2012 CACFP Summer Training Recordkeeping Updates Webcast

1. 2012 CACFP Summer TrainingRecordkeeping Updates Webcast

2. Overview • FY 2013 CACFP Consultant Regions • Guidance Memorandum Updates • FFY 2012 review • FFY 2013 updates and requirements • Other Important Updates and Reminders • Civil Rights Training

3. FY 2013 CACFP Regions Online Map: http://www.dpi.wi.gov/fns/cacfpmap.html Online Directory: http://www.dpi.wi.gov/fns/directory.html

4. New CNT Office Staff • Office Program Associate • Shiela Coulton • 608-267-9129 • shiela.coulton@dpi.wi.gov • Office Program Associate – LTE • Kathy Culbertson • 608-261-6328 • kathleen.culbertson@dpi.wi.gov

5. Guidance Memorandum Updates FFY 2012 Review FFY 2013 Updates and Requirements

6. Guidance Memorandums (GM) • FY 2012 • December 2011 • GM9 – Recordkeeping Requirements • GM12 – Meal Requirements • April 2012 • GM1 – Instructions for Completing the Household Size-Income Statement • GM12 – Meal Requirements • FY 2013 • July 2012 • GM1 - Instructions for Completing the Household Size-Income Statement • GM3 – Claim Submission • GM8 – Civil Rights Compliance and Enforcement • DPI GM web page: http://www.dpi.wi.gov/fns/centermemos.html

7. December 2011 Changes • GM 9C – Recordkeeping Requirements • Production Record Document how much is needed in order to determine how much to prepare Record different milk served as separate quantities Whole 1% Whole Milk 8 cups 1 gallon 36 cups 3 gallons 8 cups 1 gallon 1% 36 cups 3 gallons

8. December 2011 Changes • GM 9C – Recordkeeping Requirements • Recordkeeping requirement when serving staff meals • When serving adults meals you must record total number of adults eating on production record Calculate using the same serving size as oldest age group served

9. December 2011 Changes • GM 9C – Recordkeeping Requirements • Food Buying Guide Calculator for Child Nutrition Programs (http://fbg.nfsmi.org/) • Electronic version of the FBG • You still need to calculate how • much you need, i.e. total • ounces of meat • FBG calculator helps • determine total amounts of • food to purchase • Create a shopping list • Self tutorial on website

10. December 2011 Changes • GM 12 – Meal Requirements • Whole milk recommendation for children age 1

11. December 2011 Changes • GM 12 – Meal Requirements • “Family-style dining” definition clarified A sufficient amount of prepared food must be provided in age-appropriate common serving dishes and placed on each table. The amount prepared must provide at least the minimum required serving sizes of each of the meal components for all children at the table in order for the meal to be eligible for reimbursement. Each child should be encouraged to take all food items in their required minimum serving size as they serve themselves. If a child does not take a required meal component, or takes less than the full required serving size of each meal component, the child should be encouraged to take some of the item(s) again. At no time will a child be forced to eat nor will any components be withheld.

12. December 2011 Changes • GM 12 – Meal Requirements • Identifies medical authority positions in WI (when a child has a non-life threatening restrictive diet that excludes a required meal pattern component) • Physician • Physical Therapist • Licensed Nurse • Registered Dietician • Respiratory Care Practitioner • Speech and Language Pathologist • Chiropractor

13. Medical Statement Flow Chart • Disability • Defines disability versus food allergy/intolerance • Provides examples of disabilities • Provides description of required • documentation by licensed physician • States that center must provide the food • substitution or eating modification • Food Allergy / Intolerance • Provides examples of food allergies/intolerances • Discusses when foods can be substituted within • the meal pattern versus when they cannot • Provides description of required • documentation by medical authority • States that when parent provides a substitution • the center must supply all other meal pattern • components http://www.dpi.wi.gov/fns/training.html

14. Case:Ben has an allergy to eggs and peanuts. He can eat products with eggs cooked into them, but he can’t eat whole eggs. His allergic reaction is not life-threatening so it is considered an allergy, not a disability. Q: Is the child still able to consume the full CACFP meal pattern component? A: Yes, the child is still able to consume the meal pattern because he can consume other items in the meat/meat alternate component Therefore, the center can substitute another food within the meat/meat alternate component so the child receives a full reimbursable meal

16. Other Milk Types • Organic milk does not qualify as a non-dairy substitute. If parent/guardian provides organic milk the center cannot claim that child’s meals for reimbursement unless there is a medical statement on file

