Fresh Fruit and Vegetable Program

1. Fresh Fruit and Vegetable Program August 2013

2. What it FFVP ? • The Fresh Fruit and Vegetable Program (FFVP) is a federally assisted grant program providing free fresh fruits and vegetables to students in participating elementary schools during the school day. • The Goal: • Create healthier school environments by providing healthier food choices • Expand the variety of fruits & vegetables children experience • Increase children’s consumption of fruit & vegetables • Make a difference in children's diets to impact their present & future health

3. History Initiated as a pilot project in 2002 for 8 states, Alaska began participating in the FFVP during school year 2008-2009. Grown substantially each year For School Year 2014 , two new districts and 16 new schools for a total of 38 districts and 224 schools will participate this school year.

4. To Be Selected For Participation • Your school must: • Be an elementary school • Participate in the National School Lunch Program • Have a high percentage of low-income children • Serve free fresh fruit and vegetables outside of the NSLP & SBP meal periods • Serve fresh fruit and vegetables during the school day

5. Program Benefits No meal count No required portion size All children served Teachers participate as positive role models

6. How Funding Works • Elementary schools participating in the program receive between $50.00 ‐ $75.00 per student for the school year. • Example: • A school has an enrollment of 100 students. • They are funded at $50 per student • 100 x $50 = $5,000 for the year • Schools unable to fully spend grant will receive lower per-student funding in subsequent years

7. Grant Awards July – September • Approximately 15% in Grant Award #1 • Funds must be spent, encumbered, or obligated by September 30 • All documentation for funds expended after September 30 must be maintained to show proof of timely encumbrance • Revised September claim showing encumbered (obligated) amounts paid in Oct/Nov must be submitted by December 15 • Final claim must be closed out & received by CNP by December 15 October – June • Approximately 85% in Grant Award #2 • Final claim must be closed out & received by CNP by June 15

8. Carry Over (Obligated) Funds “Carry over” funds are the funds from the first grant that will be used (obligated) to purchase produce for delivery in October or November. The funds are not automatically rolled over and available to use after September 30th. You must obligate the funds before September 30th and send to our office the documentation to confirm that the order was obligated before the September 30 deadline for delivery in October or November. The September FFVP claim must be revised in CNPWeb to receive reimbursement once items are delivered and paid for.

9. What Can You Spend The Funds On? • Operating Costs: • Fresh fruits and vegetables, non-fat dip for vegetables only • Nonfood items like napkins, paper plates, serving bowls and trays, and trash bags • Pre-cut produce and ready-made produce trays • Labor cost for staff who prepare and serve the FFVP snacks • Shipping cost • Administrative costs • Purchasing or leasing equipment • Salaries of employees who compile claims, prepare menus, and order produce and supplies

10. Operating Costs • Fresh fruits or vegetables ; cannot be canned, frozen, dried, or dehydrated; vegetables may be served cooked once a week if • food is identifiable • is part of nutrition education • Shipping costs • Direct Labor - labor used in preparing and serving fresh fruits and vegetables • Small Supplies/Other: napkins, dips for vegetables, paper plates, utensils, bowls, pans, trays, baskets, trash bags

11. Administrative Costs Include equipment purchases over $300, all equipment purchases must be pre-approved. Labor costs that are not directly related to the preparing and serving of fresh fruits and vegetables but are necessary to administer the program. The 10% limit on administrative funds is based on the total funding available for the school district, and not on the funds actually spent during the month/year.

