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Administrative Update for Adult Care Centers for FY15

Administrative Update for Adult Care Centers for FY15. Alaska Child and Adult Care Food Program September, 2014 Required for FY 2015. USDA – Child and Adult Care Food Program. Legislation Regulations Instructions Policy Memos. USDA – Child and Adult Care Food Program.

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Administrative Update for Adult Care Centers for FY15

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  1. Administrative Update for Adult Care Centers for FY15 Alaska Child and Adult Care Food Program September, 2014 Required for FY 2015

  2. USDA – Child and Adult Care Food Program • Legislation • Regulations • Instructions • Policy Memos

  3. USDA – Child and Adult Care Food Program • Legislation – latest is the Healthy Hunger Free Kids Act of 2010 • Regulations • Code of Federal Regulations Title 7 Agriculture, Chapter II – Food and Nutrition Service, Department of Agriculture Part 226

  4. 7 CFR 226.2, 226.15, 226.16, 226.17, 226.17a, 226.19a, 226.20 • Parts of 226 that you may be interested in: • .2 Definitions • .15 Institutional provisions • .16 Sponsoring Organization provisions • .17 Child care center provisions • .17a At-Risk afterschool care center prov. • .19a Adult day care center provisions • .20 CACFP Meal Requirements

  5. From Regulations: Basic Requirements • Program Eligibility • Provide community-based group program designed to meet the needs of functionally impaired adults through individual plan of care • Structured, comprehensive – variety of health, social & related support services to enrolled adult participants • Provide care services directly or under arrangements with agency managing services • Have Federal, State or local licensing or approval to provide day care services to functionally impaired adults (226.2) or individuals 60 years or older in group setting outside their home or group living on less than 24 hour basis.

  6. From Regulations:Basic Requirements • Tax exempt or meet for-profit require. • New applications and renewals req. • Accept final administrative and financial responsibility • Provide adequate supervisory & operational personnel • Pre-approval visits for all facilities • Recordkeeping – outlined on next slides

  7. Recordkeeping • Application & supporting docs • Enrollment - NEW – need annually

  8. Recordkeeping cont. • CACFP information required on enrollment forms • Could include on your own center enrollment but need: • Name • Date of birth • Normal days and hours of care • Meals normally eaten • Participant signature

  9. Recordkeeping cont. • Eligibility – Confidential Income Statement (CIS)

  10. Recordkeeping, cont.Confidential Income Statement

  11. Recordkeeping, cont.Confidential Income Statement • PFDs • Must use the PFD the family received last fall (Sept/Oct 2013) through December 2014 ($900.00) • Starting in January you must use this year’s PFD (unknown amount at this point) that are received in October 2014 • Sequence of income • All income will have to be annualized (multiplied by factor to equal yearly income) if they receive a PFD

  12. If the total family income is $3,700 for a family of 3 which category would they fall into?

  13. Recordkeeping, cont. • Daily attendance & meal counts • Daily meal counts for adult program staff

  14. Recordkeeping,cont. • Invoices/receipts/records of costs and of income • Claims submitted within timeframe

  15. Recordkeeping, cont.Claim for Reimbursement • Due no later than 60 days past the end of claim month • Needs to be in PENDING APPROVAL by due date (see claim calendar) • Error in the USDA Independent Center Handbook pg. 44 – cannot do upward adjustment within 90 days! • On-line claim must be submitted by authorized representative • Requires Total Attendance

  16. Recordkeeping, cont.Claim for Reimbursement • Total Attendance for Month • Add all children throughout the month • Duplicated number • Type this number on line 6 • The database will compute Average Daily Attendance (ADA) on line 7

  17. Recordkeeping, cont.Claim for Reimbursement • Costs entered on sponsor claim sheet • All costs must be approved prior via Budget on file with the state (this year or prior year for independent centers who are not submitting new budget) • Actual costs for food, non-food, labor (no guesses) • Only CACFP on receipts – do not include non-CACFP on same receipt • Note food or non-food amount on each receipt • System for compiling to accurately submit expenses on monthly claim

  18. Recordkeeping, cont.Claim for Reimbursement • Claims by site • If site not claiming for a month: • Go into site information sheet & revise to un-check the month, then submit for approval • If you haven’t started the claim the site will not show up – if you have touched the site claim we will have to delete at the state agency

  19. Recordkeeping, cont. • Receipts of program payments from EED • Documentation of meals served • (Menus, recipes, recipe analysis, production records) • Monitoring records • Training sessions (& attendance at training of monitors) • Non-profit food service

  20. Basic Requirements, cont. • Perform edit checks prior to claim submission • Have daily records available • Meal type approved • 2nd person double-check counts, if menus are creditable (children/infants/allergies), attendance is being completed

