1. Administrative Update for At-Risk Afterschool Meals (FY15) Alaska Child and Adult Care Food Program September 2014 Required for FY 2015

2. Page 2 USDA – Child and Adult Care Food Program Legislation Regulations Instructions Policy Memos

3. Page 3 USDA – Child and Adult Care Food Program Legislation – latest is the Healthy Hunger Free Kids Act of 2010 Regulations  Code of Federal Regulations Title 7 Agriculture, Chapter II – Food and Nutrition Service, Department of Agriculture Part 226

4. Page 4 7 CFR 226.2, 226.15, 226.16, 226.17, 226.17a Parts of 226 that you may be interested in: .2 Definitions .15 Institutional provisions .16 Sponsoring Organization provisions .17 Child care center provisions .17a At-Risk afterschool care center prov.

5. Page 5 From Regulations: Basic Requirements Tax exempt or meet for-profit require. New applications and renewals req. Accept final administrative and financial responsibility Provide adequate supervisory & operational personnel

6. Page 6 Pre-approval visits for all facilities  Health & Safety check (Child Care Standards) required annually  Fire Inspections –every 2 years  DEC Inspections – every 2 years  Request inspections if all else fails Recordkeeping – outlined on next slides

7. Page 7 Recordkeeping Application & supporting docs Area Eligibility (50% or greater F/R meals in NSLP)  School boundary from school district  F/R Price Report (uses last Oct data)  Other month to get 50%  Community Eligibility Provision (CEP) Some districts starting this year

8. Page 8 Area Eligibility – boundary data

9. Page 9 Recordkeeping, cont. Daily attendance & meal counts Daily meal counts for adult program staff

10. Page 10 Recordkeeping,cont. Invoices/receipts/records of costs and of income Claims submitted within timeframe

11. Page 11 Recordkeeping, cont. Claim for Reimbursement Due no later than 60 days past the end of claim month  Needs to be in PENDING APPROVAL by due date (see claim calendar)  Error in the USDA Independent Center Handbook pg. 44 – cannot do upward adjustment within 90 days! On-line claim must be submitted by authorized representative Requires Total Attendance

12. Page 12 Recordkeeping, cont. Claim for Reimbursement Total Attendance for Month  Add all children throughout the month  Duplicated number  Type this number on line 6  The database will compute Average Daily Attendance (ADA) on line 7

13. Page 13 Recordkeeping, cont. Claim for Reimbursement Costs entered on sponsor claim sheet All costs must be approved prior via Budget on file with the state (this year or prior year for independent centers who are not submitting new budget)  Actual costs for food, non-food, labor (no guesses)  Only CACFP on receipts – do not include non-CACFP on same receipt  Note food or non-food amount on each receipt  System for compiling to accurately submit expenses on monthly claim

14. Page 14 Claims by site What to do if you haven’t received all paperwork for all of your sites & getting close to 60 day deadline?  Database requires you to have 75% of your sites submit claims  If site not claiming for a month: Go into site information sheet & revise to un-check the month, then submit for approval If you haven’t started the claim the site will not show up – if you have touched the site claim we will have to delete at the state agency Recordkeeping, cont. Claim for Reimbursement

15. Page 15 Recordkeeping, cont. Receipts of program payments from EED Documentation of meals served  (Menus, recipes, recipe analysis, production records) Monitoring records Training sessions (& attendance at training of monitors) Non-profit food service

16. Page 16 Basic Requirements, cont. Perform edit checks prior to claim submission  Have daily records available  Meal type approved  2 nd person double-check counts, if menus are creditable (children/infants/allergies), attendance is being completed

17. Page 17 Basic Requirements, cont. Permanent Agreement with the state Proper commodity utilization Record retention 3+ current year Comply with regulations, instructions, & guidance

18. Page 18 USDA – Child and Adult Care Food Program FNS Instructions Posted on CNP website Provide guidance  Ie. FNS Instruction 796-2 Rev. 4– Financial Management in CACFP  Updated this year! Good resource http://education.alaska.gov/tls/cnp/CACFP6. html

19. Page 19 USDA – Child and Adult Care Food Program Policy Memos Distributed through Alaska Bulletins and USDA website Guidance on specific topics  CACFP 13-2013 Health & Safety In CACFP Policy Memos can be found on USDA website: http://www.fns.usda.gov/cnd/care/Regs- Policy/PolicyMemoranda.htm

