AT-RISK AFTERSCHOOL MEALS IN THECHILD AND ADULT CARE FOOD PROGRAM

This institution is an equal opportunity provider

ELIGIBILITY

ELIGIBILITY

Afterschool Programs that Can Participate: Public or Private nonprofit organizations or eligible for-profit organizations

operating an afterschool program

To be eligible for reimbursement, an afterschool care program must: Demonstrate financial and administrative capability

Sponsors must have the necessary financial and administrative capability to comply with Program requirements

Exercise management control over site Not be seriously deficient

Applications received from a sponsor or site that has been previously deemed seriously deficient will not be approved to operate the program

Conduct a non-profit food service All proceeds received from ADE must be used for the sole purpose of

operating the food aspect of this program

ELIGIBILITY

To be eligible for reimbursement, an afterschool care program must: Be organized primarily to provide care for children after school or on

weekends, holidays, or school vacations during the regular school year (an at-risk afterschool care center may not claim meals or snacks during summer vacation, unless it is located in the attendance area of a school operating on a year-round calendar)

Have organized, regularly scheduled activities (i.e., in a structured and supervised environment)

Include education or enrichment activities Be located in an 50% free and reduced eligible area (n/a for emergency

shelters)

Eligibility Limitation: Organized athletic programs engaged in interscholastic or community level

competitive sports are not eligible afterschool care programs

ELIGIBILITY

Area Eligibility: Except for emergency shelters, at risk afterschool care centers must be located in an

eligible area located in the attendance area of an elementary, middle, or high school in which at least 50 percent of the enrolled children are certified eligible for free or reduced-price meals

Area eligibility determinations must be based on the total number of children approved for free and reduced-price school meals. Percentage of Free and Reduced Reports are available at http://www.ade.az.gov/health-safety/cnp/frpercentages/

Because the afterschool program must qualify according to location, there is no requirement to collect information on children’s individual household income

Area eligibility determinations are valid for five years

Licensing Requirements: Afterschool programs do not need to be licensed in order to participate unless there is

a State or local requirement for licensing. All programs must meet State or local health and safety standards. Licensed schools and/or afterschool care centers must provide a copy of a current Department of Health Services license. Non-licensed facilities must complete a CACFP Child Care Standards application and meet State and local health and safety standards

Participant Eligibility: All children participating in an approved afterschool program who are 18 and under at

the start of the school year may receive a free meal, a snack, or both. There are no age limits for children with disabilities

ELIGIBILITY

Educational or Enrichment Activities: Programs must provide educational or enrichment activities in an

organized, structured, and supervised environment after the end of the school day, on weekends, or on holidays during the school year

Qualified Educational and Enrichment Activities: Arts and crafts Homework assistance Life skills Computers Remedial education Competitive sports teams are NOT eligible, but afterschool programs

that include a sports activity as part of their enrichment program may be eligible

ELIGIBILITY

Sample

After

School

Program

Activities

READINGCLUB

HOMEWORKHELP

COMPUTERTIME

ARTS/CRAFTS ACTIVITY

SNACKTIME

MUSIC &DANCE CLUB

FITNESS ACTIVITY

LIFESKILLS

AFTERSCHOOL

PROGRAM

REIMBURSEMENT

REIMBURSEMENT

Reimbursement Rates: At-risk afterschool snacks are reimbursed at the free rate of .78 for

snacks. At-risk afterschool meals are reimbursed at the respective free rates for breakfast $1.55, lunch $2.86, or supper $2.86

Non-pricing: All at-risk afterschool snacks and at-risk afterschool meals served under

the Child and Adult Care Food Program must be provided at no charge to participating children

Limit on Daily Reimbursements: Only one at-risk afterschool snack and, one at-risk afterschool meal per

child per day may be claimed for reimbursement. An at-risk afterschool care center that provides care to a child under another component of CACFP during the same day may not claim reimbursement for more than two meals and one snack, or one meal and two snacks, per child, per day, including the at-risk afterschool snack and the at-risk afterschool meal

Commodities - Cash In Lieu: At-risk afterschool programs that do not use USDA commodities for the

program receive additional cash in lieu of commodities at a rate of $0.2275

MEAL REQUIREMENTS

SNACK MEAL PATTERN

MEALREQUIRED

COMPONENTS1 & 2 YEARS 3 - 5 YEARS 6 – 12 YEARS*

FOOD COMPONENTS

SNACK (Select 2 of the 4 components;must be from 2different groups)

