At-Risk Afterschool Meals Workshop Child Nutrition Programs - - PDF document

12/16/2020 1

At-Risk Afterschool Meals

Workshop

Child Nutrition Programs 405-521-3327 or CACFP@sde.ok.gov

USDA Guidance

“At-Risk Afterschool Meals Guide”

“Other Documents” in CARS “Resource Library” on CACFP

ATR = At-Risk Guide TM = CACFP Training Manual

2

At-Risk Afterschool Meals

• Healthy, Hunger-Free Kids Act of 2010

expanded the program.

• Offers federal funding to afterschool

programs that serve a meal and/or snack to children in low-income areas.

• Component of the Child and Adult Care

Program (CACFP)

• Must apply through SDE CACFP

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12/16/2020 2

Consultants’ Territories

►Get to know your consultant ►Call for technical assistance ►Call State Office with questions

at 405-521-3327

►CACFP@sde.ok.gov

4

Integrity

• All Administrative Reviews conducted for 2020-

2021 will be unannounced.

• If declared Seriously Deficient through the

Administrative Review, an institution representative must attend CACFP Training (as part of corrective action) within 60 days of the exit conference

• At-Risk Training & Meal Pattern

Requirements will be offered monthly. MPR is Currently the 2nd Tuesday of the month, (some exceptions)

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ALL CACFP RECORDS MUST BE READILY AVAILABLE FOR REVIEW AT THE INSTITUTION AT ALL TIMES

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12/16/2020 3

https://cnp.sde.ok.gov/CACFP

• Application &

Agreement

• USDA Website
• Rates/Eligibility

Scale

• Food Buying

Guide/Crediting Handbook

• Resource Library
• USDA Memos
• Training

Manual

• Interactive

Forms

• Training Calendar
• Access to Claims

7

FEDERAL FISCAL YEAR

OCTOBER 1 – SEPTEMBER 30

8

Documentation to Apply for At-Risk

• Management Plan - VCA
• Check National Disqualified List (NDL)

website documentation (TM-271)

• License or DHS documentation if license

is not require

• Schools who are applying are exempt
• Required documentation for At-Risk

Sponsors

• Area map, low-income report data, etc.

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ATR-24-27

7 8 9

12/16/2020 4 Online Application & Agreement

• Update as changes occur
• Institutions contracting food services

must submit contract to SDE annually

• Institutions contracting for services must

have the contract approved by SDE before going to bid

• Institutes must submit a budget
• CACFP Application training will be
• ffered monthly at the SDE. Currently

1st Tuesday of the month, (some exceptions)

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To

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10 11 12

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13 14 15

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12/16/2020 6

SDE WILL UPLOAD ALL FORMS

16

CACFP@sde.ok.gov

All Institutions Must Be

Per 7CFR 226.6(b)(1)(xviii) ►Viable

• Financially viability and financial

management

• Adequate financial resources to operate on

a daily basis, pay bills during interruptions

►Capable

• Administrative capability
• Staffing is adequate
• Ability to manage operation compliance

17

ATR-26-27

All Institutions Must Be (Cont)

►Accountable

• Program Accountability
• Institution Oversight

Costs are for program authorized expenses Operations - Training and monitoring Record-keeping

►Centers/Sponsors that were SD in the

previous fiscal year will be required to fill

• ut a VCA before their online application can

be approved.

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State Auditor Documents

If you are up for review, we will need copies of ALL paperwork, receipts, documents, etc. for the month of the CACFP review including documents from the day of the meal observation – enrollment forms, attendance, etc. YES! A COPY OF EVERYTHING

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Basic Responsibilities

• Record Keeping
• Menus as Served
• Training Records
• Civil Rights Training
• Contracting with Outside vendor/any part of

CACFP

• Inventory (optional)
• Any other Required Records

20

TM-6-10

Eligibility Requirements

• Be organized primarily to provide care in after-

school settings. (Weekends, holidays or school vacations – during the regular school year.)

• Provide organized educational or enrichment

activities.

