Expenditure/Reimbursement Worksheet Summary report of all allowable CACFP expenditures/ reimbursements ‒ Administrative & Food Service Labor •Must be approved in the center’s budget in order to charge off to CACFP •Center cannot charge off more than approved in the budget or the employee is paid (verified with paystubs) •Labor paid with cash, Venmo, or Cashapp, etc. are not allowable . 44
Expenditure/Reimbursement Worksheet Summary report of all allowable CACFP expenditures/ reimbursements ‒Food Purchases ‒Nonfood purchases ‒Miscellaneous expenses TM- 48-52 45
Expenditure/Reimbursement Worksheet Documentation of nonprofit food service to ensure that all program reimbursement is used only for the food service operations TM-249 46
Allowable Expenditures •All expenses charged off to CACFP, MUST be in the Budget section of the online application and approved by our office •Items that are used for the entire center like paper towels, must be pro-rated the cost ONLY items or services solely used for CACFP purposes can be charged off to the program TM- 82 47
Allowable Expenditures (cont) •All expenses charged off to CACFP, MUST be in the Budget section of the online application and approved by our office •Items that are used for the entire center like paper towels, must be pro-rated the cost ONLY items or services solely used for CACFP purposes can be charged off to the program TM- 82 48
Unallowable Expenses • Items that DO NOT meet •Candy/Soda meal pattern •Paper Towels for requirements bathroom & classroom (i.e. CACFP – sweet snacks. non-CN labeled products, etc.) •Holiday decorations •Items not claimed for •Food served non- reimbursement program persons •Personal purchases •Coffee, tea, creamer •Toilet paper •Classroom & Enrichment activities •Facial Tissue •Donated items TM-82 49
Donated Products •Donated food and milk can no longer be served as part of a reimbursable meal •Donated items can be served only as an EXTRA 50
Administrative Errors That Can Cause an Overclaim ( This list is not all-inclusive) •No Records •Meal Counts not properly maintained/incorrect numbers •Records/Documentation does not support the claim •Sharing receipts with another facility •Claiming Program Adult meals (Only Child meals can be claimed) 51
Administrative Errors That Can Cause an Overclaim (Cont) Food items indicated as being served on the Menu as Served form but receipts do not support or show enough of the food item was purchased and inventory was not being maintained ─ Example: Milk 52
OTHER REQUIRED DOCUMENTS 53
Inventory Monthly Record of Inventory: ‒ Optional inventory of purchased foods ‒ End-of-Month Milk Inventory Receipts MUST be available for Review purposes! TM- 66-68, 253-254 54
Building for the Future •All institutions must complete the section titled Contact Information and then reproduce the Building for the Future Fact Sheet •All institutions must distribute this fact sheet to all parents of participating children annually •Sponsoring Organizations will send to SDE to upload TM-61, 252 55
56
Training •A CACFP trainer must be designated for each entity •Trainer must conduct annual training and document date, agenda, topics, and signatures of attendees •Must keep sign in sheet of trainings •Trainings completed by September 30 each year and prior to beginning operations, if new TM-70-71 57
Trainings (Cont.) TOPICS MUST INCLUDE: •CACFP Meal Patterns •Reimbursement System •Accurate meal counts •Claims submissions •Claim review process •Record Keeping •Civil Rights 58
Training Methods •Conference/Meeting Style •One-on-one •Online* •Self-Paced Curriculum* *These methods must include documentation of post-training test and benchmarks, e-mail confirmation, questions and answers, and sign in records 59
Additional Trainings STATE AGENCY TRAININGS • TRAINING CALENDAR •Log-in to the CACFP Application & Agreement website. The calendar will appear on the left- hand side of the page under the Resource Library TEAM NUTRITION •Webinars are on the 3rd Thursday of every month •https://www.fns.usda.gov/tn/webinars-and- training 60