 

 (Choose 2 of 4) 1 milk 1 fruit/vegetable 1 grain/bread2

    

1 meat ormeat alternate   

   1/2 cup 1/2 cup 1/2 slice1/2 serving 1/4 cup or 1/3 oz.1/4 cup 1/2 oz.1/2 oz.1/2 egg2 oz.1/8 cup1 tbsp.1/4 cup

   1/2 cup 1/2 cup 1/2 slice1/2 serving 1/3 cupor 1/2 oz.1/4 cup 1/2 oz.1/2 oz.1/2 egg2 oz.1/8 cup1 tbsp.1/2 cup

   1 cup 3/4 cup total 1 slice1 serving 3/4 cupor 1 oz.1/2 cup 1 oz.1 oz.1/2 egg4 oz.1/4 cup2 tbsp.3/4 cup

   fluid milkorjuice 1, fruit and/or vegetableorbread orcornbread, or biscuits, or rolls, or muffins orcold dry cereal or hot cooked cereal, or pasta, or noodles, or grainsorlean meat, poultry, fish, alternate protein product, orcheese or egg oryogurt orcooked dry beans or peas3 orpeanut, soy, or other nut or seed butters orPeanuts, soy nuts, tree nuts or seeds4

1 Fruit or vegetable juice must be full-strength.2 Breads and grains must be made from whole-grain or enriched meal or flour. Cereal must be whole-grain or enriched or fortified.3 Dried beans or peas may be used as a meat alternate or vegetable component; but does not satisfy the requirement for both.4 Peanut butter, nuts and seeds meet only 50% of the total meat/meat alternate serving and must be combined with another meat/meat alternate to fulfill lunch or dinner requirements. Not more than 1 ounce of nuts/seeds may be used in any meal.* At-risk afterschool programs serving children ages 13-18 must offer portions no less than the portions stipulated for children 6-12. The USDA recommends that organizations offer larger portions to children 13-18 due to their greater food energy requirements.  Lettuce must be accompanied with another fruit or vegetableRaisins must be served with another fruit or vegetable at breakfast and snacks. Cottage cheese, cheese food or cheese spread; portion size must be doubled. No more than two high sugar/high fat items may be served more frequently than two times per week. High sugar/high fat items may be served only during breakfast or snack.

BREAKFAST MEAL PATTERN

MEALREQUIRED

COMPONENTS1 & 2 YEARS 3 - 5 YEARS 6 – 12 YEARS*

FOOD COMPONENTS

BREAKFAST   

1 milk 1 fruit/vegetable 1 grain/bread2

1/2 cup 1/4 cup 1/2 slice1/2 serving 1/4 cup or 1/3 oz.1/4 cup

3/4 cup 1/2 cup 1/2 slice1/2 serving 1/3 cupor 1/2 oz.1/4 cup

1 cup 1/2 cup total 1 slice1 serving 3/4 cupor 1 oz.1/2 cup

fluid milkandjuice1, fruit and/or vegetableandbread orcornbread, or biscuits, or rolls, or muffins orcold dry cereal or hot cooked cereal, or pasta, or noodles, or grains

1 Fruit or vegetable juice must be full-strength.2 Breads and grains must be made from whole-grain or enriched meal or flour. Cereal must be whole-grain or enriched or fortified.3 Dried beans or peas may be used as a meat alternate or vegetable component; but does not satisfy the requirement for both.4 Peanut butter, nuts and seeds meet only 50% of the total meat/meat alternate serving and must be combined with another meat/meat alternate to fulfill lunch or dinner requirements. Not more than 1 ounce of nuts/seeds may be used in any meal.* At-risk afterschool programs serving children ages 13-18 must offer portions no less than the portions stipulated for children 6-12. The USDA recommends that organizations offer larger portions to children 13-18 due to their greater food energy requirements.  Lettuce must be accompanied with another fruit or vegetableRaisins must be served with another fruit or vegetable at breakfast and snacks. Cottage cheese, cheese food or cheese spread; portion size must be doubled. No more than two high sugar/high fat items may be served more frequently than two times per week. High sugar/high fat items may be served only during breakfast or snack.

LUNCH & SUPPER MEAL PATTERN

MEALSREQUIRED

COMPONENTS1 & 2 YEARS 3 - 5 YEARS 6 – 12 YEARS*

FOOD COMPONENTS

LUNCH 

or 

SUPPER  

1 milk 2 fruits/vegetables(2 separate kinds) 1 grain/bread2

   1 meat ormeat alternate   

1/2 cup 1/4 cup   1/2 slice1/2 serving 1/4 cup 1 oz.1 oz.1/2 egg4 oz.1/4 cup2 tbsp.1/4 oz.

