Fresh Fruit and Vegetable Program SY 2015-16 Grant Training Module 2.
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Transcript of Fresh Fruit and Vegetable Program SY 2015-16 Grant Training Module 2.
Fresh Fruit and Vegetable ProgramSY 2015-16 Grant Training
Module 2
Welcome to Module 2FFVP Training SY 2015-16
• Objectives– Accurately complete a FFVP Claim for
Reimbursement– List the items required for documentation for a
FFVP Claim for Reimbursement– Describe the claim submission process– Identify all FFVP Forms– Discuss appropriate budgeting techniques for
school allocations for FFVP
Review
• Total Grant Award– Allocation 1 funding + Allocation 2 funding
• Allocation 1 funding – smaller pot of money– July 1, 2015 – September 30, 2015– Anything obligated (ordered – whether received or
not) prior to Sept 30, will come from Allocation 1 funding (do not order for entire semester in August)
• Allocation 2 funding – larger pot of money– October 1, 2015 – June 30, 2016
Examples• You ordered apples on Sept 2 to be served on Sept 9
(paid for from Allocation 1)• You ordered apples on Sept 29 to be served on
October 2 (paid for from Allocation 1). Since the invoice date is October, you will have two October claims – one for each allocation.
• You ordered equipment on Sept 1 to be delivered on Oct 15 (paid for from Allocation 1 – which is a MUCH SMALLER pot of money)
• You ordered apples on October 1 to be served on October 9 (paid for from Allocation 2)
September and October BEWARE• September invoices will be on the September claim
and paid from Allocation 1 funds• October invoices that are delivered in October BUT
ORDERED in September will be on an October – Allocation 1 Claim and paid from Allocation 1 funds
• October invoices that are ordered and delivered in October will be on an October – Allocation 2 Claim (some schools will have two Oct Claims) and paid from Allocation 2 funds
• BEWARE of your order dates! • Watch your remaining balance!
Why in the world would we do this?
Federal Fiscal Years Change on Oct 1 of each year. Visualize this change like you do the
change of the State Fiscal Years that affects your schools on July 1
Instructions for FFVP Claim for Reimbursement
• Complete the Reimbursement Claim Form for EACH school receiving a FFVP Grant– DO NOT complete one form for the district
• Complete the “School Information” and “Claim Information” sections of the form.
• Be sure to select the correct funding allocation or your claim will not calculate correctly. Do not select both funding allocations for the same form.
Instructions for FFVP Claim for Reimbursement
• Fax using the FFVP Claim Cover Sheet.• Fax completed signed form and all supporting
invoices and pay documentation to:– Debi Branscum at (501) 324-9502
• Keep signed original FFVP Claim for Reimbursement in the school’s FFVP file with REQUIRED supporting invoices and other required documentation.
Approving Claims
• If any corrections are made while approving the claims at ADE, CNU, a scanned copy of the updated claim will be emailed to the person listed as the contact on the claim form.
• It is that person’s responsibility to notify any other bookkeepers, the Child Nutrition Director, and/or School FFVP Coordinator of any changes to the claim.
• If a school has consistent problems with their claims, it may jeopardize that school’s involvement with FFVP in the future.
The FFVP Claim Form
• Front Page• 2 Itemized Pages• Itemized Pages calculate amounts and transfer
them to the Front Page• Excel form that can be corrupted• Start with a “clean” form each month• Available on the Child Nutrition Website
To Add Equipment to a Claim
• PRIOR TO ORDERING – submit an Equipment Request Form, including 3 quotes from vendors– ADE, CNU will approve the form, sign it, and fax a copy
back to the school for their records• Equipment may be ordered until NOVEMBER 30, 2015
(anything ordered after the deadline will not be reimbursed)
• Equipment costs must be divided between FFVP and other programs if the equipment will not be used 100% of the time in FFVP
• Tax and shipping for equipment are allowable costs
Equipment VS Supplies
• Equipment – anything that can be used more than once, including TOTES, PLASTIC BOXES, and OTHER ITEMS FOR DELIVERY TO CLASSROOMS
• Supplies – anything that will be thrown away after one use (napkins, plastic ware, paper sacks, etc.)– Allowable items under supplies also include fuel
charges and tax on supplies – Tax on FOOD is not allowable. State law identifies
school foodservice programs as exempt from food taxes.
To Add Labor to Claim
• Direct Labor– Pay confirmation on file at ADE, CNU– Time sheets for each employee on the claim – approved by
supervisor– Will not accept time sheets for the whole year submitted in May
• Administrative Labor– Pay confirmation on file at ADE, CNU– Time sheets for each employee on the claim – approved by
supervisor– Will not accept time sheets for the whole year
submitted in May
Completed Claim
• Sample
• Prior to submitting this claim, Imaginary Special School District had on-file at ADE, CNU– A pre-approved equipment request form– A Pay Confirmation Form approved and signed by
the district’s superintendent
FFVP Forms
• FFVP Fax Cover Sheet• FFVP Quote Sheet• FFVP On-site Review Form
Two Documents Provide Regulations for FFVP in Arkansas:BOTH APPLY TO YOUR PROGRAM!!
The USDA HandbookReviews Federal Regulations
The FFVP AddendumReviews State Regulations
FFVP Budgeting
• SFA must budget appropriately to expend FFVP funds
FFVP Budgeting
• Allocation 1• $12.75 per student
– Administrative Costs• Equipment• Labor
– Operating Costs• Direct Labor• Non-Food Supplies• Total Available for Fruits
and Vegetables
• Plan your fruits and vegetables accordingly
• Allocation 2• $62.25 per student
– Administrative Costs• Equipment• Labor
– Operating Costs• Direct Labor• Non-Food Supplies• Total Available for Fruits
and Vegetables
• Plan your fruits and vegetables accordingly
FFVP Budgeting
• Remaining Balance is tracked on claim• ADE, CNU keeps a Remaining Balance
Worksheet for all schools• Some schools track their money daily– Monday 9/1 75.00 on apples– Tuesday 9/2 100.00 on oranges– Then add any labor and supply costs– Especially in schools where the bookkeeper does the
claim, the CN Director should keep a running tally
Sample Form by FFVP School
FFVP Budgeting
• Estimated amount to spend per month: 10% of total grant award
• CNU will monitor SFA’s funds and failure to spend 10% will require submission of a Grant Expenditure Improvement Action Plan to be signed by grant coordinator, CND and superintendent
• Do not be offended by this letter, we simply want you to use your money
Conclusion
• This completes Module 2 of the FFVP Training