• Must be located in an attendance area where

at least 50% of students are eligible for free/reduced-price meals.

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ATR-14

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12/16/2020 8

Example of Area Eligibility

EXAMPLE:

If a high school does not have 50% free or reduced price enrollment, but the middle school in that same attendance area does have 50% free or reduced eligible students, the high school may participate based on the middle school’s numbers.

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Area Map

• It is require to send in a map with the

location of the eating site AND the school site that is in that area

• If you were to live at the eating site, what

school site(s) would kids be attending?

23

Area Map (cont.)

• Oklahoma City & Tulsa – go the district

website, enter address of eating site. (Other larger districts, you may be able to do the same); or

• Small districts with one school in the town

– get a map of school district and map eating site location; or

• Other districts – use

https://oklahoma.hometownlocator.com/sch

• ols or www.greatschools.org

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Low-Income Report

• Send in the section of the Low-Income

report showing the school site is over 50% Free & Reduced

• The site can be an elementary,

middle, or high school site

• Use the most current year low-income report
• The Low-Income Report can be located in

the Resource Library

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Activities

• Must provide regularly educational or

enrichment activities in an organized, structured, and supervised environment.

• Organized activity must be open to all

students, however they do not have to participate.

26

ATR- 8

Participant Eligibility

• School age child through 18 (if they turn 19

during the school year)

• Person with a disability who meets the

requirements of a “Person with Disability.” (7 CFR 226.2 Definitions)

• Must be participating in an approved

afterschool care program

• Meals must be consumed onsite

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ATR- 17

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Athletic Programs

“Students who are a part of a sports team can receive Afterschool Snack or Meal, but the Program cannot be limited to a sports team”

ATR-9

28

Meal Service

Meals and Snacks may be reimbursed if they are served:

• After the school day has ended

OR

• On weekends or holidays, including

vacation periods (during the regular school year only)

ATR-12

29

Eligibility of Expanded Learning Time Programs for SCHOOLS

(USDA Memo SP 04-2011)

A school operating 1 hour longer than the traditional school day of 6 hours may be eligible to serve & claim afterschool meals during that 7th hour.

ATR-13

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12/16/2020 11

Documentation of Expanded Learning Time Programs for SCHOOLS

To be approved for serving At-Risk meals during expanded learning time programs, the SFA is required to send a class schedule (Bell Schedule) showing that school is in session for 7 full hours.

• Lunch time can not be calculated in the

7 hours.

31

Examples: 1. If a school’s instructional time is from 8:00 a.m. to 3:00 p.m they would not be able to serve meals before 3:00 p.m or in the 7th hour. 2. If a school’s instructional time is from 7:45 a.m. to 3:45 p.m. they would be able to serve during the 7th hour or after 3:15 p.m. (if lunchtime was deducted at 30 minutes)

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Time of Meals

At-Risk Afterschool Meals may be served at any time AFTER THE SCHOOL DAY ENDS

ATR-12

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Summer Meals

At-Risk Afterschool Meals are not allowed to be reimbursed during the summer when school is not in session To continue providing meals in the summer, apply for the Summer Food Service Program/SFSP Contact: Dee Houston, SFSP Coordinator

405-521-3327 or SFSP@sde.ok.gov

ATR-10

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Record Keeping Forms

All forms must be maintained DAILY, by month, at each site for any institution participating in the CACFP.

ALL RECORDS MUST BE KEPT ON SITE AT THE LOCATION APPROVED ON THE INSTITUTION’S APPLICATION

35

TM-38

At-Risk Afterschool Meals Documentation

• Attendance Records
• Meal Counts
• Menus as Served or Production Records
• Expenditure/Reimbursement Worksheet
• Along with supporting

documentation - receipts, timesheets, pay stubs, etc.

• Annual Staff and Civil Rights Training

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12/16/2020 13 Record Keeping Forms

• Daily Attendance Record (TM- 41)
• Enrollment documentation
• Sign-in sheet for those not enrolled in

the enrichment program but participating in a meal (Recommended)

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Daily Attendance Rosters or Sign-In Sheets

TM-244

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Meal Count Worksheet

TM-245

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12/16/2020 14 Record-Keeping Forms (cont.)