3/4 cup 1/2 cup   1/2 slice1/2 serving 1/4 cup 1 1/2 oz.1 1/2 oz.3/4 egg6 oz.3/8 cup3 tbsp.3/4 oz.

1 cup 3/4 cup total   1 slice1 serving 1/2 cup 2 oz.2 oz.1 egg8 oz.1/2 cup4 tbsp.1 oz.

fluid milkandjuice1, fruit and/or vegetable (2 or more total)and  bread orcornbread, or biscuits, or rolls, or muffins oror hot cooked cereal, or pasta, or noodles, or grainsandlean meat, poultry, fish, alternate protein product, orcheese or egg oryogurt orcooked dry beans or peas3 orpeanut, soy, or other nut or seed butters orPeanuts, soy nuts, tree nuts or seeds4

1 Fruit or vegetable juice must be full-strength.2 Breads and grains must be made from whole-grain or enriched meal or flour. Cereal must be whole-grain or enriched or fortified.3 Dried beans or peas may be used as a meat alternate or vegetable component; but does not satisfy the requirement for both.4 Peanut butter, nuts and seeds meet only 50% of the total meat/meat alternate serving and must be combined with another meat/meat alternate to fulfill lunch or dinner requirements. Not more than 1 ounce of nuts/seeds may be used in any meal.* At-risk afterschool programs serving children ages 13-18 must offer portions no less than the portions stipulated for children 6-12. The USDA recommends that organizations offer larger portions to children 13-18 due to their greater food energy requirements.  Lettuce must be accompanied with another fruit or vegetableRaisins must be served with another fruit or vegetable at breakfast and snacks. Cottage cheese, cheese food or cheese spread; portion size must be doubled. No more than two high sugar/high fat items may be served more frequently than two times per week. High sugar/high fat items may be served only during breakfast or snack.

MEAL REQUIREMENTS

Foods that may be counted toward meeting the requirements for a reimbursable meal Based on:

Nutrient content Customary function in a meal Regulations governing the Child

Nutrition Programs FDA Standards of Identity USDA Standard for Meat and Meat

Products Administrative policy decisions on

the crediting of particular foods

Foods that cannot be counted toward the meal pattern requirements Common Non-creditable foods:

Bacon Jell-O Potato chips Fruit roll-ups Beef jerky Popcorn

If items are served as an “extra” component they will be counted as high fat or high sugar items if applicable

Creditable Foods Non-creditable Foods

MEAL REQUIREMENTS

Hot dog brand must be listed as creditable in the Creditable Foods Guide Look for 100% meat on label

Cheese - refer to Creditable Foods Guide Must be Natural or processed Canned cheese sauces – CN label required Kraft Singles and Velveeta Cheese Product - not creditable

Grains and bread must be enriched or whole grain - First word on ingredient label is “whole” CACFP recommends that whole grain products are served at

least once a day

Water must be available throughout the day Offer water instead of juice or milk during snacks, however

water is not a creditable component of a meal

MEAL REQUIREMENTS

May serve no more than two (2) high-sugar items per week Per menu, not per meal Can be served only during breakfast and snack

May serve no more than two (2) high-fat items per week Per menu, not per meal Limit does not include high-quality items such as cheese and

peanut butter

MEAL REQUIREMENTS

Greater than 35% total sugar by weight Cookies Quick Breads Brownies Muffins Toaster Pastries Vanilla

Wafers Donuts Custard/Pudding Cake/Cupcakes Iced

Animal Crackers Pop Tarts Syrup Granola Bars Jam/Jelly Cinnamon Rolls Honey Gelatin/Jell-O Danish Krispy Treats Flavored

Milk Cereal Bars H/S

Breakfast Cereals

Greater than 35% of calories from fat * Corn Dogs Chicken

Nuggets Hot Dogs Fish Sticks, Nuggets Bologna Hot Pockets Sausage/Bacon Top Ramen-

Noodles Salami/Pepperoni Tortilla/Potato

Chips Tater Tots Croissants French Fries Butter or

Margarine All fried foods Sour/Cream

Cheese

e.g. taco shell, fry Mayo, Dressing

bread, taquitos, Tarter Sauce

fried chicken

* Condiments or sauces must be 35% or < total calories from fat. Many “low-fat” products are > than 35%. Use the online nutrition calculator to determine whether or not it is not a “high fat” item. You may need to use “fat-free” items.

