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Monitoring. Requirements for Sponsors of Multiple Site s. Pages 82-84. Sponsors With Multiple Sites Overview. Additional requirements in application Procedure for adding new sites Administrative Staffing-online Pattern Schedule of reviews. Preapproval Visits.

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monitoring

Monitoring

Requirements for Sponsors of Multiple Sites

Pages 82-84

sponsors with multiple sites overview
Sponsors WithMultiple Sites Overview

Additional requirements in application

  • Procedure for adding new sites
  • Administrative Staffing-online
  • Pattern Schedule of reviews
preapproval visits
Preapproval Visits
  • Prior to adding new site(s), sponsor must conduct and document preapproval visits to each facility.
  • Must discuss CACFP requirements and training with center staff.
  • Verify that the proposed food service does not exceed the capability of the facility.
prior to claiming requirements
Prior to Claiming Requirements

Before meals are claimed- documents required

On-line facility application revision

Add the center under “sites”.

Revise Sponsor Application, page 6.

Revise Facility Application

Revise Budget Application, page 1.

Submit all parts of the online application revisions.

  • Pre-application Visit Form
  • License or certification
  • Memo indicating on what days the sponsor wish to start serving meals
  • If contracting meals, the appropriate food service contract or amendment to current contract
monitoring visits r eview schedule
Monitoring VisitsReview Schedule
  • Three times annually – including main site
  • Two of the three unannounced
  • New sites within first 4-weeks of CACFP operation
  • Visits cannot be more than 6-months apart

p. 82

monitoring1
Monitoring

CACFP Sponsor’s Monitoring Form :

  • A meal observation
  • Checking REQUIRED FORMS for accuracy
  • Safety and sanitation
  • Display of the “…And Justice for All” poster
  • Civil Rights Compliance
  • Training sessions for staff
  • Complete 5-day Reconciliation
monitoring responsibilities
Monitoring Responsibilities

ARE

ARE NOT

Required annual training

Non-CACFP training

  • Planning and scheduling monitoring visits
  • Traveling to site
  • Conduction Review
  • Technical assistance related to review
  • Follow-up review
  • Training monitors
  • Submitting appeals based on Audit reviews
meal claim edit checks
Meal Claim Edit Checks

Sponsors of multi sites must review each site’s monthly claim for the following:

  • Approval of meals being claimed.
  • Total meal count for any meal not exceeding the total enrollment for the month.
  • Total meal count for any meal not exceeding license capacity.
  • Total meal count for any meal may not exceed the number in attendance.
  • The Required Daily Record and sign-in and out sheets are complete and accurate.
monthly edit checks
Monthly Edit Checks

Are only approved meals claimed?

Maximum Number of Meals

_____X______X_____=________

Total enrollment days served # meal types max. number of meals

(check formula against total meals claimed)

20

3720

62

3

five day reconciliation a must
Five Day ReconciliationA Must !

To Conduct the 5- day Reconciliation:

  • Gather all Sign-in Sheets, Required Daily Records, or Daily Attendance Sheet and Monthly Meal Count Record for the month.
  • In the first column, list dates to be reviewed (five consecutive days).
  • For each day, enter the enrollment (number of children that were provided a meal by the center) from the Daily Attendance Record or Required Daily Record.
  • For each day, count the numbers of children signed in from the Sign-In Sheets.

Page 84

multi site sponsors
Multi-site sponsors
  • Keep records separate for each center, except expenses
  • File one claim, but report meals separately
  • Can store records at a central location
  • Other records will be reviewed at on-site visit
mini review sponsor of multiple centers
Mini Review- Sponsor of Multiple Centers
  • The sponsoring organization must document reviews for

every site under its administration that participates in the

CACFP. This includes the “main” site where the administrative

staff regularly works.

  • The sponsor must submit and receive approval for any new

sites before meals may be claimed at those sites.

  • New sites must be reviewed within the first four weeks of

CACFP participation.

  • Two of the three required site reviews must be unannounced.
  • Sponsors must do the “Monthly Edit Check” each month on

each center.

  • Facility Reviews must include a “5-Day Reconciliation”.
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