20. Page 20 Update & Renewal for FY2015 Update annually & renew every 3 years Database Updates & Renewals due October 1 st Forms due October 1 st  Except the NPFS Financial Report

21. Page 21 Child Nutrition Program (CNP) Database FY2015– Renewals/Updates Handout on CNP yearly update

22. Page 22 Child Nutrition Program (CNP) Database Type in URL address – https://www.eed.state.ak.us/tls/cnp/

23. Page 23 Child Nutrition Program (CNP) Database

24. Page 24 All Programs Update Yearly Submit to the state agency by October 1 st  Management Plan (if updated)  Attachment A & B (Budget sheets for sponsoring orgs – more than one site)

26. Page 26 All Programs Update Yearly Submit to the state agency by October 1 st  Attachment C (Training for sponsor orgs)  Attachment D (Monitoring for sponsor orgs)  Cycle Menus  Vended Meal Agreement (if applicable)  At-Risk docs (if applicable) for returning sites  Activity documents (flyers)  Area boundary documentation from school district (if app)  Sponsor/site agreement  Child Care Standards if not licensed (plus DEC/Fire if applicable)

27. Page 27 Central Contract Registry (CCR) All recipients of federal funds must register on CCR  CCR – expiration date Update or renew annually Need a Data Universal Number System (DUNS) number to register  Included in CNP database now

28. Page 28 All Programs Update Yearly Submit to the state agency by November 10th Non-Profit Food Service (NPFS) Financial Report

29. Page 29 Non-profit Food Service Financial Report Best Practice: Food costs = or > than 50% of reimbursement If you don’t meet this submit an explanation with form as to why you are not spending at least 50% of reimbursement on food

30. Page 30 Non-profit Food Service Financial Report continued Print out all back-up when you complete this report and keep in your files Report from your accounting system What system do you use? What report dates are you using?

31. Page 31 Non-profit Food Service Financial Report (due no later than Nov 10th)

32. Page 32 Cash vs. Accrual Accounting  Cash = expenses & income reported when paid/received  Accrual = expenses & income recorded when incurred  End of year you’ll use accrual (costs & income in September for September) Non-Profit Food Service

33. Page 33 Reimbursement Rates Alaska Reimbursement Rates July 1, 2014 through June 30, 2015

34. Page 34 Additional Documents for Renewal (every 3 years) Submit to the state agency by October 1 st :  Recipes & recipe analysis  Organizational Chart And if the following have changed:  Outside Employment Policy  Mission Statement  Non-discrimination Statement

35. Page 35 CACFP Training by state Annual attendance is required Need Civil Rights training yearly May be found Seriously Deficient for non-attendance at annual state training

36. Page 36 Annual Civil Rights Training Two options: PowerPoint on the CNP website: http://education.alaska.gov/tls/cnp/CRR.html http://education.alaska.gov/tls/cnp/CRR.html Or distance training through eLearning site: http://education.alaska.gov/ELearning/

37. Page 37 CNP Administrative Reviews At least every 3 years More often if : follow-up is needed State CNP needs to meet 33.3% requirement

38. Page 38 Core Review Elements Eligibility License posted if licensed center & within capacity Attendance Records  Where do you take attendance?  Most issues come with lack of good attendance Health & Safety

39. Page 39 Core Review Elements Meal Counts Point of Service meal counts  Count by child’s name (most reliable and you can verify w/attendance) Consistent counting methods Consistent compilation of counts Double-check system in place prior to submission to state

40. Page 40 Core Review Elements Meal Counts  Attendance should not be used for meal counts Meal count at point of service on separate sheet Meals not reimbursed if meal count is not current Avoid counting at end of meal – when children have left the table it’s too late!

41. Page 41 Core Review Elements Meal Counts Procedure to ensure non-reimbursable meals not claimed Program adult meals counted (not claimed) Non-program meals counted (not claimed)  Who is paying for these meals since they are not USDA meals? Center reimburse CACFP account? Food costs not included in CACFP food costs?

42. Page 42 Core Review Elements Meal Observation Meal Service  Portion sizes  Creditable components  Type of meal service implemented correctly Family Style Pre-plating  Eating environment  POS Meal Counts  Health & Safety

43. Page 43 Core Review Elements Menu Records & Meal Pattern Cycle menus  HM & CN listed & actual doc on file  Variety of cycle menus for the year  Variety of foods served Working menus must be on file Recipes with analysis for serving sizes  Need recipes even if you have production records Production records (if using) Medical statements

44. Page 44 Core Review Elements Vended Meals Intent to contract to EED prior to setting up contract Approved (by EED) contract on file Menus/recipes/CN labels – provided by vendor and available on review  Who creates the menus?  What do you do if not meeting CACFP standards?