High Sugar Items High Fat Items

 

Child Nutrition (CN) Labels CN labels will always contain:

CN logo (a distinct border) Meal pattern contribution statement 6 digit product identification number USDA/FNS authorization statement Month and year of approval

MEAL REQUIREMENTS

CN Labels are required for all processed or convenience foods ADE recommends that frozen and processed entrées be served

no more than once per week Found on meat, poultry, seafood, meat alternate, and juice

products (not all inclusive) Chicken patties/nuggets Cheese/meat pizzas Beef/cheese/bean burritos Egg rolls Fish sticks Corn dogs/nuggets Meatballs Raviolis Macaroni & Cheese or Lasagna that is not homemade

MEAL REQUIREMENTS

Meal Modifications for Children with Disabilities USDA regulations require special meals be provided to

a disabled child whose condition requires special medical foods, food substitutions, or textural modifications

Documentation regarding child’s disability and modifications required must be provided by a licensed physician and it must be maintained in files on site

The medical statement must include: An identification of the medical or other special dietary

condition which restricts the child’s diet The food or foods to be omitted from the child’s diet The food or choice of foods to be substituted

The USDA manual “Accommodating Children with Special Dietary Needs in the School Nutrition Programs” is available at: http://www.fns.usda.gov/cnd/Guidance/special dietary_needs.pdf

MEAL REQUIREMENTS

Milk Substitutions Children who cannot consume fluid milk due to special

dietary needs (e.g. lactose intolerant), other than a disability, may be served non-dairy beverages in lieu of fluid milk.

The non-dairy beverage must be nutritionally equivalent to milk

Lactose-free milk such as Lactaid or soy milk are samples of common non-dairy alternatives

Parents or guardians must request a non-dairy milk substitution in writing and it must be maintained in files on site

No medical statement necessary 8th Continent and Pacific Ultra Soymilk are noted to be

equivalent to cows milk. Pacific Natural Ultra Soy Milk (plain & vanilla) Kikkomon Pearl Organic Soymilk (creamy vanilla &

chocolate) Great Value Original Soy Milk

MEAL REQUIREMENTS

Meal Service Meal must be served during approved time Meal contains all required food components All components served together Correct portion sizes Children and staff wash hands before eating Family style meal service is an option

MEAL REQUIREMENTS

CLAIMABLE MEALS

Per participant, per day: 1 at-risk afterschool snack

& 1 at-risk afterschool meal

Meal Type Customary Meal TimesClaimable

Durationof Food Service

Breakfast Within 6:00-9:00 AM 1 ½ hours

AM Snack Between Breakfast & Lunch 1 hour

Lunch 11:00 AM-1:00 PM 2 hours

PM Snack Between Lunch & Supper 1 hour

Supper 5:00-7:00 PM 2 hours

MEAL REQUIREMENTS

Meal Type

Meal TimesExample I

Meal TimesExample II

Meal TimesExample III

Breakfast 7:00-8:30 AM 8:00 AM-9:00 PM 6:00-7:30 AM

AM Snack 9:00-10:00 AM 10:00-10:30 AM 9:00-9:30 AM

Lunch 11:00 AM-1:00 PM 12:00 PM-1:00 PM 11:00 AM-12:00 PM

PM Snack 2:00-3:00 PM 2:00-2:30 PM 1:30-2:30 PM

Supper 5:00-7:00 PM 5:00-6:30 PM 5:00-6:00 PM

Must be a two hour minimum between the beginning of each meal. Examples:

MEAL REQUIREMENTS

Must include Civil Rights non-discrimination statement “This institution is an equal opportunity provider.”

Must include 100% juice disclaimer “All juices served are 100% juice.”

ADE recommends that juice be served only twice per week and only during snack time

Must include milk disclaimer “1 % or fat-free milk is served.”

Must include water disclaimer Identify how water is made available to all children throughout the

day; i.e. drinking fountains, coolers cleaned and filled daily, or water bottles provided to them

“Water coolers are in each classroom to provide water to children throughout the day.”

Anytime fruit cocktail, mixed vegetables, fruit salad, etc. is listed, you must identify the main ingredients in that item Fruit Cocktail = pears, peaches, cherries, and pineapple.

