CACFP Nuts

1
CACFP Nuts BoltsA Comprehensive Review of the
Tools in Your Toolbox

• Carole Dennis Program Specialist II
• Cheri White, Administrator, Tami Drake,
  Accountant, NH Department of Education
• Bureau of Nutrition Programs Services
• June 25, 2013

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The Tools in Your Toolbox

• 2013 Nondiscrimination Statement
• Enrollment forms
• Income Eligibility Applications
• Cycle menu, Point of Service (POS) meal counts
• Claim Consolidation Administrative Costs
• Non-profit food service
• Training/Edits

3
2013 USDA Nondiscrimination Statement

• New Statement effective May 2013
• The U.S. Department of Agriculture (USDA)
  prohibits discrimination against its customers,
  employees, and applicants for employment on the
  bases of race, color, national origin, age,
  disability, sex, gender identity, religion,
  reprisal and, where applicable, political
  beliefs, marital status, familial or parental
  status, sexual orientation, or if all or part of
  an individual's income is derived from any public
  assistance program, or protected genetic
  information in employment or in any program or
  activity conducted or funded by the Department.

4
2013 Nondiscrimination Statement cont.

• (Not all prohibited bases will apply to all
  programs and/or employment activities.)
• If you wish to file a Civil Rights program
  complaint of discrimination, complete the USDA
  Program Discrimination Complaint Form, found
  online at http//www.ascr.usda.gov/complaint_filin
  g_cust.html, or at any USDA office, or call (866)
  632-9992 to request the form. You may also write
  a letter containing all of the information
  requested in the form.

5
2013 Nondiscrimination Statement cont.

• Send your completed complaint form or letter to
  us by mail at U.S. Department of Agriculture,
  Director, Office of Adjudication, 1400
  Independence Avenue, S.W., Washington, D.C.
  20250-9410, by fax [phone] or email at
  program.intake_at_usda.gov.
• Individuals who are deaf, hard of hearing, or
  have speech disabilities and wish to file either
  an EEO or program complaint please contact USDA
  through the Federal Relay Service at (800)
  877-8339 or [phone] (in Spanish).

6
2013 Nondiscrimination Statement cont.

• Individuals who are deaf, hard of hearing, or
  have speech disabilities and wish to file either
  an EEO or program complaint please contact USDA
  through the Federal Relay Service at (800)
  877-8339 or [phone] (in Spanish).
• Please find USDA CACFP memos _at_
• http//www.education.nh.gov/program/nutrition/cacf
  p_memos/index.htm

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Viable, Capable and Accountable (VCA)

• Financial viability means that the institution
  has adequate financial resources to maintain
  operations, even if there is a disruption in
  normal income or a delay in a CACFP
  reimbursements. You should be able to document
  your institutions financial viability through
  audit reports or financial statements.
• Administrative capability means that the
  institution has enough qualified staff members to
  meet all CACFP requirements. Also, the
  institution has management procedures in place to
  ensure that CACFP requirements are met.
• Accountability means that the institution follows
  sound management and accounting practices.
  Systems must be in place to ensure fiscal
  integrity and prevent improper financial
  activities. In addition, non-profit
  organizations must have an independent board of
  directors that has the power to replace the
  executive director.
• Institutions already participating in the CACFP
  must continue to be viable, capable and
  accountable. The State Agency will monitor
  viability, capability and accountability by
  requesting updates on program operations and
  conducting administrative reviews. Institutions
  that do not demonstrate viability, capability and
  accountability may be subject to financial
  penalties or termination from the

• What does it mean to be VCA?
• The federal regulations require all participating
  institutions to be financially viable,
  administratively capable, and have controls for
  accountability. This is to make sure that tax
  payers money is being used effectively for the
  intended purpose.

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CACFP ENROLLMENT QUICK FACTS
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CACFP Child Enrollment Forms

• Child Care Centers Family Day Care Homes must
  have, a current and complete CACFP Child
  Enrollment Form on file for every child for whom
  a meal is claimed.
• Child Enrollment Forms must be updated at least
  annually

• Purpose
• Substantiate paid enrollees with a
  parent/guardian signature
• A tool for determining the validity of meal
  counts including 5 day reconciliations

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All Areas of the Child Enrollment Form Must be
Completed

• Institution identification and For CACFP
  representative sections
• Childs first/last name, DOB, age
• Days and hours the child is normally in care
• Meals the child normally receives while in care
• Parent/guardian information signature

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Most Common Errors

• Missing enrollment forms for over-income children
• Hours not specified correctly for school age
  children
• CACFP representative effective date of form
  exceeds 7-10 days or is dated prior to the
  parent/guardian signature date
• Missing institution information

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Most Common Errors Continued

• Missing information
• The name of each child in the family
• DOB, age, times of arrival and departure
• Days and hours in care
• Meals the child normally receives while in care
• Parent/Guardian telephone numbers

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Enrollment Forms Should Be

• Stored with program records for three years plus
  the current year
• Updated with changes in enrollment status that
  exceeds 30 days. Initial and date all updates.

