administrative update for emergency shelter programs alaska child and adult care food program fall,...
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Administrative Update for Emergency Shelter Programs
Alaska Child and Adult Care Food Program
Fall, 2012
Required for FY 2013
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USDA – Child and Adult Care Food Program
Legislation Richard B. Russell National School Lunch
Act 1946 Amended through P.O. 111-296 12/13/10
Child Nutrition Act of 1966 Amended through P.L. 111-296 12/13/10
Healthy, Hunger-Free Kids Act of 2010 12/13/10
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Healthy Hunger-Free Kids Act of 2010 - P.L. 111-296 Implementation
FUTURE: New Meal Patterns!!! Updated Meal Patterns in September 2012
Dietary guidelines Will go into effect at a later date
Moving Towards: Limits on juice Vegetable and fruit at lunch/supper Number of starchy vegetables per week
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USDA – Child and Adult Care Food Program
Regulations Code of Federal RegulationsTitle 7
Agriculture, Chapter II – Food and Nutrition Service, Department of Agriculture Part 226
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7 CFR 226.2, 226.15, 226.16, 226.19a, 226.20
Definitions Institutional provisions Sponsoring Organization provisions Adult day care center provisions Requirements for meals
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From Regulations:Basic Requirements
Tax exempt or meet for-profit require. New applications and renewals Accept final administrative and
financial responsibility Provide adequate supervisory &
operational personnel Pre-approval visits for all facilities Recordkeeping – outlined on next slide
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Recordkeeping
Application & supporting docs Enrollment & income eligibility Daily attendance & meal counts Daily meal counts for adult staff Invoices/receipts/records of costs and
income Claims submitted within timeframe
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Recordkeeping, cont.
Receipts of program payments from EED
Menus, recipes, recipe analysis, production records
Monitoring records Training sessions (& attendance at
training of monitors) Non-profit food service
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Basic Requirements, cont. Perform edit checks prior to claim
submission Have daily records available Meal type approved 2nd person double-check counts, if menus are
creditable (children/infants/allergies), attendance is being completed
For-profit document at least 25% of children in care (enrolled or lic. Capacity) were eligible for free/reduced meals
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Basic Requirements, cont.
Permanent Agreement with the state Proper commodity utilization Record retention 3+ current year Comply with regulations, instructions,
& guidance Make payments to sub-recipients (if
not part of your agency) within 5 working days of receipt from EED
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USDA – Child and Adult Care Food Program
FNS Instructions Posted on CNP website
Example: FNS Instruction 796-2 revision 3 – Financial Management (is being updated)
http://education.alaska.gov/tls/cnp/
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USDA – Child and Adult Care Food Program
Policy Memos Distributed through Alaska Bulletins and
USDA website
http://www.fns.usda.gov/cnd/care/Regs-Policy/PolicyMemoranda.htm
Guidance on specific topics
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Update & Renewal for FY2013
Update annually & renew every 3 years
Database Updates & Renewals due October 1st
Forms due October 1st Except the
NPFS Financial Report
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Child Nutrition Program (CNP)Database
FY2013– Renewals/Updates Handout on CNP yearly update
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Child Nutrition Program (CNP)Database
Type in URL address – http://www.eed.state.ak.us/tls/cnp/
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Child Nutrition Program (CNP)Database
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All Programs Update Yearly
Submit to the state agency by October 1st
Management Plan Updates Attachment A & B (Budget sheets-Excel doc) Attachment C Attachment D Cycle Menus Vended Meal Agreement CCR confirmation documentation
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Central Contract Registry (CCR)
All recipients of federal funds must register on CCR
Update or renew annually Need a Data Universal Number
System (DUNS) number to register Submit confirmation to EED with
October 1st paperwork
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All Programs Update Yearly
Submit to the state agency by November 15th
Non-Profit Food Service (NPFS)Financial Report
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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
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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
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Additional Documents for Renewal (every 3 years)Submit to the state agency by October 1st: Recipes & recipe analysis (or put USDA
recipe number on cycle menu) Organizational Chart
And if the following have changed: Outside Employment Policy Mission Statement Non-discrimination Statement
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Programs in Renewal Year for 2013
Sitkans Against Family Violence
South Peninsula Haven House
Women in Safe Homes (WISH)
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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) Additional 30 days for upward amendment for
total of 90 days past end of claim month On-line claim must be submitted by
authorized representative Requires Average Daily Attendance (ADA)
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Average Daily Attendance (ADA)
Add all children throughout the month duplicated
Divide by number of claiming days in month
Example: 6 days 10; 15; 25; 12; 14; 17 = 93 93 divided by 6 = 15.5 (ADA is 16)
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CACFP Training by state
Annual attendance is required
If new administrator they must attend the next CNP training
Offered through distance delivery May be found Seriously Deficient for
non-attendance at annual state training
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Annual Civil Rights Training
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Review by EED
At least every 3 years You’ll receive a list of documents to
have available when we come to your facility
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Core Review ElementsEnrollment & Eligibility
License posted if licensed center & within capacity
Attendance Records
