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CACFP Recordkeeping Essentials

CACFP Recordkeeping Essentials. HOW READY ARE YOU FOR A CACFP REVIEW?. Things to consider:. Before the review Staffing Responsibilities Suggested Training Plan Organizing your CACFP Paperwork During the review Is someone available for the duration of the review?

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CACFP Recordkeeping Essentials

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  1. CACFP Recordkeeping Essentials HOW READY ARE YOU FOR A CACFP REVIEW?

  2. Things to consider: • Before the review • Staffing Responsibilities • Suggested TrainingPlan • Organizing your CACFP Paperwork • During the review • Is someone available for the duration of the review? • Areas of CACFP operation that will be evaluated • Will typically take 1 day • After the review • Exit Conference • Corrective Action Plan

  3. Before the Review: Staffing Responsibilities

  4. Before the Review:Suggested Training Plan • Webcasts http://dpi.wi.gov/fns/cntwebcasts.html • Guidance Memorandums http://dpi.wi.gov/fns/centermemos.html • Internal Agency Procedures

  5. Before the Review:Organizing your CACFP Paperwork

  6. Before the Review:Organizing your CACFP Paperwork • Organize CACFP paperwork by Federal fiscal year (Oct. 1 – Sept. 30) • Keep all CACFP records for 3 years plus the current fiscal year • Reviews may be unannounced • Announced reviews will receive an announcement letter

  7. Review Announcement Enclosure

  8. Review Announcement Enclosure

  9. Items you will need: CACFP Binder

  10. Household Size-Income Record (HSIR) • Keep copy of monthly HSIR • Recommend using the Excel version - http://dpi.wi.gov/fns/centermemos.html • Sponsoring Organizations – keep copies of HSIR for each site on the CACFP Household Size-Income Record or HSIR

  11. Household Size- Income Record

  12. HSIR Reminders • Every enrolled child must be listed on the HSIR according to your center’s enrollment policy even if they do not eat a meal • This includes infants and school-age children attending before and after-school programs • It is recommended that children be listed in alphabetical order on the HSIR, last name first OR • File the income statements in the same order as they appear on the HSIR

  13. HSIR Reminders • Be sure to use the children’s FULL names, not initials or nicknames. • Names on the HSIR must match the names on the enrollment forms, income statement and attendance records. • The HSIR must be updated and kept current. • The HSIR lists eligibility categories of children; therefore, it must be kept confidential. • Never remove or discard an income statement if a child leaves your center.

  14. HSIR Reminders • Never erase a name from the HSIR. • When a child is no longer considered enrolled in the center, there should not be activity indicated for that child in the first month after the child has terminated from the center. • Drawing a line through the categories for the month(s) will indicate this.

  15. Household Size-Income Statements • Can use 3 separate tabs • Free Income Statements • Reduced Income Statements • Non-Needy Income Statements • Alphabetize HSIS’s within in each tab Free HSIS Reduced HSIS Non-Needy HSIS

  16. Household Size-Income Statements • Can use 1 tab for all HSIS’s • Alphabetize HSIS’s Household Size-Income Statements or HSIS

  17. HSIS Reminders • Every HSIS MUST be signed and dated by an adult household member if it is to be determined in the free or reduced category. • Income statements that are not signed or dated by an adult household member are INCOMPLETE applications and must be listed in the Non-needy category. • Until the HSIS is complete, the child must be considered Non-needy.

  18. HSIS Reminders • A child must be claimed as Non-needy if: • No Household Size-Income Statement (HSIS) is on file, • The HSIS is incomplete, • The HSIS has expired, or • The family is over-income.