• Have 2nd edit performed on all forms with center
  official initials and date. Outdated
  incomplete forms will result in an over claim.
• Monitor use this form to perform 5 day
  reconciliation

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CACFP INCOME ELIGIBILITY APPLICATION QUICK FACTS
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Income Eligibility Applications (IEAs)

• Must have current and complete IEA on file for
  every child or adult for whom a free or reduced
  price meal is claimed. (Not At Risk Programs)
• Must be updated at least annually.

• Purpose
• To determine the free, reduced, or paid status of
  enrolled participants and the institution's
  reimbursement
• IEA is valid one year from the date the sponsor
  signs- through the end of month

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Income Eligibility Confidentiality

• All information on the application will be
  confidential and used only for the purpose of
  determining CACFP reimbursement for meals and
  snacks served at the program.
• Keep staff access to IEAs to a MINIMUM.

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Confidentiality Continued

• Income Eligibility Applications should not be
  kept in a participants general folder.
• Determination status of free, reduced price or
  paid should never be included on POS meal count
  sheets.

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IEA- Part 1

• List the first/last name and DOB of each child or
  adult in the household enrolled in facility
• CCC- If the household receives Food Stamps, FANF,
  In ADC- SSI, or Medicaid benefits, the type of
  benefit must be checked and the case number
  listed

• IEA CANNOT BE APPROVED IN THE FREE CATEGORY
  UNLESS THE CASE NUMBER IS INDICATED.

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IEAs Part 1

• The Healthy, Hunger-free Kids Act of 2010, (the
  Act) Public Law 111-296, provides categorical
  eligibility for free meals to foster children.
  Any foster child whose care and placement is the
  responsibility of the State or who is placed by a
  court with a caretaker household is categorically
  eligible.

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Categorical Eligibility- Foster Children continued

• The Act allows certification of a foster child
  for free meals, without application , if the
  local educational agency or other child nutrition
  program institution obtains documentation from an
  appropriate State or local agency indicating the
  status of the child as a foster child whose care
  and placement if the responsibility of the State
  or that the foster child has been placed with a
  caretaker household by a court

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Foster Children

• Households with foster and non-foster children
  may choose to include the foster child as a
  household member, as well as any personal income
  earned by the foster child, on the same household
  application that includes their non-foster
  children. This will streamline the application
  process and may help foster familys non-foster
  children qualify for free or reduced price meals
  based on household size and income

22
IEAs Part 3

• Must be completed by all households which do not
  qualify for categorical eligibility, but whose
  income is below the income guidelines shown in
  the cover letter

• List all members of household including all
  children listed in Part 1.
• List income from most recent month.

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IEAs

• If a case number is listed in part 1, the
  application must be signed and dated by an adult
  member of the household

• If no case number is listed in Part 1, the
  application must be signed by adult member of
  household, and include the last four digits of SS
  number, address and telephone number.

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IEAs For Center Use Only

• Check all appropriate boxes, sign, and date
• Determination will be based either on household
  size and income reported in Part 3 or categorical
  eligibility reported in Part 1

• When determining eligibility based on income,
  indicate total number of household members listed
  on the application and the total monthly
  household income. The total number of persons in
  the household should equal the number of names
  listed on IEA.

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IEAs For Center Use Only

• Annual Income Conversion
• Weekly x 52, Every 2 weeks X 26, Twice A Month X
  24, Monthly X 12
• Multiple income sources with different frequency
  use conversion above to annual income
• Hourly wages are not acceptable.
• Show all math

• Use most current income guidelines
• Indicate reasons for denials
• Over-income participants are put in the paid
  category. Do not need IEA
• Determination made within 10 days of receiving
  the application.

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IEAs-For Center Use Only

• If concerned with the authenticity of the
  information provided on an application, verify on
  a case by case basis, verify the application for
  cause.

