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TRANSCRIPT
CLAIMS AND REIMBURSEMENT
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This PowerPoint focuses on allowable costs for the Fresh Fruit and Vegetable Program, tracking your expenses, claiming your expenses for reimbursement, recordkeeping requirements, and additional documents that can help you operate a successful FFVP.
REIMBURSABLE COSTS
Program costs are broken down into three categories:
Fresh Fruit and Vegetables
Operating Costs
Administrative Costs
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There are strict guidelines on the costs that can be reimbursed. They are broken down into 3 categories: Expenses for buying fresh fruit and vegetables Operating costs, including the labor needed for the service and preparation of the produce and non-food supplies. - Administrative costs include the labor needed for the management of the program and for larger equipment purchases.
FRESH FRUITS AND VEGETABLES
Allowable Expenses
Fresh Fruits
Fresh Vegetables
Pre-Cut Fresh Fruits/Vegetables
Fresh Fruit/Vegetable Trays
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Please keep in mind that most of a school’s FFVP funds must go toward purchasing fresh fruits and vegetables. You are permitted to use pre-cut produce and ready-made produce trays in the FFVP. Make sure if you purchase a fruit tray, that there is no dip accompanying the fruit.
OPERATING COSTS
Expenses for acquiring, delivering, preparing, and serving fruits and vegetables
Dips for vegetables
Buying nonfood items like napkins, paper plates, serving bowls, and trays
Labor costs directly related to the preparation and/or serving of the fresh fruits and vegetables.
Delivery charges for produce
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Operating costs are the cost of running your FFVP. These are your documented expenses for acquiring, delivering, preparing and serving fruits and vegetables. Items that are reimbursable through operating costs include low-fat or non-fat dips; non-food items such as napkins, paper plates, serving bowls, trash bags, and cleaning supplies; small equipment purchases (less than $300.00); and items to help deliver the fruits and vegetables such as trays and baskets. As stated before, labor is a reimbursable cost. Wages and benefits for employees that help prepare, serve, set up, and clean-up the snack may be claimed for reimbursement.
ADMINISTRATIVE COSTS
Administrative costs are limited to 10% of the entire grant
Expenses related to administering the program.
Large equipment purchases ($300 or more)
Salaries and fringe benefits for employees who compile and maintain claims and other reports, plan and write menus, order produce, track inventory, and coordinate promotion activities
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Administrative costs are limited to 10% of your school’s total FFVP grant. Administrative costs are the documented expenses you have for planning the program, managing the paperwork, obtaining large equipment ($300 dollars or more), and all other aspects of the FFVP not related to the preparation and service of fruits and vegetables Wages and benefits associated with administrative tasks such as menu development, purchasing, and claim form completion are all reimbursable. The purchase of equipment such as refrigerators, serving bars, vending machines, or large carts are allowable. However, equipment that is purchased with the funding from the FFVP grant must be exclusively used for the FFVP. Costs associated with the management of the program should be kept at a minimum to allow for adequate funds to purchase fruits and vegetables.
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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This is a cost reimbursement program. What you spend for the program is what you get reimbursed out of your grant funds. The State Agency will only reimburse you for cost incurred for the FFVP. If your school corporation has been awarded money for more than one school in your district, you may not spend more than the amount allocated to that school even if other schools have extra funds. You may contact the State to see if funds can be moved around, but do not attempt this on your own. Please contact the State for guidance. Claiming for reimbursement is a 2 step process 1st - all schools must fill out an FFVP claim for reimbursement excel spreadsheet for each building and keep on file. Certain schools are required to e-mail me their claim. On the next slide I will list those schools that must email me their claim. 2nd – once a school fills out an FFVP claim for reimbursement excel spreadsheet for each building, they must go into the CNPweb where sponsors file their claims for the National School Lunch and Breakfast Program and file their FFVP claim. .
EXCEL SPREADSHEET REMINDER
Schools required to email the excel claim spreadsheet:
Holy Angels Catholic School
Holy Cross Central Catholic School
Joshua Academy
Saint Anthony Catholic School
Saint Philip Neri School
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1st and 2nd year schools are required to email me their excel claim spreadsheet. I have listed the schools that must send me a spreadsheet each month. I will be checking to make sure the costs are allowable and to make sure the CNPweb claim matches the expenses.
