Child and Adult Care Food Program (CACFP) ADMINISTRATIVE & - - PowerPoint PPT Presentation

Child and Adult Care Food Program (CACFP)

ADMINISTRATIVE & PURCHASING FUNCTIONS FY 2021

1

Consultants’ Territories

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

at 405-521-3327

►CACFP@sde.ok.gov

2

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) at the SDE within 60 days of the exit conference.

• CACFP Manual Training will be offered

monthly at the SDE. Currently 2nd Tuesday

• f the month, (some exceptions)

3

4

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

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

5

FEDERAL FISCAL YEAR

OCTOBER 1 – SEPTEMBER 30

6

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)

7

8

9

10

11

12

SDE WILL UPLOAD ALL FORMS

13

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

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P-38

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.

15

Basic Responsibilities

• Eligibility

Documentation

• Record Keeping
• Training Records
• Civil Rights Training
• Compliance

Monitoring

• Infants
• Contracting with

Outside vendor/any part of CACFP

• Multi sited Program
• Any other Required

Records

16

P-7-10

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

17

18

P-24

Family-Size & Income Application (FSIA) and Enrollment Form

• MUST NOT complete FSIA for parent
• The center MUST distribute and
• btain NEW APPLICATIONS EVERY

YEAR

• The application MUST be on the

current year form

• Parent is NOT REQUIRED to

complete the INCOME section of the FSIA

19

P-12, 14

Family-Size & Income Application (FSIA) and Enrollment Form (cont)

• The enrolled child(ren)’s name, date(s) of

birth, normal days & hours of care, and meals received ARE REQUIRED to be filled out and MUST be completed, signed and returned by the parent/guardian

• Federally-funded Head Start programs can use
• ld enrollment form. The combined form does not

have to be used

• Two types of approval:

‒Categorical ‒Family-size and income

20

P-12-14

FSIA Categorical Eligible

• Full name of enrolled child(ren)
• Case number (must be Oklahoma

number):

‒SNAP = A, B, C, D, H, J, or T plus

6 to 9 digits

‒TANF = C or H plus 6 to 9 digits ‒FDPIR = Usually a SS# but can be

• ther

21

P-12, 24-25

FSIA Categorical Eligible

• Center CANNOT put Case # number on

FSIA.

• Electronic Benefit Transfer (EBT)

number indicates the family may only be receiving day care assistance not SNAP, TANF, or FDPIR benefits.

• Child may receive day care subsidy even

if household does not qualify for meals.

• Adopted foster child may still receive

child care benefit.

22

P-12, 15, 17

FSIA Categorical Approval

• One SNAP or TANF number per household

will qualify all children

• Signature of adult household member
• If FSIA contains case number AND income,

DISREGARD the income, go by the case number only, and approve the application as FREE

23

P-12

Foster Children

• Foster children are categorically eligible.
• Include name of foster child included with other

children in the household.

• ‘X’ the box to indicate ‘foster.”
• Only child’s personal income is included on family’s

application, not foster payments.

• An adult household member must sign.

Automatic eligibility of foster child DOES NOT mean automatic eligibility for other children in household.

24

P-12, 20, & 27

FSIA Income Eligibility Approval

• Name(s) of all enrolled children in top

section of the application

• Name(s) of ALL other household

members in Part 2

• If household member has no income, check box
• Must be MONTHLY GROSS (before taxes)

►Signature of an adult household member ►Last 4 digits of social security number or

check the box indicating there is none

25

P-13, 26, 32, 239

FSIA Monthly Income

• The NEW application &

enrollment form request the income to be listed MONTHLY

• If a member of the household

reports their income other than monthly, contact the household to

• btain the monthly income

26

Income Conversion for Applications in Other Languages

ANNUAL:

• Weekly x 52
• Every 2 weeks x 26
• Twice/Month x 24
• Monthly x 12

27

P-13

FSIA Approval

• Incomplete applications MUST NOT be

approved.

• Incomplete applications must be “denied.”
• If required information is missing, non-readable,

questionable, or inconsistent:

• Contact household
• Document conversation
• Return FSIA if signature is missing
• Must resolve inconsistencies before approving
• FSIA must be approved at face value.

28

P-13-14

No Income Reported?

• For any person without income, they are still to be

listed on the application and the NO INCOME box must be checked or $0 needs to be written in the income section. An N/A or an X to mark out that section means they do not qualify

• If the Center/Sponsor has knowledge or available

information the household has intentionally misreported income by leaving the income fields blank and checking the NO INCOME box, the Center/Sponsor must verify the household’s application for cause.

29

FSIA Approval

Each FSIA must contain approval signature from the determining official designated by the Center/Sponsor and the date to be valid.