17. December 2011 Changes • Translated documents available in Spanish and Hmong at http://dpi.wi.gov/fns/cacfptranslations.html • Parent Letter • HSIS • CACFP Meal Pattern for 1-12 year olds • CACFP Infant Meal Pattern • Infant Meal Notification Letter • Eating and Feeding Evaluation: Children with Special Needs form • CACFP Enrollment Form • WIC Fact Sheet • Building for the Future Flier • Household Contact Letter

18. April 2012: GM 1C – Instructions for Completing the Household Size-Income Statement

19. No Conversion

20. April 2012: GM 1C – Instructions for Completing the Household Size-Income Statement

21. Conversion to annual

22. April 2012 • GM 1C – Instructions for Completing the Household Size-Income Statement

23. April 2012 • GM 1C – Instructions for Completing the Household Size-Income Statement • FoodShare Program • Quest Card numbers are now accepted (16 digits) • Case number still accepted (10 digits)

24. April 2012 • GM 1C – Instructions for Completing the Household Size-Income Statement

25. April 2012 • GM 1C – Instructions for Completing the Household Size-Income Statement • Clarifies how a D.O. must determine and approve each HSIS • Fully complete all three sections of the bottom portion of the Household Size-Income Statement (For Center Use Only) • Basis for Determining Eligibility • Eligibility Determination • Determining Official’s Initials and Date.

26. April 2012 • GM 1C – Instructions for Completing the Household Size-Income Statement Expires: 9/30/2013 Expires: 8/31/2013

27. April 2012 • GM 12C – Meal Requirements • 4-7 month old lunch/supper meal pattern • Clarifies that iron-fortified infant cereal and the fruit/vegetable component are not required to be introduced or served at the same time • One, the other, or both can be introduced depending on the infant’s developmental readiness and working with parent/guardian • Infant Meal Notification Letter and Eating and Feeding Evaluation forms are now listed under GM12C on website, not in the memo

28. July 2012 • GM 1C – Instructions for Completing the Household Size-Income Statement • July 1, 2012 – June 30, 2013, Household Size-Income Scale for determining Household Size-Income Statements • Updates parent letter with current income scale • GM 3 – Claim Submission • Clarifies only one special exemption is allowed every 36 months per program for submitting a claim past 60 days • GM 8C – Civil Rights Compliance and Enforcement • Children many not be separated by gender in the service of program meals or children who do not consume program meals but are in a facility that receives federal funds from USDA

29. Other Important Updates and Reminders

30. WI DPI Community Nutrition Team is now on Facebook and Twitter! http://www.facebook.com/WisDPICommunityNutrition https://twitter.com/#!/WisDPI_CNT What you will find: • CACFP updates • Upcoming deadlines (contract, NPFS, etc.) • Nutrition tips • Recipe ideas • Pictures

31. Electronic Reimbursement via Automated Clearing House (ACH) • No more paper checks! • Timing of payments will be the same • Tuesday morning processing • Payments made second Monday after • Get information on Aids Register • See program vouchers, payment dates, etc. • Use info to complete NPFS Report and single audits • Will be listed by state fiscal year (July 1 – June 30)

32. Water Availability • Drinking water must be available to children upon their request, including at meal times, but is not part of a reimbursable meal and may not be served in place of fluid milk • Does not have to be available for children to self serve • Does not apply to infants • Options: • Have cups available next to the kitchen sink faucet • Have water pitchers and cups set out • Provide water to a child when it is requested

33. Donating Leftover Food • USDA/FNS is committed to preventing hunger and responsible stewardship of federal dollars • Food paid for with CACFP funds and not consumed may be donated to eligible local food banks, homeless shelters or charitable organizations • Must be exempt from tax under section 501(c)(3) of IRS Code of 1986 • Sending leftover food home with staff or daycare families does not qualify • If leftover food is a frequent occurrence, review menu planning and production to reduce leftovers • Use leftovers in subsequent meals

34. At-Risk Afterschool Meals Handbook (USDA) http://www.dpi.wi.gov/fns/atriskemergency.html

35. Future USDA Initiatives • Summer 2012 • Proposed Rule on CACFP meal pattern changes • Meal pattern changes tentative effective date Fiscal Year 2014 (October 2013)

36. Civil Rights

37. Civil Rights Training • All agencies are required to train staff members who interact with program participants on civil rights requirements • Training must be conducted annually • Documentation must be on file stating: • Staff who received training • Topics covered • Date training was completed • Refer to website http://dpi.wi.gov/fns/training.htmlto access the Civil Rights Requirements Power Point presentation

38. Questions? • Contact DPI at 608-267-9129 OR • Contact your assigned Consultant • Region map: http://dpi.wi.gov/fns/cacfpmap.html • Directory : http://dpi.wi.gov/fns/directory.html