Annual Training

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• Annual Training
• Day Care Centers
• Fiscal Year 2007

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Welcome to Annual Training!

• To help ensure your continuous success in the
  operation of the CACFP
• Facility Responsibilities (Page 52)
• After reviewing this presentation, complete the
  training assessment and e-mail or mail your
  answers to Y.E.S. Inc. by December 22, 2006.

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General Information
Y.E.S. Inc Updated Information
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Update of Bright From the Starts
websitehttp//www.yeskidz.com
The Nutrition Services Division of Y.E.S. Inc.
has two important webpage headers that we want
you to be aware of. The headers are CACFP, and
CACFP Forms. The headers contain the following
information CACFP Participation Information
CACFP Forms -
Posters and flyer - Add-A-Site Checklists -
Eligibility Data - Add-A- Site Packages -
Reimbursement Rates - Application Change
forms - Handbooks/Instructions - DCH Sponsor
forms - CACFP Policies - Day-to-Day
Operations - Claims/Payments - Monitoring
forms - CACFP Memos - Posters and Flyers -
CACFP Regulations - CACFP Media Release -
National Disqualified List
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Updating Your Application

• If you have any CACFP changes in your
  organization, you are required to update your
  application with the current information.
  Updates/Changes can include, but are not limited
  to1. Change of Program Contact2. Changing Meal
  Service Times3. Updating Type of Meals Served
• 4. Providing current and accurate e-mail address
  and/or phone/fax number.

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There is a statement in the comment section
indicating that the center has permission to
operate.
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CACFP Records and Requirements
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Monthly Information Submitted each month

• Schedule A Roster of Food Program Participants
• Attendance Records
• Completed Income Eligibility Statements
• Enrollment documentation
• Title XX Documentation of for-profit centers.
• Monthly Record of Operating Costs
• Daily Menu and Food Service Records/POS form
• All invoices and Receipts for CACFP Expenditures
• Milk Receipts to Verify the Number of Gallons
  Served
• Monthly Menu

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Records that Must Be Part of your Enrollment
Packet

• Income Eligibility Statements
• Income Eligibility Guidelines
• Parent/Household Letter and Reduced Price
  Guidelines
• Enrollment information
• Building for the Future parent letter
• WIC information sheets for parents

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Civil Rights

• And Justice For All Poster
• This must be posted in an area where all
  parents/guardians can view the poster.
• Building for the Future flyer
• Center sponsors must send this flyer to all newly
  enrolled participants must have posted in area
  where all can view.

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CACFP Claims and Reimbursement
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Day Care Centers are reimbursed for actual meals
served to Participants.
Reimbursement Process

• The dollar amount that is reimbursed to you is
  based on the category of eligibility for each
  participant Free, Reduced, or Paid.

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What DATE is monthly paperwork DUE?

• Monthly Paperwork is due by the 5th of the month.
• 2. Paperwork due after this date is subjected
  to a Late or NO! reimbursement!

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Meals for Reimbursement

• Prior to claiming meals for reimbursement you
  must
• Ensure that you are not claiming meals over your
  licensed capacity
• Ensure that all meals are meals that were served
  to children who were enrolled in your facilities.
• Ensure that meals are not in excess of the 2/1
  limit per participant per day 2 meals and 1
  snack or 2 snacks and 1 meal
• Ensure that meals meet the meal pattern
  requirements

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Meals for Reimbursement

• Example of Meals that CANNOT be claimed for
• reimbursement
• Meals that have been calculated incorrectly
• Meals that are supplied by the participants
  family
• Meals served to any participant who is not
  enrolled
• Meals served in excess of licensed or authorized
  capacity
• Meals that are in excess of the 2/1 limit per
  participant per day
• Meals that do not meet the meal pattern
  requirements
• Meals served to staff

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Meals for Reimbursement

• Please Note For-profit centers must qualify
  each month in order to claim.
• You must have 25 title XX in any month that you
  wish to claim
• For Title XX ONLY if the center does not meet
  the 25 Title XX requirement, you may use
  Free/Reduced price meal documentation. At least
  25 of the total enrollment must be free/reduced
  to qualify.

