GEARING UP FOR THE NEW FISCAL YEAR……TIPS & TOOLS FOR YOUR SUCCESS

GEARING UP FOR THE NEW FISCAL YEAR……TIPS & TOOLS FOR YOUR SUCCESS CACFP ANNUAL TRAINING FISCAL YEAR 2014 Prepared and Presented By: RenéPoitra

LET’S SHIFT GEARS STANDARD AUTOMATIC

Overview Changes and Updates to Forms……… Enrollment Forms Income Applications Master Roster New Electronic Documents Version Why these Forms have Changed?

Why Changes to the Forms? The State Agency has to Stay in Compliance with USDA The State Agency and Institutions have to Follow Regulations The State Agency Wants the Institutions to Stay Current and Up-To-Date Policies and Procedures

SO WHY Do We Give You These Forms? CACFP is governed by regulation 7 CFR Part 226 These regulations specify what documentation must be kept in order to make a claim for reimbursement You may read these regulations for yourself! They are public information and available on-line The State Agency has read through these regulations for you and designed forms to use so that you can always remain in compliance We are here to help you by providing the Tools, Tips and Resources to ensure you are always in compliance!

By the End of This Presentation You Should Know: About Changes Made to the Enrollment Form Changes Made to the Infant Addendum Changes Made to the Income Application Changes Made to the Master Roster What Forms/Documents Can Be Used Manually (or standard) What Forms/Documents Can Be Used Electronically (or automatic, accurate, high speed, precession)

ENROLLMENT FORMS Two Options Available for Fiscal Year 2014

Enrollment Form Option #1 Option #1 • Continue to Use FY 2013 Enrollment Forms • Parent Has the Choice to Review Enrollment Form, Make any up-dates or changes to the Form • Sign and Date Form the New FY 2014 FY 2013 Enrollment Form

FY 2013 Enrollment Form Parent or Guardian Signature Date

Enrollment Form Option #2 Option #2 • Parent Will Sign and Date the New Fiscal Year Form • Will Provide a New Clean Copy Each Fiscal Year • No Worries that the Parent Did Actual Updates • FY 2014 New Enrollment Form

New FY 2014 CACFP Enrollment Form • One Enrollment Form Is • Used for Each Child • Section 3 Changes • Normal Hours of Care • (DAYS, HOURS, MEALS) • Must Be Signed and Dated • By the Parent or Guardian

Infant Addendum to Enrollment The Infant Addendum is Used for Infants Under One Year of Age Infant Addendum has Gone From Two Pages to One Infant Addendum is in Addition to the Regular Enrollment Form Infant Addendum Captures a Little More Information About Formulas and Baby Foods Provided to the Infant that is Not Found on the Regular Enrollment Form

Infant Addendum to Enrollment Form Infant Letter to Parent Please Enroll Me! Infant Formula Provided By the Center Foods Provided By the Parent/Center Parent Signature & Date

CACFP FY 2014 Child Care New Income Application Remember…The Income Application Is Used for Everyone Residing in the Household

Child Care New Income Application • Changes to the Income Application-Check Boxes • Area for Kinship or Foster Care • Area for Determining Official

Adult Income Applications Please Check Your Adult Training Packet & Handbook Please Get Your Copy of the Income Application From the Website Under Adult Care Forms

Needed Documents for Gearing Up Your CACFP Enrollment • When Putting Your Enrollment Packet Together For Your Parents You will Need: • Your Dear Parent Letter • A) Let’s the Parent/Guardian know you are complying with USDA • B) Tells about the Food Program • C) Tells how to fill out the Income Application • D) That Disclosed Information will be held in Confidence • Regular Enrollment Form (One Per Child) • Infant Addendum to Enrollment (If Needed) • Income Application

Master Roster The Master Roster is Going to Prompt You to Record Information Gathered From Your Enrollment Forms & Income Applications It Continues to Report Your Free, Reduced and Paid Children If a Child Withdraws You Will Input the Withdrawn Date It Will Help You Total Membership for Each Page, Matching Your Free, Reduced and Paid for that Page Check Marks and Xs Will No Longer Be Used

Master Roster 10/5/13 10/5/13 R Scott, Samuel R 10/5/13 P 10/5/13 P Adams, Amanda 2 1 1

CACFP Shifting Gears & Moving Towards the New Electronic Forms Version CACFP

Which Forms Can Be Used Electronically Daily Attendance Master Roster Record of Meals Served (Form 17-9) Milk Reconciliation Record of Expenditures (Form 17-8)

Location of the Electronic Versions Found on the CACFP Website Under “Electronic Forms” Forms Will Be Available to Start the New Fiscal Year (October)

How Will the Electronic Forms Benefit Your Food Program The Electronic Forms Will Do the Sums for You However……… Information Will Need to be Key Punched Daily into the Electronic Form Institution Will be Responsible for Forms and Correct Inputted Figures Institution Will be Responsible for Cross Referencing Computer Generated Numbers Institutions Will Need to Check for Accuracy Institution Will be Responsible for Making Sure the Paper Copy is in the Monthly Folder

Electronic Daily Attendance Daily Totals Will Be Added

Electronic Master Roster Page Totals Will Be Calculated Free, Reduced And Paid Totals for the Page Will Be Calculated

Electronic Record of Meals Served 17-9 Will Total Age Groups Down Will Total Age Groups Across Will Total Your TDA Will Total Grand Totals Across & Down

Electronic Milk Reconciliation Will Total Your Columns Down & Times By the Ounces Needed Will Total Gallons or ½ Pints Purchased Will Give Grand Total of Ounces Needed For Number of Children Claimed Will Calculate Overage or Shortage

Electronic Expenditure Form 17-8 Will Total Your Costs

In Closing …… • You Know the Changes that Have Been Made to the Enrollment Form Income Application Master Roster • You Know What Electronic Documents Will Do Totals and Sums Daily Attendance Master Roster Record of Meals Served Form 17-9 Milk Reconciliation Expenditure Form 17-8

I Would Like to Wish You Continued Success with Your CACFP Program

THANK YOU

GEARING UP FOR THE NEW FISCAL YEAR……TIPS & TOOLS FOR YOUR SUCCESS