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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If you are planning to, or have already, purchased equipment that costs $300.00 or more, you need to complete a written justification form for the equipment purchased. Keep a copy of the equipment justification form and a copy of the invoice for the item(s) purchased on file. Document equipment purchased under administrative expenses on the excel spreadsheet claim to be reimbursed for purchases. If using equipment purchased from FFVP funds with another program, the cost of the equipment must be prorated so that FFVP funds are only paying for the portion that they are using. Example: If purchasing a cooler and 50% is used for FFVP while the other 50% is used for the National School Lunch Program, NSLP must pay for half of the cooler, while FFVP funds would pay the other 50% of the cooler cost. The Equipment Justification Form is available on the FFVP website under FFVP Forms. Just so you know, we used to require every school to submit the justification forms to the State, we now only require you to keep this on file, to be viewed during an Administrative Review. However, if you are unsure if the cost is allowed to be covered with FFVP funds, please contact me before you make the purchase!
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The excel spreadsheet has changed a bit from the previous school years. For schools that have been filling this out for awhile, make sure that you are completing all of the sections correctly. This spreadsheet can be downloaded on the FFVP website or let me know if you want it sent via email. You will want to fill in the Sponsor Name and School Name and Sponsor Number and School Number. The claim preparer’s name, email and phone number are also required on this first page. If you want to save a template that has just those sections filled in, that can save you some time. Then each month you can open the template up and “Save As” that month, without having to re-type this information. Please make sure you update the claim month and #FFVP Operating Days on each new claim. The revision number should stay at 0, unless you had to go back and fix an issue. Usually this occurs when I find an error during a review. When opening up a new spreadsheet, the expenses in the middle of the page will be $0. This will automatically adjust as you start adding your claim information on the following worksheets. Near the bottom you can add any questions, comments, or special notes about that month’s claim. The tabs that follow include Fruit Costs, Vegetable Costs, Operating Costs, and Administrative Costs. You will click on each of these tabs to fill out that information. Let’s go to the next tab – Fruit Costs.
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Once the front has been filled in, you will click on the dark pink ‘fruit costs” tab. This page will be blank. On this page you will enter all of the fruits served for the FFVP for that month. You will need to enter each fruit served on a separate line. So for instance if you served Cara Cara Oranges and Apple Cups on the same day, keep them separated on the claim, this way I can see how much each item cost. If you served the same fruit on multiple occasions, I would like to see those split up as well – sometimes the price fluctuates and the Macintosh apples you purchased at the beginning of the month, might have a different cost later on. Even if the price stays the same, keep these separated. There should be plenty of space to enter your fruit and vegetables. However, if you run out of space, let me know. In the first column you will enter the date that the item was served. Under the second column, enter a description of the product served. Be as descriptive as possible – don’t just list apples, tell me what type of apples. If you purchase prepared fruit, provide as much information as possible. For instance Mangos, sliced and preserved with Vitamin C. In the third column, enter the size/weight of the shipping unit. So this tells me the amount of produce per case. Then in the next column, enter the total number of units you purchased. During an administrative review, I will make sure they match up with the invoice. I will also be checking to make sure you didn’t over or under-purchase. The cost per unit is very important. Make sure it matches your invoice. Finally the total cost will automatically be figured for you. At the bottom of this section, you will see a total sum for the fresh fruits you served that month.
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The light green tab is titled Vegetable Costs. Just like the fruit section, you will complete the vegetable section by filling out each vegetable served during that month. The columns are all the same and you will see a fresh vegetable totaled at the bottom. The fruits and vegetables will be added together on the Total Claim Reimbursement page to get the total for your claim.
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On the light purple/blue tab, you will find Operating Costs. The top section is just for reporting operational labor. Remember under operating costs you will enter any expenses for the preparation and service of fruits and vegetables. So the top section will just include the prep, delivery, and/or clean up labor that you want to claim. The first column is where you report the name of the individual responsible for the FFVP operational labor. Then include the hours and hourly wage. Include any fringe benefits with the hourly wage. In the bottom section, you will be reporting other operational costs. This includes small equipment, materials, or nonfat or fat free dip for vegetables. You will need to fill out as much information as possible. For example with Low Fat Ranch Dressing, be sure to enter how many portions come per case, how many cases purchased, and the price of each case. At the bottom of this section, your operating costs will be totaled for you. This will be entered onto the first page under Fresh Fruit and Vegetable Program Expenses.
