Fresh Fruit & Vegetable

Program

Nevada Dept. of Agriculture

Food & Nutrition Division

Webinar Overview

• Cost Categories

• Claim Submission

• Recordkeeping

• Program Oversight

• Program Requirements

– Allowable fruits and vegetables

– Buy American Provision

USDA Cost Categories

1

2

OPERATING COSTS

ADMINISTRATIVE COSTS

• Broken into two categories…

• Documented costs to implement FFVP

Include:• Cost of Fruits and Vegetables

– Low-fat / non-fat dip for vegetables only

– Delivery charges for produce (if any)

• Nonfood supplies

– (i.e.) napkins, paper plates, serving bowls, trash bags,

gloves, etc.

• Labor for preparing and serving

Operating Costs

Administrative Costs

• Documented administrative costs for each

school

• Administrative costs are related to program

planning, management

• not related to the preparation and service of fruits and

vegetables

• limited to 10% of each school’s total FFVP allotment

-Includes cost of purchasing or leasing equipment

Budgeting of Program Costs

• To facilitate efficient management of FFVP, it’s

highly recommended that year long budget is

developed:

– spreadsheet planning out spending and ordering for

each school

• Include # enrolled + classroom teachers

• Expected nonfood items

• Any labor cost

• Same for any other prorated expenses

– Make sure your administrative expenses are reasonable and

kept to a minimum – remember 10% max for admin.

– Help to plan for offerings throughout the entire

school year

Poll

• Who has already submitted a claim for

FFVP on CNP?

Claim Submission

• Claims for reimbursement submitted in

CNP

http://nvcnp.doe.nv.gov/Splash.aspx

Claim Submission

• Submitted monthly

• Submitted within 60 days of the close of

the month

• Submitted by school, site claim for each

school participating

Claims Process

• FRUIT & VEGETABLE EXPENDITURES

– Description: Provide the fruit/vegetable

ordered along with number per case and/or

unit size.

Fruit Expenditures

Note: Total Cost is calculated as Number of Units times Cost per Unit when the Calculate or Submit buttons at the bottom of the

form are used.

Description Weight in lbsNumber of Units /

CasesCost per Unit / Case Total Cost

GREEN GRAPES, 60/2.5 OZ 9.38 9.00 37.20 334.80

WATERMELON CHUNKS, 60/2 OZ 7.50 9.00 37.20 334.80

CANTALOUPE/GRAPE 60 CT CASE 7.50 9.00 37.20 334.80

MANGO CHUNKS, 60/2.5 OZ 9.38 9.00 40.20 361.80

Total: 1,366.20

Claims Process

• DIRECT LABOR COSTS

– Employees preparing and serving of fruits &

vegetables.

• If delivering from central kitchen (or delivery site) to

district schools, the costs for driver and fuel costs

– In Description…include employee title, hours

worked, rate of pay + fringe benefits if being

claimed

Direct Labor Expenditures

Description Cost

Cook - 11.25 hours @ 11.13 per hour plus 10.72 in benefits 135.94

Sub-Cook - 4.5 hours @ 8.25 per hour plus 3.12 in benefits 40.24

Total: 176.18

Claims Process

• SUPPLY EXPENDITURES

– Non-food supplies that can be claimed

include:

• Paper plates, bowls, and napkins

• Sporks, spoons, or forks

• Cleaning supplies and trash bags

– Cost of non-food combined with direct labor

costs cannot exceed 25% of school’s FFVP

allotment

Claims Process

• Make sure to include the following in

description

– Item being ordered and number ordered

– Price and unit or case size

Supplies Expenditures

Description Cost

Hand Sanitizer, 50 @ $5.58 each 16 oz. Bottle 279.00

Tongs 7in, 26 @ 16.32, 48/cs 424.32

Napkin 9x12 in, 2 @ 28.85, 8000/cs 57.70

Total: 761.02

Claims Process

• INDIRECT LABOR EXPENDITURE

– This is where your administrative costs and

equipment costs are claimed

– Description to include: title, hours worked, and

rate of pay + any benefits being claimed

– Administrative Costs cannot exceed 10% of

the schools total FFVP allotment.

Indirect Labor Expenditure

Description Cost

Nutrition Director - 1 hour @ $30.00 + $13.47 benefits 43.47

Total: 43.47

Claims Process

• EQUIPMENT PURCHASE POLICY

– Before ordering equipment, district must

submit a written request to State Agency for

approval on district letterhead.

• Need to include reason/need for equipment as well

as breakout of equipment specs and cost

• If 100% of costs paid with FFVP funds, then

equipment cannot be shared with other school

feeding programs

• If equipment shared, the cost needs to be prorated

Claims Process

• Approved equipment is claimed in the

Equipment Expenditure section in CNP

– In Description, provide name and item spec.

description, quantity, and cost

• Remember…the cost of equipment

factors into your 10% Admin (indirect)

labor costs for each schools FFVP

allotment.

Claims Process

• EXPENSE SUMMARY

– Remember that allotments for each school

are broken into two award periods.

• July – Sept: This award period is usually 1 month

of overall award for each school; can request more

if needed in writing w/reason for request

• Oct – Jun: Remaining total award funds

– Need to be careful to not overspend first

award period.