MEAL REQUIREMENTS

Menu Disclaimers

MENUS

Monday Tuesday Wednesday Thursday Friday Saturday Sunday

Breakfast

Grain/Bread

Fruit/Veggie

Milk

Lunch

Grain/Bread

Meat/Meat Alt

Fruit/Veg #1

Fruit/Veg #2

Milk

At-Risk Snack

Select 2

Components

Supper

Grain/Bread

Meat/Meat Alt

Fruit/Veg #1

Fruit/Veg #2

Milk

Center Name: ____________________________ Week of: ________________

* All 1 year olds receive whole or reduced (2%) milk, 2 years and older receive low-fat (1%) or fat-free (skim) milk.Water is available to children at all times. All juices served are 100% fruit juice.

This institution is an equal opportunity provider.

SNACK MENU IDEAS

English MuffinApple Slices

Wheat CrackersCheese Cubes

String Cheese Apple Slices

Peanut ButterApple Slices

Wheat CrackersPeanut Butter

Bagel HalfPeanut Butter

EggWhole Wheat Toast

Cottage CheesePeaches

PastaOrange Slices

YogurtMini bagel

CheeseTortilla

Kiwi SlicesPancake

Peanut ButterPancake

Peanut ButterWhole Wheat Tortilla

YogurtMixed Fruit

Tuna FishWhole Wheat Bread

Tomato SoupElbow Macaroni

Whole Wheat BreadKiwi Slices

English MuffinCheese

Pineapple ChunksString Cheese

Chicken SaladWhole Wheat Bread

CornbreadApple Slices

Peanut ButterWhole Wheat Toast

Whole Wheat PitaTuna Salad

Baked PotatoCheese

Whole Grain Tortilla ChipsCheese

Whole Wheat TortillaLow-fat Refried Beans

PineappleWhole Wheat Toast

ApplesauceWhole Wheat Toast

Whole Grain Tortilla ChipsHM Salsa

OatmealBlueberries

Whole Grain CerealMilk

YogurtMixed Berries

Celery w/Peanut ButterRaisins

WaffleMelon

Carrots w/Fat-free DressingWheat Crackers

Cheese ToastOrange Wedges

Ritz CrackersString Cheese

Whole Wheat BreadBananas & Peanut Butter

Corn BreadChili Beans

Bread Sticks w/Pizza SauceRed Pepper Rings

Chili BeansMilk

Peach SlicesMilk

English MuffinBanana

CheeseWhole Wheat Bread

BREAKFAST MENU IDEAS

French ToastOrange Slices Milk

WaffleStrawberriesMilk

English MuffinBananaMilk

Cinnamon ToastApplesauceMilk

LifeGrapefruit sectionsMilk

PancakeStrawberriesMilk

CheeriosOrange SlicesMilk

Cinnamon TortillaBananaMilk

BagelAppleMilk

Whole Wheat ToastPeach SlicesMilk

Whole Wheat ToastMangoMilk

English MuffinPearsMilk

Rice KrispiesApple SlicesMilk

CornbreadTangerineMilk

TortillaApple SlicesMilk

WaffleApplesauceMilk

WheatiesRaspberriesMilk

CrispixCantaloupe CubesMilk

OatmealBananaMilk

Brown Rice w/RaisinsApple SlicesMilk

Shredded WheatGrapesMilk

BagelPearsMilk

PancakeApplesauceMilk

TotalOrange SlicesMilk

Malt-o-MealOrange SlicesMilk

Grape Nut FlakesOrange SlicesMilk

Ham on English MuffinPineapple ChunksMilk

Bisquick BiscuitPeach SlicesMilk

Whole Wheat ToastFruit CocktailMilk

OatmealPearsMilk

LUNCH OR SUPPER MENU IDEAS

PB/Cheese StixWhole Wheat RollCelery SticksPineappleMilk

Ham/CheeseBagelLettuce/TomatoesMixed Fruit SaladMilk

Roast PorkWhole Wheat RollBroccoliApplesauceMilk

Roast BeefWhole Wheat BreadSweet PotatoKiwiMilk

Baked ChickenRiceBroccoli/CarrotsPeach SlicesMilk

TunaNoodlesPeasOrange SlicesMilk

Pork Spare RibsWhole Wheat RollBaked Sweet Potato FriesGrapesMilk

Red SnapperWhole Wheat BreadLettuce/TomatoesPearsMilk

Hamburger/RiceTomato SauceCarrotsGrapesMilk

Ground Beef Sloppy JoeBunTomato SaucePearMilk

Ground Beef Chili MacKidney Beans/MacaroniTomato SaucePeachesMilk

Baked Ham SliceWhole Wheat RollBaked Sweet Potato FriesPineapple ChunksMilk

Chili BeansWheat CrackersHM French Fries BananaMilk

Ground TurkeyWhole Wheat RollMashed PotatoesCranberry SauceMilk

Swiss SteakWhole Wheat RollTomato SauceMashed PotatoesMilk

HamWhole Wheat BreadLettuce/TomatoMelon CubesMilk

Beef Patty BunGreen BeansApplesauceMilk

Ground Beef/CheesePizza CrustTomato SauceApplesMilk

LUNCH OR SUPPER MENU IDEAS

Egg/Ham OmeletWhole Wheat ToastPearMilk

PB/Cottage CheeseWheat CrackersPeachesGreen BeansMilk

Fish StixWhole Wheat RollHM French FriesPeasMilk

TunaWhole Wheat BreadAppleCornMilk

