12/16/2020 At-Risk Afterschool Meals Workshop Child Nutrition Programs 405-521-3327 or CACFP@sde.ok.gov 1 USDA Guidance “At-Risk Afterschool Meals Guide” “Other Documents” in CARS “Resource Library” on CACFP ATR = At-Risk Guide TM = CACFP Training Manual 2 2 At-Risk Afterschool Meals •Healthy, Hunger-Free Kids Act of 2010 expanded the program. •Offers federal funding to afterschool programs that serve a meal and/or snack to children in low-income areas. •Component of the Child and Adult Care Program (CACFP) •Must apply through SDE CACFP 3 3 1
12/16/2020 Consultants’ Territories ► Get to know your consultant ► Call for technical assistance ► Call State Office with questions at 405-521-3327 ► CACFP@sde.ok.gov 4 4 Integrity •All Administrative Reviews conducted for 2020- 2021 will be unannounced . •If declared Seriously Deficient through the Administrative Review, an institution representative must attend CACFP Training (as part of corrective action) within 60 days of the exit conference • At-Risk Training & Meal Pattern Requirements will be offered monthly. MPR is Currently the 2 nd Tuesday of the month, (some exceptions) 5 5 ALL CACFP RECORDS MUST BE READILY AVAILABLE FOR REVIEW AT THE INSTITUTION AT ALL TIMES 6 6 2
12/16/2020 https://cnp.sde.ok.gov/CACFP •Application & •Resource Library • USDA Memos Agreement • Training •USDA Website Manual • Interactive •Rates/Eligibility Forms Scale •Food Buying •Training Calendar Guide/Crediting Handbook •Access to Claims 7 7 FEDERAL FISCAL YEAR OCTOBER 1 – SEPTEMBER 30 8 8 Documentation to Apply for At-Risk •Management Plan - VCA •Check National Disqualified List (NDL) website documentation (TM-271) •License or DHS documentation if license is not require •Schools who are applying are exempt •Required documentation for At-Risk Sponsors ATR-24-27 - Area map, low-income report data, etc. 9 9 3
12/16/2020 Online Application & Agreement •Update as changes occur •Institutions contracting food services must submit contract to SDE annually •Institutions contracting for services must have the contract approved by SDE before going to bid •Institutes must submit a budget • CACFP Application training will be offered monthly at the SDE. Currently 1st Tuesday of the month, (some exceptions ) 10 10 11 11 To 12 12 4
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12/16/2020 SDE WILL UPLOAD ALL FORMS CACFP@sde.ok.gov 16 16 All Institutions Must Be Per 7CFR 226.6(b)(1)(xviii) ► Viable •Financially viability and financial management •Adequate financial resources to operate on a daily basis, pay bills during interruptions ► Capable •Administrative capability •Staffing is adequate •Ability to manage operation compliance ATR-26-27 17 17 All Institutions Must Be (Cont) ► Accountable •Program Accountability •Institution Oversight Costs are for program authorized expenses Operations - Training and monitoring Record-keeping ► Centers/Sponsors that were SD in the previous fiscal year will be required to fill out a VCA before their online application can be approved. 18 18 6
12/16/2020 State Auditor Documents If you are up for review, we will need copies of ALL paperwork , receipts, documents, etc. for the month of the CACFP review including documents from the day of the meal observation – enrollment forms, attendance, etc. YES! A COPY OF EVERYTHING 19 19 Basic Responsibilities •Record Keeping •Menus as Served •Training Records •Civil Rights Training •Contracting with Outside vendor/any part of CACFP •Inventory (optional) •Any other Required Records TM-6-10 20 20 Eligibility Requirements •Be organized primarily to provide care in after- school settings. (Weekends, holidays or school vacations – during the regular school year.) •Provide organized educational or enrichment activities. •Must be located in an attendance area where at least 50% of students are eligible for free/reduced-price meals. ATR-14 21 21 7
12/16/2020 Example of Area Eligibility EXAMPLE : If a high school does not have 50% free or reduced price enrollment, but the middle school in that same attendance area does have 50% free or reduced eligible students, the high school may participate based on the middle school’s numbers . 22 22 Area Map •It is require to send in a map with the location of the eating site AND the school site that is in that area •If you were to live at the eating site, what school site(s) would kids be attending? 23 23 Area Map (cont.) • Oklahoma City & Tulsa – go the district website, enter address of eating site. (Other larger districts, you may be able to do the same); or • Small districts with one school in the town – get a map of school district and map eating site location; or •Other districts – use https://oklahoma.hometownlocator.com/sch ools or www.greatschools.org 24 24 8
