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Recordkeeping Updates I
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December 2011 ChangesGM 9C – Recordkeeping Requirements
Production Record
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Whole1%
8 cups 1 gallon36 cups 3 gallons
Record different
milk served
as separate quantiti
es
Document how much is needed
in order to determine how
much to prepare
Whole Milk1%
8 cups36 cups 3
gallons
1 gallon
December 2011 ChangesGM 9C – Recordkeeping Requirements
Recordkeeping requirement when serving staff meals When serving adults meals you must record total
number of adults eating on production record
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Calculate using the same serving size as oldest age group served
December 2011 ChangesGM 9C – Recordkeeping Requirements
Food Buying Guide Calculator for Child Nutrition Programs (http://fbg.nfsmi.org/)
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Electronic version of the FBG
You still need to calculate how much you need, i.e. total ounces of meat
FBG calculator helps determine total amounts of food to purchase
Create a shopping list
Self tutorial on website
December 2011 ChangesGM 12 – Meal Requirements
Whole milk recommendation for children age 1
5
Milk
Infants Breast milk of formula Required
Age 1 Whole or 2% (reduced-fat) Recommended
Age 2 and up 1% (low-fat) or skim (fat-free) Required
December 2011 ChangesGM 12 – Meal Requirements
“Family-style dining” definition clarified
A sufficient amount of prepared food must be provided in age-appropriate common serving dishes and placed on each table. The amount prepared must provide at least the minimum required serving sizes of each of the meal components for all children at the table in order for the meal to be eligible for reimbursement. Each child should be encouraged to take all food items in their required minimum serving size as they serve themselves. If a child does not take a required meal component, or takes less than the full required serving size of each meal component, the child should be encouraged to take some of the item(s) again. At no time will a child be forced to eat nor will any components be withheld.
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December 2011 ChangesGM 12 – Meal Requirements
Identifies medical authority positions in WI (when a child has a non-life threatening restrictive diet that excludes a required meal pattern component)
• Physician • Physical Therapist • Licensed Nurse • Registered Dietician • Respiratory Care Practitioner • Speech and Language Pathologist • Chiropractor
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Medical Statement Flow Chart Disability
Defines disability versus food allergy/intolerance
Provides examples of disabilities
Provides description of required documentation by licensed physician
States that center must provide the food substitution or eating modification
Food Allergy / Intolerance
Provides examples of food allergies/intolerances
Discusses when foods can be substituted within
the meal pattern versus when they cannot
Provides description of required documentation by medical authority
States that when parent provides a substitution
the center must supply all other meal pattern components
8http://fns.dpi.wi.gov/fns_cacfp_training
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Case: Ben has an allergy to eggs and peanuts. He can eat products with eggs cooked into them, but he can’t eat whole eggs. His allergic reaction is not life-threatening so it is considered an allergy, not a disability.
Therefore, the center can substitute another
food within the meat/meat alternate
component so the child receives a full
reimbursable meal
Q: Is the child still able to consume the full CACFP meal pattern component?
A: Yes, the child is still able to consume the meal pattern because he can consume other items in the meat/meat alternate component
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Other Milk TypesOrganic milk does not qualify as a non-
dairy substitute. If parent/guardian provides organic milk the center cannot claim that child’s meals for reimbursement unless there is a medical statement on file
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April 2012
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GM 12C – Meal Requirements4-7 month old lunch/supper meal pattern
Clarifies that iron-fortified infant cereal and the fruit/vegetable component are not required to be introduced or served at the same time
One, the other, or both can be introduced depending on the infant’s developmental readiness and working with parent/guardian
Infant Meal Notification Letter and Eating and Feeding Evaluation forms are now listed under GM12C on website, not in the memo
April 2012: GM 1C – Instructions for Completing the Household Size-Income Statement
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Conversion FactorPrior to Change
Effective April 2012
Reported Income ConversionAll reported income was converted to a monthly amount
Same FrequencyWhen income is reported and all sources are received in the same frequency, total all sources as reported and compare to appropriate income guidelines
No ConversionExample: Two adult household members receive bi-weekly paychecks. Do not multiply each by 2.15 to get a monthly amount. Total the reported amounts and refer to “Every Two Weeks” column on the Income Scale
Multiple FrequenciesWhen income is reported from multiple sources with more than one frequency, annualize all income by multiplying by the appropriate conversion factor
Annual ConversionWeekly = x 52Bi-weekly = x 26Twice monthly = x 24Monthly = x 12
Example: Household receives a bi-weekly paycheck and monthly child support. Multiply the bi-weekly paycheck amount by 26 and the monthly child support amount by 12. Refer to the “Yearly” column on the Income Scale
Do not round values when calculating