Baked Fish FilletsWhole Wheat RollBaked Sweet Potato FriesCornMilk

Ground BeefSpaghetti NoodlesFruit CocktailTomato SauceMilk

EggTortillaHB PotatoesAppleMilk

Hot DogBunApplesauceHM French FriesMilk

HM Chicken SoupNoodlesCarrots/CeleryBananaMilk

Tuna/CheeseNoodlesApplesGreen BeansMilk

PB/CheeseWhole Wheat BreadCarrot SticksTomato SoupMilk

Ground Beef/CheeseTortillaLow-fat Refried BeansApplesauceMilk

Pinto BeansRiceTomato SauceBananaMilk

Low-fat Refried Beans/CheeseTortilla Lettuce/TomatoOrange SlicesMilk

Split Pea w/Ham SoupWheat CrackersBananaMilk

PRODUCTION WORKSHEETS

Required for at least the first year unless and until ADE indicates otherwise.

Allows staff to plan a menu, calculate the number of servings needed for each food item, and compile a shopping list

Must be completed for every meal/snack claimed for reimbursement Should be done two weeks in advance Serves as documentation of compliance with meal patterns.

http://fbg.nfsmi.org/

PRODUCTION WORKSHEETS

TRAINING & MONITORING

Training Training required for staff prior to participation

Annually thereafter ADE will ensure that content and frequency is in

compliance Maintain - training records, sign in sheet Retention of handouts, agendas, and/or materials

TRAINING REQUIREMENTS

Minimum Content Areas Examples of training topics

Meal Pattern Requirements •Child meal patterns•Portion sizes•Creditable and non-creditable foods

Meal Count Documentation •Meal counts and attendance

Record Keeping •Menus and food production records

Claims Submission •Claims preparation and process•Claim submission dates

Reimbursement System •Monthly claim edit checks•Claim preparation •CACFP record retention

Civil Rights •Program Availability•Complaint Procedures•Non-Discrimination Statement

MANDATORY TRAINING TOPICS

CIVIL RIGHTS

Civil Rights Effective Notification System

Program Availability Complaint Information Non-discrimination Statement “This institution is an equal

opportunity provider.” Must be on all publications posted or given to public, including

menus

Civil Rights Poster Complaint and Compliance

Complaint Procedures – Must keep copy on file Federal, State & Local Compliance

Limited English Proficiency (LEP) Proportion Frequency Importance Resources

CIVIL RIGHTS

Civil Rights Religious Organizations

Equal Opportunity Independence Facilities Discrimination

Short prayer before a meal is OK only if the meal giver does not require participation in the prayer (or other religious practices) as a condition for receiving the meal

ADE website: http://www.ade.az.gov/health-safety/cnp/CivilRights/Default.asp

MONITORING REQUIREMENTS

Monitoring Sponsors of multiple sites are required to monitor each site

three times per year At least 2 must be unannounced At least one unannounced review must include a meal

observation No more than 6 months between reviews If serious deficiency found, next visit must be unannounced

A monitor should be someone who is NOT involved in the day-to-day operations A member of the Board or advisory group Other staff not involved in the food service operation

Sponsors must provide sites with written notice of the right for the sponsor, ADE, USDA, or auditors to make unannounced or announced reviews Monitor must have photo ID and present during the monitoring

visit

RECORDKEEPING

RECORDKEEPING

Menus – for each snack/meal service which contain the dates of each month

Production Records - with the # of snacks/meals prepared or delivered for each snack/meal service

Daily Attendance - rosters or sign in/out sheets Meal Counts - number of at-risk snacks/meals served to

participating children for each snack/meal service Maintain copies of all application/agreement materials Maintain copies of all monitoring visits. Costs are required to be reported to show that your

organization is expending all reimbursement funds on the food program (Food Service Cost Report, Time Distribution Reports, etc.)

