1. FFVP Claims and Recordkeeping Indiana Department of Education School and Community Nutrition Program Year 2015

2. Agenda Purchasing for the FFVP o Reimbursable Costs o Special Dietary Needs Accommodations Completing Monthly Claims o Claim Form Process o CNPweb Recordkeeping Requirements

3. Purchasing for FFVP Serve a variety of fresh fruits and vegetables in their natural state and without additives Not allowed: o Processed or preserved fruits and vegetables- canned, frozen, dried, or vacuum packed o Juice or smoothies o Dip for fruit o Fruit leather o Jellied fruit o Sugar o Herbs or Edible Flowers

4. Purchasing for FFVP The FFVP limits: o Dips Vegetables only! Low-fat or fat-free 1 to 2 tablespoons. o 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

5. Purchasing for FFVP Proper procurement procedures must be followed. o Produce must be graded and inspected o Food wholesalers or brokers, local grocery stores, farmer’s markets, orchards, and growers in your community o Contact Tina Herzog at cherzog@doe.in.gov or call 317- 232-0872 if you have questions about procurement.cherzog@doe.in.gov

6. Left Overs 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.

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

8. Special Dietary Needs Physician’s statement must include: o Child’s disability o Explanation of why the disability restricts the child’s diet o Major life activity affected by the disability o Food or foods to be omitted from the child’s diet o Food or foods that must be substituted

9. Types of Reimbursement Program costs are broken down into three categories: o Fresh fruits and vegetables o Operating costs o Administrative costs

10. Fresh Fruits and Vegetables Allowable Expenses o Fresh Fruits o Fresh Vegetables o Pre-Cut Fresh Fruits/Vegetables o Fresh Fruit/Vegetable Trays

11. Operating Costs Expenses for acquiring, delivering, preparing, and serving fruits and vegetables o Dip for vegetables o Napkins, paper plates, serving bowls, baskets and trays o Small equipment purchase (<$300) o Labor - preparation and/or serving o Delivery charges for produce

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

13. Equipment Justification What is required when purchasing equipment? o All schools must complete a written justification form for purchases of $300 or more. o 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. o Document equipment purchase(s) under administrative expenses on the excel spreadsheet claim form.

14. General Claiming Information This is a cost reimbursement program. o What you spend for the program = what USDA will pay 2 step process – o 1 st complete the Fresh Fruit and Vegetable Excel Spreadsheet o 2 nd fill out the claim for reimbursement form on the CNPweb for FFVP

15. Schools required to email the excel claim spreadsheet: o East Allen County – Southwick Elementary o Emmaus Lutheran o Indianapolis Lighthouse Charter School o Joshua Academy Charter School o Lake Ridge – Hosford Park and Longfellow o MSD Perry – Clinton Young Elementary o Muncie Community – Sutton Elementary o School City of East Chicago – Carrie Gosche, Harrison, Lincoln, McKinley, Washington o Southeast Neighborhood School of Excellence o St Philip Neri o Thurgood Marshall Leadership Academy o Xavier School of Excellence

16. Claim Submission Deadline Claims due the 10 th of the month following the claim month o Example: File August’s claim by September 10 th Maximum amount of time to make a claim - within 60 calendar days after the last day of the claim month o Example: August claim is due by October 30 th

25. Other Tips Save the Excel Claim for Reimbursement using the following naming rules: o Year_ Month_ School District_School.xls o Example: 2013_Sept_EastChicago_Lincoln.xls Be specific on the spreadsheet: o Ranch- Full-fat Ranch is not acceptable, but low-fat or no-fat Ranch is acceptable Low-Fat Ranch Cups o Pineapple Cups- Fresh pineapple in a cup is acceptable, but vacuum packed are not acceptable. Fresh Pineapple Cups When in doubt, call and find out!

26. CNPweb

27. CNPweb

28. CNPweb

29. CNPweb Claim

30. Program Recordkeeping Paperwork o Submit claims monthly by the 10 th day of the month. Ensure claims are correct and appropriate. o 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 o Document your successes

31. Labor Documentation Tracking Labor o Track both operational labor and administrative labor o Include total hours worked over the week o Use FFVP Time Reports or anything that clearly tracks labor

32. Budgeting Funding period runs from July 1, 2014-June 30, 2015 o First allocation of funds from July 1 st to September 30 th o Second allocation of funds from October 1 st to June 30 th Tools o Excel Claim Spreadsheet o Fund Tracking Sheet

33. Fund Tracking Sheet

35. FFVP Website: www.doe.in.gov/ffvp

38. Thank you for participating in this webinar! Contact Information Allie Caito-Sipe Email: acaito@doe.in.govacaito@doe.in.gov Toll free: 1-800-537-1142 Ext. 20849 Local: 317-232-0849