part 2 - administrative requirements for new child care centers alaska child and adult care food...

Part 2 - Administrative Requirementsfor New Child Care Centers

Alaska Child and Adult Care Food Program

(CACFP)

Fiscal Year 2010FY09

10/1/09 – 9/30/10

Initial Application (forms)

Application and Management Plan Center Site Information Sheet Permanent Agreement Annual CNP Web User Authorization

Request & Signatory Authority Rate % Certification & 30-day Study Roster Free and Reduced Price Policy Statement

Initial Application (forms)

Attachment A - D (budget, staffing, training, and monitoring plan)

For-Profit Certification & roster or Non-profit documentation

At-Risk Snack Addendum Pre-Award Civil Rights Review CACFP Food Service Agreement New Vendor form

Initial Application (Other Needed Items)

Organizational Chart Mission Statement Site Review Form Non-discrimination Policy Public Media Release Proof of Non-Profit Status Copy of Cycle Menus Copy of Community Care License DEC or Municipality of Anchorage Health & Safety

Documentation (Inspections, CFPM certification, food worker cards)

Financial Documentation for your business

Initial Application

Application & Management Plan How your center is operating the CACFP Have available for future use over the

next 3 years in a binder in administrative office

Center Site Information Sheet Particular information for each site Meal Times, Licensing, enrollment, etc.

Initial Application

Permanent Agreement Agreement with the State of Alaska Signed by authorized representative of

your organization Signed by authorized representative of

Alaska Department of Education & Early Development

Initial Application Annual CNP Web User Authorization

Request & Signatory Authority

Initial Application

Give Program Access: View Only/Claim Entry/Data Entry

Terminate Program Access Authorized Signature

Initial Application

Rate Percentages

Principal: Eliminate overt identification Reimbursements are based on a

“snapshot” of center’s enrollment for 30-days

7 CFR 226.9(b)(2)

Initial Application

Rate Percentages -Three Steps:

1) Collecting the Family Size-Income Data: Distribute sample Letter to Parents with the

Confidential Income Statement (CIS) Distribution may begin any time after you

receive the new CIS from the Child Nutrition Services (for new programs)

Eligibility must be based on information reported on the Confidential Income Statement

Initial Application

Rate Percentages30-day study period & Attendance Roster:

First: 30-day study period prior to start-up Yearly: 30-day study period each October All children who attend the center during the study

period must be counted & recorded on the attendance roster

If using the Child Care Grant roster remember: part time children are counted as 1 child

Initial Application

Rate Percentages

2) Categorizing & Approving the Confidential Income Statements: Must be signed & dated by the parent before the end of

study period Complete Forms – don’t leave blanks Determination by the center should be done within the

study period A child will be counted as over income if the form is not

signed & dated by parent SSN necessary except for categorical eligible children (i.e.

SNAP/Food Stamps, TANF, Head Start)

Initial Application

Rate Percentages -Categorizing & Approving the Confidential Income Statements continued

Sequence of income If all sequences equal then you use that category to

determine eligibility (i.e. all weekly income = weekly income category)

If they have a PFD then all income converted to annual Must use the appropriate PFD (read form carefully)

Initial Application

Rate Percentages3) Documentation for the Certification

StatementA yearly file folder containing the following

back-up should be kept at the center: Rate % Certification Statement Certification Attendance Roster of all enrolled

children Approved CIS for each child Center Attendance records for the study period

Initial Application

Common errors in Rate Percentages Certification Process:

Leaving out drop-in children or children in special groups such as an after school program.

Including children who are enrolled but did not attend during the 30-day period.

