Recording and Maintaining Meal Counts ~ The Adult Care Component ~

1. Recording and Maintaining Meal Counts~ The Adult Care Component ~ Wisconsin Department of Public Instruction Child and Adult Care Food Program (CACFP)

2. Meal and Snack Count Records

3. What are meal counts? • Your agency is reimbursed for the number of compliant meals and snacks served each day to clients who are eligible to participate in the CACFP. • Meal counts must be recorded at the time of each meal or snack service, or immediately after. • This is called the Time of Service Meal Count.

4. Who records the meal counts? • Your agency must designate specific staff to be responsible for recording the meal counts at the time of service at each meal. • They must have a good understanding of who the eligible clients are and what meals are compliant with the meal pattern.

5. Where are meal counts recorded? For recording by client’s name: For recording by total count: OR Use the Daily Participation and Monthly Meal Count Summary Form Use the Greater than 3 Meals Count Record Form Both forms are found under GM 9A at http://fns.dpi.wi.gov/fns_adultmemos

6. How are meal counts taken when recording by total count? • Add up the total number of eligible clients who are served a meal or snack that is fully compliant with the CACFP Meal Pattern To record by total count:

7. Using the Daily Participation Record and Monthly Meal Count Summary form • Once you have counted all of the eligible clients who have been served a fully compliant meal or snack, record the total count on this form. • Record under the correct meal/snack column and for the correct day.

8. Compiling Time of Service Meal Counts Using the Daily Participation Record & Monthly Meal Count Summary Form At the end of the month you will add the daily meal counts together, within each column on the meal count form, to get a total. Lunch Count: 27+25+26+27+26+20…

9. Compiling Time of Service Meal Counts Using the Daily Participation Record & Monthly Meal Count Summary Form Monthly Claim for Reimbursement

10. How are meal counts taken when recording by client’s name? • Identify each client by name who is served a meal or snack that is fully compliant with the CACFP Meal Pattern To record by client’s name:

11. Using the Greater than 3 Meal Count Record form To use the Greater than 3 Meal Count Record form or similar form to record the meal counts by client’s name, begin by listing all of the client’s full names in the first column. Then, record a mark next to each client’s name who was served a compliant meal. Make sure to place the mark for each client in the correct meal type column and for the correct day.

12. Compiling Time of Service Meal Counts Using the Greater than 3 Meal Count Record form 1 2 3 4 Keep counting the Xs until you get to the end of the meal count form 5 6 7 8

13. Compiling Time of Service Meal Counts Using the Greater than 3 Meal Count Form • Then, write the totals for each meal type, for each day in the Total Eligible Adult Meals row. • Calculate your total weekly meal counts by meal type and write the weekly subtotals in the space provided. • Add the weekly subtotals together for the calendar month totals that will be entered on the reimbursement claim.

14. Accurate Calculations • Carefully tally up your meal counts of the eligible participants that were recorded at the time of service for each day. • Make sure to have an edit check process in place when calculating your totals for assuring accuracy! (Tally and calculate more than one time or have another person tally them a second time.)

15. Meal Counts Cannot Be… • Based on computerized or manual attendance records • This does not meet the definition of a Time of Service Meal Count

16. Meal Counts Cannot Be… • Recorded based on the number of clients expected to eat a meal or snack • Example: The cook is provided with the number of clients in attendance in the morning and is going to prepare the meal based on this number. This number cannot be transferred to the meal count form for each meal or snack that day. Clients do unexpectedly leave and/or arrive throughout the day, get sick, or decide they do not want to sit and eat a meal.

17. Staff and Non-eligible Clients • The number of meals served to program staff, non-program staff, non-program individuals, and non-eligible clients must not be reported on the reimbursement claim. But: • They must be documented in your agency’s food program records and be noted in the “projected meal counts” section of the production records to show you are preparing enough food for all persons served and to account for costs incurred for these meals.

18. Non-Program Staff & Individuals • Do not perform any necessary labor in support of the food program • They are also individuals such as visiting relatives, visiting clergy, licensing inspectors, DPI, or USDA personnel

19. Program Staff • Perform necessary labor (paid or donated) for the food service program • Staff responsible for: • menu planning • preparing and serving meals • cleanup after meals • supervision of participants during meals • on-site recordkeeping

20. Non-eligible Clients • Do not meet the participant eligibility criteria (live in CBRFs, Adult Family Homes, or Nursing Homes) and/or • Meals are being reimbursed from other funding sources such as the Older American Nutrition Programs or Title III of the Social Security Act.

21. CACFP Funds Received • CACFP funds cannot be used to cover for food costs incurred for meals served to non-program individuals and non-eligible clients, but can be used on meals served to program staff. • You must use other funds to cover for meals served to non-program individuals and non-eligible clients.

22. The U.S Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department.  (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish).  USDA is an equal opportunity provider and employer.