Maintain copies of all training materials Employee sign in sheet, agenda, slides, hand outs, etc.

RECORD MAINTENANCE

All CACFP records must be kept for at least 5 years Current year must be kept onsite

All monthly records All current years records – Must keep copy of all application materials

Previous 4 years may be archived, but must be made immediately available upon request

All files must be made available at the time of review Must have a written record maintenance policy

Should include where specific records are stored, how long they are stored for, and who has access to them

COSTS

Cost Records

School Districts – Keep a record of general expenses for review and report costs monthly.

Everyone else – complete a Food Service Cost Report (supplies and food costs), and report monthly.

REPORTING COSTS

Costs must be reported every month but are NOT reimbursable. Why report? Verifies:

Expenditure of CACFP funding Financial viability

Monthly documentation required: Food Service Cost Report Monthly Expense Worksheet (if

required) Time Distribution Reports

FOOD SERVICE COST REPORT

Complete monthly File with receipts/invoices

Include only items that are directly related to CACFP

Must reflect menus Must deduct foods purchased for

meals/snacks not claimed on CACFP All receipts/invoices must be kept intact Photocopy receipts that might fade from

sun or heat At least 50% of CACFP

reimbursement MUST be used for quality food purchases Not including fuel surcharges,

supplies, tax, delivery fees, etc…

Food Service Cost Report

Date

SupplierTotal

InvoiceFood/Milk

CACFP Operatio

nalSupplies

Non CACFP

SuppliesTax

# of Milk Units

9/10 Costco 329.30 269.2

2 0 49.35 10.73 7

9/15

Sam’s Club 102.22 76.10 22.96 0 3.16

9/29 Costco 80.71 27.89 9.49 37.98 5.35

 

TOTAL $ 373.2

1

$ 32.45  7

Itemized CostsOperational – Direct Meal Service

(preparation and service of meals to participants)

Food Net food used/delivered

Supplies and Equipment

Bleach, paper plates/cups, cooking pans, etc.

ADMINISTRATIVE VS. OPERATIONAL (helpful for filling

out application) Operational Costs: Cost associated directly with meal preparation and service

Examples: A cook’s salary due to preparing the meal by

heating and placing food on plates Staff’s time for taking meal counts and

ensuring correct portion sizes

ADMINISTRATIVE VS. OPERATIONAL

(helpful for filling out application)

Administrative expense: A cost associated indirectly with the preparation and service of the meal

Examples: An staff’s time submitting a claim A director’s time due to collecting receipts and

completing the food service cost report

TIME DISTRIBUTION REPORTS

Every person who performs CACFP related duties MUST complete a time distribution report Employee should complete on a daily

basis Supervisor signs off monthly Must have written job descriptions that

include CACFP duties Purpose is to ensure that CACFP hours

are properly accounted for on a monthly basis No more than 15-30 minutes for a meal No more than 15 minutes for a snack

TIME DISTRIBUTION REPORT

Employee Name D Martinez Position Director

Month/Year Sept.

Work Hours CACFP Administrati

ve Tasks

Food Service Operational

Tasks

Totals

Day Start End A.e.g. Managing,

planning, training, monitoring

B. e.g. Meal counts,

ensure proper portion sizes

C.Total Hours

Worked for the day1 7:00

am4:00

pm0.5 9

2 7:00 am

4:30 pm

1 9.5

3 7: 05 am

4:35 pm

1 0.5 9.5

Total Administrative Hours Worked 1 Total Operational Hours Worked 2 Total Monthly Hours Worked 28

MONTHLY EXPENSE WORKSHEET – LABOR COSTS

A B C D E F

Position, Employee name

Total Operational

Hours per month

(From Time Distribution

Report)*

SalaryPer

Hour

Gross Pay

(B X C)

Percent of Time spent on CACFP Tasks this

month

Total

B÷ Monthly

Hours

CACFP Portion of Benefits

Benefits

E X Paid to Employee

Director – D Martinez 2 $15.00 $30.00

2÷28 = 0.07 or 7%

0.07 x $100 = $7

ADMINISTRATIVE SALARIES/BENEFITS Benefits†Labor Expenses

A B C D E F

Position, Employee Name

Total Administrative

Hours per month

(From Time Distribution

Report)*

Salary per

Hour

Gross Pay(B X C)