►If center/sponsor has Regular Meals and At

Risk Meals:

• Separate records must be kept for

Attendance, Meal Count Worksheet, and Menu as Served forms

• Check appropriate box to indicate if the

Menu as Served or other form is At Risk

• r Regular Meals

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Record Keeping Forms (Cont)

Food-Purchasing Form Must be used

to itemize all receipts for the month unless purchased from a food vendor or meals are contracted – Original and the entire receipt must be attached – Any items that does not count towards a reimbursable meal must be put in the non reimbursable section of the form

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P-48-49

Food Purchasing Form

This form is not require when:

• If you use a vendor or if the

invoice/receipt is detailed and can tell us weight, size, price on the receipt

• If using receipts from pick-up or

delivery orders, it MUST be the receipt AFTER the food has been picked up or delivered. Using a receipt from when the order was submitted will be disallowed.

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12/16/2020 15

43

Expenditure/Reimbursement Worksheet

Summary report of all allowable CACFP expenditures/ reimbursements

‒Administrative & Food Service Labor

• Must be approved in the center’s budget in
• rder to charge off to CACFP
• Center cannot charge off more than

approved in the budget or the employee is paid (verified with paystubs)

• Labor paid with cash, Venmo, or Cashapp,
• etc. are not allowable.

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Expenditure/Reimbursement Worksheet

Summary report of all allowable CACFP expenditures/ reimbursements ‒Food Purchases ‒Nonfood purchases ‒Miscellaneous expenses

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TM- 48-52

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12/16/2020 16 Expenditure/Reimbursement Worksheet

Documentation of nonprofit food service to ensure that all program reimbursement is used only for the food service operations

TM-249

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Allowable Expenditures

• All expenses charged off to CACFP, MUST

be in the Budget section of the online application and approved by our office

• Items that are used for the entire center like

paper towels, must be pro-rated the cost ONLY items or services solely used for CACFP purposes can be charged off to the program

47

TM- 82

Allowable Expenditures (cont)

• All expenses charged off to CACFP, MUST

be in the Budget section of the online application and approved by our office

• Items that are used for the entire center like

paper towels, must be pro-rated the cost ONLY items or services solely used for CACFP purposes can be charged off to the program

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TM- 82

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12/16/2020 17

Unallowable Expenses

49

• Candy/Soda
• Paper Towels for

bathroom & classroom

• Holiday decorations
• Food served non-

program persons

• Coffee, tea, creamer
• Classroom &

Enrichment activities

• Items that DO NOT meet

meal pattern requirements

(i.e. CACFP – sweet snacks. non-CN labeled products, etc.)

• Items not claimed for

reimbursement

• Personal purchases
• Toilet paper
• Facial Tissue
• Donated items

TM-82

Donated Products

• Donated food and milk can no

longer be served as part of a reimbursable meal

• Donated items can be served
• nly as an EXTRA

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(This list is not all-inclusive)

• No Records
• Meal Counts not properly maintained/incorrect

numbers

• Records/Documentation does not support the

claim

• Sharing receipts with another facility
• Claiming Program Adult meals (Only Child

meals can be claimed)

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Administrative Errors That Can Cause an Overclaim

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12/16/2020 18 Administrative Errors That Can Cause an Overclaim (Cont)

Food items indicated as being served on the Menu as Served form but receipts do not support or show enough of the food item was purchased and inventory was not being maintained

─Example: Milk

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OTHER REQUIRED DOCUMENTS

53

Inventory

Monthly Record of Inventory:

‒Optional inventory of purchased

foods

‒End-of-Month Milk Inventory

Receipts MUST be available for Review purposes!

