CACFP Annual Mandatory Training for Managers, Supervisors & Fiscal Staff

of Child Care CentersNevada Department of Agriculture, Food and Nutrition

Division (NDA)

Training for Child Care Centers

• This year the annual mandatory training is being provided, so you control the speed the power point slides advance.

• Just for fun, the slides have automatic sound

and transition effects to keep it interesting.

Angela Goodrich, Nutrition Program ProfessionalNV Dept. of Agriculture, Food and Nutrition Division

Training Topics• Program Regulations

• Budget Information

• Recordkeeping Requirements

• Meal Counts, Edit Checks and Claim for Reimbursement

• State Agency Review Procedures and Common Review Findings

• At-Risk Afterschool Programs in Child Care Centers

• Civil Rights

• Nutrition

• Meal Service Requirements

• Infant Feeding

Training Resources Available for CACFP• This training is not designed to cover all topics.

Refer to the following:

• 7 CFR 226 USDA FNS CACFP Regulations

• FNS Instruction 796-2, Rev. 4, Financial Management – CACFP

• Guidance for Management Plans & Budgets, A CACFP Handbook (2013)

• NV Dept. of Agriculture CACFP Administrative Manual

• Crediting Handbook for the CACFP (2014)

• Independent Child Care Centers, A CACFP Program Handbook (2014)

Child and Adult Care Food Program Regulations 7 CFR 226

• Federal regulations require all participating institutions to be:

– Financially viable with adequate resources to maintain operations, even with a delay in reimbursement.

– Administratively capable with enough qualified staff members to meet CACFP requirements.

– Accountable with internal controls in place to follow generally accepted management and accounting principles.

7

Budget Information FNS 796-2, Rev. 4

• Program costs must be:

– Necessary, reasonable, authorized, current, CACFP only, allocated properly and documented.

– Allowable operating costs include those related to the preparation & service of meals. Food and milk costs are to be > 50% of the reimbursement amount.

– Other allowable costs include non-food supplies, food service labor and costs of purchased services.

– Administrative costs are limited to < 15% if you sponsor more than one center. Allowable administrative costs include labor, preparing monthly claim, F/R/P applications, training and monitoring.

Budget Information FNS 796-2, Rev. 4

• Unallowable costs:

– Food purchased for personal use (meals at meetings)

– Non-creditable foods (not a food component) like candy, soda, popcorn, ice cream and potato chips .

– Non-food items such as toilet paper, kleenix, gloves not used in food service, diapers, etc.

– Non-food items like bottled water (unless available water is unsafe to drink or the bottled water is only used to mix baby formula).

– Food and beverage consumed by staff, like coffee.

– May claim a % of cleaning supplies equal to sq. ft. of kitchen, dining room vs. the entire center.

Budget Information FNS 796-2, Rev. 4

• Documenting CACFP Expenditures and Proof of Payment:

– Original receipts

– Cancelled checks

– Bookkeeping system

– Monthly billing statements

– Bank statements

– Invoices

Recordkeeping Requirements for Permanent Records and Current Fiscal Year Records (Keep 3 years + current FY)

• Records: Permanent (in small binder) & Current FY (organize in large binders)

– Permanent Agreement, signed

– Procedure for Complaints of Discrimination

– Confidential Income Statements to support F/R/P status

– Application and Management Plan

– Staff Training on CACFP required Topics, Agenda, Sign-in

– CN Labels or Manufacturer Product Analysis Sheets

– Self Monitor Review forms, if more than one center

– Integrity Certification Statement for all Principals

Recordkeeping Requirements for Monthly Records

• Maintain in folders or manila envelopes:

– All monthly records to validate your filed claim

– Sign-in/Sign-out Records

– Point of Service Meal Count Sheets

– Infant Meal Records

– Dated Menus and Menu Changes Log

– Medical Statements for Food Substitutions

– Self Monitor Review forms, if more than one center

– Time Distribution Records for any labor claimed

Sample Meal Count & Attendance Record “by Headcount”

or Meal Count & Attendance “by Name”

Day of MonthHeadcount

Breakfast Lunch PM Snack Daily Attendance

June 1st 21 25 23 25

Count by Name

Monday Tuesday Wednesday Thursday

Ab B L pm Ab B L pm Ab B L pm Ab B L pm

1. Bobby x x x x x x x

x

(Key: B = Breakfast L = Lunch Pm = afternoon snack

Ab – absent)

Point-of-Service Meal Counts, Edit Checks• Claim for Reimbursement is entered onto web

based information and payment system.

• Tools– Claim for Reimbursement Single Site Worksheet

– Claim for Reimbursement Multiple Site Worksheet

– Edit checks with sign-in/out and attendance records

– Edit checks with Medical Statements/Reimbursable Meals

Program Reviews• The State Agency (NV Dept. of Agriculture, Food

and Nutrition Division) conducts Program Reviews at least once every 3 years. Reviews may be announced or unannounced.