45. Page 45 Core Review Elements Vended Meals continued Daily vendor receipts  Time/temperatures documented on receipt daily  Items delivered & quantities Vendor receipts = end of month invoice – who checks this?? Back-up system

46. Page 46 Core Review Elements Non-Profit Food Service Costs are accountable (food/non food are different ledger accounts) Costs match or exceed reimbursement Food Costs = or > than ½ the reimbursement or reason why not 50% Food receipts match menu Reimbursement is used for CACFP  Food costs & Operating costs  Not used for other center programming

47. Page 47 Core Review Elements Non-Profit Food Service cont. Must be on approved budget  Sponsors= this year budget  Independent centers= this year or last year Food receipts or food donations match menu Reimbursement is used for CACFP  Food & Non-food Operational Costs  Operational Labor (actual time spent)  Administrative & Administrative Labor Actual time spent Cannot exceed 15% of total reimbursement

48. Page 48 Procurement We will check your procurement records Procurement in CACFP/SFSP PowerPoint

49. Page 49 Core Review Elements CACFP Staff Training Annual CACFP training must be conducted Annual Training File must include: Agenda with all topics listed:  Attendee names & signatures  Date of training  Location of training  Any materials used in training (keep together)

50. You can make make changes to this CACFP training agenda

51. Page 51 Core Review Elements CACFP Staff Training New Employee CACFP training must be conducted  New Employee Orientation sheet Agenda with all topics listed:  Attendee names & signatures  Date of training  Location of training  Any materials used in training (keep together)

52. Page 52 Training issues What are your training issues? Who do you train? Where is your training documentation kept? (staff file, CACFP training file) What has worked well for training staff?

53. Page 53 Core Review Elements CACFP Staff Training All CNP CACFP training presentations will be available on CNP website http://education.alaska.gov/tls/cnp/CACFP3.html CACFP Training Agenda Template available on CNP website http://education.alaska.gov/tls/cnp/CACFP2.html

54. Page 54 Core Review Elements Site Review (site-monitoring) Required for sponsors of more than 1 site At least 3 times a year No more than 6 months between Timely corrective action (document) If new site – must do:  Pre-approval visit  1 st site visit within 4 weeks of open

55. Page 55 Core Review Elements Site Review (site-monitoring) Form available on web  Monitor one meal type  Visit each classroom  Summary at the end must be completed  2 signatures  Complete 5-day reconciliation-Updates Check attendance & enrollment with meal counts Each classroom (use addendum if needed)

56. Page 56 Core Review Elements 5 Day Reconciliation - UPDATED 14. Do daily attendance records support the meal counts for the day of review & prior 4 days? (Complete a 5-day reconciliation below) Meal Verified: __Breakfast XXLunch/Supper __Snack (AM/PM/Eve) Day 1 Date: 7/29/14 Attendance: 25 Enrollment: 35 Meal Count: 24 Day 2 Date: 7/30/14 Attendance: 20 Enrollment: 35 Meal Count: 24 Day 3 Date: 8/3/14 Attendance: 23 Enrollment: 35 Meal Count: 23 Day 4 Date: 8/4/14 Attendance: 25 Enrollment: 35 Meal Count: 24 Day 5 Date: 8/5/14 Attendance: 22 Enrollment: 35 Meal Count: 22 Document last 5 days Attendance (from actual sign in/sign out) Enrollment (are all children enrolled?) Meal Count Sheets

57. Page 57 Core Review Elements Civil Rights Requirements Justice for All poster(s) displayed Racial/ethnic count noted by reviewer Your procedure on collecting racial/ethnic data you submit yearly on CNP web No discrimination taking place Complaint procedures understood  Write down your complaint procedure

58. Page 58 Core Review Elements Civil Rights Requirements Non-discrimination statement  Long Version  Website  Newsletters  Menus (short version okay)  Parent Policies This is what some programs forget

59. Page 59 Updated Non-discrimination Statement The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) f you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov.USDA Program Discrimination Complaint Form http://www.ascr.usda.gov/complaint_filing_cust.html program.intake@usda.gov Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800)845-6136 (Spanish). USDA is an equal opportunity provider and employe r.