Civil Rights Training ► All Staff must be trained on Civil Rights ► New link in Resource Library : •Read and follow directions for the Oklahoma Edge/Next Thought Training Module for Civil Rights •Link - https://osdeconnect.ok.gov/ ► School Civil Rights training fulfills CACFP Civil Rights training requirements 61
Civil Rights •Nondiscrimination Civil Rights Complaints— Must be based on area of statement included on discrimination: all materials being ‒ Race distributed out of ‒ Color institution ‒ National Origin • And Justice for All must be posted – not ‒ Sex required to be in kitchen ‒ Age •Procedure for filing ‒ Disability complaints •Civil Rights Training 62
Civil Rights Attestation •Centers will not send in or upload Civil Rights training documentation •Centers will mark a box Civil Rights Attestation stating the Center/Sponsor has completed Civil Rights Training •Civil Rights training documentation is to be kept at the Center/Sponsor and will be validated during the Administrative Review 63
64
MULTISITED 65
Multisited Centers - Adding Sites Before a Sponsor can add any sites, the following documentation must be submitted to the State Agency: •New Site Add Form •License or documentation from DHS if license is not required TM-272 66
Multisited Centers Adding Sites (cont) •Unaffiliated Site Agreement, if applicable (Pg. 273-275) • For Private Nonprofit Unaffiliated Sites Only : Each site must have its own 501(c)(3) form submitted •Check National Disqualified List (NDL) website documentation (Pg. 271) •Required documentation for the new site •Area map, low-income report data, etc 67
Multisited Centers Removing Sites If a Sponsor is planning on removing a site from their application, the REMOVE SITE form must be filled out and submitted to our office to be removed. 68
Multisited Centers Monitoring Requirements ► Two methods in which a Sponsor can conduct reviews • Conduct one announced and two unannounced reviews • Review Averaging – average of 3 reviews per provider per year ► New facilities must be monitored prior to beginning CACFP operations TM-286; 284-285 69
PROCUREMENT 70
Procurement Plan/Procedures Must Include: • Methods of Procurement • Code of Conduct • Minority firms, women’s business enterprises, and labor surplus area firms statement • Chart of Procedures • Protest Procedures ► Nonkickback affidavits on all contracts over $25,000 TM-100-106 71
Methods of Procurement ► Informal methods •Micro-purchasing •Small purchase procedures •Noncompetitive Proposal ► Formal methods •Invitation for Bid/Sealed Bids •Request for Proposal (RFP) TM-83-86 72
Micro-Purchasing •Aggregate/total per transaction does not exceed $10,000.00 •Distributed among qualified suppliers •No quotes required •Price must be reasonable TM-83 73
“Spreading the Wealth” • Program operators may not always purchase from only one source rather purchases must regularly be made using multiple, available qualified sources • The products or services may be similar or dissimilar purchased at once as a single, collective unit 74
Small Purchase Procedures •Purchases under $250,000 per bid or solicitation. •Obtain quotes or CHECKING PRICES (by email, telephone, oral, catalogs, websites) •Contact at least two sources •Document price quotes and why you purchased from a certain supplier? TM-83-84 75
Formal Procurement • Purchases OVER $250,000 per bid or solicitation document ( The district can have a threshold lower than the federal guideline but the district must follow the amount listed in their plan) • Specifications must be submitted to minimum of 2 vendors. • An Advertisement must be placed in a Newspaper 76
2 Types of Formal Procurement Invitation for Bid/Sealed Bid: •The district will award the bid to the vendor with the lowest price with No Exceptions Request for Proposal (RFP) •Contract is awarded to who has the highest points based on a weighted evaluation • Price alone is not the sole basis for award, but remains the primary consideration when awarding a contract 77
78