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TM- 66-68, 253-254

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12/16/2020 19

Building for the Future

• All institutions must complete the section

titled Contact Information and then reproduce the Building for the Future Fact Sheet

• All institutions must distribute this fact sheet

to all parents of participating children annually

• Sponsoring Organizations will send to SDE

to upload

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TM-61, 252

56

Training

• A CACFP trainer must be designated for each

entity

• Trainer must conduct annual training and

document date, agenda, topics, and signatures of attendees

• Must keep sign in sheet of trainings
• Trainings completed by September 30 each

year and prior to beginning operations, if new

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TM-70-71

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Trainings (Cont.)

TOPICS MUST INCLUDE:

• CACFP Meal Patterns
• Reimbursement System
• Accurate meal counts
• Claims submissions
• Claim review process
• Record Keeping
• Civil Rights

58

Training Methods

• Conference/Meeting Style
• One-on-one
• Online*
• Self-Paced Curriculum*

*These methods must include documentation of post-training test and benchmarks, e-mail confirmation, questions and answers, and sign in records

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Additional Trainings

STATE AGENCY TRAININGS

• TRAINING CALENDAR
• Log-in to the CACFP Application & Agreement
• website. The calendar will appear on the left-

hand side of the page under the Resource Library

TEAM NUTRITION

• Webinars are on the 3rd Thursday of every month
• https://www.fns.usda.gov/tn/webinars-and-

training

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Civil Rights Training

►All Staff must be trained on Civil Rights ►New link in Resource Library:

• Read and follow directions for the

Oklahoma Edge/Next Thought Training Module for Civil Rights

• Link - https://osdeconnect.ok.gov/

►School Civil Rights training fulfills CACFP

Civil Rights training requirements

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Civil Rights

• Nondiscrimination

statement included on all materials being distributed out of institution

• And Justice for All

must be posted – not required to be in kitchen

• Procedure for filing

complaints

• Civil Rights Training

Civil Rights Complaints— Must be based on area of discrimination:

‒Race ‒Color ‒National Origin ‒Sex ‒Age ‒Disability

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Civil Rights Attestation

• Centers will not send in or upload Civil Rights

training documentation

• Centers will mark a box Civil Rights

Attestation stating the Center/Sponsor has completed Civil Rights Training

• Civil Rights training documentation is to be

kept at the Center/Sponsor and will be validated during the Administrative Review

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12/16/2020 22

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MULTISITED

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Multisited Centers - Adding Sites

Before a Sponsor can add any sites, the following documentation must be submitted to the State Agency:

• New Site Add Form
• License or documentation from DHS

if license is not required

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TM-272

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12/16/2020 23 Multisited Centers Adding Sites (cont)

• Unaffiliated Site Agreement, if applicable

(Pg. 273-275)

• For Private Nonprofit Unaffiliated Sites

Only: Each site must have its own 501(c)(3) form submitted

• Check National Disqualified List (NDL)

website documentation (Pg. 271)

• Required documentation for the new site
• Area map, low-income report data, etc

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Multisited Centers Removing Sites If a Sponsor is planning on removing a site from their application, the REMOVE SITE form must be filled out and submitted to our office to be removed.

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Multisited Centers Monitoring Requirements

►Two methods in which a Sponsor can

conduct reviews

• Conduct one announced and two

unannounced reviews

• Review Averaging – average of 3 reviews

per provider per year

► New facilities must be monitored prior to

beginning CACFP operations

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TM-286; 284-285

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12/16/2020 24

PROCUREMENT

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Procurement Plan/Procedures

Must Include:

• Methods of Procurement
• Code of Conduct
• Minority firms, women’s business

enterprises, and labor surplus area firms statement

• Chart of Procedures
• Protest Procedures

►Nonkickback affidavits on all contracts

• ver $25,000

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TM-100-106

Methods of Procurement

►Informal methods

• Micro-purchasing
• Small purchase procedures
• Noncompetitive Proposal

►Formal methods

• Invitation for Bid/Sealed Bids
• Request for Proposal (RFP)

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TM-83-86

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12/16/2020 25

Micro-Purchasing

• Aggregate/total per transaction

does not exceed $10,000.00

• Distributed among qualified

suppliers

• No quotes required
• Price must be reasonable

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TM-83

“Spreading the Wealth”

• Program operators may not always purchase

from only one source rather purchases must regularly be made using multiple, available qualified sources

• The products or services may be similar or

dissimilar purchased at once as a single, collective unit

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Small Purchase Procedures

• Purchases under $250,000 per bid or

solicitation.