• Objectives of the Program Reviews are to:– Assess compliance with State and Federal regulations

– Assess sponsor’s viability, capability and accountability

– Monitor implementation of sponsors approved management plan and other application information

– Provide technical assistance

Common Review Findings• Confidential Income Statements:

– When determining income eligibility, the income conversion provided on the form is to be used (weekly x 52, every 2 wks. x 26, twice a month x 24, monthly x 12).

– When 2 different types of income, convert both to annual and count all income listed on the form.

– For-profit sponsors are to ensure > 25% of enrolled or licensed capacity (use whichever is less) qualify for F & R meals. Children who only attend the afterschool program are not to be included to reach this 25%.

– List names of all household members.

Common Review Findings• Meal Counts:

– Ensure meals are only claimed during approved meal times and that sign-in/sign-outs are complete.

– Ensure that a 4th meal/snack is not claimed per participant. CACFP allows no more than 2 meals & 1 snack or 1 meal & 2 snacks per day per participant. (Shelters may claim 3 meals per day per participant.)

Common Review Findings• Infants:

– Infant Formula Offered Forms must be completed and maintained for all infants. Centers must offer 1 iron fortified formula.

– Infant Meal Records must be completed daily and maintained per recordkeeping requirement and maintained 3 yrs. + current FY.

– 8-11 month infants are to be offered soft, diced, and appropriate table food from the child menu (when developmentally ready and parent informed).

– Infant Menus must be displayed in nursery, for parents to view.

Common Review Findings• Meal/Milk Requirements:

– Signed Medical Statements for food substitutions must be in place, for children with cow’s milk intolerance or their breakfast/lunch cannot be claimed for reimbursement.

– Approved soy milk brands are the only reimbursable substitute for cow’s milk and must contain comparable levels of 9 different nutrients, contained in cow’s milk. Breakfast/lunch with non-approved soy milk, almond milk, juice or rice milk may not be claimed for reimbursement. See NDA approved list.

– Whole milk is to be served to 1-2 year olds and non-fat or 1% milk to participants 2 years and older.

Common Review Findings• Meal Requirements:

– Ensure CN Labels or Manufacturer Product Analysis are available for all processed & convenience items.

– Meals must contain all required components of the meal pattern (or will be disallowed) & serve at least the minimum portion size.

– Signed Medical Statements for food substitutions must be in place for all participants unable to follow the meal pattern & Medical Authority recommended substitution must be provided for disabled participants.

– Water must be made available to participants (not infants) throughout the day, including during meal service.

At-Risk Afterschool Programs in Child Care Centers• At-Risk Meals and Snacks are reimbursed at the highest

rate:

– Sites must be area eligible ( > 50% F & R).

– Must provide organized educational/enrichment activities in a supervised environment, for children in the afterschool program.

– Limited to 1 at-risk snack and 1 at-risk meal per day/per child (usually supper). Children attending the center participating in both at-risk & day care at the center are limited to no more than 2 meals & 1 snack or 1 meal & 2 snacks per day.

– May claim at-risk snacks/meals only during the school year for 9 month schools. Cannot claim these during summer breaks.

Civil Rights• Training is required so that all staff members understand

civil rights related laws, regulations, procedures and directives.

– Non-discrimination statement must be on all publications posted or given to public, including menus. For larger documents use the current full statement. For small pamphlets or one page documents, use the smaller statement: “Your Sponsor Name is an equal opportunity provider and employer”.

– Civil Rights complaint procedure in place.

– “And Justice for All” poster must be posted at the entrance of the facility where parents or caregivers may view and at the Administrative Office, if in a different location.

– All participants attending the center must be enrolled and participate in the CACFP.

NUTRITION• Important websites:

• United States Department of Agriculture, CACFP

• http://www.fns.usda.gov/cacfp/child-and-adult-care-food-program

• Nevada Dept. of Agriculture, Food and Nutrition Division Website, CACFP

– http://nutrition.nv.gov/Programs/Child_and_Adult_Care_Food_Program_(CACFP)/

• Sponsor Information and Payment System (SIPS), Document & Reference Library

– https://cnp.doe.nv.gov/NevNutrition/docLib.do?programId=142

• SIPS will be moving to a different web-based claiming system soon. Stay tuned.

Proposed Changes to the CACFP Meal Pattern• The public comment period ended May 27, 2015,

when we all had the opportunity to give our input.

• Final Rule is pending. We will let you know more, as soon as we know.

