Instructions for Completing the Nonprofit Food Service Financial Report (PI-1463-A)
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Instructions for Completing the Nonprofit Food Service Financial Report (PI-1463-A) for Sponsors of Centers. Presented by: Cari Ann Muggenburg, Community Nutrition Program Auditor. Quarterly Nonprofit Food Service Financial Report (NPFS).

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Presented by: Cari Ann Muggenburg, Community Nutrition Program Auditor

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Instructions for Completing the Nonprofit Food Service Financial Report (PI-1463-A) for Sponsors of Centers

Presented by:

Cari Ann Muggenburg,

Community Nutrition Program Auditor


Quarterly Nonprofit Food Service Financial Report (NPFS)

  • Required for all For-profit, Non-profit, and Public sites operating two or more sites on the food program.

  • Reports how much it cost your agency to operate the Child and Adult Care Food Program over the past three months and how your agency funded the program.

  • Forms and Instructions can be found on DPI website

    • Guidance Memo #11

    • Link found on this presentation

  • Completed forms can be sent via:

    • E-mail, fax or regular mail


1st Quarter

Reporting period:

October 1 – December 31

Due Date: March 1st

2nd Quarter

Reporting period:

January 1 – March 31

Due Date: June 1st

3rd Quarter

Reporting period:

April 1 – June 30

Due Date: September 1st

4th Quarter

Reporting period:

July 1 – September 30

Due Date: December 1st

Nonprofit Food Service Financial Report (NPFS) Due Dates


Completing the Nonprofit Food Service Financial Report (NPFS)

  • Tools you will need to complete the nonprofit food service financial report:

    • General ledger, check register, accounting records, receipts that outline the food program costs.

    • Copies of the confirmation page for online claim submissions for each month of the corresponding reporting quarter. For example, 1st quarter report will need info for claims submitted from October 1 – December 31.

    • Copy of approved CACFP budget (found in DPI approved contract).

    • NPFS reporting form (PI-1463-A).


Sample - DPI Reimbursement Information


Sample - DPI Budget Forms

Budget Form for New Sponsors

Budget Form for Renewing Sponsors


NPFS (PI-1463-A) Form

Page 1 of PI-1463-A

Page 2 of PI-1463-A


NPFS (PI-1463-A) Form

Page 1 of PI-1463-A

Page 2 of PI-1463-A


NPFS (PI-1463-A) Form

Page 1 of PI-1463-A

Page 2 of PI-1463-A


Completing the Nonprofit Food Service Financial Report (NPFS)

  • Report only actual food program costs.

    • Supported with documentation

      • Receipts, invoices, timesheets, payroll records, etc.

  • Only CACFP % (for shared costs)

  • Only report for time period of participation. For example, if started in June, only need to complete 3rd quarter (for June only) and 4th quarter reports.

  • Only cost line items approved by DPI on budget can be paid directly with CACFP funds.


Completing the Nonprofit Food Service Financial Report (NPFS)

  • Separate costs between Administrative and Operational Expenses


Completing the Nonprofit Food Service Financial Report (NPFS)

  • Separate costs between Administrative and Operational Expenses

    • Admin = All expenses relating to monitoring, recordkeeping, and compiling the claim.


Completing the Nonprofit Food Service Financial Report (NPFS)

  • Separate costs between Administrative and Operational Expenses

    • Admin = All expenses relating to monitoring, recordkeeping, and compiling the claim.

      • Example: Salary, benefits and travel costs of the Center Director who completes the claim and conducts the monitoring visits of the sites.

        • Only Actual Costs (NO ESTIMATES)

        • Only CACFP %

        • Only line items approved on DPI Budget


Completing the Nonprofit Food Service Financial Report (NPFS)

  • Separate costs between Administrative and Operational Expenses

    • Operational = All expenses relating to the kitchen and the meal service.


Completing the Nonprofit Food Service Financial Report (NPFS)

  • Separate costs between Administrative and Operational Expenses

    • Operational = All expenses relating to the kitchen and the meal service.

      • Examples: Food and Kitchen Supplies, Purchasing of Vended Meals, Wages and Benefits for Cooks and/or Kitchen Staff.

        • Only Actual Costs (NO ESTIMATES)

        • Only CACFP %

        • Only line items approved on DPI Budget


Completing the Nonprofit Food Service Financial Report (NPFS)

  • CACFP revenue should be reported using the accrual method (as earned, not received).