Including only children who have a CIS on file instead of all who attended

Rate Percentages Process

Certified Count Category Percentage

18 Free 60.00%

9 Reduced Price 30.00%

3 Above Scale 10.00%

30 Total 100.00%30 children in attendance during 30-day study period

Rate Percentage Process

Rate %

Category % times Meals

Meals by Category

Federal Rate

Reimbursement by Rate

60% Free .60 x 250 lunches

4.18

30% Reduced Price

.30 x 250 lunches

3.78

10% Paid .10 x 250 lunches

.40

Total

Based on 250 Lunches


Rate %


Meals by Category

Federal Rate


60%

Free .60 x 250 lunches

150 4.18

30%

Reduced Price

.30 x 250 lunches

75 3.78

10%

Paid .10 x 250 lunches

25 .40

Total



Rate %


Meals by Category

Federal Rate


60% Free .60 x 250 lunches

150 X 4.18 = $627.00

30% Reduced Price

.30 x 250 lunches

75 X 3.78 = $283.50

10% Paid .10 x 250 lunches

25 X .40 = $10.00

Total $920.50


Initial Application

Too much math???

The Child Nutrition Program (CNP) database does the math for you

ORUse the Rate Percentages Worksheet found on the CNS website:

http://www.eed.state.ak.us/tls/cns/CACFP2.html

Initial Application

Free & Reduced Policy Statement Assures CNS that you won’t discriminate

& will not charge a fee for meals

Outside Employment Policy Assures CNS that outside employment

will not constitute a real or apparent conflict of interest with the CACFP

Initial Application

Attachment A (Budget) List all projected expenses that you expect Operating – kitchen Administrative – office related List what you project to receive from CACFP

CNS will help you figure this out List what other revenue you have to balance

your budget Attachment B (Staffing Plan)

Backs up Attachment A with labor costs

Attachment A

Attachment C & D

Attachment C – Training Plan List all CACFP training and dates of

planned training Attachment D – Monitoring Schedule

List when you plan on doing your required monitoring visits

Initial Application

For-Profit Statement of Eligibility 25% of enrolled or licensed capacity, whichever is less

25% of the children are eligible for free or reduced-price meals

~or~ 25% of the children receive benefits from Child Care

Assistance-Pass I, II, or III and Jobs program

Documentation must be maintained at center to verify the 25% criteria

When below 25% = no reimbursement

Initial Application

SAMPLE CACFP SPONSOR

Center sponsor checks boxes and submits total enrollment and either Pass I,II,III or Free/Reduced Eligible

For-Profit Eligibility - Database Claim

Initial Application

At-Risk Snack Addendum Only used if area eligible

Pre-Award Civil Rights Review What is the racial/ethnic make-up of your

staff, children attending, and area CACFP Food Service Agreement

Only used if purchasing meals New Vendor form

Only used if you are not receiving funds from state of Alaska already

Initial Application

Other items needed:

Organizational Chart Mission Statement Site Review Form Non-discrimination policy Proof of non-profit status Cycle Menus

Initial Application

Media Release To announce participation in the

CACFP and to affirm that all children are treated equally.

Centers must submit to local media Centers are not required to pay a fee

(This is asked in the database each year)

Initial Application

Licensing Requirements Submit child care license with application When renewing child care license,

Update the CNP Web database with changes 15 day grace period May be found Seriously Deficient if current

license not on file at center

Head Start programs in Anchorage must be licensed

Initial Application

Dept. of Conservation (DEC) or Municipality of Anchorage Health & Safety documentation Inspection Report Certified Food Protection Manager Cert Food Worker Cards for all applicable employees

Business Financial Documents for prior year and present year Statement of New Assets Balance Sheet Income Statement Profit/Loss – Budget vs. Actual Financial Statement Audit if applicable

Initial ApplicationUSDA Commodities or Cash-in-lieu ofCommodities

USDA Commodities Bulk products based on average daily

attendance Centers may select commodities and

place order February each year Most delivered in fall / Need space for

storage Contact CNS for more information: [email protected]

Initial Application

Cash-in-lieu of Commodities If center opts out of commodities, may

receive $0.1950 for every reimbursable lunch and supper

Most centers choose this option Convey option on CNP web database

Communication to Programs

Posted CNS Bulletins Includes USDA Policy Memos, State

Policy Memos, Training information, CACFP resources, yearly program renewal information, grant opportunities, etc.

