Reviewing a Valid Claim

1. Reviewing a Valid Claim

2. From the Eye of the Reviewer… And, you are the reviewer….

3. The Reimbursement Claim http://dpi.wi.gov/fns/centermemos.html • DPI requests that your agency’s claim be submitted no later than the 15th of the month following the claim month. • DPI requires Child Care Centers & Outside of School Hours Care Sites to submit their claims on-line; At-Risk After School Hours Care Sites & Emergency Shelters must submit via paper (PI-1489-B). GM 3C

4. CACFP Reimbursement Claim GM 3C

5. “At-Risk” After School Hours Care Sites & Emergency Shelters Reimbursement Claim Mail, fax or e-mail original reimbursement claim form – Refer to GM #3C

6. CACFP Reimbursement Claim 75-5555 February 2012 12 393 360 4 370 16 1123 32 Peaceful Playhouse DCC 150 Peaceful Road, Pleasantville, WI 57877 608-867-5309 1 21 21 GM 3C

7. Enrollment Data 75-5555 12 February 2012 4 16 32 Peaceful Playhouse DCC 150 Peaceful Road, Pleasantville, WI 57877 608-867-5309 I. CHILD AND ADULT CARE FOOD PROGRAM ENROLLMENT DATA Household Size-Income Statements (HSIS) Household Size-Income Record (HSIR) CACFP Enrollment Policy Sign in/out sheets or Attendance Records GM 1C & 9C

8. Household Size-Income Statements (HSIS) GM 1C Determination of Free, Reduced, Non-needy status of enrolled children Refer to Guidance Memorandum #1C or The Step-by-Step Guide on the DPI Training Page at http://dpi.wi.gov/fns/training.html under “Other Nutrition Trainings and Handouts” section

9. Parent Letter HSIS GM 1C

10. The Household Size-Income Record(HSIR) GM 1C The DPI provided HSIR must be used unless otherwise approved by your agency’s consultant; it can be downloaded in Excel or Word. http://dpi.wi.gov/fns/centermemos.html under Guidance Memorandum 1C

11. HSIR Reminders Children on the HSIR should be listed in alphabetical order, last name first. Every enrolled child must be listed on the HSIR according to your center’s enrollment policy even if they do not eat a meal. This includes school-age children attending before and after-school programs and infants. Be sure to use the children’s full names, not initials or nicknames. Names on the HSIR must match the names on the enrollment forms, attendance records and Household Size-Income Statements.

12. HSIR GM 1C

13. HSIR – not required for: GM 1C • “At-Risk” After School Hours Sites • Documentation of individual children’s attendance on a daily basis must be maintained • Emergency Shelters • A list of eligible children that includes each child’s name, date of birth & period of residency • Head Start Agencies - that operate a site(s) which solely enrolls state and/or federal HS children, do not need to maintain a HSIR • Documentation of individual children’s attendance on a daily basis must be maintained

14. CACFP Enrollment Policy GM 6C When completing the HSIR, remember to follow your CACFP Enrollment Policy, which may be different than your Center’s Enrollment Policy. • Agencies indicate what their enrollment policy is in their CACFP contract each year. • Establishes which children will be reported within your agency’s totals of Free, Reduced, and Non-needy for each month’s claim. • The most common CACFP Enrollment Policy is: • A child is considered enrolled for a given month if he or she has a completed and approved current enrollment form on file and is in attendance at least one time with in the given month.

15. CACFP Enrollment Policy On-line ContractSite Application Page

16. Sign in/out Sheets or Attendance Records • Per Department of Children and Families (DCF) licensing requirements – agencies must have attendance records on file for all children • All eligible children must be counted as enrolled if: • They have attended at least one time within the given calendar month regardless of their attendance status (full-time, part-time, permanent, temporary, regular, or sporadic). • They have eaten a meal or not. GM 6C

17. Participation Data II. PARTICIPATION DATA 393 360 370 1,1,23 1 21 21 Menu for the month that is being validated Production Records Daily Participation Record & Monthly Meal Count Summary OR Greater than Three Meals Record Infant Meal Records (if applicable) Average Daily Attendance Calculations (attendance records)

18. Menus GM 12C • Daily, dated menus are required to be posted and kept on file for each month • Substitutions must be recorded on the menus that are kept on file

19. Production Record GM 9C and 12C • A planning tool to assure that enough food will be prepared to meet the minimum serving size requirements; • To determine what and how much food to order and purchase; • To serve as a reference for staff who may substitute in the kitchen for meal preparation; • To account for quantities prepared that demonstrate compliance with the CACFP meal pattern requirements

20. Meal Count Record Forms Greater than 3 Meals Record Form Daily Participation Record & Monthly Meal Count Summary Form GM 9C

21. Record Meal Counts at theTime of Service • Your agency is reimbursed for the number of meals and snacks it serves to CACFP enrolled children each day. This is called the Meal Count. • Meal counts are recorded daily at the time of each meal or snack service, or immediately after. This is called the Time of Service Meal Count. GM 9C

