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Monitoring

Monitoring. Requirements for Sponsors of Multiple Site s. Pages 82-84. Sponsors With Multiple Sites Overview. Additional requirements in application Procedure for adding new sites Administrative Staffing-online Pattern Schedule of reviews. Preapproval Visits.

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Monitoring

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  1. Monitoring Requirements for Sponsors of Multiple Sites Pages 82-84

  2. Sponsors WithMultiple Sites Overview Additional requirements in application • Procedure for adding new sites • Administrative Staffing-online • Pattern Schedule of reviews

  3. Preapproval Visits • Prior to adding new site(s), sponsor must conduct and document preapproval visits to each facility. • Must discuss CACFP requirements and training with center staff. • Verify that the proposed food service does not exceed the capability of the facility.

  4. Prior to Claiming Requirements Before meals are claimed- documents required On-line facility application revision Add the center under “sites”. Revise Sponsor Application, page 6. Revise Facility Application Revise Budget Application, page 1. Submit all parts of the online application revisions. • Pre-application Visit Form • License or certification • Memo indicating on what days the sponsor wish to start serving meals • If contracting meals, the appropriate food service contract or amendment to current contract

  5. Monitoring VisitsReview Schedule • Three times annually – including main site • Two of the three unannounced • New sites within first 4-weeks of CACFP operation • Visits cannot be more than 6-months apart p. 82

  6. Monitoring CACFP Sponsor’s Monitoring Form : • A meal observation • Checking REQUIRED FORMS for accuracy • Safety and sanitation • Display of the “…And Justice for All” poster • Civil Rights Compliance • Training sessions for staff • Complete 5-day Reconciliation

  7. Appendix A

  8. Monitoring Responsibilities ARE ARE NOT Required annual training Non-CACFP training • Planning and scheduling monitoring visits • Traveling to site • Conduction Review • Technical assistance related to review • Follow-up review • Training monitors • Submitting appeals based on Audit reviews

  9. Meal Claim Edit Checks Sponsors of multi sites must review each site’s monthly claim for the following: • Approval of meals being claimed. • Total meal count for any meal not exceeding the total enrollment for the month. • Total meal count for any meal not exceeding license capacity. • Total meal count for any meal may not exceed the number in attendance. • The Required Daily Record and sign-in and out sheets are complete and accurate.

  10. Monthly Edit Checks Are only approved meals claimed? Maximum Number of Meals _____X______X_____=________ Total enrollment days served # meal types max. number of meals (check formula against total meals claimed) 20 3720 62 3

  11. Five Day ReconciliationA Must ! To Conduct the 5- day Reconciliation: • Gather all Sign-in Sheets, Required Daily Records, or Daily Attendance Sheet and Monthly Meal Count Record for the month. • In the first column, list dates to be reviewed (five consecutive days). • For each day, enter the enrollment (number of children that were provided a meal by the center) from the Daily Attendance Record or Required Daily Record. • For each day, count the numbers of children signed in from the Sign-In Sheets. Page 84

  12. Multi-site sponsors • Keep records separate for each center, except expenses • File one claim, but report meals separately • Can store records at a central location • Other records will be reviewed at on-site visit

  13. Mini Review- Sponsor of Multiple Centers • The sponsoring organization must document reviews for every site under its administration that participates in the CACFP. This includes the “main” site where the administrative staff regularly works. • The sponsor must submit and receive approval for any new sites before meals may be claimed at those sites. • New sites must be reviewed within the first four weeks of CACFP participation. • Two of the three required site reviews must be unannounced. • Sponsors must do the “Monthly Edit Check” each month on each center. • Facility Reviews must include a “5-Day Reconciliation”.

  14. Take This Seriously!

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