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Core Review ElementsMeal Counts Point of Service meal counts
Count by child’s name or some kind of number verification for each child
Consistent counting methods Consistent compilation of counts Double-check system in place prior to
submission to state
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Core Review ElementsMeal Counts
Attendance should not be used for meal counts Meal count at point of service Meals not reimbursed if count is not current Procedure to ensure non-reimbursable meals not
claimed Program adult meals counted (not claimed) Non-program meals counted (not claimed)
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Core Review ElementsMeal Observation
Meal Service Portion sizes Creditable components Type of meal service implemented
correctly Family Style Pre-plating
Eating environment POS Meal Counts
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Core Review ElementsMenu 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 Recipes with analysis for serving sizes
Need recipes even if you have production records Production records (if using) Medical statements
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Core Review ElementsVended Meals
Approved (by EED) contract on file Menus/recipes/CN labels – provided by
vendor and available on review Daily vendor receipts Time/temperatures documented on receipt
daily Vendor receipts = end of month invoice Back-up system
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Core Review ElementsNon-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 Food receipts match menu Reimbursement is used for CACFP
Food costs & Operating costs Not used for other center programming
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Core Review Elements CACFP Staff Training
Annual CACFP training must be conducted on-site 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)
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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)
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Training issues
What are your training issues?
What has worked well for training staff?
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Core Review Elements CACFP Staff Training
All CNP CACFP training presentations 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
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Core Review ElementsSite Review (site-monitoring)
At least 3 times a year No more than 6 months between Timely corrective action (document) If new site – must do:
Pre-approval visit 1st site visit within 4 weeks of open
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Core Review ElementsSite Review (site-monitoring) Form available on web
Monitor one meal type Summary at the end must be completed 2 signatures Complete 5-day reconciliation
Check attendance & enrollment with meal counts
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Core Review Elements 5 Day Reconciliation
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: 7/29/12 Attendance: 25 Meal Count: 24Day 2 Date: 7/30/12 Attendance: 20 Meal Count: 24Day 3 Date: 8/3/12 Attendance: 23 Meal Count: 23Day 4 Date: 8/4/12 Attendance: 25 Meal Count: 24Day 5 Date: 8/5/12 Attendance: 22 Meal Count: 22
Document last 5 days
•Attendance (from actual sign in/sign out)
•Enrollment (are all adults enrolled?)
•Meal Count Sheets
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Core Review ElementsCivil 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
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Core Review ElementsCivil Rights Requirements
Non-discrimination statement Long Version Website Newsletters Menus (short version okay)
This is what some programs forget
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Core Review ElementsHealth Safety & Sanitation
State of Alaska Dept. of Environmental Conservation (DEC) & Municipality of Anchorage (MUNI)
Check to see if you need the following: Food Worker Cards -3 years Certified Food Protection Manager
(CFPM) – 5 years
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Core Review ElementsHealth Safety & Sanitation
Documentation if required by DEC or MUNI Copies of FW cards Certified Food Protection Manager
certificate or documentation that staff member is enrolled in next CFPM training
Food safety training (either by FW test or by your training agenda/sign in)
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Core Review ElementsSanitation
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
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Core Review ElementsProgram Administration Paperwork is organized and accessible Records & accounts available Confidentiality of participant information Correspondence/guidance with EED Permanent Agreement with EED Management Plan on file & updated
Now this is required yearly
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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
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Corrective Action
If findings on Administrative Review May be found Seriously Deficient (letter will
be sent to you) Corrective Action given 2 weeks to submit documentation If you need another week, contact CNP
ahead Can be found SD if late on corrective action
submission
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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)
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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
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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
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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
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CACFP Fiscal year (FY) 2012
August/September 2012
October 1, 2012
November 15, 2012
October 2012 – September 2013
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Reimbursement Rates
Alaska Reimbursement RatesJuly 1, 2012 through June 30, 2013
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Questions??
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CACFP ResourcesCACFP Resources
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National Food Service Management Institute
http://www.nfsmi.org/
http://education.alaska.gov/tls/cnp/
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Health Safety & Sanitation Resources
DEC or Muni
DEC CFPM Training Available:http://www.dec.state.ak.us/eh/fss/training/cfpm.html
Muni Information Available:http://www.ci.anchorage.ak.us/healthesd/sanity.cfm
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For More Information
Jan Mays
CACFP Specialist
(907) 465-4788
Or
Ann-Marie MartinCACFP Specialist
(907)[email protected]
Administrative Update
Alaska Child and Adult Care
Food Program