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The final teal tab is where you will report administrative costs. As a reminder, administrative labor involves planning, ordering, reporting, etc. for the FFVP. Other administrative costs would include any equipment that costs $300 or more. Remember these costs must not exceed 10% of each allocation. Just like in operational costs, you will enter the administrative labor at the top. Then the additional administrative costs in the second section. Be sure to provide as much detail as possible. At the bottom, you will see the total for your administrative costs, which will be added to the front page of the spreadsheet.
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Once you have completed entering the fruits and vegetable expenses, along with the administrative and operating costs, click on the yellow tab to return to the first page. Now you will see the Expenses section has been filled in. You will use this as you fill in the CNPweb claim reimbursement. Save this spreadsheet on file. If you have to send it to me, email the excel spreadsheet as an attachment. If you don’t need to send this to me, save on your computer (ensure that it is backed up) for future reviews. Be sure to keep these on file for three years, plus the current operating year.
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 aren’t cupped in syrup or juices, they must be fresh
Fresh Pineapple Cups
When in doubt, call and find out!
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For those schools needing to e-mail me your claim excel spreadsheets, please save the Claim for Reimbursement as an excel file with the school district, school name, and month the claim is for. You can see the example on the screen- IDOE Elementary August.xls Like I mentioned earlier, when listing fruits/vegetables and operating and administrative costs- be very specific with wording. For example, instead of saying Ranch, say Low Fat Ranch Cups or instead of Pineapple Cups, say fresh pineapple cups. If you are not specific, I might have to contact you to decide if the claim was allowable. Ranch could mean full fat ranch, which is not allowable on the program. If you have doubts about whether or not a specific cost is allowable contact me to discuss this, prior to purchasing the item.
CLAIM SUBMISSION DEADLINE
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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The maximum amount of time to filea claim for reimbursement is no later than 60 calendar days after the last day of the month you want to claim. So the last date you can file August’s Claim is October 30th. This is the same for the National School Lunch and Breakfast Program. Now I will show you how to submit that claim for reimbursement.
CNPWEB
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After the Claim for Reimbursement Excel Spreadsheet is completed, the information on the spreadsheet needs to be entered into CNPweb for payment. The CNPweb is located on the School and Community Nutrition website. This slide is a snapshot of the CNPweb login. Some of you may be familiar with the CNPweb because you are responsible for entering the School Lunch claim. If you are not the person responsible for entering the claim in the CNPweb you will have to give the FFVP claim to the person responsible for that task.
CNPWEB
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FFVP Claims for Reimbursement are entered under School Nutrition Program, the purple puzzle piece.
CNPWEB
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After clicking the purple puzzle piece and hitting Continue on the CNPweb Announcement Page, click on the program year which is 2018.
CNPWEB
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Click on the Claims Tab. Follow the claim process like normal.
CNPWEB CLAIM
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Once on the school’s claim page, you will see that the FFVP section is not greyed out. The totals from the Claim for Reimbursement will be entered into the appropriate boxes. The Administrative Cost, Fresh Fruit and Vegetable Cost, and Operating Costs are all entered in separately. Remember the Days of Operation are the number days you served fruits/vegetables not the number of days school was in operation. If you submit a claim that exceeds your allocation, the system will error-out. Give me a call if you have questions or run into any difficulties.
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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Following proper recordkeeping methods is vital to the success of your program. Page 25 through 27 of the handbook refers to the paperwork. Participating in the FFVP requires you to follow reporting and record keeping requirements that are similar to those for the National School Lunch Program. Here are some of the key points for schools to remember. Complete and submit a monthly FFVP reimbursement claim form to claim reimbursement by the 10th of each month and no later than 60 days after the last day of the month you want to claim. You are responsible for ensuring that all claims are correct and include appropriate costs for FFVP purchases. Be sure to verify that you have not exceeded 10% of your grant allocation in administrative costs. Maintain full and accurate FFVP records for your schools for a period of three years plus the current operating year. This includes contact information, invoices, monthly claims, purchase order information, labor documentation, policy memoranda and addendums, and anything else important to operating the FFVP. Be sure to also document your successes and events or programs planned in conjunction with FFVP.
