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V. Recordkeeping and Reporting

V. Recordkeeping and Reporting. Required Daily Records. Daily attendance rosters or sign-in sheets Number of at-risk afterschool snacks and/or meals prepared or delivered for each meal service Daily record of the number of snacks and/or meals served

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V. Recordkeeping and Reporting

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  1. V. Recordkeeping and Reporting

  2. Required Daily Records • Daily attendance rosters or sign-in sheets • Number of at-risk afterschool snacks and/or meals prepared or delivered for each meal service • Daily record of the number of snacks and/or meals served • Daily record indicating the number of meals, by type, served to adults performing labor necessary to the food service ONLY Page 39

  3. Records Establishing that meal patterns are met: • Menus • For each snack and/or meal service • Weekly, Monthly or Cycled

  4. Records Establishing Eligibility • Copies of all applications and supporting documents submitted to State. • Monitoring reviews • Documentation of nonprofit food service, to ensure that all program reimbursement funds are only used for the food service operation.

  5. Records Pertaining To Fiscal Management • Copies of invoices, receipts or other records required by the State • Administrative Cost claimed by the Institution • Operating Cost claimed by the Institution • Income to the program • Copies of all Claims for Reimbursement submitted to the State agency • Receipts from all Program payments received fro the State agency • If applicable, dates of payments and amounts of disbursement to sponsored centers

  6. Records Documenting Training Information on training sessions, locations, topics presented, and names of participants For Sponsors, records documenting attendance at training by each staff member with monitoring responsibilities

  7. Record Retention ALL RECORDS MUST BE RETAINED FOR 3 YEARS AFTER THE FINAL CLAIM FOR THE FISCAL YEAR If audit findings have not been resolved, then records must be retained until audit has been resolved. All accounts and records should be made available upon request to the State Agency, USDA and the United States General Accountability Office. Failure to maintain required records will result in denial of reimbursement. Page 40

  8. REPORTING REQUIREMENTS At-Risk afterschool care centers must report the number of meals and snacks served to eligible children based on daily attendance rosters or sign-in sheets Meal counts must be taken daily and point of service is not required but highly recommended.

  9. VI. Monitoring

  10. monitoring This applies only to Sponsors with more than one center. • New Sponsors must conduct pre-approval visits to each center • Sponsors must conduct annual training on program duties and responsibilities to key staff members prior to beginning of Program operations • Program meal patterns • Meal counts • Recordkeeping requirements • Review Elements • Sponsors must complete 3 reviews per year • 2 unannounced • 1 unannounced review of meal service • No more than 6 months between reviews • State Agency will conduct a pre-site visit to all new sponsors. Pages 42-44

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