FY 2013 Renewal Process for Child and Adult Care Food Program Sponsors

Annual Training FY 2013 Renewal Sponsors of Centers The Child and Adult Care Food Program playing a vital and integral role in improving the overall quality of care and daily nutritional health of participants

FY 2013 Renewal Process

FY 2013 Renewal Information Checklist • Annual Information Certification, signed by the institution’s Authorized Representative • Spreadsheet, with institution and site tabs updated with any changes • Excel file only – must be returned via email • CDC licenses (or alternate approval documentation) • A-133 Audit Report (if applicable) • Outside Employment Policy (if updated) • Food Safety Manager Certificates

Food Safety Manager Certificates Jane Doe FS-0000

FY 2013 Renewal Information Checklist If procuring a new Food Service Management Company: • Request for Proposals / Invitation for Bids • Proposals/Bids Submitted by FSMC’s If contracting with a new FSMC or extending contact: • FSMC Contract / Contract Renewal • FSMC License • FSMC Health Inspection Report

FY 2013 Renewal Due Date: 5 PM on Friday, August 31st

FY 2013 Annual Budget

Budget Process • Develop budget • Submit budget by first Friday in August • Receive approval letter by October 1 • Maintain financial documentation • Track reimbursements and expenses • Update budget as needed • Submit amendments / approval requests (if applicable)

FY 2013 Budget Checklist • Budget Spreadsheet • Budget for overall CACFP operations • Budget Narrative for administrative budget • Supporting Documentation for CACFP-funded items inadministrative budget

FY 2013 Budget Due Date: 5 PM on Friday, August 3rd

Developing the Budget • Determine estimated reimbursements • Use projections for anticipated number of facilities / enrollment for coming fiscal year • Determine estimated costs • Base on average costs from current year • Adjust for projected changes in facilities / enrollment • Use Labor Budget Worksheet & Facility Sponsorship Budget

And remember… Allowable vs. Unallowable Costs Need details? FNS 796-2, rev. 3

And remember… Specific, Prior Written Approval Need details? FNS 796-2, rev. 3

And remember… The 15% Rule Sponsors may only use 15% of CACFP reimbursement to cover administrative costs.

In addition… • Facility Administrative Budget Narrative • For all CACFP-Funded Administrative Costs • Supporting Documents • For all CACFP-Funded Administrative Costs

Budget Narrative • Describe how each line item was determined • Include allocation formulas if: • Expense covers administration for facilities and homes • Expense covers CACFP and non-CACFP activities • Expense covers CACFP activities in other states • Identify CACFP-funded items with red asterisk (*) and provide justification • You MUST receive specific prior written approval (SPWA) separate from budget approval before charging these costs to CACFP

Supporting Documents • For all CACFP-funded line items: • Submit documentation to support amount, such as: • Payroll records with compensation plan or time-and-attendance • Lease agreements • Contracts • Bills • Not required for non-CACFP funded items

Budget Amendments – Submit if: • Overall change of ≥10% in the total amount of the budget, whether because of CACFP and/or non-CACFP funded line items • New CACFP-funded line item that requires specific, prior written approval • Change to a CACFP-funded line item that requires specific, prior written approval • Change in CACFP institution status

Questions? Contact your CACFP Specialist.

FY 2013 Renewal Process for Child and Adult Care Food Program Sponsors