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Administrative Update for Adult Care Centers for FY15
Alaska Child and Adult Care Food Program
September, 2014
Required for FY 2015
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
Page 4
7 CFR 226.2, 226.15, 226.16, 226.17, 226.17a, 226.19a, 226.20
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. .19a Adult day care center provisions .20 CACFP Meal Requirements
Page 5
From Regulations: Basic Requirements
Program Eligibility Provide community-based group program designed to
meet the needs of functionally impaired adults through individual plan of care Structured, comprehensive – variety of health, social &
related support services to enrolled adult participants Provide care services directly or under arrangements with
agency managing services Have Federal, State or local licensing or approval to
provide day care services to functionally impaired adults (226.2) or individuals 60 years or older in group setting outside their home or group living on less than 24 hour basis.
Page 6
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 Pre-approval visits for all facilities Recordkeeping – outlined on next slides
Page 8
Recordkeeping cont.
CACFP information required on enrollment forms
Could include on your own center enrollment but need: Name Date of birth Normal days and hours of care Meals normally eaten Participant signature
Page 11
Recordkeeping, cont.Confidential Income Statement
PFDs Must use the PFD the family received last fall (Sept/Oct
2013) through December 2014 ($900.00) Starting in January you must use this year’s PFD
(unknown amount at this point) that are received in October 2014
Sequence of income All income will have to be annualized (multiplied by
factor to equal yearly income) if they receive a PFD
Page 14
Recordkeeping, cont. Daily attendance & meal counts Daily meal counts for adult program staff
Page 15
Recordkeeping,cont. Invoices/receipts/records of costs and
of income Claims submitted within timeframe
Page 16
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
Page 17
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
Page 18
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
Page 19
Claims by site 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
Page 20
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
Page 21
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
Page 22
Basic Requirements, cont.
Permanent Agreement with the state Proper commodity utilization
Handout on option of commodity vs. cash-in-lieu of commodity (CIL)
Record retention 3+ current year Comply with regulations, instructions,
& guidance
Page 23
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
Page 24
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
Page 25
Update & Renewal for FY2015
Update annually & renew every 3 years Database Updates & Renewals due
October 1st Forms due October 1st
Except the NPFS Financial Report One Month Attendance Report(if you also
have a child care)
Page 27
Child Nutrition Program (CNP)Database
Type in URL address – https://www.eed.state.ak.us/tls/cnp/
Page 29
All Programs Update Yearly
Submit to the state agency by October 1st
Management Plan (if updated) Attachment A & B (Budget sheets for
sponsoring orgs – more than one site)
Page 31
All Programs Update Yearly
Submit to the state agency by October 1st
Attachment C (Training for sponsor orgs) Attachment D (Monitoring for sponsor orgs) Cycle Menus Vended Meal Agreement (if applicable)
Page 32
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
Page 33
All Programs Update Yearly
Submit to the state agency by November 10th
Non-Profit Food Service (NPFS)Financial Report
One Month Attendance Report – NEW!!
Page 34
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
Page 35
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?
Page 37
One Month Enrollment Report (OMER)
CHANGES THIS YEAR! Replaces the 30-day study (Rate %
Certification) New dates: October 1-31st
List of Enrolled Participants vs. in Attendance
Report on the OMER which is an Excel document
Page 38
OMER Process
Four Steps:
1) Distribute sample Letter to Participants with the Confidential Income Statement
Distribution may begin October 1st Eligibility must be based on information
reported on the Confidential Income Statement Take off “sample letter” & replace with your
letterhead
Page 39
OMER Process
2) Categorizing & Approving the Confidential Income Statements (CIS): Must be signed & dated by the participant during
the study period (October 1- 31st) Determination by the center should be done
within the study period (October 1- 31st) A participant will be counted as over income if the
form is not complete Document number on CIS (will be same number
you put on Enrollment and OMER
Page 40
OMER Process
3) Document Enrollment and Eligibility Status on Enrollment Roster in the OMER
All participants who are enrolled at the center during the month must be counted & recorded on the enrollment roster. (see handout)
Page 42
OMER Process
4) Submit the OMER Report to State (Excel can be e-mailed)
Documentation for your files: A yearly file folder containing the following back-up should be kept at the center:
Copy of OMER Categorized CIS for each participant Copy of attendance records for the study period Enrollment (could be in individual participant
files)
Page 43
OMER Process
o Centers are required to collect & submit this information only once a year.