    • Additional program income must be reported (e.g. interest income, rebates, vended meal sales)

    • Additional non-program income must be reported

    • Total Costs less Program income = non-program income


NPFS (PI-1463-A) Form

Page 1 of PI-1463-A

Page 2 of PI-1463-A


Completing the Nonprofit Food Service Financial Report (NPFS)

  • CACFP revenue should be reported using the accrual method (as earned, not received).

    • Additional program income must be reported (e.g. interest income, rebates, vended meal sales)

    • Additional non-program income must be reported

    • Total Costs less Program income = non-program income

  • No more than 15% of the CACFP Meal Reimbursement can be spent on Admin. Costs


Sample of Completed PI-1463-A

5500

750

2100

13

05-4321

7600

750

Big Day Care, Inc.

6174

2008

1265 Lombardi Ave. Green Bay, WI 54304

9,500

0

4900

475

750

14,000 = Total FP Income

Vended Meal Income

4,500

13,557

Tuition

7,907

Difference

21,157

Must Equal

21,907

21,907

0

Sparky McSparkle

10/5/08

Sparky McSparkle, Authorized Rep


Completing the Nonprofit Food Service Financial Report (NPFS)

Reminders:

  • Report only actual food program costs

    • Supported with documentation

    • CACFP portion only


Completing the Nonprofit Food Service Financial Report (NPFS)

Reminders:

  • Report only actual food program costs

    • Supported with documentation

    • CACFP portion only

  • CACFP income reported using accrual method

    • Include additional program income

    • Include additional non-program income


Completing the Nonprofit Food Service Financial Report (NPFS)

Reminders:

  • Report only actual food program costs

    • Supported with documentation

    • CACFP portion only

  • CACFP income reported using accrual method

    • Include additional program income

    • Include additional non-program income

  • Correct Agreement Number, Reporting Period and Year, Agency Name and Address


Completing the Nonprofit Food Service Financial Report (NPFS)

Reminders:

  • Report only actual food program costs

    • Supported with documentation

    • CACFP portion only

  • CACFP income reported using accrual method

    • Include additional program income

    • Include additional non-program income

  • Correct Agreement Number, Reporting Period and Year, Agency Name and Address

  • Signed and Dated by Authorized Representative (AR)

    • E-mail the same as signature and must come from AR


Completing the Nonprofit Food Service Financial Report (NPFS)

Reminders:

  • Report only actual food program costs

    • Supported with documentation

    • CACFP portion only

  • CACFP income reported using accrual method

    • Include additional program income

    • Include additional non-program income

  • Correct Agreement Number, Reporting Period and Year, Agency Name and Address

  • Signed and Dated by Authorized Representative (AR)

    • E-mail the same as signature and must come from AR

  • Retain a copy with your support documentation in your files


Completing the Nonprofit Food Service Financial Report (NPFS)

Reminders:

  • Report only actual food program costs

    • Supported with documentation

    • CACFP portion only

  • CACFP income reported using accrual method

    • Include additional program income

    • Include additional non-program income

  • Correct Agreement Number, Reporting Period and Year, Agency Name and Address

  • Signed and Dated by Authorized Representative (AR)

    • E-mail the same as signature and must come from AR

  • Retain a copy with your support documentation in your files

  • Submit by required due date


1st Quarter

Reporting period:

October 1 – December 31

Due Date: March 1st

2nd Quarter

Reporting period:

January 1 – March 31

Due Date: June 1st

3rd Quarter

Reporting period:

April 1 – June 30

Due Date: September 1st

4th Quarter

Reporting period:

July 1 – September 30

Due Date: December 1st

Nonprofit Food Service Financial Report (NPFS) Due Dates


Financial Management Resources

  • Guidance Memo 11

    • State agency Financial Management policy for participants of the Child and Adult Care Food Program

    • Websites: http://fns.dpi.wi.gov/fns_centermemos (for child care) http://fns.dpi.wi.gov/fns_adultmemos (for adult care)

  • FNS Instruction 796-2 (rev. 4)

    • Abbreviated version – User Friendly

    • Available Electronically

  • 7 CFR 226 and 2 CFR 200

  • Cari Ann Muggenburg

    • Phone: 608-264-9551

    • E-mail: cari.muggenburg@dpi.wi.gov


Instructions for Completing the Nonprofit Food Service Financial Report (PI-1463-A) for Sponsors of Centers

Presented by:

Cari Ann Muggenburg,

Community Nutrition Program Auditor


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