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 39
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. 40
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 41
DROMS Example 42
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 P-48-49 43
Donated Products •Donated food and milk can no longer be served as part of a reimbursable meal •Donated items can be served only as an EXTRA 44
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 P- 50-52 ‒Miscellaneous expenses 45
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 46
Unallowable Expenses • Items that DO NOT meet •Diapers meal pattern •Candy/Soda requirements •Paper Towels for (i.e. cookies, donuts, non-CN labeled products, bathroom & classroom etc.) •Holiday decorations •Items not claimed for •Food served non- reimbursement program persons •Personal purchases •Coffee, tea, creamer •Toilet paper •Classroom activities •Facial Tissue and toys P-82 47
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 P-272 48
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 At-Risk Sponsors - Area map, low-income report data, etc 49
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. 50
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 P-286; 284-285 51
Claims •The center/sponsor has up to 60 days to submit a claim •Payment Notices should be kept on file •Monthly Record Keeping Checklist helps insure all monthly records are completed P-53-57 52
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 53
Administrative Errors That Can Cause an Overclaim ( 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 54
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 55
OTHER REQUIRED DOCUMENTS 56
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 P-61, 252 57
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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 . P-62 59
Inventory Monthly Record of Inventory: ‒ Optional inventory of purchased foods ‒ End-of-Month Milk Inventory Receipts MUST be available for Review purposes! P- 66-68, 253-254 60
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 P-70-71 61
Trainings (Cont.) TOPICS MUST INCLUDE: •CACFP Meal Patterns •Reimbursement System •Accurate meal counts •Claims submissions •Claim review process •Record Keeping •Civil Rights 62
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 63
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 64
Civil Rights Training ► All Staff must be trained on Civil Rights ► New link in Resource Library under Trainings & Workshops : •Read and follow directions for the Oklahoma Edge/Next Thought Training Module for Civil Rights •Link - https://osdeconnect.ok.gov/ 65
Civil Rights •Nondiscrimination Civil Rights Complaints— Must be based on area of statement included on all discrimination: materials being distributed ‒ Race out of institution ‒ Color • And Justice for All must ‒ National Origin be posted – not required ‒ Sex to be in kitchen ‒ Age •Procedure for filing ‒ Disability complaints •Civil Rights Training 66
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 origin, 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 of 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. 67
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. 68
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 69
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Procurement/Purchasing All procurement/ purchasing transactions must be conducted in a manner providing full and open competition P- 81-118 71
Procurement Plan All CACFP Institutions must have written procedures for procurement transactions P-100-106 72
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 over $25,000 P-100-106 73
Methods of Procurement ► Informal methods •Micro-purchasing •Small purchase procedures •Noncompetitive Proposal ► Formal methods •Invitation for Bid/Sealed Bids •Request for Proposal (RFP) P-83-86 74
Micro-Purchasing •Aggregate/total per transaction does not exceed $10,000.00 •Distributed among qualified suppliers •No quotes required •Price must be reasonable P-83 75
“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 76
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? P-83-84 77
Non-competitive Proposals ► Emergency circumstances ► Item available from one source ► Competition is inadequate •Awarding agency (SDE) authorizes noncompetitive proposals P-102-103 78
Formal Procurement •Purchases OVER $250,000 per bid or solicitation document •Specifications must be submitted to minimum of 2 vendors. •An Advertisement must be placed in a Newspaper 79
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 80
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Farm to Child Care •Distributors •Farmers •Farmers markets •Farm stand •Local Gardens •Community Supported Agriculture 82
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 P-218 83
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 P-219-221 84
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 P-218-221 •School/Vendor bills CACFP institution • CACFP institution claims reimbursement 85
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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 30 th . A new contract needs to be obtained in June P-218-221 87
CACFP MEAL PATTERNS 88
Meal Patterns in the CACFP Team Nutrition Website for handouts and information for CACFP Meal Patterns and more go to: https://www.fns.usda.gov/tn 89
Water Must be offered and made available throughout the day to children Mealtimes: Water is not a part of a reimbursable meal •May not be served in place of milk •May be offered alongside milk at meals or at snack P-10 90
Grains Component 91
Whole Grains per Day • At least 1 serving of grains per day must be whole grain-rich •If a child care center only serves breakfast, the grain must be whole grain- rich •All other grains must be made with enriched or whole grain meal or flour, or bran or germ P-151-160 92
Determining Whole Grain Rich (WGR) Products •WIC-Approved Whole Grain Food •The first ingredient is listed as “Whole”. •The first ingredient can be “water” as long as the second ingredient is a “whole” grain. •FDA Whole Grain Health Claim •Proper documentation from a manufacturer or a standardized recipe 93
WIC-Approved Whole Grain Food List 94
Whole Grains •Whole Wheat •Quinoa •Entire Wheat •Brown Rice •Rye Berries •Wild Rice •Cracked Wheat •Oatmeal •Crushed Wheat •Oat Groats •Whole corn •Bulgar •Whole Durum •Graham •Whole Grain •Sorghum Specialty P-159 95
Whole Grain Health Claim “ Diets rich in whole grain foods & other plant foods & low in total fat, saturated fat, & cholesterol may reduce the risk of heart disease & some cancers.” OR “Diets rich in whole grain foods & other plant foods, & low in saturated fat & cholesterol, may help reduce the risk of heart disease.” P-156 96
White Whole-Wheat Breadsticks Ingredients: WHOLE-WHEAT FLOUR , water, enriched unbleached wheat flour (wheat flour, malted barley flour, niacin, iron as ferrous sulfate, thiamine mononitrite, enzyme, riboflavin, folic acid), graham flour, sugar, wheat gluten. 97
Is it Whole Grain Rich? •First ingredient is a whole grain •Remaining grains in the product are enriched & whole grain 98
Breakfast Cereal/ Grain-based Desserts •Breakfast cereals must contain no more than 6 grams of sugar per dry oz •Grain-based desserts are no longer credit towards the grain component •Types: Ready-to-eat, instant, & regular hot cereal P-151-153 99
Approved Breakfast Cereal Use WIC Approved Breakfast Cereals List http://www.womeninfantschildrenoff ice.com/oklahoma-wic-food-list- wf35 100
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