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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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slide1

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
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
nonprofit food service financial report npfs due dates
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
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).
slide6
Sample - DPI Budget Forms

Budget Form for New Sponsors

Budget Form for Renewing Sponsors

slide7
NPFS (PI-1463-A) Form

Page 1 of PI-1463-A

Page 2 of PI-1463-A

slide8
NPFS (PI-1463-A) Form

Page 1 of PI-1463-A

Page 2 of PI-1463-A

slide9
NPFS (PI-1463-A) Form

Page 1 of PI-1463-A

Page 2 of PI-1463-A

completing the nonprofit food service financial report npfs1
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 npfs2
Completing the Nonprofit Food Service Financial Report (NPFS)
  • Separate costs between Administrative and Operational Expenses
completing the nonprofit food service financial report npfs3
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 npfs4
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 npfs5
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 npfs6
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 npfs7
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
slide29
NPFS (PI-1463-A) Form

Page 1 of PI-1463-A

Page 2 of PI-1463-A

completing the nonprofit food service financial report npfs8
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
slide48
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 npfs9
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 npfs10
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 npfs11
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 npfs12
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 npfs13
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 npfs14
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
nonprofit food service financial report npfs due dates1
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
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
slide57

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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