• Obtain quotes or CHECKING

PRICES (by email, telephone, oral, catalogs, websites)

• Contact at least two sources
• Document price quotes and why you

purchased from a certain supplier?

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TM-83-84

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12/16/2020 26

Formal Procurement

• Purchases OVER $250,000 per bid or

solicitation document (The district can have a

threshold lower than the federal guideline but the district must follow the amount listed in their plan)

• Specifications must be submitted to

minimum of 2 vendors.

• An Advertisement must be placed in a

Newspaper

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2 Types of Formal Procurement

Invitation for Bid/Sealed Bid:

• The district will award the bid to the vendor

with the lowest price with No Exceptions Request for Proposal (RFP)

• Contract is awarded to who has the highest

points based on a weighted evaluation

• Price alone is not the sole basis for award,

but remains the primary consideration when awarding a contract

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12/16/2020 27

Contracting for Food Service

If your center plans on contracting for Food Service, an agreement between the center and food service provider is required. To receive a copy of the correct contract/agreement, contact our office at 405-521-3327 or CACFP@sde.ok.gov

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P-219-221

Contracting for Food Service

• School is responsible for production records
• School/Vendor documents meals delivered
• Meals served are documented using

Contract Meal Delivery Receipt (CMDR) form

• CACFP institution maintains CMDR form –

This is the Centers Menu as Served record

• School/Vendor bills CACFP institution
• CACFP institution claims reimbursement

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P-218-221

Contracting for Food Service

Contracting with a Public School:

►Schools must charge at a minimum:

• Breakfast—Free Reimbursement Rate
• Lunch/Supper—Free Reimbursement Rate + Value of

Commodities + $.07 Incentive

• Snack—Free Reimbursement Rate

►Contracts with schools are good from July 1 –

June 30th. A new contract needs to be

• btained in June

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P-218-221

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12/16/2020 28

MEAL PATTERNS HIGHLIGHTS

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Meal Requirements

• Meals must be served free to all children.
• USDA Foods (Commodities) received by

schools may be used for suppers and snacks.

• Meal(s) must be eaten on site
• Meal(s) served during program time
• Children must be enrolled in an even start,

head start, or school to participate

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ATR- 17,54

Meal Requirements (Cont.)

► Only two meals per day may

be served

► One main meal and a snack

• Breakfast or Lunch/Supper and a

Supplement

ATR- 36

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12/16/2020 29

Meal Patterns

Child and Adult Care Food Program (CACFP) OR

Schools only:

National School Lunch Program(NSLP) meal patterns

ATR-37

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NSLP Meal Pattern

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CACFP Meal Pattern

ATR-39

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12/16/2020 30

Meal Requirements

• Lunch/Supper
• All 5 components must be served in the

minimum serving size for a reimbursable lunch or supper. (Milk, Fruit, Vegetable, Grain, and Meat/Meat Alternate)

• Breakfast
• Milk
• Fruit/Vegetable
• Grain

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Snack Requirements

2 of the 5 components from the following for a reimbursable snack:

• Milk (1 cup)
• Vegetable (3/4 cup)
• Fruit (3/4 cup)
• Grain (1 serving)
• Meat or Meat Alternate (1 oz.)

