CACFP Nuts & Bolts: A Comprehensive Review of the Tools in Your Toolbox

1. CACFP Nuts & Bolts:A Comprehensive Review of the Tools in Your Toolbox Carole Dennis Program Specialist II Cheri White, Administrator, Tami Drake, Accountant, NH Department of Education Bureau of Nutrition Programs & Services June 25, 2013

2. The Tools in Your Toolbox… • 2013 Nondiscrimination Statement • Enrollment forms • Income Eligibility Applications • Cycle menu, Point of Service (POS) meal counts • Claim Consolidation Administrative Costs • Non-profit food service • Training/Edits

3. 2013 USDA Nondiscrimination Statement • New Statement effective May 2013 • The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal and, where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or if all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department.

4. 2013 Nondiscrimination Statement cont. • (Not all prohibited bases will apply to all programs and/or employment activities.) • If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form.You may also write a letter containing all of the information requested in the form.

5. 2013 Nondiscrimination Statement cont. • Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov. • Individuals who are deaf, hard of hearing, or have speech disabilities and wish to file either an EEO or program complaint please contact USDA through the Federal Relay Service at (800) 877-8339 or (800) 845-6136 (in Spanish).

6. 2013 Nondiscrimination Statement cont. • Individuals who are deaf, hard of hearing, or have speech disabilities and wish to file either an EEO or program complaint please contact USDA through the Federal Relay Service at (800) 877-8339 or (800) 845-6136 (in Spanish). • Please find USDA CACFP memo’s @ • http://www.education.nh.gov/program/nutrition/cacfp_memos/index.htm

7. Viable, Capable and Accountable (VCA) • Financial viability means that the institution has adequate financial resources to maintain operations, even if there is a disruption in normal income or a delay in a CACFP reimbursements. You should be able to document your institution’s financial viability through audit reports or financial statements. • Administrative capability means that the institution has enough qualified staff members to meet all CACFP requirements. Also, the institution has management procedures in place to ensure that CACFP requirements are met. • Accountability means that the institution follows sound management and accounting practices. Systems must be in place to ensure fiscal integrity and prevent improper financial activities. In addition, non-profit organizations must have an independent board of directors that has the power to replace the executive director. Institutions already participating in the CACFP must continue to be viable, capable and accountable. The State Agency will monitor viability, capability and accountability by requesting updates on program operations and conducting administrative reviews. Institutions that do not demonstrate viability, capability and accountability may be subject to financial penalties or termination from the What does it mean to be VCA? The federal regulations require all participating institutions to be financially viable, administratively capable, and have controls for accountability. This is to make sure that tax payer’s money is being used effectively for the intended purpose.

8. CACFP ENROLLMENT QUICK FACTS

9. CACFP Child Enrollment Forms • Child Care Centers & Family Day Care Homes must have, a current and complete CACFP Child Enrollment Form on file for every child for whom a meal is claimed. • Child Enrollment Forms must be updated at least annually • Purpose • Substantiate paid enrollees with a parent/guardian signature • A tool for determining the validity of meal counts including 5 day reconciliations

10. All Areas of the Child Enrollment Form Must be Completed • Institution identification and “For CACFP representative” sections • Child’s first/last name, DOB, age • Days and hours the child is normally in care • Meals the child normally receives while in care • Parent/guardian information & signature

11. Most Common Errors • Missing enrollment forms for over-income children • Hours not specified correctly for school age children • CACFP representative effective date of form exceeds 7-10 days or is dated prior to the parent/guardian signature date • Missing institution information

12. Most Common Errors Continued • Missing information: • The name of each child in the family • DOB, age, times of arrival and departure • Days and hours in care • Meals the child normally receives while in care • Parent/Guardian telephone numbers

13. Enrollment Forms Should Be: • Stored with program records for three years plus the current year • Updated with changes in enrollment status that exceeds 30 days. Initial and date all updates. • Have 2nd edit performed on all forms with center official initials and date. Outdated & incomplete forms will result in an over claim. • Monitor use this form to perform 5 day reconciliation

14. CACFP INCOME ELIGIBILITY APPLICATION QUICK FACTS

15. Income Eligibility Applications (IEA’s) • Must have current and complete IEA on file for every child or adult for whom a free or reduced price meal is claimed. (Not At Risk Programs) • Must be updated at least annually. • Purpose: • To determine the free, reduced, or paid status of enrolled participants and the institution's reimbursement • IEA is valid one year from the date the sponsor signs- through the end of month

16. Income Eligibility Confidentiality • All information on the application will be confidential and used only for the purpose of determining CACFP reimbursement for meals and snacks served at the program. • Keep staff access to IEAs to a MINIMUM.

17. Confidentiality Continued • Income Eligibility Applications should not be kept in a participants general folder. • Determination status of free, reduced price or paid should never be included on POS meal count sheets.

