MPRO review will count towards CDE’s review cycle.

11. Helpful Hints For A Review
Be prepared by:
Having records available for the State agency reviewer
Use the planning checklist
Training your staff (both operational & administrative)
Following USDA guidelines for meals Served
Planning checklist is located in the 2013 Administrative Guidance for Sponsors, attachment 11
Attachment 22 is Checklist of Records
For training information see part 2 – Administering the Program in the 2013 Administrative Guidance for Sponsors on page 67.

12. School Finance Division/Office of School Nutrition Unit
Have a Great Summer!
School Finance Division/Office of School Nutrition Unit
1580 Logan Street, Suite 760
Denver, CO
Phone:
Fax: