Administrative Update for Adult Care Centers FY14

1. Administrative Update for Adult Care Centers FY14 Alaska Child and Adult Care Food Program September 2013 Required for FY 2014

2. USDA – Child and Adult Care Food Program • Legislation • Richard B. Russell National School Lunch Act 1946 • Amended through P.O. 111-296 12/13/10 • Child Nutrition Act of 1966 • Amended through P.L. 111-296 12/13/10 • Healthy, Hunger-Free Kids Act of 2010 12/13/10

3. Healthy Hunger-Free Kids Act of 2010 - P.L. 111-296 Implementation • Numerous Family Day Care Home changes • Expansion of the At-Risk Afterschool Care Meals in CACFP • Categorical eligibility of foster children • Privacy in regards to SS numbers • Varied timing of unannounced reviews • Water availability • Nutrition requirements of fluid milk

4. Healthy Hunger-Free Kids Act of 2010 - P.L. 111-296 Implementation • FUTURE: New Meal Patterns!!! • Updated Meal Patterns in ?????? • Dietary guidelines and WIC • Will go into effect at a later date • Moving Towards: • Limits on juice • Vegetable and fruit at lunch/supper • Number of starchy vegetables per week • Age bracket changes (infants and up)

5. USDA – Child and Adult Care Food Program • Regulations • Code of Federal RegulationsTitle 7 Agriculture, Chapter II – Food and Nutrition Service, Department of Agriculture Part 226 • http://www.fns.usda.gov/cnd/care/regs-policy/regulations.htm

6. 7 CFR 226.2, 226.15, 226.19a, 226.20 • Definitions • Institutional provisions • Sponsoring Organization provisions • Adult care center provisions • Requirements for meals

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

8. Recordkeeping • Application & supporting docs • Enrollment & income eligibility • Daily attendance & meal counts • Daily meal counts for adult staff • Invoices/receipts/records of costs and income • Claims submitted within timeframe

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

10. 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

11. Basic Requirements, cont. • Permanent Agreement with the state • Proper commodity utilization • Record retention 3+ current year • Comply with regulations, instructions, & guidance • Ensure WIC material available • Make payments to sub-recipients within 5 working days of receipt from EED

12. USDA – Child and Adult Care Food Program • FNS Instructions • Posted on CNP website Provide guidance • ie. FNS Instruction 796-2 – Financial Management in CACFP http://education.alaska.gov/tls/cnp/CACFP6.html

13. USDA – Child and Adult Care Food Program • Policy Memos • Distributed through Alaska Bulletins and USDA website • Guidance on specific topics • CACFP 15-2013 Existing Flexibilities in the CACFP Policy Memos can be found on USDA website: http://www.fns.usda.gov/cnd/care/Regs-Policy/PolicyMemoranda.htm

14. Update & Renewal for FY2014 • Update annually & renew every 3 years • Database Updates & Renewals due October 1st • Forms due October 1st • Except the • NPFS Financial Report • 30-day study

15. Child Nutrition Program (CNP)Database • FY2014– Renewals/Updates • Handout on CNP yearly update • Uploading claims to CNP

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

17. Child Nutrition Program (CNP)Database

18. All Programs Update Yearly Submit to the state agency by October 1st • Management Plan (if updated) • Attachment A & B (Budget sheets) • Attachment C (training plan) • Attachment D (monitoring schedule) • Cycle Menus • Vended Meal Agreement (prior to start date)

19. Central Contract Registry (CCR) • All recipients of federal funds must register on CCR • Update or renew annually • Need a Data Universal Number System (DUNS) number to register • Noted on the CNP database

20. All Programs Update Yearly Submit to the state agency by November 10th • Non-Profit Food Service (NPFS) Financial Report • Rate % Certification Statement & back-up

21. 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

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

23. Non-Profit Food Service • Cash vs. Accrual Accounting • Cash = expenses & income reported when paid/received • Accrual = expenses & income recorded when incurred • End of year you’ll use accrual (costs & income in September for September)

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

25. Certification Process • Submit no later than November 10th Submit to Child Nutrition Program office: Rate % Certification 30-day Study Roster CCC Attendance roster or Child Care Grant roster for October

26. Certification Process Four Steps: 1) Distribute sample Letter to Parents 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

