Welcome to the CACFP Annual Training called Recipe for Success - - PDF document

Slide 1

Fueling Oregon’s Future

Recipe for Success during CACFP Reviews

Common Review Findings for For-Profit Child Care Centers

Welcome to the CACFP Annual Training called “Recipe for Success during CACFP Reviews”, hosted by Oregon Department of Education Child Nutrition Programs. This session will discuss common review findings for For-Profit Child Care Centers

Slide 2

Fueling Oregon’s Future

Situation

The CACFP One Month Enrollment Report roster from October used to prove 25% For- Profit Eligibility for the test month of February is the October OMER roster

• Monthly rosters are not developed
• The # of Free / Reduce Price eligibiles listed
• n all sponsor’s claims since October are

the exact same numbers

2

The situation we will discuss involves the monthly CACFP One Month Enrollment Roster to prove 25% For- Profit Eligibility. During the review, the Child Nutrition Specialist (click) requests the CACFP One Month Enrollment Roster for the test month

• f February to prove 25% For-Profit

Eligibility, based on Title XX, Title XIX, or Free and Reduced-Price

• documentation. The sponsor provides

the roster used to develop the One Month Enrollment Report – or OMER for short, from the month of October. The sponsor explains to the Specialist that the monthly For-Profit information reported on February claim is from the October OMER roster and that monthly 25% For-Profit Eligibility rosters are not created. (Click) The sponsor further explains that all For Profit Eligibility percentages listed on each site’s claims during the fiscal year is the same information from month to month during the fiscal

• year. The Specialist determines the For-

Profit Eligibility information on all months’ claims is the exact information listed as the OMER in the October claim.

Slide 3

Fueling Oregon’s Future

Why

Missing monthly roster with supporting For-Profit documentation

• Monthly For-Profit eligibility roster(s) must be

developed and available for site claimed

• Roster must show at least 25% of enrolled

participants / licensed capacity meet criteria

• Documentation supporting the site’s monthly

For-Profit roster must be available

3

CACFP Policy & Procedure Manual Chapter 18, 3 & 4 7 CFR 226.17(b)(4)

This situation is a finding. (click) The Sponsor does not have a monthly CACFP One Month Enrollment Roster, with supporting For-Profit documentation, for each site claimed during the test month. A monthly For- Profit Eligibility roster must be developed and available to verify the For-Profit eligibility information submitted on the site’s reimbursement

• claim. (click) For-Profit Sponsors may

qualify for CACFP reimbursement in a claim month if 25% of the site’s current enrollment or 25% of its licensed capacity, whichever is less, are eligible for Free or Reduced-Price meals or received DHS Employment Related Day Care, (ERDC) subsidies. (click) Documentation must be available to support each site’s 25% For-Profit One Month Enrollment roster. (click) For Profit Eligibility requirements can be found in the CACFP Policy & Procedure Manual, Chapter 18. Chapters 3 and 4 in the Manual pertain to Eligibility Determination and the One Month Enrollment Roster, which describes how to complete the 25% For-Profit eligibility CACFP One Month Enrollment Roster. The federal regulation which govern For-Profit Eligibility is 7 CFR 226.17(b)(4).

Slide 4

Fueling Oregon’s Future

Why

Missing monthly roster with supporting For-Profit documentation

• OMER – annually in October
• 25% For-Profit Eligibility – each month

4

CACFP Policy & Procedure Manual Chapter 4 and 18 7 CFR 226.17(b)(4), 7 CFR 226.15(e)

It is critical that For-Profit sponsors recognize the One Month Enrollment Report, or OMER, is a different and separate CACFP requirement than the 25% For Profit Eligibility determination.

• (click) The sponsor develops the

OMER for each site in the month of October and it is used to determine the unique reimbursement rate based on the number of children who are considered to be from low- income households. This task is usually completed only once a year.

• (click) The sponsor develops the

25% For-Profit Eligibility One Month Enrollment Roster for each site every month to document the site meets the 25% For Profit Eligibility

• requirement. Typically, these

numbers change month to month. The same Excel document is used for both determinations. It’s called the “CACFP One Month Enrollment Roster” – and it has two purposes for For-Profit

• sponsors. This may be why this

sponsor confused the two rosters with each other. The only time the OMER and 25% For-Profit Eligibility numbers are typically the same is during for the month of October, and only when the sponsor is using 25% Free & Reduced Price Eligibility method (versus the 25% Title XX Eligibility method). (click) For Profit Eligibility requirements can be found in the CACFP Policy & Procedure Manual, Chapter 18. Chapters 3 and 4 in the Manual pertain to Eligibility Determination and the One Month Enrollment Roster, which describes how to complete the For Profit eligibility CACFP One Month Enrollment Roster. The federal regulations which govern For Profit Eligibility are 7 CFR 226.17(b)(4) and 7 CFR 226.15(e) .

Slide 5

Fueling Oregon’s Future

How To Correct

Missing monthly roster with supporting 25% For-Profit Eligibility documentation

• Develop and implement a procedure to

determine For-Profit 25% Eligibility each month

• Provide training to all pertinent staff

5

Now let’s discuss corrections to prevent this finding. To correct, the sponsor would need to (click) develop and implement a procedure to determine For-Profit 25% Eligibility each month, prior to submitting a CACFP reimbursement

• claim. The ODE CNP-provided Excel

CACFP One Month Enrollment Roster must be used for each site’s month For- Profit roster. The procedure must include:

• a. The title/position of the person

responsible for completing the For- Profit 25% Eligibility determination each month.

• b. The method used to ensure current

and accurately approved CIS forms or DHS ERDC remittance notices are on file for each participant counted as Free

• r Reduced Price.
• c. The method use to ensure that only

participants with current and valid CACFP Child Enrollment forms are included on the monthly For-Profit roster.

• d. The timeline for developing the

monthly roster.

• e. The double check method to verify

that the number of Free and Reduced Price submitted on the monthly claim is accurate and matches the number of Free and Reduced Price participants listed on the monthly roster.

• f. A statement that claims for

reimbursement will not be submitted for months when the For-Profit 20% Eligibility is not achieved, and

• The title/position of the person(s)

responsible for each step of the procedure. (click) Additionally, the sponsor is required to train all pertinent staff on the monthly For Profit 25% Eligibility determination procedure and have records of this training available for review.

Slide 6

Fueling Oregon’s Future

Resources

CACFP Policy & Procedure Manual:

www.ode.state.or.us/wma/nutrition/cacfp/centermanu al.pdf

7 CFR 226: 7 CFR 226 *

* This link can also be found on this page:

http://www.ode.state.or.us/search/page/?id=3285

ODE CNP CACFP training page:

http://www.ode.state.or.us/search/page/?id=3281

6

All resources discussed during this training, including: the CACFP Policy and Procedure Manual and the 7 CFR 226 are all available on ODE CNP public website at the links included on the screen.

Slide 7

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. Additionally, program information may be made available in languages

• ther than English.

T

• 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. T

• request a copy of the

complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov This institution is an equal opportunity provider.

Thank you for participating in Common Review Findings For-Profit Child Care Centers Training for Child and Adult Care Food Program. If you have any questions please contact your assigned Child Nutrition Specialist. We greatly appreciate the work that you do to fuel Oregon’s future.