  21. Basic Requirements, cont. • Permanent Agreement with the state • Proper commodity utilization • Handout on option of commodity vs. cash-in-lieu of commodity (CIL) • Record retention 3+ current year • Comply with regulations, instructions, & guidance

  22. USDA – Child and Adult Care Food Program • FNS Instructions • Posted on CNP website Provide guidance • Ie. FNS Instruction 796-2 Rev. 4– Financial Management in CACFP • Updated this year! Good resource http://education.alaska.gov/tls/cnp/CACFP6.html

  23. USDA – Child and Adult Care Food Program • Policy Memos • Distributed through Alaska Bulletins and USDA website • Guidance on specific topics • CACFP 13-2013 Health & Safety In CACFP Policy Memos can be found on USDA website: http://www.fns.usda.gov/cnd/care/Regs-Policy/PolicyMemoranda.htm

  24. Update & Renewal for FY2015 • Update annually & renew every 3 years • Database Updates & Renewals due October 1st • Forms due October 1st • Except the • NPFS Financial Report • One Month Attendance Report(if you also have a child care)

  25. Child Nutrition Program (CNP)Database • FY2015– Renewals/Updates • Handout on CNP yearly update

  26. Child Nutrition Program (CNP)Database Type in URL address – https://www.eed.state.ak.us/tls/cnp/

  27. Child Nutrition Program (CNP)Database

  28. All Programs Update Yearly Submit to the state agency by October 1st • Management Plan (if updated) • Attachment A & B (Budget sheets for sponsoring orgs – more than one site)

  29. All Programs Update Yearly Submit to the state agency by October 1st • Attachment C (Training for sponsor orgs) • Attachment D (Monitoring for sponsor orgs) • Cycle Menus • Vended Meal Agreement (if applicable)

  30. Central Contract Registry (CCR) • All recipients of federal funds must register on CCR • CCR – expiration date • Update or renew annually • Need a Data Universal Number System (DUNS) number to register • Included in CNP database now

  31. All Programs Update Yearly Submit to the state agency by November 10th • Non-Profit Food Service (NPFS) Financial Report • One Month Attendance Report – NEW!!

  32. Non-profit Food Service Financial Report Best Practice: Food costs = or > than 50% of reimbursement If you don’t meet this submit an explanation with form as to why you are not spending at least 50% of reimbursement on food

  33. Non-profit Food Service Financial Report continued • Print out all back-up when you complete this report and keep in your files • Report from your accounting system • What system do you use? • What report dates are you using?

  34. Non-profit Food Service Financial Report (due no later than Nov 10th)

  35. One Month Enrollment Report (OMER) • CHANGES THIS YEAR! • Replaces the 30-day study (Rate % Certification) • New dates: October 1-31st • List of Enrolled Participants vs. in Attendance • Report on the OMER which is an Excel document

  36. OMER Process Four Steps: 1) Distribute sample Letter to Participants with the Confidential Income Statement • Distribution may begin October 1st • Eligibility must be based on information reported on the Confidential Income Statement • Take off “sample letter” & replace with your letterhead

  37. OMER Process 2) Categorizing & Approving the Confidential Income Statements (CIS): • Must be signed & dated by the participant during the study period (October 1- 31st) • Determination by the center should be done within the study period (October 1- 31st) • A participant will be counted as over income if the form is not complete • Document number on CIS (will be same number you put on Enrollment and OMER

  38. OMER Process 3) Document Enrollment and Eligibility Status on Enrollment Roster in the OMER • All participants who are enrolled at the center during the month must be counted & recorded on the enrollment roster. (see handout)

  39. CACFP Child Enrollment Roster – for OMER

  40. OMER Process 4) Submit the OMER Report to State (Excel can be e-mailed) Documentation for your files: A yearly file folder containing the following back-up should be kept at the center: • Copy of OMER • Categorized CIS for each participant • Copy of attendance records for the study period • Enrollment (could be in individual participant files)

  41. OMER Process • Centers are required to collect & submit this information only once a year. • One month October 1 –October 31st • Need OMER to process October claim • You can choose to do it more if there is a significant change at your center

  42. Reimbursement Rates Alaska Reimbursement Rates July 1, 2014 through June 30, 2015

  43. Certification Process 30 children enrolled during month period

  44. Certification Process Based on 500 Lunches

  45. Certification Process Based on 500 Lunches

  46. Certification Process Based on 500 Lunches

  47. Additional Documents for Renewal (every 3 years) Submit to the state agency by October 1st: • Recipes & recipe analysis • Organizational Chart And if the following have changed: • Outside Employment Policy • Mission Statement • Non-discrimination Statement

  48. CACFP Training by state • Annual attendance is required • Need Civil Rights training yearly • May be found Seriously Deficient for non-attendance at annual state training

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