11

Child & Adult Care Food ProgramChild & Adult Care Food Program

Nebraska Department of Education

22

Child & Adult Care Food ProgramChild & Adult Care Food Program

Annual TrainingAnnual TrainingFor Sponsors of For Sponsors of Multiple SitesMultiple Sites

33

New Requirements for SponsorsNew Requirements for Sponsors

Oh, no!Not again!

44

USDA FindingsUSDA Findings Federal response to Federal response to

auditsaudits Misunderstanding of Misunderstanding of

rulesrules No proof of trainingNo proof of training Training inconsistent/ Training inconsistent/

not program relatednot program related Poor reviews by Poor reviews by

sponsor’s monitorssponsor’s monitors

55

Changes for SponsorsChanges for Sponsors

Enrollment forms – annual updateEnrollment forms – annual update Monitoring requirementsMonitoring requirements 5-day reconciliation5-day reconciliation Block claimingBlock claiming Parent contactsParent contacts Staff TrainingStaff Training

66

Enrollment Form - AnnualEnrollment Form - Annual Child’s NameChild’s Name Date of BirthDate of Birth Date Care BeganDate Care Began Signature of Parent or Signature of Parent or

GuardianGuardian Days and Times in Days and Times in

care care (child care only)(child care only) Usual Meals served in Usual Meals served in

care care (child care only)(child care only)

77

Timing and FrequencyTiming and Frequencyof Reviewsof Reviews

ImprovingReviews

PreventingAbuse

Review Schedule

88

Review RequirementsReview Requirements Conduct 3 reviews per Conduct 3 reviews per

year as per CACFP year as per CACFP applicationapplication

Conduct 2 of 3 reviews Conduct 2 of 3 reviews unannouncedunannounced

Review 1 meal service Review 1 meal service unannouncedunannounced

No more than 6 months No more than 6 months between reviewsbetween reviews

99

Review RequirementsReview Requirements

Sponsor must notify Sponsor must notify sites sites in writingin writing that that they may be reviewed they may be reviewed by NDE, USDA & by NDE, USDA & sponsor.sponsor.

1010

Review RequirementsReview Requirements

Sponsor must present Sponsor must present photo ID when photo ID when conducting monitoring conducting monitoring reviewsreviews

1111

Review RequirementsReview Requirements

Preapproval review prior to participationPreapproval review prior to participation

Requires reviews of Requires reviews of allall new facilities new facilities within first 4 weekswithin first 4 weeks

Allows review averaging for Allows review averaging for allall sponsors sponsors

Allows sponsors to decide about review Allows sponsors to decide about review averaging without NDE approvalaveraging without NDE approval

Document! Document! Document!Document! Document! Document!

1212

“If it’s not written down, it didn’t happen.”

1313

Average of 3 ReviewsAverage of 3 Reviews 2 unannounced visits

with no serious deficiencies

3rd review not required Sponsor conducts an

average of 3 reviews of all its facilities that year

1414

Challenges for SponsorsChallenges for Sponsors Tracking facility Tracking facility

reviewsreviews

Adjusting review Adjusting review plans for block plans for block claims or serious claims or serious deficiencies deficiencies

1515

Four SuggestionsFour Suggestions

Use the schedule in your CACFP Use the schedule in your CACFP application.application.

Develop review plan that tracks reviewsDevelop review plan that tracks reviews

““Frontload” the plan with unannounced Frontload” the plan with unannounced and meal service reviews and meal service reviews

Anticipate changesAnticipate changes

1616

Follow Your Review PlanFollow Your Review Plan

You selected a review plan when you You selected a review plan when you submitted your CACFP application.submitted your CACFP application.

1717

Tracking ReviewsTracking Reviews

1818

FrontloadingFrontloading Schedule Schedule

unannounced and unannounced and meal service reviews meal service reviews early in the year.early in the year.

Remember! All sites Remember! All sites must have 2 must have 2 unannounced visits, unannounced visits, one of which includes one of which includes a meal observation.a meal observation.

1919

Anticipate ChangesAnticipate Changes

Reassess and adjust review plans Reassess and adjust review plans as neededas needed

If you change your review If you change your review schedule, update the schedule in schedule, update the schedule in the online system.the online system.

2020

Minimum ReviewMinimum ReviewRequirementsRequirements

Each facility had at least two unannounced Each facility had at least two unannounced reviewsreviews

One unannounced review was during a One unannounced review was during a meal service meal service

Block claiming and seriously deficient Block claiming and seriously deficient facilities had follow-up reviews facilities had follow-up reviews

Sponsor conducted enough reviews Sponsor conducted enough reviews required for its facilitiesrequired for its facilities

2121

Who does the site review?Who does the site review? Representative of sponsoring Representative of sponsoring

organization, central office, nurse or health organization, central office, nurse or health practitioner, area representatives …practitioner, area representatives …

It does not have to be the same person It does not have to be the same person every time.every time.