New Bulletins posted on Welcome Page of CNP Web database

Your responsibility to print/read

Child Nutrition Program (CNP)Database

CNP Web User Request & Authorized Signer form Received your User ID & Password Changed your password You are responsible for keeping CNS

updated Take off staff who no longer work with CACFP Add new staff


Type in URL address – http://www.eed.state.ak.us/tls/cns/


Select the program year


You will see 5 tabs - you can move between these tabs

CNS will do the data entry for new programs - all future program data entry & updates will be submitted by you (CACFP program administrators)

Civil Rights Compliance

Goals of Civil Rights

Equal treatment for all applicants and beneficiaries under the law

Knowledge of rights and responsibilities

Elimination of illegal barriers that prevent or deter people from receiving benefits

Dignity and respect for all

What Is Discrimination?

Discrimination is defined as different

treatment which makes a distinction of

one person or a group of persons from

others; either intentionally, by neglect, or

by the actions or lack of actions based

on….

Protected Classes for USDA food programs

Race Color Sex Age National Origin Disability

Heart of Civil Rights Act

No person in the United States shall on the grounds of race, color, or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal Financial Assistance.

Federal Financial Assistance

Anything of value received from the Federal government and can include cash, commodities, training, computers, and more

Accepting Federal financial assistance requires compliance with civil rights rules in all aspects of operations – not just in the program being funded

8 Areas of Compliance

Training Public Notification System Data Collection Compliance Reviews Civil Rights Complaints Assurances Limited English Proficiency Religious Organizations

8 Areas of Compliance Civil Rights Training

“Frontline staff” who interact with applicants and participants and supervisors of “frontline staff” must be trained annually! This would include day care operators and their staff members.

Civil Rights Training

Specific subject matter required, but not limited to: Collection and use of data; Effective public notification systems, Complaint procedures, Compliance review techniques, Resolution of noncompliance, Requirements for reasonable accommodation of

persons with disabilities, Requirements for language assistance, Conflict resolution, and Customer service

8 Areas of Compliance Public Notification System

All sponsors and their sites must display in a prominent place the “And Justice For All”, nondiscrimination poster . (Place in each feeding area)

All sponsors must have the capability of providing informational materials in the appropriate translation

The nondiscrimination statement should be included, in full, on all materials regarding the CACFP that are produced for public notification (includes newsletters/menus/websites)

Public Notification System The purpose of this system is to inform

applicants, participants, and potentially eligible persons of:

program availability, program rights and responsibilities, the policy of nondiscrimination and the procedure for filing a complaint.

Nondiscrimination Statement

In accordance with Federal law and U. S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age or disability.

To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, DC 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer.

Too Big?

“This institution is an equal opportunity provider”

Nondiscrimination Statement

WEB SITES Include the long statement or a link to

it on web sites that discuss FNS funded programs. Home page at a minimum!

Include the long or short statement on materials intended to be printed off the web site.

8 Areas of Compliance Data Collection

Collected to help determine if there are disparities between potentially eligible and participating populations

Allow for targeting of outreach efforts Aggregated for analysis Kept confidential

Data Collection

People self declare If person refuses to code, advise you will

code for them: rationale is discrimination based on perception and others would perceive same as you.