Percent of Time spent on CACFP Tasks this

month

Total

B÷ Monthly

Hours

CACFP Portion of Benefits

Benefits

E X Paid to Employee

Director – D Martinez 1 $15.00 $15.00

1÷28 = 0.04 or 4%

0.04 x $100 = $4

Total: Salaries $15.00 Benefits

Benefits†OPERATIONAL SALARIES/BENEFITSLabor Expenses

Total: Salaries $30.00 Benefits $7.00

$4.00

POSTING REQUIREMENTS

Building for the Future Flyer

“And Justice for All” Poster

POSTING REQUIREMENTS

Must be displayed in a prominent place for parents/guardians to view.

APPLICATION PROCESS

APPLICATION PROCESS

Application and Approval Requirements An official of the organization must submit a written application to the

CACFP to participate in the At-risk afterschool meal program At a minimum the following must be included:

If non-profit, documentation to support non-profit status, i.e. 501c(3) Documentation to support that the organization meets area eligibility of 50%

or more total number of children approved for free and reduced-price school meals, i.e. Free and Reduced Price Percentage Report for each afterschool care center

A description of how each afterschool care program site meets the eligibility criteria with educational and enrichment activities in a structured and supervised environment

In the case of a sponsoring organization, a list of all afterschool care centers A copy of the Department of Health Services License (Child Care Standards if

not licensed) for afterschool care center Documentation of compliance with meal patterns, i.e. one month worth of

menus and food service vendor contract if food is catered Documentation of compliance with educational and enrichment activities, i.e.

one month worth of scheduled activities A Permanent Agreement (or an Addendum if a contract already exists in

another program area, like a public school)

PRE-APPROVAL

PRE-APPROVAL VISIT

Once your assigned specialist determines that your application is complete, he/she will contact you to schedule a Pre-approval Visit Purpose is to determine if the applicant is capable of operating

the Child & Adult Care Food Program It is expected that sponsors fully train staff and start all

recordkeeping prior to the visit Includes meal counts, production worksheets, etc

COMPLIANCE REVIEWS

Welcome Visit: Within first 90 days of participation Conducted by CACFP Specialist Reviews program & provides technical assistance

Program Reviews: At least every three years Conducted by CACFP Specialist Announced or unannounced

Agreed Upon Procedures/Audits: As needed Performed by contracted accountants

John C Todd II PC Heinfeld, Meech & Co, PC

REVIEWS

Corrective Action must be permanently maintained Recurrence of same problem will result in a serious

deficiency determination Only one chance to correct a serious deficiency ADE to propose termination if serious deficiency recurs

Administrative Review Procedures Sponsor can appeal action negatively affecting payment and/or

participation Cannot appeal serious deficiency determination or corrective action Copy of procedures are included in your master handouts. Keep in a

permanent place

CORRECTIVE ACTION/DEFICIENCIES

“The temporary ineligibility of an institution to participate in the program, including program payments”

Why suspend? Imminent threat to health and safety of a child and/or the

public Submission of false or fraudulent claim

SUSPENSION

Termination from CACFP: Who is placed on the National Disqualified List? Institutions Responsible Individuals Responsible Principals

How long can someone remain on the National Disqualified List? 7 years or longer

NATIONAL DISQUALIFIED LIST

PROGRAM CHANGES

PROGRAM CHANGES

Notification Requirements Once approved an official of the organization must notify

ADE if any of the following changes: Adding or deleting sites Adding or deleting authorized signers Adding or terminating authorization of the Child Nutrition

Program (CNP) Web logon or password of any employee

An official of the organization must also review the ADE website regularly for electronic distribution of Child Nutrition Program (CNP) Memoranda Information is posted at: http

://www.azed.gov/health-nutrition/cacfp/

TECHNICAL ASSISTANCE

TECHNICAL ASSISTANCE

Your assigned specialist is available to provide technical assistance upon request You must complete and submit the following technical

assistance form and your specialist will schedule an appointment with you

Your assigned specialist must conduct reviews and training classes and may be unavailable to you; however, an assigned specialist of the day is available Monday through Friday from 8:00 AM to 5:00 PM. Please call (602) 542-8700 and ask to speak to the CACFP specialist of the day for assistance in such situations

QUESTIONS