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Documentation Management 101. 2005 Summer Food Service Program New Sponsors February 24, 2005. Documentation Management 101. Financial Management Record Keeping Audit Documentation State Agency/Federal Reviews Appeal Procedures Review Findings. Financial Management. Audit Requirements
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Documentation Management 101 2005 Summer Food Service Program New Sponsors February 24, 2005
Documentation Management 101 • Financial Management • Record Keeping • Audit Documentation • State Agency/Federal Reviews • Appeal Procedures • Review Findings
Financial Management • Audit Requirements • Record Keeping • State Agency Administrative Reviews • Disallowance Policy • Resolution of Reviews • Appeal Procedures
Audit Requirements • Must complete Audit Certification with application. • If required, A-133 audit must be submitted within 9 months after the end of fiscal year. • Cannot participate or receive final reimbursement without the audit.
Record Keeping • Training – Adequate documentation includes: • Topics • Dates • Names of Attendees • Were ALL site personnel trained before taking on responsibilities.
Record Keeping • Monitoring • Pre-Operational Visit • First Week Visit • Fourth Week Visit • Problems found during Visits
Record Keeping • Food Service • Meal Preparation and Ordering • Menus • Production Records • Delivery Receipts • Procedure for adjusting orders • Milk Invoices
Record Keeping • Meal Count Records • Consolidated daily, weekly, and monthly • Firsts meals, second meals, test meals, excess meals, & adult meals • Daily, Weekly, & Monthly Meal Count Records as applicable (M-5, M-6, M-7, M-7A, M-8, & M-8A)
Record Keeping • Operating & Administrative Costs • Allowable Costs • Documentation of Program costs • Food • Labor • Non-food • Other administrative • Utility
Record Keeping • Program Income • Source of Income • Charge of meals to program or non-program adults • Contributions
Record Keeping • Claim Validation • All meal counts • All expenditures reported
Record Keeping • Food Service Management Company • Type of FSMC • Commercial • School Food Authority • Commercial FSMC with exclusive contract with SFA • Contract • Unitized meals • Price include delivery?
Record Keeping • Self-Prep Sites • Inventory Records • USDA Commodities • Production Records
Record Keeping • Site Eligibility • Health Inspections • Health Dept. notified of sites and dates of operations • Any violations reported • Corrective actions
Record Keeping • Civil Rights • Justice For All Poster • Non-Discrimination Statement • Procedure for filing complaints
Record Keeping • Site Records • # Meals delivered • Firsts meals • Test meal • Second meals • Meals to program/non-program adults • Excess meals • Other deficient meals
Administrative Reviews • Sponsor reviews • Claim Verification • Administrative Expenditures • Program Income • Meal Count Consolidation • Monitoring • Training • Eligibility • Civil Rights
Administrative Reviews • Site reviews • Meal Ordering • Delivery & Meal Service • Approved time of service • Unitized meals • Meal count history • Health & Sanitation • Civil Rights
Administrative Reviews • Site reviews (continued) • Site Documentation • Supervisor must receive, sign, date, & maintain a record of delivery receipts or invoices. • Supervisor must submit documentation at least weekly. • Site labor must be documented daily. • State reviewer will review all documentation and determine if a new level of service should be established.
Administrative Reviews • Food Service Management Company/School Food Authority Review • General Sanitation • Food Prep Facilities • Transportation • Meal Analysis • Milk Invoices
Administrative Reviews • State Agency Reviews • Majority of Sponsors • ALL New Sponsors • Sponsors with Significant Operational Problems • Once Every Three Years • Unannounced • Unusual Patterns, Low Meal Counts on Day of Review
Administrative Reviews • Disallowance Policy • 18 Program Violations that may result in disallowed meals and costs. • Lowered Approved Level of Service. • Possibility of Termination
Appeals Procedures • Appeal actions that deny, disallow, or terminate. • Written notice of action. • Contact procedures for filing a request for appeal • 15 days to request appeal • Mr. Dennis Heard, Hearing Official
Review Findings • 34 Sponsors Reviewed • 23 Had Findings • Meal Counting 12 • Meal Service 10 • Health/Civil Rights/Production Records/Milk each 2 • Other Findings 11 (Temperature, Site Records, etc.)
Questions? Craig Hodge, Auditor (334)242-8225