These are government wide requirements imposed by the Office of Management & Budget (OMB)

Data Collection

Potential Program Participation the estimated number of potential eligible

children by racial/ethnic category (report at start-up and keep in yearly file)

Actual Program Participation the number of children participating (report

yearly at renewal/update)

Data Collection

Sources for potential participation: See Census Quick Facts

http://quickfacts.census.gov/qfd/ for info by county for each State

Public school enrollment data. Current participation – yearly basis:

Program enrollment data Visual identification

8 Areas of Compliance Compliance Reviews

There are three types of Compliance

Reviews…

Pre-award Post-award or Routine & Special Compliance Reviews

Check for non-discrimination and insure civil rights requirements being followed

Conducted by State or Federal staff or both

Compliance Reviews

Reasonable Accommodations Food Accommodations

Tailored to meet individual situations Access to Program for people with

disabilities Parking lot, entrances & exits, halls, rest

rooms, service animals Alternative arrangements for service

8 Areas of Compliance Civil Rights Complaints

Right to file a complaint: Any Person alleging discrimination based on race, color, national origin, sex, age, or disability has a right to file a complaint within 180 days of the alleged discriminatory action.

Acceptance: All civil rights complaints, written or verbal, shall be accepted and forwarded to the Civil Rights Division of the USDA Food and Nutrition Service.

Civil Rights Complaints

Resolution of Noncompliance Corrective Actions

Cease inappropriate actions Institute appropriate procedures

Failure/Refusal can result in loss of federal assistance from ALL federal sources

8 Areas of Compliance Assurances

Assurances = Promises Included on the Permanent Agreement

No discrimination based on race, color, national origin, age, sex, or disability

Program will operate in compliance with all nondiscrimination laws, regulations, instructions, policies, and guidelines

Compile data, maintain records, submit reports

Allow reviews and access

8 Areas of Compliance Limited English Proficiency (LEP)

Definition: Individuals who do not speak English

as their primary language and who have a limited ability to read, speak, write, or understand English.

Limited English Proficiency (LEP)

Recipients of Federal financial assistance have a responsibility to take reasonable steps to ensure meaningful access to their programs and activities by persons with limited English proficiency.

Factors to consider in determining what is reasonable:

Number of LEP individuals participating in the Program.

Frequency of contact with the Program. Nature and importance of the Program. Resources available.

For more information on LEP go to: www.lep.gov

Limited English Proficiency (LEP)

8 Areas of Compliance Religious Organizations

Discrimination is prohibited against an organization on the basis of religion, religious belief or character in the distribution of funds

Faith Based Organizations (FBOs) can use space in their facilities without removing religious art or symbols

Religious Organizations

Beneficiaries also protected! No organization that receives direct

assistance from the USDA can discriminate against a beneficiary or prospective beneficiary on the basis of religion or religious belief

FBOs retain their independence and carry out their mission, as long as USDA funds or activities do not support worship, religious instruction or proselytization


This is accomplished by: Prohibiting discrimination on the basis of

religion, religious belief, or religious character in the administration of Federal funds

Allowing a religious organization that participates in USDA programs to retain its independence and continue to carryout its mission, provided that direct USDA funds do not support any inherently religious activities such as worship or religious instruction.


This is accomplished by: (continued) Clarifying that faith-based organizations can use

space in their facilities to provide USDA-funded service without removing religious art, icons, scriptures, or other religious symbols; and

Ensuring that no organization that receives direct financial assistance from USDA can discriminate against a program beneficiary on the basis of religion or religious belief.

Helpful Civil Rights References

USDA Regulations 7CFR 226.6

FNS Instruction 113-1, including Appendix B

Found on the CNS website

CACFP Administrative Review Processes

Core Review Areas Self-Monitoring Civil Rights Recordkeeping Meal Counts Cycle Menu/Production Records Administrative Costs Licensing Approval/Sanitation Training

Core Review AreaSite Review (self-monitoring)

Form available on web WIC Requirement Enrollment form requirement 3 x year/centers; 6 x year/at-risk, outside

school hours care Unannounced – witness meal Include comments, corrective action,

training


Core Review AreaCivil Rights Requirements

‘Justice for All’ poster(s) displayed Area racial/ethnic percentage on file Racial/ethnic count noted by reviewer No discrimination taking place Complaint procedures understood

Core Review Area Recordkeeping

Program paperwork is organized and accessible

Records being kept for sufficient time period Confidentiality of participant information Permanent Agreement with State of Alaska

on file at center Management Plan on file at center USDA Memos & State Bulletins on file