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P-16

Effective Date of FSIA

Flexibility of effective date:

► Date the parent signs the FSIA ► Date the institution official

signs the FSIA

31

P-14

Definitions

►DETERMINING HOUSEHOLD SIZE -

Page 15-16

►DETERMINING HOUSEHOLD

INCOME - Pages 16-19

►INCOME EXCLUSIONS - Page 20

32

Military Exceptions

Military benefits received in cash must be considered income, with exceptions:

• Family Subsistence Supplemental Allowance (FSSA)
• Privatized Housing
• Operation Enduring Freedom
• Military Combat Pay
• Earned Income Tax
• Agent Orange Compensation
• Veterans’ Educational Assistance (GI Bill)
• Deployment Extension Incentive Pay (DEIP)

P-17-18

Head Start Eligibility

Public Law 110-134

• All children enrolled in federally-funded Head

Start have automatic FREE eligibility (not

• ther children in household)
• Head Start enrollment form DOES NOT

replace CACFP enrollment form unless it contains same required information

• Head Start CACFP enrollment form is the old

enrollment form used in years past. The combined form is not required for Head Start.

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P-32-33, 232

CACFP Rosters

Use a separate roster for each category:

►Free

• Children approved as Free on an FSIA
• r Head Start Federally-Funded

Enrollment form

►Reduced

• Children approved as Reduced on an

FSIA

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P-31, 34-36

CACFP Rosters (Cont.)

►Not Eligible

• Children not approved for Free/Reduced
• n an FSIA

OR

• No application was turned in at all

‒List all children on appropriate roster

The total number of Free, Reduced, and Not Eligible from the rosters are reported on the Claim, under Participation Data

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P-31

Record Keeping

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

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P-38

Record-Keeping Forms & At-Risk

• If center has Regular Meals and At Risk Meals,

separate records must be kept

• Check appropriate box to indicate if the Menu as

Served or other form is At Risk or Regular Meals

• At-Risk Meals are only allowable during the

regular school calendar year.

• Spring Break is allowable
• Christmas Break is allowable
• Summer break is NOT Allowable

38

Record Keeping Forms

• Daily Attendance Record (Pg. 41)
• Arrival and Departure Times (PG 43)

‒Daily arrival and departure times highly

recommended if institution is approved for more than three meal services

‒Institution must ensure no more than three

meals per child are claimed daily NOTE: SDE is allowed to review DHS Time- in/Time-Out forms at any time.

39

Record Keeping Forms (Cont)

• Meal Count Worksheet (Pg. 44-45)
• Daily Record of Meals Served – DROMS

(Pg. 46-47)

‒DROMS highly recommended if institution is

approved for more than three meal services

‒DROMS may be used for both attendance and

meal count worksheet

‒Institution must ensure no more than three

meals per child are claimed daily

40

DROMS Example

41

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

42

P-48-49

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

43

Expenditure/Reimbursement Worksheet

Summary report of all allowable CACFP expenditures/ reimbursements ‒Administrative & Food Service Labor

• Center cannot charge off more than

approved in the online application budget or MORE than the employee is being paid

‒Food Purchases ‒Nonfood purchases ‒Miscellaneous expenses

44

P- 50-52

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

45

Unallowable Expenses

46

• Diapers
• Candy/Soda
• Paper Towels for

bathroom & classroom

• Holiday decorations
• Food served non-

program persons

• Coffee, tea, creamer
• Classroom activities

and toys

• Items that DO NOT meet

meal pattern requirements

(i.e. cookies, donuts, non-CN labeled products, etc.)

• Items not claimed for

reimbursement

• Personal purchases
• Toilet paper
• Facial Tissue

P-82

Inventory

Monthly Record of Inventory:

‒Optional inventory of purchased

foods

‒End-of-Month Milk Inventory

Receipts MUST be available for Review purposes!

47

P- 66-68, 253-254

Claims

• After 60 days a claim cannot be

paid

• Payment Notices should be kept
• n file
• Monthly Record Keeping

Checklist helps insure all monthly records are completed

48

P-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

49

(This list is not all-inclusive)

• No Records
• Family-Size & Income Application Errors
• Roster Errors
• Claiming more kids than in attendance
• Meal Counts not properly maintained/incorrect

numbers

• Records/Documentation does not support the

claim

50

Administrative Errors That Can Cause an Overclaim

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

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

be claimed at a daycare center)

• For Profit Centers: Claiming meals when 25% F/R or

Title XX requirements are not met

51

OTHER REQUIRED DOCUMENTS

52

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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P-61, 252

54

WIC BROCHURE

►Institutions are required to provide WIC information to the parents of children enrolled. ►To meet this requirement, institutions must post the WIC Brochure so that parents can see the information.