60. Page 60 Non-discrimination Statement short version This institution is an equal opportunity provider and employer

61. Page 61 Core Review Elements Health Safety & Sanitation State of Alaska Dept. of Environmental Conservation (DEC) & Municipality of Anchorage (MUNI) & State or Local Fire Marshall  Food Worker Cards -3 years  Certified Food Protection Manager (CFPM) – 5 years  Fire Inspection- yearly

62. Page 62 Core Review Elements Health Safety & Sanitation Documentation  Copies of FW cards (who needs it?)  Copies of FW test completion  Certified Food Protection Manager certificate  Documentation of correspondence or enrollment for next CFPM training

63. Page 63 Core Review Elements Sanitation Food Storage  Refrigerator/Freezer (age of food/ temps/cleanliness)  FIFO Food Handling Practices  Preparing  Serving Dishwashing/garbage Safe Food Handling  Time/Temperature  Proper use of Gloves

64. Page 64 Core Review Elements Program Administration Paperwork is organized and accessible Records & accounts available Correspondence/guidance with EED Permanent Agreement with EED Management Plan on file & updated  Now this is required yearly

65. Page 65 Follow-up Reviews  May be unannounced  Target corrective action issued, but may be more comprehensive  Checking for Permanent Corrective Action Needs to be permanent – or move through Serious Deficiency Process

66. Page 66 Corrective Action If findings on Administrative Review  May be found Seriously Deficient (letter will be sent to you)  Corrective Action form given  2 weeks to submit documentation  If you need another week, contact CNP ahead  Can be found SD if late on corrective action submission

67. Page 67 Serious Deficiency in CACFP 226.6(c)(2) and 226.6(c)(3) Submission of false information Permitting an individual on NDL list to serve in a principal capacity Failure to operate Program in conformance with the performance standards 226.6(b)(1)xviii) & (b)(2)(vii)

68. Page 68 Serious Deficiency cont. Failure to comply with bid procedures & contract requirements Failure to maintain adequate records Failure to adjust meal orders Claiming reimb. for meals not served Claiming meals that do not meet requirements

69. Page 69 Serious Deficiency cont. Use of a food service vendor that is in violation w/ health codes Failure to properly train or monitor facilities Failure to perform any of the other financial & admin. Responsibilities  ie. Late submission of update/renewal Any other action affecting the institution’s ability to administer the Program

70. Page 70 Potential Termination from CACFP If Corrective Action is not Permanent Institution may be found out of compliance  Serious Deficient (if not found SD in the past)  Notice of Termination (if already SD on this issue) with Appeal Rights

71. Page 71 CACFP Fiscal year (FY) 2015 August/September 2014 October 1, 2014 November 10, 2014 October 1, 2014 – September 30, 2015

72. Page 72 CACFP Resources

73. Page 73 State of Alaska Child Nutrition Programs http://education.alaska.gov/tls/cnp

74. Page 74 USDA CACFP http://www.fns.usda.gov/cacfp/child-and- adult-care-food-program

75. Page 75 USDA State Sharing Center http://healthymeals.nal.usda.gov /state-sharing-center-0

76. Page 76 http://teamnutrition.usda.gov/childcare.html

77. Page 77 http://teamnutrition.usda.gov/Resources/childcare_recipes.html

78. Page 78 http://teamnutrition.usda.gov/Resources/feeding_infants.html

79. Page 79 National Food Service Management Institute http://www.nfsmi.org/

80. Page 80 http://www.nfsmi.org/ResourceO verview.aspx?ID=488

81. Page 81 Health Safety & Sanitation Resources DEC CFPM Training Available: http://www.dec.state.ak.us/eh/fss/training/cfpm.htmhttp://www.dec.state.ak.us/eh/fss/training/cfpm.html Muni Information Available: http://www.ci.anchorage.ak.us/healthesd/sanity.cfm Dept. of Public Safety – Fire and Life Safety http://www.dps.state.ak.us/Fire/LSIB/

82. Page 82 For More Information Ann-Marie Martin CACFP Coordinator (907)465-8711 annmarie.martin@alaska.gov annmarie.martin@alaska.gov Alicia Stephens Program Specialist (907) 465-4788 alicia.Stephens@Alaska.gov Alexis Hall Education Program Assistant (907) 465-4969 alexis.hall@Alaska.gov

83. Administrative Update for At-Risk Afterschool Meals Alaska Child and Adult Care Food Program