Indiana Department of Education

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FFVP Claims and Recordkeeping

• Indiana Department of Education
• School and Community Nutrition
• Program Year 2016

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Agenda

• Purchasing for the FFVP
• Reimbursable Costs
• Special Dietary Needs Accommodations
• Completing Monthly Claims
• Claim Form Process
• CNPweb
• Recordkeeping Requirements
• Common Review Issues

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Purchasing for FFVP

• Serve a variety of fresh fruits and vegetables in
  their natural state and without additives
• Not allowed
• Processed or preserved fruits and vegetables-
  canned, frozen, dried, or vacuum packed
• Juice or smoothies
• Dip for fruit
• Fruit leather
• Jellied fruit
• Sugar
• Herbs or edible flowers
• Fruit or vegetables purchased for teachers only

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Purchasing for FFVP

• The FFVP limits
• Dips
• Vegetables only!
• Low-fat or fat-free
• 1 to 2 tablespoons.
• Cooked Vegetables
• Must start as fresh vegetables
• Can only offer once a week
• Must be in conjunction with nutrition education
• Can use funds to purchase small appliances and
  tools for cooking

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Purchasing for FFVP

• Proper procurement procedures must be followed.
• Produce must be graded and inspected
• Food wholesalers or brokers, local grocery
  stores, farmers markets, orchards, and growers
  in your community
• Contact Tina Herzog at cherzog_at_doe.in.gov or call
  317-232-0872 if you have questions about
  procurement.
• Interested in Farm to School? Contact Maggie
  Schabel at mschabel_at_doe.in.gov or call
  317-232-2130.

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Left Overs

• Plan to reduce waste.
• Follow local health department guidelines for
  handling leftovers
• If you cannot easily use the leftovers in the
  FFVP, you may be able to use them in your school
  meal programs- but only to avoid waste.
• Plan to use the fruits and vegetables purchased
  with FFVP funds as part of the FFVP.

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Special Dietary Needs

• Texture Modifications (pureed fresh fruits and
  vegetables)
• Physicians Statement is not required
• Physicians Statement is highly encouraged
• Substitutions
• If the child cannot tolerate the food in an
  altered format, a Physicians Statement is
  required to provide substitutions.
• Options
• Provide a fresh cooked veggie once a week as part
  of nutrition education and then puree the cooked
  vegetable
• Develop a cycle/limited menu for children with
  disabilities

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Special Dietary Needs

• Physicians statement must include
• Childs disability
• Explanation of why the disability restricts the
  childs diet
• Major life activity affected by the disability
• Food or foods to be omitted from the childs
  diet
• Food or foods that must be substituted

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Types of Reimbursement

• Program costs are broken down into three
  categories
• Fresh fruits and vegetables
• Operating costs
• Administrative costs

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Fresh Fruits and Vegetables

• Allowable Expenses
• Fresh Fruits
• Fresh Vegetables
• Pre-Cut Fresh Fruits/Vegetables
• Fresh Fruit/Vegetable Trays

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Operating Costs

• Expenses for acquiring, delivering, preparing,
  and serving fruits and vegetables
• Dip for vegetables
• Napkins, paper plates, serving bowls, baskets and
  trays
• Small equipment purchase (lt300)
• Labor - preparation and/or serving
• Delivery charges for produce

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Administrative Costs

• Expenses for administrating the FFVP
• Large equipment purchases (gt300)
• Labor costs ordering, recordkeeping, menu
  planning
• Limited to 10 of your schools grant allocation.
• July- September Funds- 10
• October- June Funds- 10
• FFVP funds cannot be used for Nutrition Education
  or Promotional Materials

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Equipment Justification

• What is required when purchasing equipment?
• All schools must complete a written justification
  form for purchases of 300 or more.
• File a copy of the equipment justification form
  and a copy of the invoice for the item(s)
  purchased.
• During a review, the field consultant will review
  these documents.
• Document equipment purchase(s) under
  administrative expenses on the excel spreadsheet
  claim form.

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General Claiming Information

• This is a cost reimbursement program.
• What you spend for the program what USDA will
  pay
• 2 step process
• 1st complete the Fresh Fruit and Vegetable Excel
  Spreadsheet
• 2nd fill out the claim for reimbursement form on
  the CNPweb for FFVP

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Excel Spreadsheet Reminder

• Schools required to email the excel claim
  spreadsheet
• East Allen County Schools
• Gary Community School Corporation
• Gary Lighthouse Charter School
• Michigan City Area Schools
• MSD of Lawrence Township
• Thea Bowman Leadership Academy

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Other Tips

• Save the Excel Claim for Reimbursement using the
  following naming rules
• School District
• School Name
• Month
• Example IDOE Elementary August.xls
• Be specific on the spreadsheet
• Ranch make sure you indicate low fat or non fat
• Low-Fat Ranch Cups
• Pineapple Cups - make sure to clarify that these
  arent cupped in syrup or juices, they must be
  fresh
• Fresh Pineapple Cups
• When in doubt, call and find out!

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Claim Submission Deadline

• Claims due the 10th of the month following the
  claim month
• Example File Augusts claim by September 10th
• Maximum amount of time to make a claim - within
  60 calendar days after the last day of the claim
  month
• Example August claim is due by October 30th

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CNPweb
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CNPweb
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CNPweb
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CNPweb
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CNPweb Claim
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Program Recordkeeping

• Paperwork
• Submit claims monthly by the 10th day of the
  month.
• Ensure claims are correct and appropriate.
• Maintain full and accurate FFVP records for 3
  years plus the current operating year.
• Contact information
• Invoices
• Monthly claims
• Purchase order information
• Labor documentation
• Policy Memoranda and Addendums
• Document your successes

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Labor Documentation

• Tracking Labor
• Track both operational labor and administrative
  labor
• Include total hours worked over the week
• Use FFVP Time Reports or anything that clearly
  tracks labor

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Budgeting

• Funding period runs from July 1, 2015-June 30,
  2016
• First allocation of funds from July 1st to
  September 30th
• Second allocation of funds from October 1st to
  June 30th
• Tools
• Excel Claim Spreadsheet
• Fund Tracking Sheet

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Fund Tracking Sheet
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Common Review Issues

• CNPweb claim and spreadsheet dont match
• Claiming unallowable purchases
• Mistakes when figuring operational or
  administrative costs
• Records missing to back up claims
• Overspending or underspending

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FFVP Website www.doe.in.gov/ffvp
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FFVP School of the Year

• Formal recognition to schools going above and
  beyond with their FFVP implementation.
• All nominated schools will receive an FFVP framed
  certificate.
• The winner will receive a certificate, an FFVP
  School of the Year banner, and 250 from Piazza
  Produce.
• Nomination application due at the end of
  February.
• More information to come!

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Thank you for participating in this webinar!

• Contact Information
• Allie Caito-Sipe
• Email acaito_at_doe.in.gov
• Toll free 1-800-537-1142 Ext. 20849
• Local 317-232-0849