MonitoringRequirements for

Sponsors of Multiple Sites

Pages 82-84

Sponsors With Multiple Sites Overview

Additional requirements in application

• Procedure for adding new sites

•Administrative Staffing-online

• Pattern Schedule of reviews

Preapproval Visits

• Prior to adding new site(s), sponsor must conduct and document preapproval visits to each facility.

• Must discuss CACFP requirements and training with center staff.

• Verify that the proposed food service does not exceed the capability of the facility.

Prior to Claiming RequirementsBefore meals are claimed- documents required

1.Pre-application Visit Form

2.License or certification

3.Memo indicating on what days the sponsor wish to start serving meals

4.If contracting meals, the appropriate food service contract or amendment to current contract

On-line facility application revision

1.Add the center under “sites”.

2.Revise Sponsor Application, page 6.

3.Revise Facility Application

4.Revise Budget Application, page 1.

5.Submit all parts of the online application revisions.

Monitoring VisitsReview Schedule

• Three times annually – including main site

• Two of the three unannounced

•New sites within first 4-weeks of CACFP operation

•Visits cannot be more than 6-months apart

p. 82

Monitoring

CACFP Sponsor’s Monitoring Form :

A meal observationChecking REQUIRED FORMS for

accuracySafety and sanitationDisplay of the “…And Justice for All”

poster Civil Rights ComplianceTraining sessions for staffComplete 5-day Reconciliation

Appendix A

Monitoring Responsibilities

ARE

• Planning and scheduling monitoring visits

• Traveling to site

• Conduction Review

• Technical assistance related to review

• Follow-up review

• Training monitors

• Submitting appeals based on Audit reviews

ARE NOT

• Required annual training

• Non-CACFP training

Meal Claim Edit ChecksSponsors of multi sites must review each site’s monthly claim for the following:

• Approval of meals being claimed.

• Total meal count for any meal not exceeding the total enrollment for the month.

• Total meal count for any meal not exceeding license capacity.

• Total meal count for any meal may not exceed the number in attendance.

• The Required Daily Record and sign-in and out sheets are complete and accurate.

Monthly Edit Checks

Are only approved meals claimed?

Maximum Number of Meals

_____X______X_____=________Total enrollment days served # meal types max. number of meals

(check formula against total meals claimed)

62 20 3 3720

Five Day ReconciliationA Must !

To Conduct the 5- day Reconciliation:

• Gather all Sign-in Sheets, Required Daily Records, or Daily Attendance Sheet and Monthly Meal Count Record for the month.

• In the first column, list dates to be reviewed (five consecutive days).

• For each day, enter the enrollment (number of children that were provided a meal by the center) from the Daily Attendance Record or Required Daily Record.

• For each day, count the numbers of children signed in from the Sign-In Sheets.

Page 84

Multi-site sponsors

•Keep records separate for each center, except expenses

• File one claim, but report meals separately

•Can store records at a central location

•Other records will be reviewed at on-site visit

Mini Review- Sponsor of Multiple Centers

The sponsoring organization must document reviews for every site under its administration that participates in the CACFP. This includes the “main” site where the administrative staff regularly works.   The sponsor must submit and receive approval for any new sites before meals may be claimed at those sites.

New sites must be reviewed within the first four weeks of CACFP participation.

Two of the three required site reviews must be unannounced.

Sponsors must do the “Monthly Edit Check” each month on each center.

Facility Reviews must include a “5-Day Reconciliation”.

Take This Seriously!