Administrative Update for Early Head Start and Head Start Programs

Administrative Update for Early Head Start and Head Start Programs Alaska Child and Adult Care Food Program August 14, 2014 Required for FY 2015

USDA – Child and Adult Care Food Program • Legislation • Regulations • Instructions • Policy Memos

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

7 CFR 226.2, 226.15, 226.16, 226.17, 226.17a, 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. • .20 CACFP Meal Requirements

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 slide

Recordkeeping • Application & supporting docs • Enrollment & eligibility • Daily attendance & meal counts • Daily meal counts for adult program staff • Invoices/receipts/records of costs and of income • Claims submitted within timeframe

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

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

Basic Requirements, cont. • Permanent Agreement with the state • Proper commodity utilization • Record retention 3+ current year • Comply with regulations, instructions, & guidance • Ensure WIC material available

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

USDA – Child and Adult Care Food Program • Policy Memos • Distributed through Alaska Bulletins and USDA website • Guidance on specific topics • CACFP 11-2013 Q&A Head Start Policy Memos can be found on USDA website: http://www.fns.usda.gov/cnd/care/Regs-Policy/PolicyMemoranda.htm

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)

Child Nutrition Program (CNP)Database • FY2015– Renewals/Updates • Handout on CNP yearly update • Uploading claims to CNP

Child Nutrition Program (CNP)Database Type in URL address – http://www.eed.state.ak.us/tls/cnp/

Child Nutrition Program (CNP)Database

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) • Attachment C • Attachment D • Cycle Menus • Vended Meal Agreement (if applicable)

Central Contract Registry (CCR) • All recipients of federal funds must register on CCR • Update or renew annually • Need a Data Universal Number System (DUNS) number to register

All Programs Update Yearly Submit to the state agency by November 10th • Non-Profit Food Service (NPFS) Financial Report • One Month Attendance Report – NEW!! (if you also have a child care center)

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

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?

Non-Profit Food Service • Cash vs. Accrual Accounting • Cash = expenses & income reported when paid/received • Accrual = expenses & income recorded when incurred • End of year you’ll use accrual (costs & income in September for September)

Non-profit Food Service Financial Report (due no later than Nov 10th)

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

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) • Additional 30 days for upward amendment for total of 90 days past end of claim month • On-line claim must be submitted by authorized representative • Requires Total Attendance

Claim for Reimbursement cont. • 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

Claim for Reimbursement cont. • Costs entered on sponsor claim sheet • All costs must be approved prior via 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

Claim for Reimbursement cont. • Claims by site • What to do if you haven’t received all paperwork for all of your sites? • Database requires you to have 75% of your sites submit claims • 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

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

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/

CNP Administrative Reviews • At least every 3 years • More often if : • follow-up is needed • State CNP needs to meet 33.3% requirement

Core Review ElementsEnrollment & Eligibility • Enrollment forms – NEW!! • CACFP information required on enrollment forms • Name • Date of birth • Normal days and hours of care • Meals normally eaten • Parent signature

Core Review ElementsEnrollment & Eligibility • License posted if licensed center & within capacity • Attendance Records • Where do you take attendance? • Most issues come with lack of good attendance • WIC information posted

Core Review ElementsMeal Counts • Point of Service meal counts • Count by child’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

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!

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? • HS reimburse CACFP? • Food costs not included in CACFP food costs?

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

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

Core Review ElementsInfant Feeding • Infant = 0 through the 11th month • Have to offer to all program participants – cannot exclude infants • Procedure for double-check that meals are creditable before claiming • Separate Infant menu/meal counts • Formula/Feeding selection forms on file or include on enrollment form

More notes on Infant Meals • Imperative to train staff well • Use new infant menu/meal count sheets • Double-check and only claim if meals are creditable for age • More infant training on CNP website:http://education.alaska.gov/tls/cnp/CACFP3.html

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 or HS standards?

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

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

Core Review ElementsNon-Profit Food Service cont. • Must be on approved budget • Food receipts 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 • Not used for other center programming

Procurement We will check your procurement records Procurement in CACFP/SFSP PowerPoint

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)

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)

Training issues • What are your training issues? • What has worked well for training staff?

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

Core Review ElementsSite Review (site-monitoring) • 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

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)

Administrative Update for Early Head Start and Head Start Programs