NUTRITIONOther Important websites:

• United States Department of Agriculture (USDA)

– http://www.fns.usda.gov/tn/foodbuying-guide-child-nutrition-programs (Food Buying Guide)

– http://www.fns.usda.gov/tn/feeding-infants-guide-use-child-nutrition-programs (Infant Feeding Guide)

Meal Pattern Requirements 7 CFR 226.20Breakfast Meal Pattern for 1-12 year olds

Food Components

Ages 1-2 Ages 3-5 Ages 6-12

Milk, fluid ½ cup – 4 oz. ¾ cup – 6 oz. 1 cup – 8 oz.

Veg., Fruit or 100% Juice

¼ cup ½ cup ½ cup

Grains/bread whole grain/enriched

½ slice ½ slice 1 slice

or rolls, muffins, biscuits

½ serving ½ serving 1 serving

or cold dry cereal

¼ cup or 1/3 oz.

1/3 cup or ½ oz.

½ cup

or cooked cereal

¼ cup ¼ cup ½ cup

Lunch/Supper Meal Pattern for 1-12 year olds (continued next slide)

Food Components

Ages 1-2 Ages 3-5 Ages 6-12

Milk, fluid ½ cup – 4 oz. ¾ cup – 6 oz. 1 cup – 8 oz.

Veg., Fruit or 100% Juice

¼ cup ½ cup ¾ cup

Grains/bread whole grain/enriched

½ slice ½ slice 1 slice

or rolls, muffins, biscuits

½ serving ½ serving 1 serving

or cooked cereal, pasta, noodles

¼ cup ¼ cup ½ cup

Lunch/Supper Meal Pattern for 1-12 year olds (continued on next slide)

Food Components

Ages 1-2 Ages 3-5 Ages 6-12

Meat or Meat Alternates Lean meat, fish or poultry

1 oz. 1 ½ oz. 2 oz.

or cheese

1 oz. 1 ½ oz. 2 oz.

or cottage cheese

2 oz. – ¼ cup 3 oz. – 3/8 cup 4 oz. – ½ cup

or egg ½ egg ¾ egg 1 egg

or cooked dry beans or peas

¼ cup 3/8 cup ½ cup

Lunch/Supper Meal Pattern for 1-12 year oldsFood Components

Ages 1-2 Ages 3-5 Ages 6-12

Meat or Meat Alternates Yogurt ½ cup ¾ cup 1 cup or peanut, soy nut, other nut/seed butters

2 T. 3 T. 4 T.

or peanuts, soynuts, tree nuts or seeds (can only count 50% toward meat alt.)

½ oz. = 50% ¾ oz. = 50% 1 oz. = 50%

or any equivalent combo of the above

1 oz. 1 ½ oz. 2 oz.

Snack Meal Pattern for 1-12 year oldsSelect 2 of the 4 components.

Food Components

Ages 1-2 Ages 3-5 Ages 6-12

Milk, fluid ½ cup ½ cup 1 cupVeg., Fruit, 100% Juice

½ cup ½ cup ¾ cup

Grains/BreadsWhole grain/Enriched(Same choices as Breakfast)

Same as breakfast Same as breakfast Same as breakfast

Meat/Meat Alternates:

Lean meat, fish or poultry

or cheese

(cont. next slide)

½ oz.

½ oz.

½ oz.

½ oz.

1 oz.

1 oz.

Snack Meal Pattern for 1-12 year oldsSelect 2 of the 4 components

Food Components

Ages 1-2 Ages 3-5 Ages 6-12

Meat/Meat Alternates:

or egg or yogurt ½ egg or ¼ cup ½ egg or ¼ cup ½ egg or ½ cup

or cooked dry beans/peas

1/8 cup (2 T.) 1/8 cup (2 T.) ¼ cup

or peanut, soy nut, other nut/seed butters

1 T. 1 T. 2 T.

or peanuts, soynuts, tree nuts or seeds

or any equivalent combination of the above

½ oz.

½ oz.

½ oz.

½ oz.

1 oz.

1 oz.

Meal Pattern Requirements• In the same meal service, dried beans or dried peas may

be used as a meat alternate or as a vegetable, but can’t count toward both.

• No more than 50% of the meat/meat alternate requirement shall be met with nuts or seeds. Nuts or seeds shall be combined with another meat/meat alternate to fulfill the requirement.

• Juice may not be served for a snack, when milk is served as the other component.

Meal Pattern Requirements• The milk component must be pasteurized and:

– Whole Milk for 12 months – 23 months old.

– Non-fat or 1% Milk for 24 months or older. Chocolate/Strawberry milk is a high-sugar item and discouraged for children 5 years old or younger.

• Milk must be served at breakfast, lunch and supper.

• Water must be made available throughout the day and during meal time. Offer water during snacks instead of milk or juice.

Creditable Foods: Foods that meet the requirements of a reimbursable meal.