– Expense Summary and Historical Summary

will help you keep track

Claims Process

OCT - JUN Claim Expense Summary

Operating Costs Monthly Claim

Accumulated Claims

Input

in Grant Period

JUL - SEP Claim Totals

Fruits and Vegetables: 1,559.00 0.00 1,559.00

Direct Labor: 146.24 0.00 146.24

Supplies: 0.00 0.00 0.00

Total Operating Costs: 1,705.24 0.00 1,705.24

Administrative Costs

Indirect Labor: 43.47 0.00 43.47

Travel and Training: 0.00 0.00 0.00

Equipment: 0.00 0.00 0.00

Total Administrative Costs: 43.47 0.00 43.47

Claim Totals

Total Claim Costs: 1,748.71 0.00 1,748.71

Historical Summary

OCT - JUN Award OCT - JUN Total ClaimsOCT - JUN Remaining

AwardJUL - SEP Award Total Fiscal Year Award

23,069.43 1,748.71 21,320.72 2,097.22 25,166.65

Claims Process

• SITE CLAIM

– Claims for each school site are entered first

• Make sure to save if entry takes longer than

30min. as CNP will time

• After everything if correctly entered, make sure to

click the submit button

• Save button does not submit the claim

Claims Process

• CONSOLIDATED CLAIM

– Once all the site claims are submitted, you

need to consolidate claim

• The consolidated screen will appear with all the

data fields populated based on your individual

school site claims

• Review for accuracy and then select authorized

signer from drop down menu at the top of the claim

form

• Click “submit”

Claim ProcessConsolidated Monthly Claim Form for Reimbursement

Fresh Fruit and Vegetable Program

Monthly Claim Form

Sponsor Name Agreement Number Month Claimed Revision No.

CARSON CITY SCHOOL DISTRICT N-13-11 10/1/2011 0

Submission Type: State Employee Original Claim Received Date: 12/29/2011

Authorized Signature: Authorized Signature must match Created By

I acknowledge that I am the school food authority responsible for reviewing and analyzing the Fresh Fruit and Vegetable Program Grant claim to ensure accuracy as specified in the grant assurances, Fresh Fruit and Vegetable Handbook and policy memorandums. I acknowledge that failure to submit accurate claims will result in the recovery of an over claim and may result in the withholding of payments, suspension or termination of the program grant. I acknowledge that failure to submit accurate claims may reflect embezzlement, willful misapplication of funds, theft or fraudulent activity, and all applicable penalties shall apply. I have read the instructions for filing the claim and am aware that if the claim is not submitted by the claim deadline the claim may not be paid.

Created By: Created Date: 3/20/2012 1:19:58 PM Modified By: Modified Date:

Records Needed

• Make sure to have the following:

– Policy Memoranda and Addendums

– Contact information for each school

• Include who has program responsibility

– Invoices and Receipts

– Monthly Claims

– PO Information

– Vendors / Local Farmers

• Keep records on hand for 3 years plus the

current year

Oversight & Monitoring

• Ensure FFVP is operating properly in

participating schools

– State Agency will provide TA upon request or as

needed

• Review all claims for reimbursement to ensure

that expenditures are appropriate for each

school

• Unallowable costs will not be reimbursed

• FFVP now part of the Administrative Review

Program Requirements

• Maintain full and accurate FFVP records

– 3 years plus current

• Longer if your school has any unresolved audit findings

• Program Staff should be trained at the start of

the school year

– Record keeping

– Serving fruits and veggies

• Not during meal times

• Only teachers can be served fruits and veggies as well

• Must serve fruits or veggies 2x per week

Program Requirements

• Must conduct Nutrition Education

• Grant funds can not be used for Nutrition Ed

• Explore partnerships– UNCE

• TONS of existing resources

– UNCE currently distributes fact sheets for schools in

Northern Nevada

– Harvest of the Month fact sheets:

http://www.gethealthyclarkcounty.org/eat-better/ffvp.php

http://www.harvestofthemonth.cdph.ca.gov/download.asp

http://www.ode.state.or.us/search/page/?id=3294

https://www.sde.idaho.gov/site/cnp/farmToSchool/fom.htm

Allowable Fruits and Vegetables

• Must be a fresh fruit or vegetable

– A cooked vegetable can be offered once a

week

– Dried fruit, dried vegetables, vegetable

“chips”, juice, fruit leather are not allowed

– Low fat dips are only allowed for veggies

• No fruit dips

Buy American Provision

• The basics:

– Fruits and vegetable must be grown in the US unless:

• Domestic item isn’t available (bananas)

• Domestic item is cost prohibitive

– What about exotics?

• For many kids, especially those in low income areas any

fresh fruit or vegetable is “exotic”

• Kids need repeated exposure to accept fruits and vegetables

• Try interesting version of things already on the lunch menu

– Rainbow carrots

– Yellow cauliflower

– Purple bell peppers

– Melon varieties

– Summer squash varieties

What About Buying Local?

• USDA and FNS encourage local purchasing

by schools for FFVP

• School Food Authority decides who is an

approved vendor

• Handle local whole produce the same way

you handle whole produce from a regular

distributor

What About Buying Local?

• Ask your produce vendor what is available

locally

• FFVP allows you to purchase items you

would not otherwise be able to put on the

menu

• Let’s keep those Federal $$ local!

Frequently Asked Questions

• I’ve been told I can only use one vendor, is

this true?

– No, you can utilize a variety of vendors such

as your food distributor, Costco, local grocery

store, or local farmer

• Do I have to serve twice a week?

– Yes, you are required to serve fruits or

veggies at least twice a week

Any Questions?

Thank You!