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Monitoring and Training Requirements
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Centers Must Attend Training

• Program Contact must attend all CACFP mandatory
  training
• Any Staff working on CACFP information MUST
  attend training.

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Who are key staff members?

• Key Staff includes the centers employee(s) who
  is responsible for the overall management and
  administration of the CACFP for the facility.
  This would include employees responsible for
  completion of daily paperwork, recordkeeping,
  monitoring, and application and/or claim
  submission.
• Key Staff within each facility are responsible
  for providing training to other facility staff
  that have responsibilities related to the CACFP
  such as taking point of service meal counts, menu
  planning and cooking.

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Receipts and Invoices

• A Copy of ORIGINAL receipts, invoices, and other
  records must be kept to document all CACFP
  related costs.
• BE SURE TO HIGHLIGHT ALL MILK PURCHASES ON THE
  COPIES OF THE RECEIPT!!

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What is an adequate receipt and/or invoice?

• The receipt/invoice must have the items that were
  purchased/received listed
• The receipt/invoice must have the cost of
  individual items and total cost of the
  transaction
• The receipt/invoice must have the date of the
  transaction
• The receipt/invoice must have the contact
  information (i.e. name of person or store,
  address, phone )

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Please Be Aware!!

• Center facilities must keep all CACFP records for
  three years plus the
• current year!
• Even if you leave
• CACFP!!!

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• Always keep a copy
• of anything that
• you send to our
• office!

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FACILITY RESPONSIBILITIES

• Creditable Meals and Snacks
• Infant Meals and Snacks
• Accurate Meal Counts
• CACFP Recordkeeping
• How Daily and Monthly Forms Should Be Completed

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Creditable Meals and Snacks
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What must a creditable meal/snack have?
Right Food (required food components)
in the Right Amount (required serving size for
each age group) Please refer to the Food
Crediting Guide
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Basic Components

• Fluid Milk
• Meat or Meat Alternate
• Grain or Bread
• Fruit and
• Vegetables

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Required MealComponents for Breakfast

• Fluid Milk
• Grain or Bread
• Fruit / Vegetable

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Required Meal Components for Lunch or Supper

• Fluid Milk
• Meat or Meat Alternate
• Grain or Bread
• Fruit / Vegetable
• (2 servings)

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Required Components for Snack ( must use two of
the four components)

• Fluid Milk
• Meat or Meat Alternate
• Grain or Bread
• Fruit / Vegetable
• Cannot count milk and juice as two separate
  components!!
• Cannot use two components from the same group!!

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Milk, Milk, Milk

• Mandatory for
• Breakfast and Lunch,
• No exceptions.
• Soy Milk can be used in place of regular Milk.

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THERMOMETERS
MUST BE IN ALL REFRIGERATOR AND FREEZE IN THE DAY
CARE CENTER
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Infant Meals and Snacks
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Infant Meals

• Meals containing only breast milk are
  reimbursable if the mother provides the bottle
• Meals containing milk (instead of breast milk or
  formula) cannot be claimed for infants
• For any meal that only contains formula (per the
  meal pattern requirement) you can claim the meal
  even if the parent provides the formula
• If you provide at least one additional component
  of the meal pattern, you can claim a meal even if
  the parent provides the formula

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Required Meal Pattern for Infants who are 0- 3
months
Reimbursable if bottles of breast milk are
provided to the center by the parent/guardian.
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Required Meal Pattern for Infants who are 4- 7
months
Breakfast
Reimbursable if bottles of breast milk are
provided to the center by the parent. Reimbursab
le if parent provides formula when optional
component(s) is served.
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Required Meal Pattern for Infants who are 8- 11
months
Breakfast
Lunch or Supper
Reimbursable if bottles of breast milk are
provided to the center by the parent. Reimbursab
le if parent provides formula when optional
component(s) is served.
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Accurate Meal Counts
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Accurate Meal Counts