18. IEA’- Part 1 • List the first/last name and DOB of each child or adult in the household enrolled in facility • CCC- If the household receives Food Stamps, FANF, In ADC- SSI, or Medicaid benefits, the type of benefit must be checked and the case number listed • IEA’ CANNOT BE APPROVED IN THE FREE CATEGORY UNLESS THE CASE NUMBER IS INDICATED.

19. IEA’s – Part 1 • The Healthy, Hunger-free Kids Act of 2010, (the Act) Public Law 111-296, provides categorical eligibility for free meals to foster children. Any foster child whose care and placement is the responsibility of the State or who is placed by a court with a caretaker household is categorically eligible.

20. Categorical Eligibility- Foster Children continued • The Act allows certification of a foster child for free meals, without application , if the local educational agency or other child nutrition program institution obtains documentation from an appropriate State or local agency indicating the status of the child as a foster child whose care and placement if the responsibility of the State or that the foster child has been placed with a caretaker household by a court

21. Foster Children • Households with foster and non-foster children may choose to include the foster child as a household member, as well as any personal income earned by the foster child, on the same household application that includes their non-foster children. This will streamline the application process and may help foster family’s non-foster children qualify for free or reduced price meals based on household size and income

22. IEA’s – Part 3 • Must be completed by all households which do not qualify for categorical eligibility, but whose income is below the income guidelines shown in the cover letter • List all members of household including all children listed in Part 1. • List income from most recent month.

23. IEA’s • If a case number is listed in part 1, the application must be signed and dated by an adult member of the household • If no case number is listed in Part 1, the application must be signed by adult member of household, and include the last four digits of SS number, address and telephone number.

24. IEA’s – For Center Use Only • Check all appropriate boxes, sign, and date • Determination will be based either on household size and income reported in Part 3 or categorical eligibility reported in Part 1 • When determining eligibility based on income, indicate total number of household members listed on the application and the total monthly household income. The total number of persons in the household should equal the number of names listed on IEA.

25. IEA’s – For Center Use Only • Annual Income Conversion: • Weekly x 52, Every 2 weeks X 26, Twice A Month X 24, Monthly X 12 • Multiple income sources with different frequency use conversion above to annual income • Hourly wages are not acceptable. • “Show all math” • Use most current income guidelines • Indicate reasons for denials • Over-income participants are put in the paid category. Do not need IEA • Determination made within 10 days of receiving the application.

26. IEA’s-For Center Use Only • Temporary approval of an application is no longer permitted because of the year long duration of eligibility provision • If concerned with the authenticity of the information provided on an application, verify on a case by case basis, verify the application for cause.

27. Most Common Review Errors • Incomplete For Center Use Only section. • Categorical eligibility approval as free without case number • Missing Information (last names, SSI number) * Last 4 digits only • Incorrect household size • Using old Income Guidelines • No second edit

28. Wrapping up IEA’s • If you are doubtful about the information provided contact household. • Determination status of IEA’s are valid for one year regardless of changes in household income. • As a “rule” re-determine only if change in status will benefit family/institution. Initial and date all updates. • Parent Applications become valid the date the institution verifies it is correctly completed.

29. Finish IEA’s • Have second edit performed on all forms with center official initials & date to avoid Over-Claims & Under-Claims • Have a written policy for IEA determination. Store with program records for 3 years plus the current year

30. Cycle Menu • A cycle menu is a series of menus that are repeated over a specific period of time, such as 4 weeks. The menu is different each day during the cycle. At the end of the cycle, the menu is repeated. • Cycle menus save time and labor costs: • Save time in gathering information, planning menus, developing specifications, and costing • Purchasing procedures are standardized and take less time • Standard grocery list helps prevent extra trips to store- saving gas and time • The time you save by using a cycle menu can be used for nutrition education and training

31. Cycle Menu continued • Cycle menus can help control food costs • It is easier to project the right amount of product to purchase when familiar with the quantities used previously • Easier to buy regularly used items in bulk • Take advantage of seasonal foods • Cycle menus reduce storage costs/food waste • Since cycle menus help project the right amount of product to purchase, they help keep stock at appropriate levels • Cycle menus reduce food waste • As menus are prepared repeatedly, it is easier to project how much of each menu item you will need to make

32. Family Style Dining • Family style- food is set out on the table, we advocate this style because: • children and participants can serve themselves • promotes social interaction • staff role model gives children the opportunity to learn acceptable table manners

33. Portion sizes…. • Record the portion or serving size of each menu item served (e.g., ½ cup orange juice, 1 oz. cheese, 1 slice toast) • Serving sizes can be shown in measures (such as cup measures, scoop or ladle sizes), weight (grams), or number (such as a medium apple or 1 muffin)

34. Amount of food needed to meet the total required for each serving… • Example: • For 20, 2-5 year old children, 1 gallon of 1% or skim milk is needed • (20 x 6 oz. each = 120 oz., 1 gallon = 128 oz.) • Whole milk for children under 2 years, skim or low fat for children 2 years and older • Example: • For 25, 6 year old children, 19 cups canned pears • (25x .75 cup each = 18.75 cups)