27. Certification Process 2) Document Attendance and Eligibility Status on 30-day study Attendance Roster • All children who attend the center during the study period must be counted & recorded on the attendance roster. (see handout) • If you also have at-risk afterschool program and any of those afterschool kids ONLY go to at-risk program then DO NOT put on 30-day roster. • If you use the Child Care Grant roster remember that even part time children are counted on your 30-day attendance roster as an individual child

28. Certification Process 3) Categorizing & Approving the Confidential Income Statements (CIS): • Must be signed & dated by the participant during the study period (October 1- 30th) • Determination by the center should be done within the study period (October 1- 30th) • A participant will be counted as over income if the form is not complete

29. Certification Process 4) Documentation for the Certification Statement. A yearly file folder containing the following back-up should be kept at the center: • Copy of Rate % Certification Statement • Original Certification Attendance Roster of all enrolled children who attend during 10/1-10/30 • Categorized CIS for each participant • Copy of attendance records for the study period

30. Certification Process Confidential Income Statement (CIS) • PFDs • Must use the PFD the family received last fall (Sept/Oct 2012) through December 2013 ($878.00) • Starting in January you must use this year’s PFD (unknown amount at this point) • Sequence of income • All income will have to be annualized (multiplied by factor to equal yearly income) if they receive a PFD

31. Certification Process • Centers are required to collect & submit this information only once a year. • 30 day study October 1 –October 30 • Need certification to process October claim • You can choose to do it more if there is a significant change at your center

32. Certification Process - Common errors • Leaving out drop-in participants • Including participants who are enrolled but did not attend during the 30-day period. • Including only participants who have a CIS on file instead of all who attended during the 30-day period.

33. Reimbursement Rates Alaska Reimbursement Rates July 1, 2013 through June 30, 2014

34. Certification Process 30 children in attendance during 30-day study period

35. Certification Process Based on 500 Lunches

36. Certification Process Based on 500 Lunches

37. Certification Process Based on 500 Lunches

38. Certification Process • Too much math??? The Child Nutrition Program (CNP) database does the math for you OR Use the Rate Percentages Worksheet found on the CNP website: http://education.alaska.gov/tls/cnp/CACFP1.html

39. 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

40. 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) • Additional 30 days for upward amendment for total of 90 days past end of claim month • On-line claim must be submitted by authorized representative • Requires Average Daily Attendance (ADA)

41. Average Daily Attendance (ADA) • Add all participants throughout the month • duplicated • Divide by number of claiming days in month • Example: 6 days • 10; 15; 25; 12; 14; 17 = 93 • 93 divided by 6 = 15.5 (ADA is 16) (may be automated this year)

42. CACFP Training by state • Annual attendance is required If new administrator they must attend the next CNP training • Offered through distance delivery • May be found Seriously Deficient for non-attendance at annual state training

43. Annual Civil Rights Training PowerPoint on the CNP website: http://education.alaska.gov/tls/cnp/CRR.html Or distance training through eLearning site: http://education.alaska.gov/ELearning/ (conference call attendees required to do eLearning)

44. CNP Administrative Reviews • At least every 3 years • More often if : • follow-up is needed • CNP needs to meet 33.3% requirement • Review does not necessarily match your Renewal Year

45. Core Review ElementsEnrollment & Eligibility • Enrollment forms • License posted if licensed center & within capacity • Attendance Records

46. Core Review ElementsMeal Counts • Point of Service meal counts • Count by participant’s name (most reliable and you can verify w/attendance) • Consistent counting methods • Consistent compilation of counts • Double-check system in place prior to submission to state

47. Core Review ElementsMeal Counts • Attendance should not be used for meal counts • Meal count at point of service (POS) on separate sheet • Meals not reimbursed if meal count is not current • Avoid counting at end of meal – when children have left the table it’s too late!

48. Core Review ElementsMeal Counts • Procedure to ensure non-reimbursable meals not claimed • Program adult staff meals counted (not claimed) • Non-program meals counted (not claimed)

49. Core Review ElementsMenu • Meal Pattern for Cycle Menus • Procedure for creating & double checking • Best Practices (whole grains, dark green/bright orange & red, variety) • HM & CN listed & actual doc on file • Working Menus • Documentation (keep in office with meal counts each month) • Recipes & Analysis • Documentation (keep in binder in kitchen)

50. Core Review ElementsSpecial Meals • Procedures in the Kitchen • Procedures in the Classroom • Medical Statements • Disability • Allergy • Religious Statement • Parent Preference • Milk