• Temporary approval of an application is no longer
  permitted because of the year long duration of
  eligibility provision

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Most Common Review Errors

• Incomplete For Center Use Only section.
• Categorical eligibility approval as free without
  case number
• Missing Information (last names, SSI number)
  Last 4 digits only

• Incorrect household size
• Using old Income Guidelines
• No second edit

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Wrapping up IEAs

• If you are doubtful about the information
  provided contact household.
• Determination status of IEAs are valid for one
  year regardless of changes in household income.

• As a rule re-determine only if change in status
  will benefit family/institution. Initial and date
  all updates.
• Parent Applications become valid the date the
  institution verifies it is correctly completed.

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Finish IEAs

• Have second edit performed on all forms with
  center official initials date to avoid
  Over-Claims Under-Claims
• Have a written policy for IEA determination.
  Store with program records for 3 years plus the
  current year

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Cycle Menu

• A cycle menu is a series of menus that are
  repeated over a specific period of time, such as
  4 weeks. The menu is different each day during
  the cycle. At the end of the cycle, the menu is
  repeated.
• Cycle menus save time and labor costs
• Save time in gathering information, planning
  menus, developing specifications, and costing
• Purchasing procedures are standardized and take
  less time
• Standard grocery list helps prevent extra trips
  to store- saving gas and time
• The time you save by using a cycle menu can be
  used for nutrition education and training

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Cycle Menu continued

• Cycle menus can help control food costs
• It is easier to project the right amount of
  product to purchase when familiar with the
  quantities used previously
• Easier to buy regularly used items in bulk
• Take advantage of seasonal foods
• Cycle menus reduce storage costs/food waste
• Since cycle menus help project the right amount
  of product to purchase, they help keep stock at
  appropriate levels
• Cycle menus reduce food waste
• As menus are prepared repeatedly, it is easier to
  project how much of each menu item you will need
  to make

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Family Style Dining

• Family style- food is set out on the table, we
  advocate this style because
• children and participants can serve themselves
• promotes social interaction
• staff role model gives children the opportunity
  to learn acceptable table manners

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Portion sizes.

• Record the portion or serving size of each menu
  item served (e.g., ½ cup orange juice, 1 oz.
  cheese, 1 slice toast)
• Serving sizes can be shown in measures (such as
  cup measures, scoop or ladle sizes), weight
  (grams), or number (such as a medium apple or 1
  muffin)

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Amount of food needed to meet the total required
for each serving

• Example
• For 20, 2-5 year old children, 1 gallon of 1 or
  skim milk is needed
• (20 x 6 oz. each 120 oz., 1 gallon 128 oz.)
• Whole milk for children under 2 years, skim or
  low fat for children 2 years and older
• Example
• For 25, 6 year old children, 19 cups canned pears
• (25x .75 cup each 18.75 cups)

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Beef Stew example

• Requirements
• ¾ cup Beef Stew (meal component and portion
  size)
• Amounts
• Bread- 25 biscuits
• Frt/Veg- 6.5 cup mixed vegetables
• Meat or Alt.- 3.5 lb. stew beef
• Mixed Dishes creditable for 2 meal components only

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Pizza example.

• Requirements
• 1 pizza square
• Amounts
• Bread- 25 (25 gram crust) servings
• Meat or Alt.- 25 (2 oz. cheese) servings

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Pre-portioned foods

• Document individual weights of pre-portioned
  foods and the numbers needed (e.g., 20 (2oz)
  hamburger or chicken patties
• Be sure that the individual weight of one serving
  is enough to meet the required serving size. If
  the product is a nugget size, indicate the
  number of pieces that meet the required portion

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Avoid!!

• General descriptions of food items
• boxes of cereal
• cans of juice
• Specify the weight of number of ounces per can,
  size of can, or box
• Refer to the food label for the number of
  servings, and servings size the container holds.
• Check serving size against the requirements for
  the age group served

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Choking Prevention

• Always watch or sit with children during meals
  and snacks
• Children ages 2 to 3 especially are at risk of
  choking on food and remain at risk until about
  the age of 4
• Use Food Guide Pyramid for young Children (see
  pg. 19) as a guide
• Offer 2- to 3- year-olds the same variety of
  foods as the rest of the children but prepare in
  forms that are easy for them to chew and swallow
• Watch children during meals and snacks to make
  sure they
• Sit quietly
• Eat Slowly
• Chew food well before swallowing
• Eat small portions and take only one bite at a
  time

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Choking continued

• Prepare foods so that they are easy to chew
• Cut foods into small pieces or thin slices
• Cut round foods lengthwise into thin strips
• Remove all bones from fish, chicken, and meat
• Cook food such as carrots or celery until
  slightly soft- cut into sticks
• Remove seeds and pits from fruit
• Spread peanut butter thinly