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NO CONVERSION
April 2012: GM 1C – Instructions for Completing the Household Size-Income Statement
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Conversion FactorPrior to Change
Effective April 2012
Reported Income ConversionAll reported income was converted to a monthly amount
Same FrequencyWhen income is reported and all sources are received in the same frequency, total all sources as reported and compare to appropriate income guidelines
No ConversionExample: Two adult household members receive bi-weekly paychecks. Do not multiply each by 2.15 to get a monthly amount. Total the reported amounts and refer to “Every Two Weeks” column on the Income Scale
Multiple FrequenciesWhen income is reported from multiple sources with more than one frequency, annualize all income by multiplying by the appropriate conversion factor
Annual ConversionWeekly = x 52Bi-weekly = x 26Twice monthly = x 24Monthly = x 12
Example: Household receives a bi-weekly paycheck and monthly child support. Multiply the bi-weekly paycheck amount by 26 and the monthly child support amount by 12. Refer to the “Yearly” column on the Income Scale
Do not round values when calculating
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CONVERSION TO ANNUAL
April 2012
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GM 1C – Instructions for Completing the Household Size-Income Statement
Zero ($0) Income Reported
Prior to Change Effective April 2012
When zero ($0) income was reported, the HSIS was only valid for 45 days from the parent signature date
When zero ($0) income is reported, the HSIS may now be approved for a 12-month period
If agencies are concerned with the authenticity of the information, the agency may, on a case by case basis, request verification from the parent/guardian
Parent/guardian must write zero ($0) on the form. When no income is listed on the form, it is considered incomplete and the agency must contact the household for additional information. If no additional information can be obtained, the form must be determined as “non-needy”
April 2012
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GM 1C – Instructions for Completing the Household Size-Income StatementFoodShare Program
Quest Card numbers are now accepted (16 digits)
Case number still accepted (10 digits)
April 2012
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GM 1C – Instructions for Completing the Household Size-Income Statement
Wisconsin Works (W-2) Cash Benefits Programs
Is Not Qualifying ProgramsW-2 Cash Benefits program is not Wisconsin Shares – Child Care Subsidy Program
•Trial Jobs (Subsidized Employment)•Community Service Jobs (CSJ)•Caretaker of an Infant (CMC)•At Risk Pregnancy (ARP) – NEW!•W-2 Transition (W-2 T)
April 2012
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GM 1C – Instructions for Completing the Household Size-Income Statement
Clarifies how a D.O. must determine and approve each HSIS Fully complete all three sections of the bottom portion of
the Household Size-Income Statement (For Center Use Only)
Basis for Determining Eligibility Eligibility Determination Determining Official’s Initials and Date.
July 2012GM 3 – Claim Submission
Clarifies only one special exemption is allowed every 36 months per program for submitting a claim past 60 days
GM 8C – Civil Rights Compliance and EnforcementChildren may not be separated by gender in the
service of program meals or children who do not consume program meals but are in a facility that receives federal funds from USDA
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Other Important Updates and Reminders
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http://www.facebook.com/WisDPICommunityNutrition
https://twitter.com/#!/WisDPI_CNT
What you will find:CACFP updatesUpcoming deadlines (contract, NPFS, etc.)Nutrition tipsRecipe ideasPictures
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Electronic Reimbursement via Automated Clearing House (ACH)No more paper checks!Timing of payments will be the same
Tuesday morning processingPayments made second Monday after
Get information on Aids RegisterSee program vouchers, payment dates, etc.Use info to complete CACFP Financial
Report and single auditsWill be listed by state fiscal year (July 1 –
June 30) 24
Water AvailabilityDrinking water must be available to children
upon their request, including at meal times, but is not part of a reimbursable meal and may not be served in place of fluid milk
Does not have to be available for children to self serve
Does not apply to infantsOptions:
Have cups available next to the kitchen sink faucet
Have water pitchers and cups set outProvide water to a child when it is requested
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Donating Leftover FoodUSDA/FNS is committed to preventing hunger
and responsible stewardship of federal dollarsFood paid for with CACFP funds and not
consumed may be donated to eligible local food banks, homeless shelters or charitable organizationsMust be exempt from tax under section 501(c)
(3) of IRS Code of 1986Sending leftover food home with staff or daycare
families does not qualifyIf leftover food is a frequent occurrence,
review menu planning and production to reduce leftovers
Use leftovers in subsequent meals26
At-Risk Afterschool Meals Handbook (USDA)
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http://fns.dpi.wi.gov/fns_atriskemergency
Civil Rights TrainingAll agencies are required to train staff members
who interact with program participants on civil rights requirements
Training must be conducted annuallyDocumentation must be on file stating:
Staff who received trainingTopics coveredDate training was completed
Refer to website http://fns.dpi.wi.gov/fns_centermemos GM #8 to access the Civil Rights Requirements Power Point presentation
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