FY 2013 Renewal and Budget Process for Family Day Care Homes

1. Annual Training FY 2013 Renewal Sponsors of Family Day Care Homes The Child and Adult Care Food Program playing a vital and integral role in improving the overall quality of care and daily nutritional health of participants

2. FY 2013 Renewal Process

3. FY 2013 Renewal Information Checklist • Annual Information Certification, signed by the institution’s Authorized Representative • Spreadsheet, with institution and provider tabs updated with any changes • Excel file only – must be returned via email • Provider licenses • A-133 Audit Report (if applicable) • Outside Employment Policy (if updated)

4. FY 2013 Renewal Due Date: 5 PM on Friday, August 31st

5. FY 2013 Annual Budget

6. Budget Process • Develop budget • Submit budget by first Friday in August • Receive approval letter by October 1 • Maintain financial documentation • Track reimbursements and expenses • Update budget as needed • Submit amendments / approval requests (if applicable)

7. FY 2013 Budget Checklist • Budget Spreadsheet • Budget for overall CACFP operations • Budget Narrative for administrative budget • Supporting Documentation for CACFP-funded items inadministrative budget • Request for Advance FundsForm

8. FY 2013 Budget Due Date: 5 PM on Friday, August 3rd

9. Developing the Budget • Determine estimated reimbursements • Use reasonable projections • Determine estimated costs • Base on average costs from current year • Adjust for projected changes in sponsorship operations • Use Labor Budget Worksheet & FDCH Sponsorship Budget Worksheet

10. And remember… Allowable vs. Unallowable Costs Need details? FNS 796-2, rev. 3

11. And remember… Specific, Prior Written Approval Need details? FNS 796-2, rev. 3

12. In addition… • Facility Administrative Budget Narrative • For all CACFP-Funded Administrative Costs • Supporting Documents • For all CACFP-Funded Administrative Costs

13. Budget Narrative • Describe how each line item was determined • Include allocation formulas if: • Expense covers administration for facilities and homes • Expense covers CACFP and non-CACFP activities • Expense covers CACFP activities in other states • Identify CACFP-funded items with red asterisk (*) and provide justification • You MUST receive specific prior written approval (SPWA) separate from budget approval before charging these costs to CACFP

14. Supporting Documents • For all CACFP-funded line items: • Submit documentation to support amount, such as: • Payroll records with compensation plan or time-and-attendance • Lease agreements • Contracts • Bills • Not required for non-CACFP funded items

15. Budget Amendments – Submit if: • Overall change of ≥10% in the total amount of the budget, whether because of CACFP and/or non-CACFP funded line items • New CACFP-funded line item that requires specific, prior written approval • Change to a CACFP-funded line item that requires specific, prior written approval • Change in CACFP institution status

16. Request for Advance Funds • For operational and/or administrative reimbursements • Based on average reimbursement for October-June • Request up to 2 months of advance payment • October • November • Repay advance over 4-10 months • Submit form with FY 2013 budget documents – even if not requesting an advance

17. Questions? Contact your CACFP Specialist.