All records must be maintained Current + 3 years

Fiscal Year File & Monthly Files Fiscal Year File

Rate Percentage Certification Statement Enrollment and Eligibility Records

Training Records Civil Rights Compliance Site Reviews (self-monitoring) CNP Web User Authorization Request Correspondence with CNS


Monthly Files Cycle Menu Records & Working Menu

Records Meal Count Records Production Records (if using) Daily Attendance Records Documentation of non-profit food

service


Per USDA Memo CACFP 01-2007 records must be kept longer if needed.

Records must be kept for the required time period even if program closes.


Claim for Reimbursement Due in to the state agency within 60 days of the

claim month (within 10 days preferred) Additional 30 days for upward amendment

On-line claim must be submitted by authorized representative

Requires Average Daily Attendance (ADA) different then Public Assistance ADA All attendance / number of days meals served

Core Review AreaMeal Counts

Point of Service meal counts being taken

Consistent counting methods Consistent compilation of counts Double-check system in place

Core Review AreaMeal Counts

Attendance should not be used for meal counts Meal count at point of service on separate

sheet If meal count is not current at review, meals

will be disqualified for claim

Core Review AreaCycle Menus/Production Records

Cycle Menus are complete Recipes included with analysis for

serving sizes Variety of cycle menus for the year Production records are complete Enough food is being served Infant production records (required

even if using the Cycle Menu option)

Core Review AreaAdministrative Costs/Non-Profit F.S.

Costs are accountable Costs match or exceed reimbursement Food Costs = or > than ½ the costs Reimbursement is used for CACFP

Food costs Operating costs Put back into the CACFP Not used for other center programming

If using costs other than food Labor – must have timesheets reflect

CACFP hours Utilities – must have a cost allocation

plan to reflect percentage of costs for CACFP compared to child care program

If planning on using cost allocation plan submit to CNS for prior approval

Core Review AreaAdministrative Costs/Non-Profit F.S.

Core Review AreaLicensing/Approval & Sanitation

License or Approval Posted Not over capacity Food Worker Cards on file for all staff

(with the exception of Municipality of Anchorage)

Food Protection Manager Certificate on file for appropriate staff

Observation of health & safety


State of Alaska Dept. of Environmental Conservation (DEC)

http://www.dec.state.ak.us/eh/fss/training/training.html

http://www.ci.anchorage.ak.us/healthesd/sanity.cfm Food Worker Cards Certified Food Protection Manager (CFPM)


DEC Requirements One Certified Food Protection Manager

(CFPM) will be required to be on staff

One CFPM can represent all locations for multi-site programs if……


DEC Requirements (Multi-Location) CFPM has a record on site at each

location showing certification CFPM is involved in day to day activities,

governs the activities and is responsible for activities

CFPM has Food Safety Program in place for all food workers and enforces procedures


DEC Requirements (Multi-Location) The on-site person in charge can

demonstrate his knowledge and produce all records during an inspection in the CFPM’s absence.

All Food Workers must hold a Food Handler Card on file at each location Include teachers who monitor meals


Municipality of Anchorage (Muni) Requirements Food Worker Cards not required Certified Limited Food Protection

Manager 4 hour training

Certified Full Service Food Protection Manager 8 hour training

One CFPM at each site

Core Review AreaTraining

CACFP Training by

Child Nutrition Services (CNS) Annual attendance is required

If new administrator they must attend the next CNS training

Offered through distance delivery May be found Seriously Deficient for non-

attendanceUSDA Policy Memo 04-03 &

CACFP State Policy Memo #16


CACFP Training by center staff Annual CACFP training must be

conducted on-site Annual Training File must include:

Name or topic of training with: Attendee names Agenda Date of training Location of training


CACFP Training Agenda template available on CNS website May use with your staff trainings

All CNS CACFP training presentations available on-line for center use at:


Review Findings

If non-compliances are found: Corrective Action given with deadline Deadline date needs to be met Permanently correct issue

If corrective action deadline not met, finding not permanently corrected, or serious issues found: Program will be deemed seriously deficient

Review Findings

If program found to be seriously deficient: Corrective Action given with deadline Deadline date needs to be met Permanently correct issue State agency may do follow-up review

The 2nd time program is found seriously deficient for specific finding: Propose to terminate program from CACFP No more opportunities for corrective action Program may appeal

Update & Renewal

Centers renew every 3 years Update annually Updates & Renewals due 10/1 Rate % Certification Packet due 11/15 Nonprofit Food Service Fin. Report

due 11/15 Annual CNP Web User Authorization

Request & Signatory Authority

Renewal (every 3 years)

Renew on the CNP Web by October 1st: Sponsor Information Sheet Site Sheet (s) CNP Web User Authorization Request

Submit to the state agency by October 1st: Management Plan with attachments Attachment A -D (Budget, Training, Monitoring) Outside Employment Policy Tax Exempt Documentation or For-Profit Statement of

Eligibility Area Racial/Ethnic data

Submit to the state agency by November 15th: Rate Percentage Certification & Roster Non-profit Food Service Financial Report

Update (2 yrs between renewal)

Update on the CNP Web by October 1st: Sponsor Information Sheet Site Sheet (s) CNP Web User Authorization Request

Submit to the state agency by October 1st: Attachment A & B (Budget sheets) Attachment C & D (if multi-site program)

Submit to the state agency by November 15th: Rate Percentage Certification & Roster Non-profit Food Service Financial Report

Non-profit Food Service Financial Report Documents expenditure of USDA

reimbursement for FY2009 Non-profit food service

Submit to CNS by November 15th If you miss the November deadline:

You will be out of compliance May result in loss of future program

participation due to serious deficiency for late renewal paperwork

Non-profit Food Service Financial Report

•At least 50% of your yearly reimbursement must be spent on food

•All of the reimbursement must be expended on the food program (or carried over to the next year)

• All expenses must be documented and easily retrievable

What if you miss the deadline?

CNS will approve within 30 days after receipt of a completed Update or Renewal packet from Center – may hold up your reimbursement

Your agency will be found out of compliance and perhaps seriously deficient.

The October claim will not be paid until the Renewal/Update is approved

(Remember the 60 day claim deadline)

CACFP Program Year

CACFPOct 1, 2009

through Sept 30, 2010

Oct 1st

Update/Renewal due to CNS

(with exception of Rate % Cert & NPFS Fin Rep)

November through

September

Administrative ReviewsBy CNS

September

Required Annual

Training for 09/10 year

Nov 15th

NPFS Fin Report &

Rate % Certification due to CNS

CACFP ResourcesCACFP Resources

National Food Service Management Institute

http://www.nfsmi.org/

http://www.nfsmi.org/ResourceOverview.aspx?ID=87

Let CNS know if you would like a copy

http://teamnutrition.usda.gov/childcare.html

http://teamnutrition.usda.gov/Resources/nibbles.html

http://teamnutrition.usda.gov/Resources/childcare_recipes.html

http://teamnutrition.usda.gov/Resources/buildingblocks.html

Let CNS know if you would like a copy

Women, Infants, Children (WIC)

WIC materials must be available on-site

WIC Program

PO Box 110612

Juneau, AK 99811-0612

(907)465-3100 or [email protected]

For More Information

Ann-Marie MartinCACFP Specialist

(907)[email protected]

Education Assistant

(907) 465-4969

http://www.eed.state.ak.us/tls/cns/

Part 2 - Administrative Requirementsfor New Child Care Centers

Alaska Child and Adult Care

Food Program

part 2 - administrative requirements for new child care centers alaska child and adult care food...

Documents

child slide

rate percentage process

day study period slide

business slide

9b2 slide

day period

weekly income category

day study roster free