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

Slide 1 Welcome to the CACFP Annual Training called “Recipe for Success during CACFP Recipe for Success Reviews”, hosted by Oregon during CACFP Reviews Department of Education Child Common Review Findings for Nutrition Programs. This session will For-Profit Child Care Centers discuss common review findings for For - Profit Child Care Centers Fueling Oregon’s Future Slide 2 The situation we will discuss involves Situation the monthly CACFP One Month The CACFP One Month Enrollment Report Enrollment Roster to prove 25% For - roster from October used to prove 25% For- Profit Eligibility for the test month of February Profit Eligibility. During the review, is the October OMER roster the Child Nutrition Specialist (click) • Monthly rosters are not developed • The # of Free / Reduce Price eligibiles listed requests the CACFP One Month on all sponsor’s claims since October are Enrollment Roster for the test month the exact same numbers of February to prove 25% For - Profit Fueling Oregon’s Future 2 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 This situation is a finding. (click) The Why Sponsor does not have a monthly Missing monthly roster with CACFP One Month Enrollment Roster, supporting For-Profit documentation • Monthly For-Profit eligibility roster(s) must be with supporting For - Profit developed and available for site claimed • Roster must show at least 25% of enrolled documentation, for each site claimed participants / licensed capacity meet criteria • Documentation supporting the site’s monthly during the test month. A monthly For - For-Profit roster must be available Profit Eligibility roster must be CACFP Policy & Procedure Manual Chapter 18, 3 & 4 developed and available to verify the 7 CFR 226.17(b)(4) Fueling Oregon’s Future 3 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 It is critical that For - Profit sponsors Why recognize the One Month Enrollment Missing monthly roster with Report, or OMER, is a different and supporting For-Profit documentation separate CACFP requirement than the • OMER – annually in October 25% For Profit Eligibility determination. • 25% For-Profit Eligibility – each month • (click) The sponsor develops the CACFP Policy & Procedure Manual Chapter OMER for each site in the month of 4 and 18 7 CFR 226.17(b)(4), 7 CFR 226.15(e) October and it is used to determine Fueling Oregon’s Future 4 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 Now let’s discuss corrections to prevent How To Correct this finding. Missing monthly roster with supporting 25% For-Profit Eligibility documentation To correct, the sponsor would need to • Develop and implement a procedure to determine For-Profit 25% Eligibility each (click) develop and implement a month procedure to determine For - Profit 25% • Provide training to all pertinent staff Eligibility each month, prior to submitting a CACFP reimbursement Fueling Oregon’s Future 5 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 or 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 All resources discussed during this Resources training, including: the CACFP Policy CACFP Policy & Procedure Manual: and Procedure Manual and the 7 CFR www.ode.state.or.us/wma/nutrition/cacfp/centermanu 226 are all available on ODE CNP public al.pdf website at the links included on the 7 CFR 226: 7 CFR 226 * * This link can also be found on this page: screen. 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 Fueling Oregon’s Future 6 Slide 7 Thank you for participating in Common 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 Review Findings For - Profit Child Care 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 Centers Training for Child and Adult 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 other than English. Care Food Program. If you have any T o 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 questions please contact your assigned addressed to USDA and provide in the letter all of the information requested in the form. T o request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: Child Nutrition Specialist. We greatly (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights appreciate the work that you do to fuel 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or Oregon’s future. (3) email: program.intake@usda.gov This institution is an equal opportunity provider.