One month October 1 –October 31st Need OMER to process October claim You can choose to do it more if there is a
significant change at your center
Page 45
Certification Process
Certified Count Category Percentage
35 Free 54%
20 Reduced Price 31%
10 Above Scale 15%
65 Total 100.00%30 children enrolled during month period
Page 46
Certification Process
Rate %
Category % times Meals
Meals by Category
Federal Rate
Reimbursement by Rate
54% Free .54 x 500 lunches
4.84
31% Reduced Price
.31 x 500 lunches
4.44
15% Paid .15 x 500 lunches
.46
Total
Based on 500 Lunches
Page 47
Certification Process
Rate %
Category % times Meals
Meals by Category
Federal Rate
Reimbursement by Rate
54% Free .54 x 500 lunches
270 4.84
31% Reduced Price
.31 x 500 lunches
155 4.44
15% Paid .15 x 500 lunches
75 .46
Total
Based on 500 Lunches
Page 48
Certification Process
Rate %
Category % times Meals
Meals by Category
Federal Rate
Reimbursement by Rate
54% Free .54 x 500 lunches
270 x 4.84 = $1,306.80
31% Reduced Price
.31 x 500 lunches
155 x 4.44 = $688.20
15% Paid .15 x 500 lunches
75 x .46 = $34.50
Total $2,029.50
Based on 500 Lunches
Page 49
Additional Documents for Renewal (every 3 years)Submit to the state agency by October 1st: Recipes & recipe analysis Organizational Chart
And if the following have changed: Outside Employment Policy Mission Statement Non-discrimination Statement
Page 50
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
Page 51
Annual Civil Rights Training
Two options: PowerPoint on the CNP website: http://education.alaska.gov/tls/cnp/CRR.html
Or distance training through eLearning site:http://education.alaska.gov/ELearning/
Page 52
CNP Administrative Reviews
At least every 3 years More often if :
follow-up is needed State CNP needs to meet 33.3%
requirement
Page 53
Core Review ElementsEnrollment & Attendance
Enrollment for all in attendance & claimed
Income eligibility Attendance Records
Where do you take attendance? Most issues come with lack of good
attendance
Page 54
Core Review ElementsMeal Counts Point of Service meal counts
Count by participant’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
Page 55
Core Review ElementsMeal 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!
Page 56
Core Review ElementsMeal 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?
Page 57
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 Health & Safety
Page 58
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 must be on file Recipes with analysis for serving sizes
Need recipes even if you have production records Production records (if using) Medical statements
Page 59
Core Review ElementsVended 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?
Page 60
Core Review ElementsVended 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
Page 61
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 or reason why not 50% Food receipts match menu Reimbursement is used for CACFP
Food costs & Operating costs Not used for other center programming
Page 62
Core Review ElementsNon-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
Page 64
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)
Page 66
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)
Page 67
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?
Page 68
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
Page 69
Core Review ElementsSite 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 1st site visit within 4 weeks of open
Page 70
Core Review ElementsSite 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)
Page 71
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: 24Day 2 Date: 7/30/14 Attendance: 20 Enrollment: 35 Meal Count: 24Day 3 Date: 8/3/14 Attendance: 23 Enrollment: 35 Meal Count: 23Day 4 Date: 8/4/14 Attendance: 25 Enrollment: 35 Meal Count: 24Day 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
Page 72
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
Write down your complaint procedure
Page 73
Core Review ElementsCivil Rights Requirements
Non-discrimination statement Long Version Website Newsletters Menus (short version okay) Parent Policies
This is what some programs forget
Page 74
UpdatedNon-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 [email protected].
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 employer.
Page 75
Non-discrimination Statement short version
This institution is an equal opportunity provider and employer
Page 76
Core Review ElementsHealth Safety & Sanitation
State of Alaska Dept. of Environmental Conservation (DEC) & Municipality of Anchorage (MUNI) Food Worker Cards -3 years Certified Food Protection Manager
(CFPM) – 5 years
Page 77
Core Review ElementsHealth 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
Page 78
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
Page 79
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
Page 80
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
Page 81
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
Page 82
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)
Page 83
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
Page 84
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
Page 85
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
Page 86
CACFP Fiscal year (FY) 2015
August/September 2014
October 1, 2014
November 10, 2014
October 1, 2014 – September 30, 2015
Page 96
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
Page 97
For More Information
Ann-Marie MartinCACFP Coordinator
(907)[email protected]
Alexis Hall
Education Program Assistant
(907) 465-4969