Fresh Fruit and Vegetable ProgramSY 2015-16 Grant Training

Module 2

Welcome to Module 2FFVP Training SY 2015-16

• Objectives– Accurately complete a FFVP Claim for

Reimbursement– List the items required for documentation for a

FFVP Claim for Reimbursement– Describe the claim submission process– Identify all FFVP Forms– Discuss appropriate budgeting techniques for

school allocations for FFVP

Review

• Total Grant Award– Allocation 1 funding + Allocation 2 funding

• Allocation 1 funding – smaller pot of money– July 1, 2015 – September 30, 2015– Anything obligated (ordered – whether received or

not) prior to Sept 30, will come from Allocation 1 funding (do not order for entire semester in August)

• Allocation 2 funding – larger pot of money– October 1, 2015 – June 30, 2016

Examples• You ordered apples on Sept 2 to be served on Sept 9

(paid for from Allocation 1)• You ordered apples on Sept 29 to be served on

October 2 (paid for from Allocation 1). Since the invoice date is October, you will have two October claims – one for each allocation.

• You ordered equipment on Sept 1 to be delivered on Oct 15 (paid for from Allocation 1 – which is a MUCH SMALLER pot of money)

• You ordered apples on October 1 to be served on October 9 (paid for from Allocation 2)

September and October BEWARE• September invoices will be on the September claim

and paid from Allocation 1 funds• October invoices that are delivered in October BUT

ORDERED in September will be on an October – Allocation 1 Claim and paid from Allocation 1 funds

• October invoices that are ordered and delivered in October will be on an October – Allocation 2 Claim (some schools will have two Oct Claims) and paid from Allocation 2 funds

• BEWARE of your order dates! • Watch your remaining balance!

Why in the world would we do this?

Federal Fiscal Years Change on Oct 1 of each year. Visualize this change like you do the

change of the State Fiscal Years that affects your schools on July 1

Instructions for FFVP Claim for Reimbursement

• Complete the Reimbursement Claim Form for EACH school receiving a FFVP Grant– DO NOT complete one form for the district

• Complete the “School Information” and “Claim Information” sections of the form.

• Be sure to select the correct funding allocation or your claim will not calculate correctly. Do not select both funding allocations for the same form.

Instructions for FFVP Claim for Reimbursement

• Fax using the FFVP Claim Cover Sheet.• Fax completed signed form and all supporting

invoices and pay documentation to:– Debi Branscum at (501) 324-9502

• Keep signed original FFVP Claim for Reimbursement in the school’s FFVP file with REQUIRED supporting invoices and other required documentation.

Approving Claims

• If any corrections are made while approving the claims at ADE, CNU, a scanned copy of the updated claim will be emailed to the person listed as the contact on the claim form.

• It is that person’s responsibility to notify any other bookkeepers, the Child Nutrition Director, and/or School FFVP Coordinator of any changes to the claim.

• If a school has consistent problems with their claims, it may jeopardize that school’s involvement with FFVP in the future.

The FFVP Claim Form

• Front Page• 2 Itemized Pages• Itemized Pages calculate amounts and transfer

them to the Front Page• Excel form that can be corrupted• Start with a “clean” form each month• Available on the Child Nutrition Website

To Add Equipment to a Claim

• PRIOR TO ORDERING – submit an Equipment Request Form, including 3 quotes from vendors– ADE, CNU will approve the form, sign it, and fax a copy

back to the school for their records• Equipment may be ordered until NOVEMBER 30, 2015

(anything ordered after the deadline will not be reimbursed)

• Equipment costs must be divided between FFVP and other programs if the equipment will not be used 100% of the time in FFVP

• Tax and shipping for equipment are allowable costs

Equipment VS Supplies

• Equipment – anything that can be used more than once, including TOTES, PLASTIC BOXES, and OTHER ITEMS FOR DELIVERY TO CLASSROOMS

• Supplies – anything that will be thrown away after one use (napkins, plastic ware, paper sacks, etc.)– Allowable items under supplies also include fuel

charges and tax on supplies – Tax on FOOD is not allowable. State law identifies

school foodservice programs as exempt from food taxes.

To Add Labor to Claim

• Direct Labor– Pay confirmation on file at ADE, CNU– Time sheets for each employee on the claim – approved by

supervisor– Will not accept time sheets for the whole year submitted in May

• Administrative Labor– Pay confirmation on file at ADE, CNU– Time sheets for each employee on the claim – approved by

supervisor– Will not accept time sheets for the whole year

submitted in May

Completed Claim

• Sample

• Prior to submitting this claim, Imaginary Special School District had on-file at ADE, CNU– A pre-approved equipment request form– A Pay Confirmation Form approved and signed by

the district’s superintendent

FFVP Forms

• FFVP Fax Cover Sheet• FFVP Quote Sheet• FFVP On-site Review Form

Two Documents Provide Regulations for FFVP in Arkansas:BOTH APPLY TO YOUR PROGRAM!!

The USDA HandbookReviews Federal Regulations

The FFVP AddendumReviews State Regulations

FFVP Budgeting

• SFA must budget appropriately to expend FFVP funds

FFVP Budgeting

• Allocation 1• $12.75 per student

– Administrative Costs• Equipment• Labor

– Operating Costs• Direct Labor• Non-Food Supplies• Total Available for Fruits

and Vegetables

• Plan your fruits and vegetables accordingly

• Allocation 2• $62.25 per student

– Administrative Costs• Equipment• Labor

– Operating Costs• Direct Labor• Non-Food Supplies• Total Available for Fruits

and Vegetables

• Plan your fruits and vegetables accordingly

FFVP Budgeting

• Remaining Balance is tracked on claim• ADE, CNU keeps a Remaining Balance

Worksheet for all schools• Some schools track their money daily– Monday 9/1 75.00 on apples– Tuesday 9/2 100.00 on oranges– Then add any labor and supply costs– Especially in schools where the bookkeeper does the

claim, the CN Director should keep a running tally

Sample Form by FFVP School

FFVP Budgeting

• Estimated amount to spend per month: 10% of total grant award

• CNU will monitor SFA’s funds and failure to spend 10% will require submission of a Grant Expenditure Improvement Action Plan to be signed by grant coordinator, CND and superintendent

• Do not be offended by this letter, we simply want you to use your money

Conclusion

• This completes Module 2 of the FFVP Training