  19. CACFP Application/Agreement • Permanent Agreement/Policy Statement (PI-1486-AP) • Copy of on-line contract • Copy of on-line Site Application(s) CACFP Application/Agreement

  20. CACFP Expenses & Receipts • Journal Ledger (monthly) http://dpi.wi.gov/fns/centermemos.html • Receipts/Invoices • Separate food, non-food/kitchen supplies and non-CACFP expenses on receipts/invoices • Highlight or mark on receipts • Write totals for each category on receipts/invoices CACFP Expenses & Receipts

  21. Non-Profit Food Service Financial (NPFS) Report • Copies of completed, submitted reports • One per year for Independent agencies- due November 1st • Four per year for Sponsoring agencies-due Dec 1, Mar 1, June 1, Sept 1 • Financial records and work papers that support reports NPFS Report

  22. Civil Rights Documentation • News Media Release • Distribute annually • Keep a copy that states where and when it was sent • Civil Rights Data Collection Form • Complete annually • SO will complete 1 for each site on the CACFP Civil Rights

  23. Infant Meal Notification Letters • Will have 1 for each infant you have enrolled • Informs parents that an IFIF and other foods for infants are provided by your center • File in alphabetical order Infant Meal Notification Letters

  24. CACFP Enrollment Forms • Remember to have parent/guardian update annually • Keep in alphabetical order CACFP Enrollment Forms

  25. Supporting Documentation for Monthly Reimbursement • Receipt of confirmation • Copy of claim • Meal count sheets • Sign in/out records (attendance) • Infant meal records (if applicable) • Menus (including substitutions) • 1-12 year old production records October November December

  26. Sponsoring Records(for sponsoring organizations only) • Site Monitoring documentation • Dated training agendas and sign-in sheets • Documentation of 3 required edit checks Sponsoring Records

  27. Tips for Larger Agencies • Instead of using a binder, use a portable file storage system • Create and label a file folder for each section

  28. Additional Items Needed for a CACFP Review • CACFP Guidance Memorandum Binder • Sample enrollment packet given to parent/guardian of newly enrolled child/infant • Parental Notification Flier (Building for the Future) • WIC Fact Sheet • Parent Handbook/Policy Book • “…And Justice for All” poster • Child Nutrition (CN) Labels (if applicable)

  29. Additional Items needed for a CACFP Review • Current Vendor Agreement and delivery/transportation records (if applicable) • Medical Statements (if applicable) • A work space for the consultant who will conduct the review • A list of questions/concerns you may have about the CACFP

  30. Medical Statements • A center is required to provide food substitutions or make modifications in meals for children whose disabilities restrict their diets. • A medical statement signed by a licensed physician must be on file.

  31. Medical Statements • The physician's statement must identify: • the child's disability; • an explanation of why the disability restricts the child's diet; • the major life activity affected by the disability; • the food or foods to be omitted from the child's diet, and the food or choice of foods that must be substituted.

  32. Medical Statements

  33. Medical Statements • A center may provide food substitutions, at their discretion, for individual children who do not have a disability, but who have a special medical or dietary need. • Food intolerances or allergies: • Lactose intolerance • Celiac Disease

  34. Medical Statements • Information from a physician or recognized medical authority must be on file for any child with a restrictive diet that excludes a required component. • This statement must indicate the food(s) to be omitted and foods that may be substituted in order to claim reimbursement for these meals.

  35. During the Review: • Is someone available for the duration of the review : • should be the authorizedrepresentative/director or main person in charge of the CACFP at your center • must be available for questions the day of the review

  36. During the Review: • Areas of CACFP operation that will be evaluated • Recordkeeping • Food storage • Food preparation • Sanitation procedures • Menu planning • Meal service

  37. After the Review: • Exit Conference • Recommendations • Findings/Corrective Action Plan • Fiscal Action

  38. After the Review: Finding/Corrective Action • A Finding is an issue of non-compliance identified during the CACFP review • A Corrective Action Plan is a written response stating how a finding will be corrected

  39. Corrective Action Summary Form

  40. Responding to Findings on Corrective Action Summary Form • Corrective action must permanently and completely correct the problem(s) • Responses should include a procedure that provides: • How to do something • Who will be doing the procedure • When the procedure will be done • Edit-checks

  41. Sample Corrective Action Responses Handout • Meal/Snack Count Records-Missing • HSIR – Not on file • HSIS – Incorrectly determined • Production Records - CN labeled products not purchased

  42. Are you ready for a review? • If the DPI arrives unannounced will staff be ready? • Is your staff trained? • Are your CACFP records organized? • If there are review findings, are you comfortable providing a corrective action plan?

  43. CACFP records do NOT go on field trips! Records must be available at your center during normal business hours.

  44. Any Questions?

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