41
Choking continued

• The foods which are popular with children often
  cause choking This list is not all inclusive.
• Firm, smooth, or slippery foods that slide down
  the throat before chewing like
• Hot dog rounds
• Hard candy
• Large pieces of fruit
• Granola
• Peanuts
• Whole grapes
• Cherries with pits

42
Choking continued

• Sticky or tough foods that do not break apart
  easily and are hard to remove from the airway
  like
• Spoonful or chunks of peanut butter or other
  nut/seed butters
• Chunks of meat
• Chewing gum
• Marshmallows
• Raisins and other dried fruit

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Claim Consolidation

• Tally meal counts weekly, less margin for error
• Consolidate claims monthly submit by 10th of
  each month
• Cross reference IEAs, Enrollment Forms, POS meal
  counts, and Attendance sheets with Master Roster
  before beginning the claim consolidation

• Purpose
• To determine monthly claim for reimbursement
• To produce a verifiable record of what the
  institution claimed

44
To Consolidate a Claim

• Designate F/R/Paid status for each participant
• Record totals by meal type and reimbursement
  status for daily, weekly, and monthly totals
• Include a comprehensive monthly tally sheet that
  includes all facilities/classrooms
• Sponsors notify facilities in writing of all
  meals denied or disallowed

• Tip Use different color highlighters to
  designate free, reduced, paid status
• Tip Compare meal count sheets to attendance
  records as a double check for accuracy
• Tip When an error is made correct it, circle in
  red, initial and date

45
POS Meal Counts Must Include

• First Last names of participants
• Check marks for meal type completed within 15
  minutes of the actual serving of food (children
  are seated)
• Track staff eating meals - cost
• List site location and date of meal service

46
Written Policy for Claim Consolidation Should
Include

• All Institutions
• Conduct edit checks to ensure no more than
  three meals per day per child are claimed (2
  meals ,1 snack or 2 snack s , 1 meal)
• Sponsors
• Do edit check to ensure facilities are only
  claiming for approved meal types, total meal
  counts do not exceed total enrollment.

• Block Claims no longer required of Sponsoring
  Organizations
• Household Guidance Contact is still required for
  Sponsoring Organizations

47
Most Common Review Errors

• System is not verifiable, totals cannot be
  replicated
• Out of date Master Roster so meals tallied have
  wrong determination status
• Error keying in totals to spreadsheet
• Meal count recorded prior to the children being
  seated for the meal

48
Wrapping Up Claim Consolidation

• Include a second edit of process with initials
  date
• Have written procedure for consolidating the
  claim so totals claimed can be consistently
  replicated
• Store records for 3 years plus the current year
• State Agency conducts additional edit checks

• FOR PROFIT CENTERS
• Must keep 25 f/r documentation of file of
  categorical or income based eligibility for each
  month claimed
• May not claim for months that 25 threshold is
  not met

49
Sponsoring Organizations monthly edit checks

• The facility has been approved to serve the meal
  types being claimed
• The number of meals claimed do not exceed the
  number derived by multiplying approved meal types
  times days of operation times enrollment
• Sponsors ensure that sites are not over capacity

50
Sponsors Monitoring Reviews Minimum Content

• The Program meal pattern
• Licensing or Alternate approval
• Participation in, or attendance at, sponsor
  training
• Meal counts
• Menu and meal records
• Annually updated enrollment forms
• Identify and document all findings

51
In addition, at each monitoring review

• ? Conduct a 30-day follow-up review to ensure
  identified findings and subsequent Corrective
  Action Plans have been implemented and sustained
• Assess whether the facility has corrected
  problems noted on previous reviews
• Include a five-day reconciliation of meal counts
  with enrollment and attendance records

52
Standard Review Requirements for All Types of
Facilities

• Each FDCH, CCC, ADC, OSHCC, and At Risk center
  must be reviewed three times per year unless the
  review averaging provision is used
• Two of the three reviews must be
  unannounced-schedule must vary and be
  unpredictable
• One of the unannounced reviews must include the
  observation of a meal service
• A new facility must be reviewed during its first
  four weeks of operation
• Not more than six months may elapse between
  reviews of any facility

53
Maintaining a Nonprofit Food Service Operation

• All institutions-
• nonprofit food service
• ALL of the money received in CACFP reimbursement
  MUST be used ONLY in the food service operation

