1. Maine CACFP Website Program Information - by type Resources Forms
Program Information - by type
Resources
Forms
Additional Links
Memos
USDA & State
Trainings
Video format

2. Training Requirements
Annual
Agenda
Sign-in Sheet
Cover Federally required topics:
Meal Patterns
POS Meal Counts
Record Keeping
Reimbursement Systems
Claim Submissions
Review Procedures
Civil Rights

3. Training Videos Developing over time Covering basics
MUST still complete in-house trainings
Can use as:
Refresher Training
Guidance
For new staff
Base to develop own institution training
Can use Civil Rights Training as is
Remember to document!

4. Civil Rights
Required Annually
All CACFP Staff
New Power Point

5. Training Topics: Meal Patterns Review Procedures POS Meal Counts
Record Keeping
Reimbursement Systems
Claim Submissions

6. Meal Pattern Activity
Child Care
Adult Care

7. Meal Patterns: What should you cover?
For: Everyone
USDA Meal Patterns for each age group you serve.
Components
Reimbursable vs. Non-reimbursable
Resources for determining correct portion sizes:
Crediting Guide
Food Buying Guide

8. Review Procedures State Agency reviews ever 2-3 years
33.3% of institutions yearly
Sponsoring Agencies:
Monitors review centers and DCHs
Understand your contract
Edit Checks: Systems for program success!

9. Review Procedures: What should you cover?
For: Any staff responsible for ensuring
procedures are followed.
Edit Checks:
Understanding the agreement
Ensuring meal counts
Checking for adequate meal components and serving sizes
Procedures for New employees or providers
Overall systems for success of program

10. POS Meal Counts Done at the Point of Service Exception: DCHs
By the end of each meal
Exception: DCHs
Monitors with Minute Menu can check prior to visiting a home

11. POS Meal Counts: What should you cover?
For: Any staff documenting meal counts
& preparing claims
Who is responsible?
When should meal counts be documented:
Centers vs. Homes
Meal Count Tallies
Daily/Weekly/Monthly
Importance of accuracy for claims

12. Record Keeping Collect & Maintain All Program Records
3 years plus the current year
Lack of record keeping:
Denial of reimbursement for meals served during reviewed time period
May require repayment
Denial of reimbursement for additional coasts (administrative)

13. Required Records: Copy of Agreement
If applicable: Annual Enrollments & IEFs with proof of eligibility
DCHs: Annual enrollments and documentation of tier determinations
Copies of all claims
Receipts received from SA
DCH Sponsors: Disbursement
Review notifications and PCA
Training documentation
Documentation of nonprofit food service to ensure reimbursement funds are used
Sponsors: documentation of monitor training and attendance

14. Daily Record Keeping # of participants in Attendance
Meal Counts by meal type
# of meals served to CACFP staff adults (Centers)
Copies of invoices, receipts and any other financial documentation
Copies of menus and production records

15. Record Keeping: What should you cover?
For: Any staff member in charge of
previously stated documents.
Who is responsible?
Where documentation is kept.
When documentation should be turned in.
Importance of record maintenance

16. Reimbursement Systems & Claim Submissions

17. Claims Submission
Individualized claim forms are required for each different type of institution.
Use new forms with address line.
Claims due by the 15th of the next month
Note: we do not need double copies or colored copies
Upward claim revisions cannot be processed after 60 days without a 1 in 3 year exception granted by your AA
There is no time limit to downward revisions
ESTIMATES
If a claim has incorrect information the claim will be returned or a call will be made to the agency as to what is required for correction.
Changes MUST be submitted via !
Institutions are required to keep a copy of each claim.
Submit all claims by the 15th day following the month being reported to:
DHHS – CACFP, SHS #11, 2 ANTHONY AVENUE,
AUGUSTA, ME

18. Claim Submissions: What should you cover?
Edit checks for collection and accuracy of eligibility & meal counts.
Who is responsible for preparing and signing?
Who is approved to prepare and sign?
Understanding the Claim Form:
ADA: Rounded up
Correct claim number (15-000)
Original claim or revised
Claims are for the calendar month only
Review which claim forms apply to your institution.
Review where claim copies & backup info are kept.
DCH Sponsors:
Procedure for assuring tier counts are completed and added correctly to the monthly claims.
Procedures for providers turning in claims.
Are providers expected to turn in claims by a certain date?
Review procedures for if a provider does not comply with the claim submission deadline?
(Do the numbers of children fall within allowed agreement totals, are individual meal totals equal to or under the total of ADA times days operated? .)

19. Reimbursement Systems
CACFP office has 15 days to process a complete and correct claim, once its received.
The Service Center works to process your claim for reimbursement within 30 days
Vendor codes must have correct addresses to assure reimbursements come to you correctly.
Checked annually
Your reimbursement comes through the Service Center by check or direct deposit.
Copies of your invoice are sent to you by this office separately from check
CACFP state office files all agency claims records and keeps on site for at least 3 years.
New policy states we will now archive all files.

20. Reimbursement Systems: What should you cover?
Who records that the claim reimbursement was received?
Is your invoice on file with other claim information?
What edit checks are in place for when you receive the claim breakdown sheet.
What is your procedure for tracking reimbursement separately?
Who reviews the agreement budget and monitors spending reimbursement for the designated items listed?
Who reports budget changes to the Agreement Administrator?
How long do you store claim information and where?
For DCH sponsors:
Who is responsible for tracking reimbursement distribution to daycare home providers within 5 working days?
Does your institution pay ahead?
Who sends the quarterly disbursement report to CACFP?

21. Additional Updates