• Based on:– Nutrient content

– Regulations governing the Child Nutrition Programs

– FDA Standards of Identity

– USDA Standard for Meat and Meat Products

– See USDA “Crediting Handbook for the CACFP”, March 2013

– CN Labels & Manufacturer Product Analysis verify content of processed foods.

Common Non-Creditable Foods:• Bacon

• Jello

• Potato chips

• Fruit roll-ups, Candy

• Beef jerky

• Popcorn

• Grocery store pudding

• Ice cream

Portion Awareness• Studies show that the more food put in front of

people, the more they eat.

• Use measuring cups when serving meals.– Children learn portion control.

– Children may have second helpings if hungry.

*Reimbursable Milk Substitutions – Meals cannot be claimed for reimbursement without creditable milk substitutes.

• Non-reimbursable substitutes include Silk brand soy milk, almond milk, rice milk. (Calcium fortified OJ is not a milk replacement.)

• The following meet CACFP requirements & are creditable:– 8th Continent Soy Milk (original, vanilla & light chocolate)

– Pacific Natural Foods Ultra Soy Milk (plain & vanilla)

– Kikkoman Pearl Organic Soy Milk (Creamy vanilla, chocolate)

– Great Value (Walmart) Original Soy Milk (red top only)

– Kirkland Plain Soy Milk (*Complete list available “NV Dept. of Agriculture approved list”.)

“Medical Statement to Request Special Meals and/or Accommodations” form

• If a child is lactose intolerant, they may receive “lactose-free” milk and no Medical Statement is required. Meals are reimbursable.

• Parents may request their children, who cannot consume cow’s milk due to special dietary needs, receive a milk substitute. They may choose the 3rd checkbox of the Medical Statement requesting a substitute. Only lactose free milk or the creditable brands of soy milk, on the prior slide make meals reimbursable.

“Medical Statement to Request Special Meals and/or Accommodations” form

• USDA regulations require the sponsor to provide special meals for a disabled child. If the Medical Authority confirms the child has a disability (checkbox #1), the sponsor must provide the food substitution the Medical Authority suggested on the form.

CN Labels or Manufacturer Product Analysis (MPA)

• Required for all processed or convenience foods.

• Found on processed meat, poultry, seafood, meat alternate and combination foods (i.e. casseroles, soups)

• CN labels or MPA should be available for: chicken patties/nuggets, cheese/meat pizzas, beef/cheese/bean burritos, egg rolls, fish sticks, corn dogs/nuggets, meatballs, raviolis, macaroni & cheese, lasagna.

• http://www.fns.usda.gov/cnd/cnlabeling/default.htm

Infant Feeding Requirements Meal Pattern for Infants

Birth – 3 months

4 – 7 months 8 – 11 months

Breakfast 4-6 oz. breast milk or iron fortified formula

4-8 oz. breast milk or iron fortified formula and 0-3 T. iron fortified infant cereal (optional)

6-8 oz. breast milk or iron fortified formula and 2-4 T. iron fortified infant cereal and 1-4 T. fruit and/or vegetable

Lunch or Supper

4-6 oz. breast milk or iron fortified formula

4-8 oz. breast milk or iron fortified formula and 0-3 T. iron fortified infant cereal (optional) and 0-3 T. fruit and/or vegetable (optional)

6-8 oz. breast milk or iron fortified formula 2-4 T. iron fortified infant cereal and/or meat, poultry, egg yolk, etc. (see infant feeding guide)1-4 T. fruit and/or vegetable

Snack 4-6 oz. breast milk or iron fortified formula

4-6 oz. breast milk or iron fortified formula and 0-3 T. iron fortified infant cereal (optional)

6-8 oz. breast milk or iron fortified formula or100% juice and 0 – ½ slice bread or 0-2 crackers

Recordkeeping for Infants• See “Feeding Infants: A Guide for Use in the CNP”

FNS-258

• Infant meal records – Keep daily for parents and as CACFP records (3 fiscal years + the current FY).

• Infant Formula Offered Form– Centers must offer one iron fortified formula

– Parents are to sign the form accepting or rejecting this formula

– Keep with other CACFP records (3 fiscal years + the current FY).

– See CACFP 15-2013, “Existing Flexibilities in the CACFP” regarding infant formula offered records.

The End • To complete the mandatory requirement of the CACFP annual

training, go to the link below to take the post-test. https://www.surveymonkey.com/r/7NYGV37

• You may need to copy & paste the link into your browser.

• Answer questions 1-9 (multiple choice). 8 correct answers (out of 9) is passing. You may retake the training if needed.

• For question # 10, type the information requested in the box. We will you email the certificate of completion.

• Thank you for helping feed nutritious meals to children!

updated August 2015