Contracting for Food Service If your center plans on contracting for Food Service, an agreement between the center and food service provider is required . To receive a copy of the correct contract/agreement, contact our office at 405-521-3327 or CACFP@sde.ok.gov P-219-221 79
Contracting for Food Service • School is responsible for production records • School/Vendor documents meals delivered •Meals served are documented using Contract Meal Delivery Receipt (CMDR) form •CACFP institution maintains CMDR form – This is the Centers Menu as Served record P-218-221 •School/Vendor bills CACFP institution • CACFP institution claims reimbursement 80
Contracting for Food Service Contracting with a Public School: ► Schools must charge at a minimum: • Breakfast —Free Reimbursement Rate • Lunch/Supper —Free Reimbursement Rate + Value of Commodities + $.07 Incentive • Snack —Free Reimbursement Rate ► Contracts with schools are good from July 1 – June 30 th . A new contract needs to be obtained in June P-218-221 81
MEAL PATTERNS HIGHLIGHTS 82
Meal Requirements •Meals must be served free to all children. •USDA Foods (Commodities) received by schools may be used for suppers and snacks. •Meal(s) must be eaten on site •Meal(s) served during program time •Children must be enrolled in an even start, head start, or school to participate ATR- 17,54 83
Meal Requirements (Cont.) ► Only two meals per day may be served ► One main meal and a snack •Breakfast or Lunch/Supper and a Supplement ATR- 36 84
Meal Patterns Child and Adult Care Food Program (CACFP) OR Schools only: National School Lunch Program(NSLP) meal patterns ATR-37 85
NSLP Meal Pattern 86
CACFP Meal Pattern ATR-39 87
Meal Requirements •Lunch/ Supper •All 5 components must be served in the minimum serving size for a reimbursable lunch or supper. (Milk, Fruit, Vegetable, Grain, and Meat/Meat Alternate) •Breakfast •Milk •Fruit/Vegetable •Grain 88
Snack Requirements 2 of the 5 components from the following for a reimbursable snack: •Milk (1 cup) •Vegetable (3/4 cup) •Fruit (3/4 cup) •Grain (1 serving) •Meat or Meat Alternate (1 oz.) ONLY ONE COMPONENT MAY BE A BEVERAGE 89
Offer vs. Serve - Schools ONLY • Lunch/Supper •Offer 5 components •Must take 3 components • Breakfast •Offer 4 food items •Must take 3 food items NOT ALLOWED FOR SNACK 90
CACFP Meal Pattern Requirements •At least one whole grain-rich item must be offered per day -- if only providing At-Risk Meals the grain must be whole grain-rich •Cereal may only contain 6 grams of sugar/dry ounce •No grain-based desserts 91
List of SOME Grain-Based Desserts •Breakfast bars •Granola bars •Brownies •Sweet piecrusts •Cakes •Sweet rolls •Cereal bars •Toaster pastries •Cookies •Doughnuts TM-162-163 92
CACFP Meal Pattern Requirements •Yogurt may only have 23 grams of sugar per 6 ounces •Meat/meat alternate may meet grain requirement at breakfast (3 times a week) •Juice can only be offered once a day 93
Meat Alternates ► Nuts & Seeds ► Yogurt •Peanut butter 2T •4 oz=1 oz =1oz ► Natural Cheese ► Eggs •1 oz=1 oz •1 large=2 oz •½ large=1 oz ► Dry beans & peas •¼ cup=1 oz •¾ cup=1.5 oz 94
Non-Creditable Cheese Product packaging states: •“Imitation cheese” •“Cheese product” Common items •Cheese whips •Cheese with pimento •Cream cheese 95
Creditable Lunch Meat •Lunch meats are only creditable if they can be found in the USDA Food Buying Guide (FBG) and the label on the package reads EXACTLY AS STATED in the Food As Purchased (AP) column in the FBG or; •A CN Label or; •Product Formulation Statement (PFS) obtained from the manufacturer *If the lunch meat does not meet one of the criteria above, meals containing lunch meat may be disallowed during a review TM-130 96
Creditable Lunch Meat - FBG wsxz 97
NOT A VEGETABLE 98
USDA Food Buying Guide App Search and locate yield information for foods typically served in child nutrition programs Compare yield information to determine the foods that best meet your program needs. Create a favorites list of food items! Email and print search results, food comparisons, and favorites list 99
CACFP Crediting Handbook 100
Recommend
More recommend