Employees/directors of site cannot review Employees/directors of site cannot review their own site.their own site.

This is a management function that cannot This is a management function that cannot be sub-contracted.be sub-contracted.

2222

Site ReviewsSite Reviews

Before the review . . .Before the review . . . Have a monitoring form – use NDE Have a monitoring form – use NDE

sample or one of your own.sample or one of your own. Know enrollment & licensed capacityKnow enrollment & licensed capacity Know times of meal servicesKnow times of meal services Look at records from prior week if Look at records from prior week if

submitted to central office weekly – submitted to central office weekly – 5 day reconciliation5 day reconciliation

2323

Site ReviewsSite Reviews

During the review . . .During the review . . . Photo IDPhoto ID Meal observation (at least one)Meal observation (at least one) Count number of participants being servedCount number of participants being served Compare your count to the center’s Point Compare your count to the center’s Point

of Service countof Service count Compare meal count to time in & out Compare meal count to time in & out

records & enrollmentrecords & enrollment

2424

Site ReviewsSite Reviews

During the review . . .During the review . . . Is meal pattern being met?Is meal pattern being met? Is enough food being prepared?Is enough food being prepared? Are production records current?Are production records current? Are delivery slips on file if meals Are delivery slips on file if meals

are vended/catered?are vended/catered? Are enough meals being delivered?Are enough meals being delivered? Is ‘And Justice for All’ poster displayed?Is ‘And Justice for All’ poster displayed?

2525

NDE Sample Site ReviewNDE Sample Site Review

2626

5-Day reconciliation:5-Day reconciliation:documentationdocumentation

Compare time in/out to meal counts – by participantCompare time in/out to meal counts – by participant Random sample must equal at least 10% of Random sample must equal at least 10% of

participants enrolled; minimum of five participants participants enrolled; minimum of five participants in the sample.in the sample.

Compare meals claimed to enrollment form (if Compare meals claimed to enrollment form (if applicable)applicable)Complete 5-day reconciliation chartComplete 5-day reconciliation chartIf not reconciled, reviewer determines if establishment If not reconciled, reviewer determines if establishment of over claim is necessaryof over claim is necessary5-day reconciliation must be done as part of EVERY 5-day reconciliation must be done as part of EVERY site review.site review.

2727

ActivityActivity

CompareCompare Enrollment formsEnrollment forms Time in/out sheetsTime in/out sheets Meal count sheetsMeal count sheets Make notes of discrepancies & meals to Make notes of discrepancies & meals to

be deducted.be deducted.

2828

Quincy Adams & Zoe MeyerQuincy Adams & Zoe Meyer Enrollment form is not signedEnrollment form is not signed Claimed breakfast on Thursday and Claimed breakfast on Thursday and

Friday; enrollment says Monday, Tuesday, Friday; enrollment says Monday, Tuesday, WednesdayWednesday

Not clocked in Thursday or Friday Not clocked in Thursday or Friday Deduct Breakfasts Thursday and FridayDeduct Breakfasts Thursday and Friday

2929

Taylor & Tyler BryantTaylor & Tyler Bryant Supper is claimed every night - enrollment Supper is claimed every night - enrollment

form shows they leave at 5:15 Monday, form shows they leave at 5:15 Monday, Wednesday, Friday (may need to update Wednesday, Friday (may need to update the enrollment times with a note)the enrollment times with a note)

Left on Wednesday at 2:15 but claimed for Left on Wednesday at 2:15 but claimed for Supper – deduct 2 suppersSupper – deduct 2 suppers

Not clocked out on Friday; ?? Snack and Not clocked out on Friday; ?? Snack and SupperSupper

3030

Liz Casey & Erin WagnerLiz Casey & Erin Wagner Enrollment form is not datedEnrollment form is not dated Enrollment form says she leaves at 11:30 Enrollment form says she leaves at 11:30

but claimed PM snack on Tuesday and but claimed PM snack on Tuesday and Wednesday and clocked out at 11:30 – Wednesday and clocked out at 11:30 – deduct 2 PM Snacksdeduct 2 PM Snacks

Erin claimed PM Snack Tuesday and Erin claimed PM Snack Tuesday and Wednesday; not clocked in/out for after Wednesday; not clocked in/out for after school snacks – deduct PM Snacksschool snacks – deduct PM Snacks

3131

Max CooperMax Cooper

Not clocked in or out on Monday or Not clocked in or out on Monday or Thursday– deduct Breakfast and SnacksThursday– deduct Breakfast and Snacks

School age – claimed all day on Friday, School age – claimed all day on Friday, non-school day??non-school day??