22. Infant Meal Records(if applicable) • Individual infant meal records,listing food items provided by both the center and the parents, must be maintained to document which meals can be claimed for reimbursement. • These are the Time of Service meal counts for infants. Refer to Guidance Memorandums #9C and #12C or the three Infant Webcasts on the DPI Training Page at http://dpi.wi.gov/fns/training.html under “CACFP Training Webcasts” section GM 9C & 12C

23. Average Daily Attendance (ADA) GM 3C • Use the daily sign in/out or attendance records, NOT meal count sheets • Add the total attendance for each day the site was open and serving meals, to get a monthly total • Divide the monthly total by the number of days of operation that month to determine ADA • Round all fractions up to the next whole number for ADA

24. Menus

25. CACFP MEAL PATTERN

26. Breakfast Menu Errors

27. AM Snack Menu Errors

28. Lunch Menu Errors

29. Child Nutrition (CN) Label • The CN label states a product’s contribution toward the CACFP meal pattern requirements. • When products are combinations of ingredients such as chicken nuggets, fish sticks, or pizza purchased, there is no way to disassemble the product and weigh and measure the ingredients. • If you do not have this documentation for the food item, it is not creditable to the meal pattern and cannot be served as part a reimbursable meal. • CN Labeling is limited to entrée items • Main dish products that contribute a minimum 0.5 oz meat/meat alternate toward meal pattern (ex. beef patties, cheese or meat pizza, egg rolls, breaded fish).

30. What meal components do these store-bought foods contribute towards?

31. Commercially-Prepared Combination Items: That cannot be found in the Food Buying Guide require a CN label because they do not have a standard of identity: • Breaded chicken nuggets, patties, tenders, popcorn chicken • Breaded fish sticks, patties, shapes, nuggets • Corn dogs & mini corn dogs • Pizza • Canned and frozen ravioli • Any canned or frozen soup for the m/ma component, chili or chili mac • Precooked lasagna, quesadillas, burritos, pot pies, etc • Precooked Salisbury steak, meatballs, beef/pork crumbles, hamburger (which tend to have extenders and fillers such as soy protein added) GM 12C

32. Are these two labels Child Nutrition labels? LABEL #2 LABEL #1

33. CN label for Breaded Chicken

34. CN label for Corn Dogs

35. Production Records Will be reviewed to assure that enough food is being prepared so that meals are meeting the minimum meal pattern requirements. • Comparing menus to foods on production record • Number and ages of children served • Include adults if eating meals • Amounts Required/Prepared • CN labels on file/being referred to • Type of milk specified GM 9C

36. Infant Meal Pattern GM 12C

37. 5 Circle and/or record specific food items served and amounts offered. * Item provided by parent

39. Infant Meal RecordReminders • Meal pattern must be met to claim meal • Record food components offered (not eaten) • The center must note which food(s) are provided by center and/or parent

40. Infant Meal RecordReminders • All amounts of offered foods must be recorded, as well as the specific type of fruit, vegetable and meat/meat alternate. • You do not have to serve the entire infant meal at one time. You can combine food components served at different times to make up a meal.

41. Infant Meal RecordReminders • On the first of each month, start a new infant meal record. • Do not combine months. • File each month of infant meal records with the respective month’s claim.

42. Infant Meal RecordReminders • Cross off any non-reimbursable meals and only claim reimbursable meals. • Total infant meal counts for the month and add into regular meal counts – preferably on the bottom of Daily Participation Record and Monthly Meal Count Summary.

44. Meal Counts GM 9C 1. Carefully tally up your meal counts that were recorded at the time of service for each day. 2. If your agency maintains Daily Participation and Monthly Meal Count Summary forms for each classroom: -Total the columns for each individual form -All original meal count documentation must be retained on file 3. Make sure to have an edit check process in place for assuring accuracy! (Tally and calculate more than one time or have another person tally them a second time).

45. Elements of a Valid Claim • Claim submittal sheet (printed off when claim was submitted) • Written Claim (claim worksheet) • Menus for the month (originals reflecting any substitutions, changes, updates) • Production Records • Monthly Summary of total meal counts (1-12 year olds total plus infant total) • Meal counts for 1-12 year olds (originals completed at point of service) • Infant Meal Records (review, cross off any incomplete meals, then total)

46. Record Keeping Requirements

47. Keep, Keep, Keep…. http://dpi.wi.gov/fns/centermemos.html • Retain all CACFP records by Federal Fiscal Year, three years back and the current year. • As of October 1, 2012, you may discard all records prior to October 1, 2009. • The Permanent Agreement must be retained indefinitely. Make sure to pull ahead to retain in current year’s files! • State Agency Guidance Memorandums; you can download the most current guidance memorandums on our website:

48. Read, Read, Read…. (Child Care Component) http://dpi.wi.gov/fns/centermemos.html Permanent Agreement (PI-1486-AP)

49. Crediting Handbook for CACFP • Complimentary document to the Food Buying Guide for Child Nutrition Programs. COMING SOON! Provides information on crediting of foods that are commonly served in CACFP. Incorporates and updates the crediting information in previous documents What’s in a Meal? and Crediting Foods in the CACFP. Available at www.teamnutrition.usda.gov

50. After the Review