Administrative Update for Early Head Start and Head Start Programs

1. Administrative Update for Early Head Start and Head Start Programs Alaska Child and Adult Care Food Program August 6 & 7 , 2013 Required for FY 2014

2. USDA – Child and Adult Care Food Program • Legislation • Richard B. Russell National School Lunch Act 1946 • Amended through P.O. 111-296 12/13/10 • Child Nutrition Act of 1966 • Amended through P.L. 111-296 12/13/10 • Healthy, Hunger-Free Kids Act of 2010 12/13/10

3. Healthy Hunger-Free Kids Act of 2010 - P.L. 111-296 Implementation • Numerous Family Day Care Home changes • Expansion of the At-Risk Afterschool Care Meals in CACFP • Categorical eligibility of foster children • Privacy in regards to SS numbers • Varied timing of unannounced reviews • Water availability • Nutrition requirements of fluid milk

4. Healthy Hunger-Free Kids Act of 2010 - P.L. 111-296 Implementation • FUTURE: New Meal Patterns!!! • Updated Meal Patterns in ?????? • Dietary guidelines and WIC • Will go into effect at a later date • Moving Towards: • Limits on juice • Vegetable and fruit at lunch/supper • Number of starchy vegetables per week • Age bracket changes (infants and up)

5. USDA – Child and Adult Care Food Program • Regulations • Code of Federal RegulationsTitle 7 Agriculture, Chapter II – Food and Nutrition Service, Department of Agriculture Part 226

6. 7 CFR 226.2, 226.15, 226.16, 226.17, 226.17a, 226.19 • Definitions • Institutional provisions • Sponsoring Organization provisions • Child care center provisions • At-Risk afterschool care center prov. • Outside school hours care center prov.

7. From Regulations:Basic Requirements • Tax exempt or meet for-profit require. • New applications and renewals • Accept final administrative and financial responsibility • Provide adequate supervisory & operational personnel • Pre-approval visits for all facilities • Recordkeeping – outlined on next slide

8. Recordkeeping • Application & supporting docs • Enrollment & income eligibility • Daily attendance & meal counts • Daily meal counts for adult staff • Invoices/receipts/records of costs and income • Claims submitted within timeframe

9. Recordkeeping, cont. • Receipts of program payments from EED • Menus, recipes, recipe analysis, production records • Monitoring records • Training sessions (& attendance at training of monitors) • Non-profit food service

10. Basic Requirements, cont. • Perform edit checks prior to claim submission • Have daily records available • Meal type approved • 2nd person double-check counts, if menus are creditable (children/infants/allergies), attendance is being completed

11. Basic Requirements, cont. • Permanent Agreement with the state • Proper commodity utilization • Record retention 3+ current year • Comply with regulations, instructions, & guidance • Ensure WIC material available • Make payments to sub-recipients within 5 working days of receipt from EED

12. USDA – Child and Adult Care Food Program • FNS Instructions • Posted on CNP website Provide guidance • Ie. FNS Instruction 792-2 – Financial Management http://education.alaska.gov/tls/cnp/CACFP6.html

13. USDA – Child and Adult Care Food Program • Policy Memos • Distributed through Alaska Bulletins and USDA website • Guidance on specific topics • CACFP 11-2013 Q&A Head Start

14. Update & Renewal for FY2014 • Update annually & renew every 3 years • Database Updates & Renewals due October 1st • Forms due October 1st • Except the • NPFS Financial Report • 30-day study (if you also have a child care)

15. Child Nutrition Program (CNP)Database • FY2014– Renewals/Updates • Handout on CNP yearly update • Uploading claims to CNP

16. Child Nutrition Program (CNP)Database Type in URL address – http://www.eed.state.ak.us/tls/cnp/

17. Child Nutrition Program (CNP)Database

18. All Programs Update Yearly Submit to the state agency by October 1st • Management Plan (if updated) • Attachment A & B (Budget sheets) • Attachment C • Attachment D • Cycle Menus • Vended Meal Agreement

19. Central Contract Registry (CCR) • All recipients of federal funds must register on CCR • Update or renew annually • Need a Data Universal Number System (DUNS) number to register

20. All Programs Update Yearly Submit to the state agency by November 10th • Non-Profit Food Service (NPFS) Financial Report • Rate % Certification Statement & back-up (if you also have a child care center)

21. Non-profit Food Service Financial Report Best Practice: Food costs = or > than 50% of reimbursement If you don’t meet this submit an explanation with form as to why you are not spending at least 50% of reimbursement on food

22. Non-profit Food Service Financial Report continued • Print out all back-up and keep in your files • Report from your accounting system • What system do you use? • What report dates are you using?