3232

Chelsey Dobbins & Bryce HamiltonChelsey Dobbins & Bryce Hamilton

Incomplete enrollment form; no times Incomplete enrollment form; no times listed and does not indicate supperslisted and does not indicate suppers

Claimed supper every day and not clocked Claimed supper every day and not clocked out – deduct all mealsout – deduct all meals

3333

DJ & JD PickyDJ & JD Picky JD enrollment information is incompleteJD enrollment information is incomplete Watch the nicknames – enrollment for Watch the nicknames – enrollment for

Daniel - is this DJ?Daniel - is this DJ?

3434

Brock SimmonsBrock Simmons Enrollment form expired March 31, 2006Enrollment form expired March 31, 2006 Monday and Friday onlyMonday and Friday only Clocked in and out on Tuesday but no Clocked in and out on Tuesday but no

meals claimedmeals claimed Not clocked in or out for Friday – deduct Not clocked in or out for Friday – deduct

lunchlunch Monday clocked out at 1:50; what time is Monday clocked out at 1:50; what time is

PM Snack?PM Snack?

3535

Clare & Clarence TracyClare & Clarence Tracy

Clarence is school age – lunch claimed on Clarence is school age – lunch claimed on Friday, non-school day??Friday, non-school day??

Clare is not clocked in on Wednesday - Deduct Clare is not clocked in on Wednesday - Deduct BLSBLS

Clare clocked in at 11:00 a.m. Thursday but Clare clocked in at 11:00 a.m. Thursday but marked for Breakfast - ?? when was breakfast, if marked for Breakfast - ?? when was breakfast, if past time deduct that breakfastpast time deduct that breakfast

Clarence was not clocked in on Thursday for Clarence was not clocked in on Thursday for breakfast – deduct breakfastbreakfast – deduct breakfast

3636

Frank & Cooper WigglesFrank & Cooper Wiggles No enrollment formNo enrollment form Claimed four meals on Monday, Tuesday, Claimed four meals on Monday, Tuesday,

Friday – deduct breakfastsFriday – deduct breakfasts

3737

StellaStella No enrollment formNo enrollment form No time in/outNo time in/out Deduct all meals on FridayDeduct all meals on Friday

3838

ActivityActivity Complete the verified row after deducting Complete the verified row after deducting

meals.meals.

3939

Questions?Questions?

?

???

4040

Corrective Action & Follow-upCorrective Action & Follow-up What corrective action will the reviewer What corrective action will the reviewer

prescribe for the center?prescribe for the center? Will the sponsor do any follow-up?Will the sponsor do any follow-up?

4141

Center Submits ClaimCenter Submits Claim Compare 5-day reconciliation to claim Compare 5-day reconciliation to claim

when submittedwhen submitted Is the information consistent?Is the information consistent? Are parent contacts needed?Are parent contacts needed? Corrective action for centerCorrective action for center

4242

Review Center’s ClaimReview Center’s Claim

BRBR LULU SNSN SUSU

AA BB CC AA BB CC AA BB CC AA BB CC

44 11 44 44 11 77 44 22 77 22 11 44

44 00 22 22 11 77 22 11 77 00 11 44

Numbers from verified row are transferred to the

worksheet

4343

Block ClaimingBlock Claiming

The same The same number of number of meals claimed meals claimed for one or more for one or more meal types is meal types is identical for 15 identical for 15 consecutive consecutive days in the days in the month.month.

4444

Block ClaimingBlock Claiming

PM Snack is an example of Block Claiming

4545

Block ClaimingBlock Claiming

PM Snack is an example of Block Claiming

4646

Block ClaimingBlock Claiming

PM Snack is an example of Block Claiming

38 Total Meals

4747

Block ClaimingBlock Claiming If block claiming is detected:If block claiming is detected: Unannounced visit within 60 daysUnannounced visit within 60 days Cannot be part of averaging (at least 3 Cannot be part of averaging (at least 3

reviews must be done)reviews must be done) If there is a logical explanation for the If there is a logical explanation for the

block claim, the sponsor notes this on the block claim, the sponsor notes this on the review formreview form

4848

Parent ContactsParent Contacts

4949

Staff TrainingStaff Training Site reviewers must Site reviewers must

be trained be trained Other staff must be Other staff must be

trained based on trained based on their duties & their duties & experienceexperience

5050

Staff TrainingStaff Training

Training topics must include:Training topics must include:• meal patternmeal pattern• meal countsmeal counts• claimsclaims• claim review proceduresclaim review procedures• record keepingrecord keeping• explanation of payment systemexplanation of payment system

5151

Staff TrainingStaff Training

5252