• All meals and snacks must be counted at the
  Point-of-Service each day
• 2. The Point-of-Service meal count must be
  recorded on the Daily Menu and Food Service
  Record form/point of service form

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CACFP Recordkeeping for Facilities
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Household Letter and Reduced Price Guidelines

• A household letter must be distributed to the
  households of participants enrolled in your
  center along with the Income Eligibility
  Statement in a Non-Pricing Center (a sample of
  the household letter can be found in the
  Household Letter folder on you CD).
• This letter tells the household that school
  nutrition programs are available.
• The household letter must also have the Reduced
  Price Guidelines attached

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Household Letter and Reduced Price Guidelines
Please Be Aware UDSA regulations
require that all institutions attach the Reduced
Income Guidelines to the Household Letter. The
Reduced Income Guidelines were recently created
as a new and separate document for Non-Pricing
Centers, and can be printed from your CD in the
Household Letter folder. Therefore the
Household Letter and the Reduced Price Guidelines
must be distributed along with the Income
Eligibility Statement
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Records That Must Be Maintained Daily

• - Current Roster
• Income Eligibility Statements for enrolled
  participants
• Daily attendance records
• Daily Menu and Food Service Record
• Infant Daily Menu and Food Service Record (if
  applicable)
• Menu and Food Service Record for At Risk- After
  School Care Snack (ASCS) Program (if applicable)

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Records That Must Be Maintained Monthly

• Monthly Records of Meals and Snacks Served form
• At-Risk After School Snack Program (if
  applicable)
• Monthly Records of Operating Costs
• For-Profit Centers must keep Title XX /Title XIX
  documentation showing 25 or more for any month
  claimed or have on file Free/Reduced
  certification form

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Records That Must Be Maintained Annually

• WIC information distributed to parents (childcare
  centers)
• Enrollment information signed and dated
• Updated Income Eligibility Statements along with
  the Household Letters and Reduced Price
  Guidelines sent to families
• For-profit centers must have Title XX/Title XIX
  verification or the Free/Reduced verification for
  annual qualification
• Procurement documentation, contracts and
  agreements (if applicable)
• Annual inspection or Fire and/or Health
  inspection documentation

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How Daily and Monthly Forms Should be Completed
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CACFP Roster

• 1. Roster should always have
• a. age of the participants
• b. Title XX/XIX info (if you are for-profit)
• c. Date entered on the form
• - date the child/adult entered the
  program
• d. Free/Reduced/Paid categorization
• 2. Must keep the roster current! The Roster
  should be updated monthly to reflect any new
  participants who have entered your center, and
  participants who have exited!
• Roster you complete each month must be in
  alphabetical order by last name
• (Please see the example in the next slide)

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Income Eligibility Statements

• Used to determine if a participant is free
  reduced or paid on the roster.
• Income Eligibility Statement completion
  checklist- refer to the next two slides
• Good for one calendar year from the date the
  parent/guardian signs the form.
• 3. If a parent/guardian puts Ø income they
  must complete a new statement in 45 days.

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Income Eligibility Statement (IES) Completion
Checklist

• Has the parent/guardian signed and dated the
  Income Eligibility Statement?
• Has the parent/guardian provided their SS?
  Please note- the SS is only needed when Part 2B
  is used to determine the IES.
• If the parent/guardian provided a household
  income, did they indicate the frequency (weekly,
  bi-weekly, monthly)? Please note- if the
  frequency is not indicated the income must be
  determined as weekly, until clarification is
  given by the parent/guardian.
• All of the areas must be complete in order
  to correctly determine the Income Eligibility
  Statement

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Income Eligibility Statement (IES) Completion
Checklist (continued)

