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Presented by: Cari Ann Muggenburg, Community Nutrition Program Auditor

Instructions for Completing the Nonprofit Food Service Financial Report (PI-1463-A) for Sponsors of Centers. Presented by: Cari Ann Muggenburg, Community Nutrition Program Auditor. Quarterly Nonprofit Food Service Financial Report (NPFS).

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Presented by: Cari Ann Muggenburg, Community Nutrition Program Auditor

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  1. Instructions for Completing the Nonprofit Food Service Financial Report (PI-1463-A) for Sponsors of Centers Presented by: Cari Ann Muggenburg, Community Nutrition Program Auditor

  2. Quarterly Nonprofit Food Service Financial Report (NPFS) • Required for all For-profit, Non-profit, and Public sites operating two or more sites on the food program. • Reports how much it cost your agency to operate the Child and Adult Care Food Program over the past three months and how your agency funded the program. • Forms and Instructions can be found on DPI website • Guidance Memo #11 • Link found on this presentation • Completed forms can be sent via: • E-mail, fax or regular mail

  3. 1st Quarter Reporting period: October 1 – December 31 Due Date: March 1st 2nd Quarter Reporting period: January 1 – March 31 Due Date: June 1st 3rd Quarter Reporting period: April 1 – June 30 Due Date: September 1st 4th Quarter Reporting period: July 1 – September 30 Due Date: December 1st Nonprofit Food Service Financial Report (NPFS) Due Dates

  4. Completing the Nonprofit Food Service Financial Report (NPFS) • Tools you will need to complete the nonprofit food service financial report: • General ledger, check register, accounting records, receipts that outline the food program costs.

  5. Completing the Nonprofit Food Service Financial Report (NPFS) • Tools you will need to complete the nonprofit food service financial report: • General ledger, check register, accounting records, receipts that outline the food program costs. • Copies of the “Transmittal Notice” received with the monthly reimbursement check or the confirmation page for online claim submissions for each month of the corresponding reporting quarter. For example, 1st quarter report will need info for claims submitted from October 1 – December 31.

  6. Sample - DPI Transmittal Notice

  7. Completing the Nonprofit Food Service Financial Report (NPFS) • Tools you will need to complete the nonprofit food service financial report: • General ledger, check register, accounting records, receipts that outline the food program costs. • Copies of the “Transmittal Notice” received with the monthly reimbursement check or the confirmation page for online claim submissions for each month of the corresponding reporting quarter. For example, 1st quarter report will need info for claims submitted from October 1 – December 31. • Copy of approved CACFP budget (found in DPI approved contract).

  8. Sample - DPI Budget Forms Budget Form for New Sponsors Budget Form for Renewing Sponsors

  9. Completing the Nonprofit Food Service Financial Report (NPFS) • Tools you will need to complete the nonprofit food service financial report: • General ledger, check register, accounting records, receipts that outline the food program costs. • Copies of the “Transmittal Notice” received with the monthly reimbursement check or the confirmation page for online claim submissions for each month of the corresponding reporting quarter. For example, 1st quarter report will need info for claims submitted from October 1 – December 31. • Copy of approved CACFP budget (found in DPI approved contract). • NPFS reporting form (PI-1463-A).

  10. NPFS (PI-1463-A) Form Page 1 of PI-1463-A Page 2 of PI-1463-A

  11. Completing the Nonprofit Food Service Financial Report (NPFS) • Tools you will need to complete the nonprofit food service financial report: • General ledger, check register, accounting records, receipts that outline the food program costs. • Copies of the “Transmittal Notice” received with the monthly reimbursement check or the confirmation page for online claim submissions for each month of the corresponding reporting quarter. For example, 1st quarter report will need info for claims submitted from October 1 – December 31. • Copy of approved CACFP budget (found in DPI approved contract). • NPFS reporting form (PI-1463-A).

  12. NPFS (PI-1463-A) Form Page 1 of PI-1463-A Page 2 of PI-1463-A

  13. NPFS (PI-1463-A) Form Page 1 of PI-1463-A Page 2 of PI-1463-A

  14. NPFS (PI-1463-A) Form Page 1 of PI-1463-A Page 2 of PI-1463-A

  15. Completing the Nonprofit Food Service Financial Report (NPFS) • Report only actual food program costs. • Supported with documentation • Receipts, invoices, timesheets, payroll records, etc. • Only CACFP % (for shared costs) • Only report for time period of participation. For example, if started in June, only need to complete 3rd quarter (for June only) and 4th quarter reports. • Only cost line items approved by DPI on budget can be paid directly with CACFP funds.

  16. Completing the Nonprofit Food Service Financial Report (NPFS) • Separate costs between Administrative and Operational Expenses

  17. Completing the Nonprofit Food Service Financial Report (NPFS) • Separate costs between Administrative and Operational Expenses • Admin = All expenses relating to monitoring, recordkeeping, and compiling the claim.

  18. Completing the Nonprofit Food Service Financial Report (NPFS) • Separate costs between Administrative and Operational Expenses • Admin = All expenses relating to monitoring, recordkeeping, and compiling the claim. • Example: Salary, benefits and travel costs of the Center Director who completes the claim and conducts the monitoring visits of the sites. • Only Actual Costs (NO ESTIMATES) • Only CACFP % • Only line items approved on DPI Budget

  19. Completing the Nonprofit Food Service Financial Report (NPFS) • Separate costs between Administrative and Operational Expenses • Operational = All expenses relating to the kitchen and the meal service.

  20. Completing the Nonprofit Food Service Financial Report (NPFS) • Separate costs between Administrative and Operational Expenses • Operational = All expenses relating to the kitchen and the meal service. • Examples: Food and Kitchen Supplies, Purchasing of Vended Meals, Wages and Benefits for Cooks and/or Kitchen Staff. • Only Actual Costs (NO ESTIMATES) • Only CACFP % • Only line items approved on DPI Budget

  21. Completing the Nonprofit Food Service Financial Report (NPFS) • CACFP revenue should be reported using the accrual method (as earned, not received). • Additional program income must be reported (e.g. interest income, rebates, vended meal sales) • Additional non-program income must be reported • Total Costs less Program income = non-program income

  22. NPFS (PI-1463-A) Form Page 1 of PI-1463-A Page 2 of PI-1463-A

  23. Completing the Nonprofit Food Service Financial Report (NPFS) • CACFP revenue should be reported using the accrual method (as earned, not received). • Additional program income must be reported (e.g. interest income, rebates, vended meal sales) • Additional non-program income must be reported • Total Costs less Program income = non-program income • No more than 15% of the CACFP Meal Reimbursement can be spent on Admin. Costs

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