CACFP RECORD KEEPINGIs it really that important?

CACFP Record Retention

7 CFR 226.15(e)“Institutions must establish procedures to collect and maintain all records listed in the CACFP regulations and required by the State Agency. Failure to maintain records will be grounds for the denial of reimbursement for meals served during the period covered by the records in question and for the denial of reimbursement for costs associated with such records.”

CACFP Record Retention

Why? Support validity of claims

How long? 3 years plus the current Program year

What if we don’t have these records? Could owe State money for

unsubstantiated claims

CACFP REQUIRED RECORDS

Copies of all applications and

supporting documents submitted to

the State Agency

Documentation of the enrollment of

each participant at the center

Daily records indicating the number

of participants in attendance and

the daily meal counts by type

(breakfast, lunch, supper, and

snacks)

CACFP REQUIRED RECORDS

If applicable, information concerning the dates and

amounts of disbursement to each child care facility or

adult day care facility under its auspices

Copies of menus, and any other food service records

required by the State Agency

Invoices and/or receipts, labor tracking, CACFP-

related purchase tracking

CACFP REQUIRED RECORDS

Training DocumentationInclude:

DateLocationTopics PresentedNames of Participants

Document all trainingConduct at least once annually

CACFP REQUIRED RECORDS

Administrative and Operating Costs claimed by the center

Income to the Program

Copies of all Claims for reimbursement submitted to the

State Agency

Receipts of all Program payments received from the State

Agency

CACFP REQUIRED RECORDS

Documentation of nonprofit food

service to ensure that all Program

reimbursement funds are used Solely for the conduct of the food

service operation To improve such food service

operations Principally for the benefit of the

enrolled participant

For Sponsoring organizations, records

documenting the attendance at annual

training of each staff member with

monitoring responsibilities.

Additional CACFP Required Records

Master Enrollment Lists (Monthly)

If meals are vended,– Daily Delivery Tickets– All Food Service

Contracts– Current Business

License– Recent Health Inspection

Report

For Sponsoring organizations:– Facility monitoring

forms

The Permanent Agreement specifies the rights and responsibilities of all responsible individuals/principals

and the State Agency.

Sections:

A. Agreement

B. Audit Requirements

C. Nondiscrimination Statement

D. Fraud

i. Certification Statement

Permanent Agreement

Permanent Agreement Document

Policy Statement

• The Policy Statement assures the Child and Adult Care Food Program State Agency that;

All participants enrolled at the institution or sponsored facilities are served the same meals at no separate charge.

All meals served to eligible enrolled participants will be reported on the claim for reimbursement.

In accordance with CACFP regulations, the institution accepts final administrative and financial responsibility for operating the CACFP.

• The State Agency must be made aware of all pertinent changes at your institution that may affect the program.

• The State Agency will ensure that each participating institution receives sufficient training and technical assistance to facilitate effective program operation.

Policy Statement Document

Let’s Play A Game!

Keep It or Toss It?

1. Renewal Application from FY 2009?Toss it

2. Copies of the Letter to Households from FY 2012Toss it

3. Permanent Agreement Keep it

4. Income Eligibility Guidelines from FY 2012Toss it

5. Attendance and Meal counts from FY 2011Keep it

Let’s Play A Game!

Keep It or Toss It?6. MEL template from FY 2009?

Toss it7. Food purchase receipts from FY 2012?

Keep it8. Original Application

Keep it9. Child and infant menus from FY 2013

Keep it10. IES forms from FY 2012

Keep it

Organizing Your Records

Organizing Your Records

Organizing Your Records

Questions