PPS Nutrition ServicesChild and Adult Care Food Program (CACFP)

After-School Suppers

PPS Nutrition Services partners with Schools Uniting Neighborhoods (SUN) programs to provide students with a healthy after-school meal funded by the United States Department of Agriculture (USDA) Child and Adult Care Food Program (CACFP).

Oregon was one of the first states authorized to provide this after-school meal program for kids. Every three years, supper program operations are reviewed by the Oregon Department of Education (ODE).

PPS after-school partners include:• Boys and Girls Club• Impact Northwest• IRCO - Immigrant and Refugee Community Organization • Neighborhood House• Portland Parks and Recreation• SEI - Self Enhancement Inc.

Overview of CACFP Supper Program

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To qualify as a site sponsor for a CACFP Supper Program, PPS Nutrition Services must:

• Plan supper menus that meet CACFP meal patterns• Serve complete meals (3 out of 5 rule) • Count complete meals at the “point of service”• Record after-school program attendance accurately daily• Post current Multnomah County HACCP Inspection Reports• Train all staff on Civil Rights and complaint reporting procedures• Train all staff on PPS/CACFP Supper Program procedures• Retain all documentation of meal counts & attendance for 3 years

Overview of CACFP Supper Program - continued

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There are three “legs” of supper paperwork which are required to support a meal claim for reimbursement

1. Accurately completed Food/Nutrient Based Production Record

2. Accurately tabulated Daily Supper Meal Counts form

3. Accurate after-school program Attendance Records

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Leg #1

Accurately completed Food/Nutrient Based Production Record

Production Records must include the following:

• Date meals were served • Site where meals were served• Actual food items served each day to meet required meal pattern components• Correct portion sizes for all components• Substitutions made to the planned menu

NS Leads will enter the number of entrees produced and served on the Daily Supper Meal Count Form the following day (including any PB&Js) and check to see that the entrees produced are greater than or equal to the # of meals served.

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Leg #1

Accurately completed Food/Nutrient Based Production Record - continued

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Leg #1

Accurately completed Food/Nutrient Based Production Record - continued

Cross out items not served

Write in substitution

Include portion size

Complete for all menu items served.

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Leg #1

Required documentation of entreesLead documents total entrees

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Leg #2

Accurately tabulated Daily Supper Meal Counts form

1. Fill in complete date and site name.

2. Check off complete meals as they are served to individual students (or use clicker & write clicker on meal count form and draw line through numbers of all meals served).

3. Fill in total number of meals served to students.

4. Record meals served to adults separately from student meals (1 adult meal can be provided free to After-school Staff for every 20 student meals).

5. NS Lead will recount the meals marked on the form and correct the recorded number (if needed) on the following day and enter the “meals served” number in WebSMARTT.

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Leg #2

Accurately tabulated Daily Supper Meal Counts form - continued Write clicker and draw a line

through all numbers served.

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Leg #2

Required documentation continued

Adult meals are NOT included in student total

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Leg #3

Accurate After-School Program Attendance Records

1. Record accurate attendance daily on dated rosters with participants first and last names legibly listed.

2. Add handwritten names to the bottom of the roster.3. Mark attendance rosters consistently with checks or Xs

to indicate students who are present.4. Give a copy of the source attendance roster to the Nutrition

Services Lead by the following day for filing at the site.5. NS Lead will recount the attendance and make corrections

(if needed) on the Daily Supper Meal Count Form.

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Leg #3

Accurate after-school program Attendance Records-continued

Attendance Records must have complete date on each page

11/10/2010

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Leg #3

Confirm required documentation for attendance

Re-count attendance and record accurate number

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Review

There are three “legs” of supper paperwork required to support anaccurate supper meal claim for reimbursement:

1. Accurately completed Food/Nutrient Based Production Record

2. Accurately tabulated Daily Supper Meal Counts form

3. Accurately counted after-school program Attendance Records

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1. Compare the number of total student and adult meals served as indicated on the Daily Supper Meal Counts to the number of entrees produced as indicated on the Food/Nutrient Based Production Record.

2. Compare the student meals served to the number of students in attendance as indicated on the after-school Attendance Records.

Review –

Steps to ensure that the CACFP Supper Meal Claim is accurate

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Review –

Steps to ensure that the CACFP Supper Meal Claim is accurate - continued

If the entrees prepared and the attendanceis equal to or greater than the meals served, then…

3. Enter the meal count into WebSMARTT POS bulk entry.

4. Important change - it is no longer required for Leads to enter the attendance count into WebSMARTT POS Bank Deposit Management (but attendance must be checked and recorded correctly on the daily meal count form).

5. Enter the menued entrée portion counts that were served into WebSMARTT Menu Plan Management.

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Review –

Steps to ensure that the CACFP Supper Meal Claim is accurate - continued

6. Initial that all three counts have been confirmed and entered into WebSMARTT on the Daily Supper Meal Counts form for each day.

7. Fax the previous week’s completed and initialed Daily Supper Meal Counts Form to Joy at the central office weekly on the first serving day of each week.

8. FAX to 503 916-2419.

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If the entrees prepared and/or the attendance is NOT equal to or greater than meals served, then…

Contact the after-school program supervisor for your site to investigate the inaccurate information.

If you are able to get updated information that supports the meals served, proceed with entering meals, attendance and production records.

OR

If you are not able to get updated information that supports the meals served, contact a school specialist or program manager for instructions.

Review –

Steps to ensure that the CACFP Supper Meal Claim is accurate - continued

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Fax weekly to Joy at 503 916-2419

Check & write in entrees, student meals & attendance

Your initials signify that you have checked the numbers

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If you have any questions regarding supper procedures

please contact your School Specialist or Program Manager