12/16/2020 Low-Income Report •Send in the section of the Low-Income report showing the school site is over 50% Free & Reduced •The site can be an elementary, middle, or high school site •Use the most current year low-income report •The Low-Income Report can be located in the Resource Library 25 25 Activities •Must provide regularly educational or enrichment activities in an organized, structured, and supervised environment. •Organized activity must be open to all students , however they do not have to participate. ATR- 8 26 26 Participant Eligibility •School age child through 18 (if they turn 19 during the school year) •Person with a disability who meets the requirements of a “Person with Disability.” (7 CFR 226.2 Definitions) •Must be participating in an approved afterschool care program ATR- 17 •Meals must be consumed onsite 27 27 9
12/16/2020 Athletic Programs “Students who are a part of a sports team can receive Afterschool Snack or Meal, but the Program cannot be limited to a sports team” ATR-9 28 28 Meal Service Meals and Snacks may be reimbursed if they are served: •After the school day has ended OR •On weekends or holidays, including vacation periods (during the regular school year only) ATR-12 29 29 Eligibility of Expanded Learning Time Programs for SCHOOLS (USDA Memo SP 04-2011) A school operating 1 hour longer than the traditional school day of 6 hours may be eligible to serve & claim afterschool meals during that 7 th hour. ATR-13 30 30 10
12/16/2020 Documentation of Expanded Learning Time Programs for SCHOOLS To be approved for serving At-Risk meals during expanded learning time programs, the SFA is required to send a class schedule (Bell Schedule) showing that school is in session for 7 full hours. •Lunch time can not be calculated in the 7 hours. 31 31 Examples : 1. If a school’s instructional time is from 8:00 a.m. to 3:00 p.m they would not be able to serve meals before 3:00 p.m or in the 7 th hour. 2. If a school’s instructional time is from 7:45 a.m. to 3:45 p.m. they would be able to serve during the 7 th hour or after 3:15 p.m. (if lunchtime was deducted at 30 minutes) 32 32 Time of Meals At-Risk Afterschool Meals may be served at any time AFTER THE SCHOOL DAY ENDS ATR-12 33 33 11
12/16/2020 Summer Meals At-Risk Afterschool Meals are not allowed to be reimbursed during the summer when school is not in session To continue providing meals in the summer, apply for the Summer Food Service Program/SFSP Contact: Dee Houston, SFSP Coordinator 405-521-3327 or SFSP@sde.ok.gov ATR-10 34 34 Record Keeping Forms All forms must be maintained DAILY, by month, at each site for any institution participating in the CACFP. ALL RECORDS MUST BE KEPT ON SITE AT THE LOCATION APPROVED ON THE INSTITUTION’S APPLICATION TM-38 35 35 At-Risk Afterschool Meals Documentation •Attendance Records •Meal Counts •Menus as Served or Production Records •Expenditure/Reimbursement Worksheet •Along with supporting documentation - receipts, timesheets, pay stubs, etc. •Annual Staff and Civil Rights Training 36 36 12
12/16/2020 Record Keeping Forms • Daily Attendance Record (TM- 41) • Enrollment documentation • Sign-in sheet for those not enrolled in the enrichment program but participating in a meal ( Recommended) 37 37 Daily Attendance Rosters or Sign-In Sheets TM-244 38 38 Meal Count Worksheet TM-245 39 39 13
12/16/2020 Record-Keeping Forms (cont.) ► If center/sponsor has Regular Meals and At Risk Meals: •Separate records must be kept for Attendance, Meal Count Worksheet, and Menu as Served forms •Check appropriate box to indicate if the Menu as Served or other form is At Risk or Regular Meals 40 40 Record Keeping Forms (Cont) Food-Purchasing Form Must be used to itemize all receipts for the month unless purchased from a food vendor or meals are contracted – Original and the entire receipt must be attached – Any items that does not count towards a reimbursable meal must be put in the non reimbursable section of the form P-48-49 41 41 Food Purchasing Form This form is not require when: •If you use a vendor or if the invoice/receipt is detailed and can tell us weight, size, price on the receipt • If using receipts from pick-up or delivery orders, it MUST be the receipt AFTER the food has been picked up or delivered. Using a receipt from when the order was submitted will be disallowed. 42 42 14
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