Administrative Update for Emergency Shelters FY14

1. Administrative Update for Emergency Shelters FY14 Alaska Child and Adult Care Food Program September 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 • http://www.fns.usda.gov/cnd/care/regs-policy/regulations.htm

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

7. From Regulations:Basic Requirements • Tax exempt • 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 • 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 • 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 796-2 – Financial Management in CACFP 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 15-2013 Existing Flexibilities in the CACFP Policy Memos can be found on USDA website: http://www.fns.usda.gov/cnd/care/Regs-Policy/PolicyMemoranda.htm

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

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 (training plan) • Attachment D (monitoring schedule) • Cycle Menus • Vended Meal Agreement (prior to start date)

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 • Noted on the CNP database

20. All Programs Update Yearly Submit to the state agency by November 10th • Non-Profit Food Service (NPFS) Financial Report

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) (may be automated this year)

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 PowerPoint on the CNP website: http://education.alaska.gov/tls/cnp/CRR.html Or distance training through eLearning site: http://education.alaska.gov/ELearning/ (conference call attendees required to do eLearning)

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 (POS) 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 ElementsMenu • Meal Pattern for Cycle Menus • Procedure for creating & double checking • Best Practices (whole grains, dark green/bright orange & red, variety) • HM & CN listed & actual doc on file • Working Menus • Documentation (keep in office with meal counts each month) • Recipes & Analysis • Documentation (keep in binder in kitchen)

36. Core Review ElementsSpecial Meals • Procedures in the Kitchen • Medical Statements • Disability • Allergy • Religious Statement • Parent Preference • Milk

37. Milk Substitutions • Medical Statement or Statement from Religious Authority or Statement from parent with reason • Substitution must meet nutritional requirements of milk (next slide) • Only five options are creditable • Pacific Ultra Soy Milk, • 8th Continent Soy Milk, or • Pearl Smart Soy Milk • Kirkland Signature Organic Soymilk Plain • Great Value Original Soymilk

38. Requirements for Milk Substitutions Pacific Ultra Soy Milk, 8th Continent Soy Milk, or Pearl Smart Soy Milk, Kirkland signature Organic Soymilk Plain, and Great Value Original Soymilk (updated 6/13)

39. Core Review ElementsMeal Observation • Meal Service • Portion sizes (obesity prevention) • Creditable components • Type of meal service implemented correctly • Family Style • Pre-plating • Eating environment • Health & Safety

40. Family Style Dining Adults model for children Children must be sitting at the table to be counted as having been offered the meal All foods are offered to the children All components served at the same time Encourage children to try all foods Encourage children to serve themselves Children allowed to have second helpings Enough food needs to be placed on the table for minimum portions for whole group

41. Health & Safety – Issues found • Ready to eat foods • Temping food & calibrating thermometers • Sanitizing solutions • Refrigerator storage • FIFO

42. 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

43. 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 • Infant training found on website: http://education.alaska.gov/tls/cnp/CACFP3.html

44. 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

45. 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

46. Non-profit food service expenses • How do you document your expenses? • We verify your system – you must have a good system • Quickbooks • Excel workbook/spreadsheets • Receipt date/number & put into categories • Monthly totals for categories (CACFP food, CACFP non-food, CACFP Operating Labor, CACFP Admin Labor are most common)

47. Core Review Elements CACFP Staff Training • Annual CACFP training must be conducted • Use sample training agenda • 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)

48. 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)

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

50. 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