Administrative Update for Adult Day Care Centers Alaska Child and Adult Care Food Program Fall, 2012...

Administrative Update for Adult Day Care Centers

Alaska Child and Adult Care Food Program

Fall, 2012

Required for FY 2013

USDA – Child and Adult Care Food Program

Legislation Richard B. Russell National School Lunch

Act 1946 Amended through P.O. 111-296 12/13/10

Child Nutrition Act of 1966 Amended through P.L. 111-296 12/13/10

Healthy, Hunger-Free Kids Act of 2010 12/13/10

Healthy Hunger-Free Kids Act of 2010 - P.L. 111-296 Implementation

FUTURE: New Meal Patterns!!! Updated Meal Patterns in September 2012

Dietary guidelines Will go into effect at a later date

Moving Towards: Limits on juice Vegetable and fruit at lunch/supper Number of starchy vegetables per week


Regulations Code of Federal RegulationsTitle 7

Agriculture, Chapter II – Food and Nutrition Service, Department of Agriculture Part 226

7 CFR 226.2, 226.15, 226.16, 226.19a, 226.20

Definitions Institutional provisions Sponsoring Organization provisions Adult day care center provisions Requirements for meals

From Regulations:Basic Requirements

Tax exempt or meet for-profit require. New applications and renewals Accept final administrative and

financial responsibility Provide adequate supervisory &

operational personnel Pre-approval visits for all facilities Recordkeeping – outlined on next slide

Recordkeeping

Application & supporting docs Enrollment & income eligibility Daily attendance & meal counts Daily meal counts for adult staff Invoices/receipts/records of costs and

income Claims submitted within timeframe

Recordkeeping, cont.

Receipts of program payments from EED

Menus, recipes, recipe analysis, production records

Monitoring records Training sessions (& attendance at

training of monitors) Non-profit food service

Basic Requirements, cont. Perform edit checks prior to claim

submission Have daily records available Meal type approved 2nd person double-check counts, if menus are

creditable (children/infants/allergies), attendance is being completed

For-profit document at least 25% of children in care (enrolled or lic. Capacity) were eligible for free/reduced meals

Basic Requirements, cont.

Permanent Agreement with the state Proper commodity utilization Record retention 3+ current year Comply with regulations, instructions,

& guidance Make payments to sub-recipients

within 5 working days of receipt from EED


FNS Instructions Posted on CNP website

Example: FNS Instruction 796-2 revision 3 – Financial Management (is being updated)

http://education.alaska.gov/tls/cnp/

USDA – Child and Adult Care Food Program Policy Memos Distributed through Alaska Bulletins and USDA

website

http://www.fns.usda.gov/cnd/care/Regs-Policy/PolicyMemoranda.htm

Guidance on specific topics 19-2012 Updated Guidance for the Adult Day Care

Component of the CACFP 20-2012 Participant Eligibility in Adult Day Care 21-2012 Adult Day Care Center Eligibility &

Licensing/Approval

Update & Renewal for FY2013

Update annually & renew every 3 years

Database Updates & Renewals due October 1st

Forms due October 1st Except the

NPFS Financial Report 30-day study

Child Nutrition Program (CNP)Database

FY2013– Renewals/Updates Handout on CNP yearly update


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

All Programs Update Yearly

Submit to the state agency by October 1st

Management Plan Updates Attachment A & B (Budget sheets-Excel doc) Attachment C Attachment D Cycle Menus Vended Meal Agreement CCR confirmation documentation

Central Contract Registry (CCR)

All recipients of federal funds must register on CCR

Update or renew annually Need a Data Universal Number

System (DUNS) number to register Submit confirmation to EED with

October 1st paperwork

All Programs Update Yearly

Submit to the state agency by November 15th

Rate Percentage Certification paperwork (30-day study) – if applicable

Non-Profit Food Service (NPFS)Financial Report

Non-profit Food Service Financial Report

Best Practice:

Food costs = or > than 50% of reimbursement

If you don’t meet this submit an explanation with form as to why you are not spending at

least 50% of reimbursement on food

Cash vs. Accrual Accounting

Cash = expenses & income reported when paid/received

Accrual = expenses & income recorded when incurred

End of year you’ll use accrual (costs & income in September for September)

Non-Profit Food Service

Additional Documents for Renewal (every 3 years)Submit to the state agency by October 1st: Recipes & recipe analysis (or put USDA

recipe number on cycle menu) Organizational Chart

And if the following have changed: Outside Employment Policy Mission Statement Non-discrimination Statement

Programs in Renewal Year for 2013

Palmer Sr. Citizens Center

Polaris House

Rendezvous Sr. Day Services

Claim for Reimbursement

Due no later than 60 days past the end of claim month Needs to be in PENDING APPROVAL by due

date (see claim calendar) Additional 30 days for upward amendment for

total of 90 days past end of claim month On-line claim must be submitted by

authorized representative Requires Average Daily Attendance (ADA)

Average Daily Attendance (ADA)

Add all adults throughout the month duplicated

Divide by number of claiming days in month

Example: 6 days 10; 15; 25; 12; 14; 17 = 93 93 divided by 6 = 15.5 (ADA is 16)

CACFP Training by state

Annual attendance is required

If new administrator they must attend the next CNP training

Offered through distance delivery May be found Seriously Deficient for

non-attendance at annual state training

Annual Civil Rights Training

Review by EED

At least every 3 years You’ll receive a list of documents to

have available when we come to your facility

Core Review ElementsEnrollment & Eligibility

Enrollment forms License posted if licensed center &

within capacity Attendance Records

Income Eligibility

Payment made for most programs in relation to income of participants

Rate % Certification checked We’ll go over at end of training today

Core Review ElementsMeal Counts Point of Service meal counts

Count by adults name (most reliable and you can verify w/attendance)

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

submission to state

Core Review ElementsMeal Counts

Attendance should not be used for meal counts Meal count at point of service Meals not reimbursed if count is not current Procedure to ensure non-reimbursable meals not

claimed Program adult meals counted (not claimed) Non-program meals counted (not claimed)

Core Review ElementsMeal Observation

Meal Service Portion sizes Creditable components Type of meal service implemented

correctly Family Style Pre-plating

Eating environment POS Meal Counts

Core Review ElementsMenu Records & Meal Pattern

Cycle menus HM & CN listed & actual doc on file Variety of cycle menus for the year Variety of foods served

Working menus Recipes with analysis for serving sizes

Need recipes even if you have production records Production records (if using) Medical statements

Core Review ElementsVended Meals

Approved (by EED) contract on file Menus/recipes/CN labels – provided by

vendor and available on review Daily vendor receipts Time/temperatures documented on receipt

daily Vendor receipts = end of month invoice Back-up system

Core Review ElementsNon-Profit Food Service

Costs are accountable (food/non food are different ledger accounts)

Costs match or exceed reimbursement Food Costs = or > than ½ the

reimbursement Food receipts match menu Reimbursement is used for CACFP

Food costs & Operating costs Not used for other center programming

Core Review Elements CACFP Staff Training

Annual CACFP training must be conducted on-site Annual Training File must include:

Agenda with all topics listed: Attendee names & signatures Date of training Location of training Any materials used in training (keep together)


New Employee CACFP training must be conducted New Employee Orientation sheet

Agenda with all topics listed: Attendee names & signatures Date of training Location of training Any materials used in training (keep together)

Training issues

What are your training issues?

What has worked well for training staff?