55

P-62

Training

• A CACFP trainer must be designated at each

institution

• 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

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P-70-71

Trainings (Cont.)

TOPICS MUST INCLUDE:

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

57

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

58

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

59

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/

60

Civil Rights

• Nondiscrimination

statement included on all materials being distributed

• ut 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

61

Nondiscrimination Statement

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national

• rigin, sex, disability, age, or reprisal or retaliation for prior civil

rights activity in any program or activity conducted or funded by

• USDA. Persons with disabilities who require alternative means
• f communication for program information (e.g. Braille, large

print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for

• benefits. Individuals who are deaf, hard of hearing or have

speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339.

62

Statement Continued (2)

Additionally, program information may be made available in languages other than English.To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the

• form. To request a copy of the complaint form, call (866) 632-
• 9992. Submit your completed form or letter to USDA

by: mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 0250-9410; fax: (202) 690- 7442; or email: program.intake@usda.gov.This institution is an equal opportunity provider.

63

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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65

Procurement/Purchasing

All procurement/purchasing transactions must be conducted in a manner providing full and open competition

66

P- 81-118

Procurement Plan All CACFP Institutions must have written procedures for procurement transactions

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P-100-106

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

68

P-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)

69

P-83-86

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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P-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
• r dissimilar purchased at once as a

single, collective unit

71

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?

72

P-83-84

Non-competitive Proposals

►Emergency circumstances ►Item available from one source ►Competition is inadequate

• Awarding agency (SDE)

authorizes noncompetitive proposals

73

P-102-103

Formal Procurement

• Purchases OVER $250,000 per bid
• r solicitation document
• Specifications must be submitted to

minimum of 2 vendors.

• An Advertisement must be placed in

a Newspaper

74

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

75

76

Contracting for Services

►Institution retains final administrative and

financial responsibility

►No contracting for management

responsibilities:

• Monitoring
• Submitting Claims
• Corrective Action
• Preparation of Application Materials

►SDE must approve contract, written by the

Center/Sponsor, before going out to bid

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P-218

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

80

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

Milk Substitutions

• An institution may allow parents to request a

milk substitution

• Medical statement is not required if the

substitution is nutritionally equivalent to cow’s milk

• Request must be made in writing
• Offering milk substitutions is at the
• ption and cost of the institution

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P-123, 129

Milk Substitutions Request

• Reason for the request
• Completed form signed by parent
• Nutrient requirements:

Calcium 276 mg Magnesium 24 mg Protein 8 g Potassium 349 mg Vitamin A 500 IU Phosphorus 222 mg Vitamin D 100 IU Riboflavin 0.44 mg Vitamin B-12 1.1 mg These milk substitutions are at the

• ption & expense of the facility.

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P-129

Milk Substitutions (cont.)

Medical statement required when a disability requires a non-dairy beverage that is not nutritionally equivalent to cow’s milk…”

Example: Almond or Coconut milk

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P-123

Medical Statement

• Required for participants who are unable to

consume certain foods

• Must be signed by a recognized medical

authority

• Should include recommended alternate foods
• Cannot claim meals lacking required

components/quantities unless meal is supported by medical statement

• May make nonmedical substitutions with

documentation (does NOT include milk)

85

P-192-193

FOOD-RELATED HIGHLIGHTS

86

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

List of SOME Grain-Based Desserts

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

88

P-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

Non-Creditable Cheese

Product packaging states:

• “Imitation cheese”
• “Cheese product”

Common items

• Cheese whips
• Cheese with pimento
• Cream cheese

90

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

91

P-130

Creditable Lunch Meat - FBG

92

wsxz

MAINTAIN LABELS

Nutrition Facts - Package - Ingredients

93

CN LABELS

BREAKFAST CEREALS LUNCH MEAT

BASED ON FBG

WHOLE GRAINS YOGURT

NOT A VEGETABLE

94

USDA Food Buying Guide App

95

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

CACFP Crediting Handbook

96

97

Types of Meal Serves

Pre-plated or Straight Serve meals

• All food components and the minimum

quantities must be on the plate when served Family Style

• Allows children & adults to serve themselves

from common serving bowls & platters of food

• Supervising adults may provide

assistance as needed

98

Family Style Meal Guidelines

• Place enough food at each table to

provide the required portions

• Children & adults may take smaller

portions

• Actively encourage children & adults to

take the full serving

• If the food is refused, do not force
• Meals are reimbursable as long as all food

components are offered

99

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

100

INSTITUTION

101

Page 231

Original Documents

Page 269

MULTISITED

ANY QUESTIONS?

102

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

CECPD hours are not given for this class

(You must log-in to your CACFP account)

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

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