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Confused by Income Statements ?

Confused by Income Statements ?. Mike Ryan Nutrition Program Consultant Child and Adult Care Food Program Wisconsin Department of Public Instruction Child Care Institutions Outside of School Hours Care Centers. Guidance Memorandum #1C Guidance Memorandum #6C

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Confused by Income Statements ?

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  1. Confused by Income Statements? Mike Ryan Nutrition Program Consultant Child and Adult Care Food Program Wisconsin Department of Public Instruction Child Care Institutions Outside of School Hours Care Centers Guidance Memorandum #1C Guidance Memorandum #6C http://fns.dpi.wi.gov/fns_centermemos

  2. Newly Reformatted HSIS Begin Using July 1, 2014

  3. Household Size-Income Statement (HSIS) • Income form to determine financial need of child (free, reduced, non-needy) • Help determine the amount of reimbursement your agency receives • Required to complete Household Size-Income Record

  4. Distribute HSIS and Parent Letter • Begin CACFP • Annual basis • New families Collect HSIS back from parents

  5. Determining Official • Reviews/approves HSIS • Authorized Representative • Food Program Manager • Director • Owner • Completes HSIS For Center Use Only

  6. Names of Child(ren) The Child and Adult Care Food Program HOUSEHOLD SIZE—INCOME STATEMENT (CHILD CARE COMPONENT) (FFY 2015, Rev. 7/14) An adult household member must complete and return to center. • Child’s full name at top of HSIS • First and last name as on attendance records and enrollment forms • Siblings may be listed on one HSIS • If different last names, list the first and last name of each child

  7. Part 1: Benefit Programs • Automatically qualifies a child as FREE • FoodShare Wisconsin • Wisconsin Works Cash Benefits • FDPIR (Food Distribution Program on Indian Reservation)

  8. Part 1: Benefit Programs 1 0 1 1 1 2 1 3 1 4

  9. Randall Cobb 5/20/2014 FREE! MB 5/21/14 5/1/2014

  10. Part 2: All Other Households • Households that do not complete Part 1 must complete Part 2

  11. Part 2: All Other Households • List all household members, including children • Report all income and how often it is received • Households above Income Eligibility Guidelines may write “NA” in Part 2, and are Non-needy 500 Peter Smith Karen Smith Joe Smith Jim Cobb Jack Cobb X 500 X X 100 X 100 X

  12. Part 2: All Other Households • Adult household member must write name and last 4 digits of Social Security Number • Or indicate by checking the box that he/she does not have SS# • If this information is missing the form is incomplete and the statement is Non-Needy Karen Smith 4/21/2014 1 2 3 4

  13. Determine Total Income Amount • Same Pay Frequency - add as is to get one total amount for household for that frequency • Multiple Pay Frequencies – convert each to annual amount and add to get one total amount for household • Do not round off values resulting from conversion

  14. Household Size-Income Scale • Use to determine need category

  15. Part 2: All Other Households • Peter - $500 x 52 = $26,000 • Karen - $400 x 26 = $10,400 • Jim - $100 x 12 = $1200 • Jack - $100 x 12 = $1200 500 Peter Smith Karen Smith Joe Smith Jim Cobb Jack Cobb X 500 X X 100 X 100 X $38,800

  16. Calculating HSIS Household size is 5; yearly income is $38,800

  17. Calculating HSIS Household size is 5; yearly income is $38,800

  18. Calculating HSIS REDUCED! 5 MB 5/21/2014 $38,800 yr April 2014

  19. Foster Child(ren) • Foster children are eligible for free meals when the child’s care and placement is responsibility of the State or the child is placed with a caretaker by a court of law

  20. Foster Child(ren) Sue Goodman MB 5/21/2014 April 2014

  21. Households with foster and non-foster children • Foster child(ren) = free • Determine remainder of household based on household income or other categorical eligibility • If reporting income, the guardian must provide the last four digits of adult’s SS# • A child permanently placed in a home is considered a member of the household

  22. Households with foster andnon-foster children James Winter Susanne Winter Maria Winter Carol Krantz Joseph Krantz 900 480 $900 + $480 = $1,380 Every 2 weeks

  23. Household Size-Income Scale • Family of 5 / $1,380 every two weeks • Above income guideline for free • Within income guidelines for reduced