All CNP CACFP training presentations available on CNP website

http://education.alaska.gov/tls/cnp/CACFP3.html

CACFP Training Agenda Template available on CNP website




Core Review ElementsSite Review (site-monitoring)

At least 3 times a year No more than 6 months between Timely corrective action (document) If new site – must do:

Pre-approval visit 1st site visit within 4 weeks of open

Core Review ElementsSite Review (site-monitoring) Form available on web

Monitor one meal type Summary at the end must be completed 2 signatures Complete 5-day reconciliation

Check attendance & enrollment with meal counts

Core Review Elements 5 Day Reconciliation

14. Do daily attendance records support the meal counts for the day of review & prior 4 days? (Complete a 5-day reconciliation below)

Meal Verified: __Breakfast XXLunch/Supper __Snack (AM/PM/Eve)Day 1 Date: 7/29/12 Attendance: 25 Meal Count: 24Day 2 Date: 7/30/12 Attendance: 20 Meal Count: 24Day 3 Date: 8/3/12 Attendance: 23 Meal Count: 23Day 4 Date: 8/4/12 Attendance: 25 Meal Count: 24Day 5 Date: 8/5/12 Attendance: 22 Meal Count: 22

Document last 5 days

•Attendance (from actual sign in/sign out)

•Enrollment (are all adults enrolled?)

•Meal Count Sheets

Core Review ElementsCivil Rights Requirements Justice for All poster(s) displayed Racial/ethnic count noted by reviewer Your procedure on collecting

racial/ethnic data you submit yearly on CNP web

No discrimination taking place Complaint procedures understood

Core Review ElementsCivil Rights Requirements

Non-discrimination statement Long Version Website Newsletters Menus (short version okay)

This is what some programs forget

Core Review ElementsHealth Safety & Sanitation

State of Alaska Dept. of Environmental Conservation (DEC) & Municipality of Anchorage (MUNI) Food Worker Cards -3 years Certified Food Protection Manager

(CFPM) – 5 years

Core Review ElementsHealth Safety & Sanitation

Documentation Copies of FW cards Copies of FW test completion Certified Food Protection Manager

certificate Documentation of correspondence or

enrollment for next CFPM training Food safety training (either by FW test or

by your training agenda/sign in)

Core Review ElementsSanitation

Food Storage Refrigerator/Freezer (age of food/ temps/cleanliness) FIFO

Food Handling Practices Preparing Serving

Dishwashing/garbage Safe Food Handling

Time/Temperature Proper use of Gloves

Core Review ElementsProgram Administration Paperwork is organized and accessible Records & accounts available Confidentiality of participant information Correspondence/guidance with EED Permanent Agreement with EED Management Plan on file & updated

Now this is required yearly

Follow-up Reviews

May be unannounced Target corrective action issued, but may

be more comprehensive Checking for Permanent Corrective

Action Needs to be permanent – or move through

Serious Deficiency Process

Corrective Action

If findings on Administrative Review May be found Seriously Deficient (letter will

be sent to you) Corrective Action given 2 weeks to submit documentation If you need another week, contact CNP

ahead Can be found SD if late on corrective action

submission

Serious Deficiency in CACFP

226.6(c)(2) and 226.6(c)(3) Submission of false information Permitting an individual on NDL list to

serve in a principal capacity Failure to operate Program in

conformance with the performance standards 226.6(b)(1)xviii) & (b)(2)(vii)

Serious Deficiency cont.

Failure to comply with bid procedures & contract requirements

Failure to maintain adequate records Failure to adjust meal orders Claiming reimb. for meals not served Claiming meals that do not meet

requirements

Serious Deficiency cont. Use of a food service vendor that is in violation

w/ health codes Failure to properly train or monitor facilities Failure to perform any of the other financial

& admin. Responsibilities ie. Late submission of update/renewal

Any other action affecting the institution’s ability to administer the Program

Potential Termination from CACFP

If Corrective Action is not Permanent Institution may be found out of

compliance Serious Deficient (if not found SD in the

past) Notice of Termination (if already SD on

this issue) with Appeal Rights

CACFP Fiscal year (FY) 2012

August/September 2012

October 1, 2012

November 15, 2012

October 2012 – September 2013

Certification Process

Provides a “snap-shot” of your center population once a year

FY 201330-day Study Period

October 1 through October 30, 2012

1) Give Confidential Income Statements (CIS) to participants

2) Participant returns CIS

3) You categorize CIS


Submit no later than November 15th

Submit to Child Nutrition Program office:

1.Rate % Certification

2.30-day Study Roster

3.CCC Attendance roster or Child Care Grant roster for October


Four Steps:

1) Distribute sample Letter to Adults with the Confidential Income Statement (CIS)

Distribution may begin October 1st Eligibility must be based on information

reported on the Confidential Income Statement Take off “sample letter” & replace with your

letterhead


2) Document Attendance and Eligibility Status on 30-day study Attendance Roster

All adults who attend the center during the study period must be counted & recorded on the attendance roster

Even part time and/or drop-in adults are counted on your 30-day attendance roster as an individual adult


3) Categorizing & Approving the Confidential Income Statements (CIS): Must be signed & dated by the adult during the

study period (October 1- 30th) Determination by the center should be done

within the study period (October 1- 30th) An adult will be counted as over income if the

form is not complete or missing Last 4 digits of SSN is necessary unless

categorically eligible (SNAP, SSI, or Medicaid)


4) Documentation for the Certification Statement.

A yearly file folder containing the following back-up should be kept at the center:

Copy of Rate % Certification Statement Original Certification Attendance Roster of all

enrolled adults who attend during 10/1-10/30 Categorized CIS for each adult Copy of attendance records for the study period


Confidential Income Statement (CIS) PFDs

Must use the PFD the family adult received last fall (Sept/Oct 2011) through December 2012 ($1174.00)

Starting in January you must use this year’s PFD (unknown amount at this point)

Sequence of income All income will have to be annualized (multiplied by

factor to equal yearly income) if they receive a PFD


o Centers are required to collect & submit this information only once a year.

30 day study October 1 –October 30 Need certification to process October

claim


Common errors Leaving out drop-in adults Including adults who are enrolled but did not

attend during the 30-day period. Including only adults who have a CIS on file

instead of all who attended during the 30-day period.

Reimbursement Rates

Alaska Reimbursement RatesJuly 1, 2012 through June 30, 2013


Certified Count Category Percentage

35 Free 54%

20 Reduced Price 31%

10 Above Scale 15%

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


Rate %

Category % times Meals

Meals by Category

Federal Rate

Reimbursement by Rate

54% Free .54 x 500 lunches

4.63

31% Reduced Price

.31 x 500 lunches

4.23

15% Paid .15 x 500 lunches

.44

Total

Based on 500 Lunches


Rate %


Meals by Category

Federal Rate



270 4.63

31% Reduced Price

.31 x 500 lunches

155 4.23


75 .44

Total



Rate %


Meals by Category

Federal Rate



270 x 4.63 = $1,250.10

31% Reduced Price

.31 x 500 lunches

155 x 4.23 = $655.65


75 x .44 = $33.00

Total $1,938.75



Too much math???

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

ORUse the Rate Percentages Worksheet found on the CNP website:



Discussion

CACFP ResourcesCACFP Resources

National Food Service Management Institute

http://www.nfsmi.org/

http://education.alaska.gov/tls/cnp/

Health Safety & Sanitation Resources

DEC or Muni

DEC CFPM Training Available:http://www.dec.state.ak.us/eh/fss/training/cfpm.html

Muni Information Available:http://www.ci.anchorage.ak.us/healthesd/sanity.cfm

For More Information

Jan Mays

CACFP Specialist

(907) 465-4788

[email protected]

Or

Ann-Marie MartinCACFP Specialist

(907)[email protected]

Administrative Update

Alaska Child and Adult Care

Food Program

Administrative Update for Adult Day Care Centers Alaska Child and Adult Care Food Program Fall, 2012...

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