• Must be able to identify and track all CACFP
  expenses reimbursements in the operation or
  improvement of the food service
• Does not mean operation runs at a loss or
  break-even
• Does mean any excess of revenue over expenses is
  retained used only in the operation of the food
  service

54
Administrative Expenses

• Annually, Sponsors must submit an Administrative
  Expense budget
• Administrative costs reflect the budgeted or
  actual costs associated with administering the
  reimbursement received
• Administrative costs are limited to the
  institutions allowable expenses for planning,
  organizing and managing CACFP
• Independent Centers may choose to submit
  administrative budgets to be applied against
  anticipated meal reimbursements

55
Operating Expenses
Annually, Sponsors must submit an on Operating
Expense budget Operating costs reflect the
budgeted or actual costs associated serving the
meals program Operating costs are limited to
the institutions allowable expenses for food
production, food and supplies costs and food
labor for CACFP Independent Centers must submit
operating budgets to be applied against
anticipated meal reimbursements
56
Store All Food Services Invoices Receipts for 3
Yrs. Plus the Current Year

• Example - May use CACFP funds for
• Food for participants staff performing food
  service labor (same food)
• Dishes, cups, utensils
• Paper goods used in food service
• Dishwashing Hand Soap
• CACFP Food Service related salaries
• Kitchen appliances- prior approval if over
  5000.00
• Mileage to grocery store

• Example - May not use CACFP funds for
• Personal groceries, soda, coffee, dog food
• Toys, games, videos
• Arts Crafts supplies
• Mileage for general transportation
• Laundry cleaning supplies not used in the CACFP

57
CACFP Training

• All Sponsoring Organizations are required to
  annually attend a State Agency approved CACFP
  training
• All institutions are required to provide training
  to their CACFP key staff upon orientation to the
  program and AT LEAST annually thereafter
• Key staff includes those
• staff members involved
• in the administration,
• management, or functional
• operation of the CACFP

58
Training Topic/Documentation
Training must include instruction appropriate to
the level of staff experience
and duties.

• Minimum Training Topics
• Meal patterns
• Meal counts
• Claims
• Recordkeeping
• Reimbursement processes
• ?Sponsors Monitoring review procedures

• Minimum Documentation
• Dated attendance sheet
• Copy of training agenda materials used or
  documentation of specific sources
• Note failure to provide and/or participate
  in an annual CACFP training can lead to serious
  deficiency

59
Training of Sponsors Monitors

• Sponsoring organizations must keep records
  documenting the attendance at State Agency
  training of each staff member with monitoring
  responsibilities annually
• Annual Sponsor Training of staff must include
  instruction appropriate to the level of staff
  experience and duties
• Minimum training frequency and content
  requirements apply- 6 minimum CACFP topics
  annually Institution Tool Kit 1.2

60
Training of Site Monitors

• There are specific responsibilities for each site
  monitor to execute appropriate and viable program
  reviews, all site monitors must attend State
  Agency training prior to placement in the field

61
Monthly Edit Checks

• The Tools in Your Tool box
• for an Efficient, Effective, and Successful Meals
  Program

62
Monthly Edit Checks

• Cross Reference Master Roster with
• Enrollment forms
• IEAs
• Attendance sheets (spot check) absences noted?
• POS meal counts

• Check POS Meal Counts for
• Approved meal types
• Free/reduced price/paid status
• Maximum of 2 meals, one snack or 2 snacks one
  meal per day
• Staff meals
• No meal count exceeds enrollment

63
Monthly Edit Checks

• New employees CACFP Orientation Training
• Review of food service receipts for food service
• ?For profit centers -25 free/reduced price
  eligibility- must meet monthly

64
Other Edit Checks

• First/last name on all documents
• Documentation in pen
• All 2nd edits dated initialed

• TIP Develop CACFP written policies. Use
  Toolkit as prototype. Use Summary of CACFP
  Doc sheet as a base
• Viability, Capability and Accountability

65
Recordkeeping

• Requirement three (3) years plus the current
  year (or longer if outstanding audits)

• Includes all program documents, correspondence
  memos, and financial records

66
Recordkeeping
CACFP Records do not go on field trips!
All records must be available at the Sponsoring
Organization site and individual Center and
family day care home sites during normal
business hours Sponsoring Organizations keep
copies only
67
Bureau of Nutrition Programs and Services Website

• http//www.education.nh.gov/program/nutrition/inde
  x.htm

68
The Finish Line!
Questions Carole Dennis, Program Specialist
CACFP Carole.dennis_at_doe.nh.gov 603-271-3883