  24. Households with foster andnon-foster children Foster children (Carol and Joseph Krantz) = Free Non-foster child (Maria Winter) = Reduced 5 Carol & Joseph MB 5/21/2014 5 MB MM/DD/YY Maria $1380 bi-wkly $1,300 /bi-wkly May 2014

  25. Part 3 – All Households Karen Smith 5/21/2014 1 2 3 4 ParentSignature Required Parent Signature Date Required Income statements not signed and dated by adult household member are INCOMPLETE and must be listed as NON-NEEDY

  26. Missing Information? • Missing information • Return to parent • Contact parent • Get info over the phone (not parent signature/date) • Record missing information • Who provided info • Date • Your initials HSIS is Non-Needy until it is complete • Any changes • Cross off invalid info – add correct info-date and initial • Do not use white out or “black out”

  27. HSIS DETERMINATION Date Date Determining Official reviews and approves the HSIS

  28. Effective Date of Determination • Date HSIS becomes effective • 12 months maximum • Based one of three methods chosen by agency • Date agency determines (initials & dates) HSIS • Date adult signed/dated HSIS • Date HSIS received in agency office (date stamp) • HSIS must be complete at time of submission for methods 2 or 3 to apply

  29. HSIS Valid for 12 Months • Valid for 12 months from effective date of the determination • Effective date of determination = October 1; HSIS will expire October 31st of following year Form Approved Form Expires

  30. Household Size-Income Record • HSIR good for one year • Complete new HSIR each fiscal year (starting October 1st) • One HSIR per center • DO NOT create a new HSIR each month • Print or save each month as documentation for that months’ claim

  31. Household Size-Income Record • Complete HSIR each month to report total # of FRN on the respective month’s claim • File income statements in same order as HSIR • Confidential

  32. Enrollment Policy • Defines what children to include on monthly claim • Collected as part of the annual CACFP Application –Site Page • Sample policies in Guidance Memorandum #6

  33. Names of Enrolled Children

  34. Household Size-Income Record • List every enrolled child on HSIR according to your center’s enrollment policy including: • Infants • School-age children attending before and after-school • 4K participants • Compare attendance records to HSIR

  35. Household Size-Income Record • Obtain need category (N,R,F) for each child from HSIS’s • Indicate need category of each enrolled child on HSIR with N, R, F or X

  36. When a Child Leaves the Center • When a child is no longer enrolled, do no mark in any need category for the first month after the child has terminated from the center • Draw a line through the months or leave blank • Never remove or discard an income statement • Never erase a name from the HSIR

  37. Adding Newly Enrolled Children to HSIR • Paper copy of HSIR: add new children’s names to bottom of form • Excel HSIR: add new children alphabetically by inserting rows • Follow instructions exactly for inserting rows

  38. Press on the row number (on the left hand side) and select Insert and then Rows from the top menu • This will add a row above the row you have clicked on

  39. HSIR Edit Checks • Compare children on HSIR to attendance records • Check need category and effective date of determination from “For Center Use Only" box on each HSIS to need category on HSIR • Check that need category is in the correct column for each child

  40. HSIR Edit Checks • Double check the "Totals" row for each column of need category if completing HSIR by hand • Double check the totals for each need category on the monthly claim to assure they have been recorded from the correct column of the HSIR 6. Print off a copy of the Excel HSIR each month

  41. HSIS’s for By the Book Day Care • Review the HSIS’s to verify they have been approved correctly. • Compare the HSIS determination (“FOR CENTER USE ONLY” box) to the child’s eligibility marked on the HSIR to verify if they been accurately recorded. Handouts – A through G

  42. Nick Goodman Handout - A Correct – This HSIS is valid through 2/28/15, which is 12 months from the Effective Date of the Determination.

  43. Jacob Jackson Attachment - B Correct - The multiple pay frequencies were converted to yearly. $700/bi-weekly x 26 = $18, 200 $225/weekly x 52 = $11,700 $100/monthly x 12 = $ 1,200 $31,100/yearly

  44. $31,000 yearly for family of 4 Attachment - C

  45. Grace Lampert Attachment - C Incorrect – There is no FS# listed, parent only marked box, did not add FS#. It is not okay if parent only marks box. Also, cannot use income because parent did not include last 4 digits of social security number. HSIS would be Non-Needy.

  46. Amy Mann Attachment - D Incorrect – There is no parent signature or date. HSIS is incomplete and would be Non-Needy.

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