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Documentation Management 101

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

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  1. Documentation Management 101 2005 Summer Food Service Program New Sponsors February 24, 2005

  2. Documentation Management 101 • Financial Management • Record Keeping • Audit Documentation • State Agency/Federal Reviews • Appeal Procedures • Review Findings

  3. Financial Management • Audit Requirements • Record Keeping • State Agency Administrative Reviews • Disallowance Policy • Resolution of Reviews • Appeal Procedures

  4. 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.

  5. Record Keeping • Training – Adequate documentation includes: • Topics • Dates • Names of Attendees • Were ALL site personnel trained before taking on responsibilities.

  6. Record Keeping • Monitoring • Pre-Operational Visit • First Week Visit • Fourth Week Visit • Problems found during Visits

  7. Record Keeping • Food Service • Meal Preparation and Ordering • Menus • Production Records • Delivery Receipts • Procedure for adjusting orders • Milk Invoices

  8. 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)

  9. Record Keeping • Operating & Administrative Costs • Allowable Costs • Documentation of Program costs • Food • Labor • Non-food • Other administrative • Utility

  10. Record Keeping • Program Income • Source of Income • Charge of meals to program or non-program adults • Contributions

  11. Record Keeping • Claim Validation • All meal counts • All expenditures reported

  12. 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?

  13. Record Keeping • Self-Prep Sites • Inventory Records • USDA Commodities • Production Records

  14. Record Keeping • Site Eligibility • Health Inspections • Health Dept. notified of sites and dates of operations • Any violations reported • Corrective actions

  15. Record Keeping • Civil Rights • Justice For All Poster • Non-Discrimination Statement • Procedure for filing complaints

  16. Record Keeping • Site Records • # Meals delivered • Firsts meals • Test meal • Second meals • Meals to program/non-program adults • Excess meals • Other deficient meals

  17. Administrative Reviews • Sponsor reviews • Claim Verification • Administrative Expenditures • Program Income • Meal Count Consolidation • Monitoring • Training • Eligibility • Civil Rights

  18. Administrative Reviews • Site reviews • Meal Ordering • Delivery & Meal Service • Approved time of service • Unitized meals • Meal count history • Health & Sanitation • Civil Rights

  19. 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.

  20. Administrative Reviews • Food Service Management Company/School Food Authority Review • General Sanitation • Food Prep Facilities • Transportation • Meal Analysis • Milk Invoices

  21. 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

  22. Administrative Reviews • Disallowance Policy • 18 Program Violations that may result in disallowed meals and costs. • Lowered Approved Level of Service. • Possibility of Termination

  23. 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

  24. 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.)

  25. Questions? Craig Hodge, Auditor (334)242-8225

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