ONLY ONE COMPONENT MAY BE A BEVERAGE

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Offer vs. Serve - Schools ONLY

• Lunch/Supper
• Offer 5 components
• Must take 3 components
• Breakfast
• Offer 4 food items
• Must take 3 food items

NOT ALLOWED FOR SNACK

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12/16/2020 31 CACFP Meal Pattern Requirements

• At least one whole grain-rich item

must be offered per day -- if only providing At-Risk Meals the grain must be whole grain-rich

• Cereal may only contain 6 grams of

sugar/dry ounce

• No grain-based desserts

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List of SOME Grain-Based Desserts

• Breakfast bars
• Brownies
• Cakes
• Cereal bars
• Cookies
• Doughnuts
• Granola bars
• Sweet piecrusts
• Sweet rolls
• Toaster pastries

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TM-162-163

CACFP Meal Pattern Requirements

• Yogurt may only have 23 grams of

sugar per 6 ounces

• Meat/meat alternate may meet grain

requirement at breakfast (3 times a week)

• Juice can only be offered once a day

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12/16/2020 32

Meat Alternates

►Nuts & Seeds

• Peanut butter 2T

=1oz

►Eggs

• 1 large=2 oz
• ½ large=1 oz

►Dry beans & peas

• ¼ cup=1 oz
• ¾ cup=1.5 oz

►Yogurt

• 4 oz=1 oz

►Natural Cheese

• 1 oz=1 oz

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Non-Creditable Cheese

Product packaging states:

• “Imitation cheese”
• “Cheese product”

Common items

• Cheese whips
• Cheese with pimento
• Cream cheese

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Creditable Lunch Meat

• Lunch meats are only creditable if they can be found

in the USDA Food Buying Guide (FBG) and the label

• n the package reads EXACTLY AS STATED in the

Food As Purchased (AP) column in the FBG or;

• A CN Label or;
• Product Formulation Statement (PFS) obtained from

the manufacturer

*If the lunch meat does not meet one of the criteria above, meals containing lunch meat may be disallowed during a review

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TM-130

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12/16/2020 33

Creditable Lunch Meat - FBG

97

wsxz

NOT A VEGETABLE

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USDA Food Buying Guide App

99

Search and locate yield information for foods typically served in child nutrition programs Compare yield information to determine the foods that best meet your program needs. Create a favorites list of food items! Email and print search results, food comparisons, and favorites list

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12/16/2020 34

CACFP Crediting Handbook

100 101

MAINTAIN LABELS

Nutrition Facts - Package - Ingredients

102

CN LABELS

BREAKFAST CEREALS LUNCH MEAT

BASED ON FBG

WHOLE GRAINS YOGURT

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12/16/2020 35

Menus As Served

103

Documenting Components

Descriptions and amounts of food prepared for meal service must be documented on the Menus As Served Form in either:

• Cups
• Pounds or Ounces
• # of specific size cans

(Ex. 2 - #10 cans peaches)

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Food Related Issues That Can Cause an Overclaim

(This list is not all-inclusive)

• NOT serving one whole-grain rich item per day
• Serving Juice more than once a day
• Serving lunch meat that does not meet

requirements

• Serving grain-based desserts
• Serving food items not found in the Food-Buying

Guide, do not have a CN label, or a Product Formulation Statement (PFS)

• Insufficient quantities or quantities not listed on

Menu as Served form or no Delivery Receipts

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12/16/2020 36

Reimbursement & Revenue

• Rates for CACFP are determined in July
• Reimbursement is allowed for one meal

and one snack

• CACFP At-Risk revenue may only be

spent on any Child Nutrition Program! OCAS Codes for Schools: Project reporting Code – 769 Revenue Code - 4750

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Claims

• After 60 days a claim cannot be paid
• Payment Notices should be kept on file
• Monthly Record Keeping Checklist helps

insure all monthly records are completed

107

TM-53-57

Claim Revisions

New process:

• Fill out CACFP Claim Revision

form located in the Resource Library

• A justification on why the claim is

being revised

• Send documents to State Agency

by fax or email before the revision will be granted

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12/16/2020 37

AT-RISK

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Page 231

Original Documents

ANY QUESTIONS?

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You have until 8pm to Register in the CACFP Training Calendar to receive credit for this training.

(You must log-in to your account)

https://cnp.sde.ok.gov/CACFP

**If your username on this call a phone number, please send panelist your name in chat to receive credit.

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