35. Beef Stew example… Requirements: ¾ cup Beef Stew (meal component and portion size) Amounts: Bread- 25 biscuits Frt/Veg- 6.5 cup mixed vegetables Meat or Alt.- 3.5 lb. stew beef Mixed Dishes creditable for 2 meal components only

36. Pizza example…. • Requirements: • 1 pizza square • Amounts: • Bread- 25 (25 gram crust) servings • Meat or Alt.- 25 (2 oz. cheese) servings

37. Pre-portioned foods… • Document individual weights of pre-portioned foods and the numbers needed (e.g., 20 (2oz) hamburger or chicken patties • Be sure that the individual weight of one serving is enough to meet the required serving size. If the product is a “nugget” size, indicate the number of pieces that meet the required portion

38. Avoid!! • General descriptions of food items • “boxes” of cereal • “cans” of juice • Specify the weight of number of ounces per can, size of can, or box • Refer to the food label for the number of servings, and servings size the container holds. • Check serving size against the requirements for the age group served

39. Choking Prevention • Always watch or sit with children during meals and snacks • Children ages 2 to 3 especially are at risk of choking on food and remain at risk until about the age of 4 • Use Food Guide Pyramid for young Children (see pg. 19) as a guide • Offer 2- to 3- year-olds the same variety of foods as the rest of the children but prepare in forms that are easy for them to chew and swallow • Watch children during meals and snacks to make sure they: • Sit quietly • Eat Slowly • Chew food well before swallowing • Eat small portions and take only one bite at a time

40. Choking continued • Prepare foods so that they are easy to chew: • Cut foods into small pieces or thin slices • Cut round foods lengthwise into thin strips • Remove all bones from fish, chicken, and meat • Cook food such as carrots or celery until slightly soft- cut into sticks • Remove seeds and pits from fruit • Spread peanut butter thinly

41. Choking continued • The foods which are popular with children often cause choking: This list is not all inclusive. • Firm, smooth, or slippery foods that slide down the throat before chewing like: • Hot dog rounds • Hard candy • Large pieces of fruit • Granola • Peanuts • Whole grapes • Cherries with pits

42. Choking continued • Sticky or tough foods that do not break apart easily and are hard to remove from the airway like: • Spoonful or chunks of peanut butter or other nut/seed butters • Chunks of meat • Chewing gum • Marshmallows • Raisins and other dried fruit

43. Tally meal counts weekly, less margin for error Consolidate claims monthly submit by 10th of each month Cross reference IEAs, Enrollment Forms, POS meal counts, and Attendance sheets with Master Roster before beginning the claim consolidation Purpose: To determine monthly claim for reimbursement To produce a verifiable record of what the institution claimed Claim Consolidation

44. Designate F/R/Paid status for each participant Record totals by meal type and reimbursement status for daily, weekly, and monthly totals Include a comprehensive monthly tally sheet that includes all facilities/classrooms Sponsors notify facilities in writing of all meals denied or disallowed Tip: Use different color highlighters to designate free, reduced, & paid status Tip: Compare meal count sheets to attendance records as a double check for accuracy Tip: When an error is made correct it, circle in red, initial and date To Consolidate a Claim

45. POS Meal Counts Must Include: • First & Last names of participants • Check marks for meal type completed within 15 minutes of the actual serving of food (children are seated) • Track staff eating meals - cost • List site location and date of meal service

46. All Institutions: Conduct edit checks to ensure no more than three meals per day per child are claimed (2 meals ,1 snack or 2 snack s , 1 meal) Sponsors: Do edit check to ensure facilities are only claiming for approved meal types, total meal counts do not exceed total enrollment. Block Claims no longer required of Sponsoring Organizations Household Guidance Contact is still required for Sponsoring Organizations Written Policy for Claim Consolidation Should Include:

47. Most Common Review Errors • System is not verifiable, totals cannot be replicated • Out of date Master Roster so meals tallied have wrong determination status • Error keying in totals to spreadsheet • Meal count recorded prior to the children being seated for the meal

48. Include a second edit of process with initials & date Have written procedure for consolidating the claim so totals claimed can be consistently replicated Store records for 3 years plus the current year State Agency conducts additional edit checks FOR PROFIT CENTERS Must keep 25% f/r documentation of file of categorical or income based eligibility for each month claimed May not claim for months that 25% threshold is not met Wrapping Up Claim Consolidation

49. Sponsoring Organization’s monthly edit checks • The facility has been approved to serve the meal types being claimed • The number of meals claimed do not exceed the number derived by multiplying approved meal types times days of operation times enrollment • Sponsors ensure that sites are not over capacity

50. Sponsor’s Monitoring Reviews: Minimum Content • The Program meal pattern • Licensing or Alternate approval • Participation in, or attendance at, sponsor training • Meal counts • Menu and meal records • Annually updated enrollment forms • Identify and document all findings