23. Non-Profit Food Service • Cash vs. Accrual Accounting • Cash = expenses & income reported when paid/received • Accrual = expenses & income recorded when incurred • End of year you’ll use accrual (costs & income in September for September)

24. Non-profit Food Service Financial Report (due no later than Nov 10th)

25. Additional Documents for Renewal (every 3 years) Submit to the state agency by October 1st: • Recipes & recipe analysis • Organizational Chart And if the following have changed: • Outside Employment Policy • Mission Statement • Non-discrimination Statement

26. Claim for Reimbursement • Due no later than 60 days past the end of claim month • Needs to be in PENDING APPROVAL by due date (see claim calendar) • Additional 30 days for upward amendment for total of 90 days past end of claim month • On-line claim must be submitted by authorized representative • Requires Average Daily Attendance (ADA)

27. Average Daily Attendance (ADA) • Add all children throughout the month • duplicated • Divide by number of claiming days in month • Example: 6 days • 10; 15; 25; 12; 14; 17 = 93 • 93 divided by 6 = 15.5 (ADA is 16)

28. CACFP Training by state • Annual attendance is required If new administrator they must attend the next CNP training • Offered through distance delivery • May be found Seriously Deficient for non-attendance at annual state training

29. Annual Civil Rights Training

30. CNP Administrative Reviews • At least every 3 years • More often if : • follow-up is needed • CNP needs to meet 33.3% requirement • Review does not necessarily match your Renewal Year

31. Core Review ElementsEnrollment & Eligibility • Enrollment forms • License posted if licensed center & within capacity • Attendance Records • WIC information posted

32. Core Review ElementsMeal Counts • Point of Service meal counts • Count by child’s name (most reliable and you can verify w/attendance) • Consistent counting methods • Consistent compilation of counts • Double-check system in place prior to submission to state

33. Core Review ElementsMeal Counts • Attendance should not be used for meal counts • Meal count at point of service on separate sheet • Meals not reimbursed if meal count is not current • Avoid counting at end of meal – when children have left the table it’s too late!

34. Core Review ElementsMeal Counts • Procedure to ensure non-reimbursable meals not claimed • Program adult meals counted (not claimed) • Non-program meals counted (not claimed)

35. Core Review ElementsMeal Observation • Meal Service • Portion sizes • Creditable components • Type of meal service implemented correctly • Family Style • Pre-plating • Eating environment • POS Meal Counts • Health & Safety

36. Core Review ElementsMenu Records & Meal Pattern • Cycle menus • HM & CN listed & actual doc on file • Variety of cycle menus for the year • Variety of foods served • Working menus • Recipes with analysis for serving sizes • Need recipes even if you have production records • Production records (if using) • Medical statements

37. Core Review ElementsInfant Feeding • Infant = 0 through the 11th month • Have to offer to all program participants – cannot exclude infants • Procedure for double-check that meals are creditable before claiming • Separate Infant menu/meal counts • Formula/Feeding selection forms on file

38. More notes on Infant Meals • Imperative to train staff well • Use new infant menu/meal count sheets • Double-check and only claim if meals are creditable for age • We’ll talk more about infants later

39. Core Review ElementsVended Meals • Approved (by EED) contract on file • Menus/recipes/CN labels – provided by vendor and available on review • Daily vendor receipts • Time/temperatures documented on receipt daily • Vendor receipts = end of month invoice – who checks this?? • Back-up system

40. Core Review ElementsNon-Profit Food Service • Costs are accountable (food/non food are different ledger accounts) • Costs match or exceed reimbursement • Food Costs = or > than ½ the reimbursement • Food receipts match menu • Reimbursement is used for CACFP • Food costs & Operating costs • Not used for other center programming

41. Core Review Elements CACFP Staff Training • Annual CACFP training must be conducted • Annual Training File must include: • Agenda with all topics listed: • Attendee names & signatures • Date of training • Location of training • Any materials used in training (keep together)

42. Core Review Elements CACFP Staff Training • New Employee CACFP training must be conducted • New Employee Orientation sheet • Agenda with all topics listed: • Attendee names & signatures • Date of training • Location of training • Any materials used in training (keep together)

43. Training issues • What are your training issues? • What has worked well for training staff?

44. Core Review Elements CACFP Staff Training • All CNP CACFP training presentations will be available on CNP website http://education.alaska.gov/tls/cnp/CACFP3.html • CACFP Training Agenda Template available on CNP website http://education.alaska.gov/tls/cnp/CACFP2.html

45. Core Review ElementsSite Review (site-monitoring) • At least 3 times a year • No more than 6 months between • Timely corrective action (document) • If new site – must do: • Pre-approval visit • 1st site visit within 4 weeks of open

46. Core Review ElementsSite Review (site-monitoring) • Form available on web • Monitor one meal type • Visit each classroom • Summary at the end must be completed • 2 signatures • Complete 5-day reconciliation • Check attendance & enrollment with meal counts • Each classroom (use addendum if needed)

47. Core Review Elements 5 Day Reconciliation • Document last 5 days • Attendance (from actual sign in/sign out) • Enrollment (are all children enrolled?) • Meal Count Sheets

48. Core Review ElementsUnaffiliated Sites • Acknowledgement on file • Sponsor/site agreement on file • Administrative costs of sponsor are documented accurately • Disbursement of funds within 5 days • Procedures in place for oversite

49. Core Review ElementsCivil Rights Requirements • Justice for All poster(s) displayed • Racial/ethnic count noted by reviewer • Your procedure on collecting racial/ethnic data you submit yearly on CNP web • No discrimination taking place • Complaint procedures understood • Write down your complaint procedure

50. Core Review ElementsCivil Rights Requirements • Non-discrimination statement • Long Version • Website • Newsletters • Menus (short version okay) • Parent Policies This is what some programs forget