• Has the parent/guardian provided an adequate Food
  Stamp or TANF number.
• Is the For Institution Use Only section of the
  IES complete with a date and signature?
• All of the areas must be complete in order to
  correctly determine the Income Eligibility
  Statement

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Income Eligibility Statements

• Please Note
• If a parent or guardian refuses to sign or fill
  out the income eligibility statement, you must
  determine the Income Eligibility Statement as
  paid.
• Households are no longer required to report
  changes in circumstances, such as an increase in
  income, a decrease in household size, or when the
  household is no longer certified eligible for
  food stamps or Temporary Assistance for Needy
  Families during the period covered by the
  eligibility statement. (See Free and Reduced
  Price Meal Eligibility Determinations Memo dated
  July 19, 2006)

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Please Be Aware!

• There must be an income eligibility statement for
  every participant who is in the Free or Reduced
  Category, Paid is optional. (note- if you do not
  have an Income Eligibility Statement for a
  participant they must be placed in the paid
  category).
• It must be signed by the parent/guardian and the
  center.

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Updating Enrollment Information
Enrollment information must be updated at least
once per year.

• Part 3A of the Income Eligibility Statement can
  be used.
• OR a comparable form that captures the days and
  time the child will attend, and meals/snacks the
  child will eat.

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Daily Menu and Foodservice Records

• Must be completed daily
• Enter number of eligible children/adults who were
  served applicable meals or snacks broken out by
  age/adult/staff
• Transfer totals to Monthly Record of Meals and
  Snack Served form
• (Please see the example in the next slide)

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Daily Menu and Foodservice Records for Infants

• Must be completed daily
• Allows documentation of individual foods served
  to infants
• In column 1 of top 3 sections, indicate names of
  participants in each age group. Use additional
  sheets as necessary.
• In columns 2, 3, and 4 of each section indicate
  the actual item served for each participant. Use
  additional sheets if center serves more than 3
  meals/snacks.
• At the bottom total the number of creditable
  meals served for each meal type. Also indicate
  the number of meals served to teachers.
• Add the number of meals for each meal type served
  and total in the fourth section on the row "Total
  Infant Meals Served." Add together meals
  served to teachers and put total in fourth
  section under " Total Meals Served to
  Teachers."
• Total of infant meals served should be added to
  the number of meals served to children 1 to 12
  years and transferred to Monthly Record of Meals
  and Snacks Served form.
• (Please see the example in the next slide)

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Monthly Record of Meals and Snacks Served form

• Enter the dates
• enter the total number of eligible participants
  who were served breakfast, AM snack, lunch, PM
  snack, supper
• Number of meals/snacks served each day are
  transferred from the Daily Menu and Food Service
  Record forms to the Monthly Record of Meals and
  Snacks Served form
• total each column
• totals will be transferred to the claim form
• (Please see the example in the next slide)

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Monthly Record of Meals and Snacks Served form
for the At- Risk After School Snack Program

• Must be completed daily
• enter number of eligible children who were served
  snack
• keep on file
• this form is also your Monthly Record of Snacks
  Served for the ASCS program
• Calculate the total at the end of the month and
  submit the total on your claim
• (Please see the example in the next slide)

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Monthly Record of Operating Costs Form
Used to reconcile CACFP operating costs.
Operating costs are associated with preparing,
serving, and clean-up of meals served to eligible
participants.

• Enter the date of the transaction
• Enter name of vendor, store, company, person,
  etc.
• Enter amount paid under appropriate column
• Keep copies of bills, invoices, and receipts.
• List the Gallons of Milk purchase for each
  receipt.
• Total each column and enter Grand Total amount
• (Please see the example in the next slide)

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Center Changes and Updates

• Please submit any change in WRITING by sending in
  the Change Notification Form.
• Remember changes will not take place until the
  following month.
• Changes will NOT be updated until a form is on
  file.