LABOR DOCUMENTATION
Tracking Labor
Track both operational labor and administrative labor
Include total hours worked over the week and/or month
Use FFVP Time Reports or anything that clearly tracks labor
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Be sure to keep track of labor, both operational labor and administrative labor. When we come for a review, we want to see tracking that includes the total hours worked by each individual employee every day and over the week. There are a couple of new templates available on our webiste, if you don’t already have a method of tracking FFVP labor hours, use these reports. We have tracking for Operational Staff – weekly or monthly and tracking for Administrative staff – weekly or monthly.
BUDGETING
Funding period runs from July 1, 2017 - June 30, 2018
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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Just a reminder: Funding periods runs from July 1st, 2017-June 30, 2018 The first allocation of funds begin July 1st and must all be spent by September 30th. The second allocation of funds begin October 1st and end June 30th. Any funds not spent from the first allocation will not rollover to the second allocation. To help you keep track of your funds each month you have that excel claim spreadsheet and a fund tracking form available on the FFVP website.
FUND TRACKING SHEET
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Here is a snapshot of the Fund Tracking Sheet. This is an optional form, but it helps all schools keep track of their FFVP funds to make sure they aren’t over or under spending. You do not need to send this into me. However I highly recommend schools regularly refer to this sheet. When you download it online, everything will be empty. You will need to enter the school name, corporation, agreement number, school number. The School Year, Grant Year, and Grant Period will automatically be filled in. You will need to enter your July-September funds and your October through June Funds. The box that is outlined will automatically be figured for you. This will show you how much you can spend on Administrative costs. The months are already filled out in the first column, but as you complete each spreadsheet, enter in the total costs for the month. As you can see, I have entered in my spreadsheet numbers. Under Fruit and Vegetable Costs, I have entered $3,098.53, under operating costs, $574.50, and under Administrative costs, $512. The total costs for the month will be figured automatically. In addition, each month that I add, the total funds will be figured along with a running figure of the total remaining funds. I can also enter the total number of days that I operated the program in the month and the sheet will figure out an average daily cost of the program. This will also automatically figure out the percentage I of my grant I have spent. If I look at my July-September allocation, I can see that I am almost at my administrative costs limit. I also have spent over 69% of my total allocation. So I need to make sure I pull back on my spending in September. Remember beginning in October, you will be using your second allocation. At the bottom of the fund tracking spreadsheet, you can see guidance on the percentage you should spend by each month. This ensures you do not under- or overspend. Some schools can’t follow this exactly because of snow days or school breaks, but it is a good guideline to refer to for a general idea of your overall budget.
COMMON REVIEW ISSUES
CNPweb claim and spreadsheet don’t match Claiming unallowable purchases Mistakes when figuring operational or administrative costs Records missing to back up claims Overspending or underspending
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During Administrative reviews, I often run into the following problems. One of the most common issues is when the CNPweb claim and the spreadsheet don’t match. Please make sure you are completing your spreadsheet first and then entering those numbers into the claim. Always re-review everything to make sure the numbers match up. I often have to take back funds when I find that unallowable purchases have been claimed. Some examples include fruit dip, herbs and seasonings for vegetables, artificially flavored fruit like Grapples, fruit baskets for teachers, etc. If you are in doubt if the purchase is allowable, please contact me! Schools sometimes make mistakes when figuring operational or administrative costs. Make sure to double check the math when figuring labor or small supplies purchases. If you cannot back up your claims because you didn’t save the produce invoices or you didn’t keep track of labor spent on FFVP only, then you will have to return funds. I can only allow purchases that can be tracked with receipts and records. Finally, make sure that you are tracking your spending and not at risk for spending too much or spending too little. Each school has been allocated a certain amount based on the number of students and the number of operating days you plan to implement FFVP. If you have trouble spending your funds, let me know! If you are worried that you don’t have enough funds, let me know as well.
CONTACT ME!
If you have doubts about whether or not a specific cost is allowable or if you any questions about planning for or operating your program contact me!
Allie Caito-Sipe – [email protected] or 317-232-0849
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If you have doubts about whether or not a specific cost is allowable, contact me prior to making the purchase, to make sure the cost is reimbursable.