12. Student Eligibility • For the purpose of the Fresh Fruit and Vegetable Program we will follow the following guidelines for service: • Traditional elementary grades K-6, however if a school serves pre-kindergarten, those students will be allowed to participate.  • If a school serves K-8, all students will be eligible to participate.  • If a school serves K-12, only grades K-8 will be eligible to participate. • Co-located private preschools and/or Head Starts are not eligible for participation

13. Recordkeeping Requirements • Records to maintain are: • Copy of monthly claim • End of year reports • Contracts & addendums • Contact information • Invoices • Purchase Orders • As with all USDA programs, maintain records for the current year plus 3 years

14. Partnerships • USDA encourages partnerships in to support the FFVP • Examples of partnerships are: • local grocers, purchasing your produce from your local grocer is a great alternative to ordering from FSA or other produce vendors • local farms, purchase locally grown produce • public health, • tribal health, • Cooperative Extension

15. The Spending Plan Resource to ensure the program funding stretches the entire school year Helps to document and plan carry-over from the first grant into the second grant period Carry over funds from the first grant to the second grant must be shown on your Spending Plan Carry over funds from the first grant are not automatically rolled over to the second grant Due each year by August 30

16. Monthly Claim for Reimbursement • Claims should be submitted 10 days after the end of the month • Claims follow the USDA 60/90 days rules • After 60 days you must submit a one-time request for processing with corrective action to ensure you will not file late again • Once an exception has been granted, all other late claims will be denied • On line claims are divided into administrative cost and operating cost. • On line claims must be submitted with the NSLP claim in CNP Web

17. FFVP Application in CNP Web

18. FFVP Information on NSLP Application Select Months of FFVP Operation on NSLP Site Information Sheet for each FFVP school

19. FFVP Information on Application

20. The Claim Process in CNP Web

21. FFVP Monthly Claims on CNPWeb

22. . AdministrativeReviews

23. Off-Site Review Procedure • Off-site Review Procedures • The state must validate one Claim for Reimbursement for each FFVP school selected for review. • The state may select any month in which a school has submitted a claim in the current school year. • If a school has not submitted a claim for the current school year, the state must select a claim from the previous school year.

24. Validation • The state validates the school’s FFVP Claim for Reimbursement for the selected month by; • Comparing the total cost claimed for reimbursement against the total cost established by the supporting cost documentation. • If these two totals are the same and the reported cost are allowable, then the state validates the claim and the FFVP school is complaint. • If these two totals are not the same or contain unallowable cost, then the state does not validate the claim and the FFVP school is out of compliance.

25. Documentation • The supporting cost documentation must support that the FFVP school is; • Using the majority of funds to purchase fresh produce • Prorated equipment purchases • Keeps labor cost and all other non-food cost minimal • No more than 10% of the total grant is charged toward administrative costs.

26. On-Site Review Procedures • The state must observe the FFVP operation in each of the selected schools during the review in the following areas; • The FFVP is available to all enrolled eligible children • The FFVP is free of charge • The school offers FFVP within the school day, but outside the meal service times of the NSLP and SBP • The school widely publicizes the FFVP • The school does not allow frozen, canned, dried, and other types of processed fruits • The school does not allow the following products: fruit/vegetable juice, nuts, cottage cheese, trail mix, fruit or vegetable pizza, smoothies, fruit strips, fruit drops or fruit leather

27. Continue of On-Site Review Procedure • The school provides dip for vegetables only and is either low-fat or fat-free and servings are no larger than two tablespoons • The school does not provide fresh fruits and vegetables to adults except for teaches who are in the classroom with students during the FFVP food service • The school offers cooked vegetables no more than once per week and only when included as part of a nutrition education lesson • The FFVP food service follows HACCP principles and applicable sanitation and health standards. • If the state’s observation contradicts any of the above areas, the FFVP school will be noncompliant

28. Corrective Action The state will find the school district noncompliant if the district does not meet any of the requirements we have reviewed. The state must issue corrective action to bring the school district into compliance. The state may suspend or terminate the FFVP for repeated failure to meet program requirements.

29. Fiscal Action The state must disallow any portion of a claim for reimbursement and recover any payment made to the school district that was not properly payable according to the FFVP requirements

30. Q&A

31. If you have any questions or comments please contact: Sue Lampert FFVP Program Coordinator @ 907-465-8710 or susan.lampert@alaska.gov