SOARING THROUGH THE ADMINISTRATIVE REVIEW: RCCI Edition · 2019-04-03 · Complete the USDA Menu Worksheet A separate seven day USDA Menu Worksheet must be completed prior to the

SOARING THROUGH THE

ADMINISTRATIVE

REVIEW:

RCCI & Juvenile

Detention Center

Edition

School YEAR 2018-2019

LEARNING OBJECTIVES

• Understand regulations and procedures to be prepared for the administrative review (AR) as it is relevant to RCCIs

Understand

• Know where to obtain resources to help meet federal and state requirementsKnow

SOARS stands for:

❖ New electronic AR system

❖ SFA and State Agency (SA) will use SOARS for all aspects of the AR

❖ SFA documents can be uploaded to SOARS

❖ All correspondence and documents will be sent through SOARS

NEW

Administrative Review Off-site Notification email was sent through SOARS the week of

March 11th, 2019:

• Email sent to designated users

• Included:

✓ Site (s) selected for review

✓ Information on completing the:

✓ Off-Site Questionnaire

✓ Resource Management (RM) questions (700-712)

✓ Administrative Review Checklist-Form #73

OFF-SITE NOTIFICATION LETTER

The USDA Off-Site Questionnaire, inclusive of the Resource

Management questions, must be completed in the SOARS

“Questionnaire Tab” by April 5th

WHAT YEAR IS BEING

REVIEWED?

2016–2017

Resource Management (RM)

2017–2018

Procurement

2018–2019

Offsite (with the exception of RM questions) and Onsite review – CURRENT

2018-2019

OFF-SITE PROCEDURES

Single Site Reviewed

Dietary Specification Assessment Tool

Questions

- If only one site is being reviewed,

you will automatically have the DSAT

questions to answer in the

Questionnaire Tab

If you have Multiple Sites being reviewed, you MUST:

• Complete the Meal Compliance Assessment Tool (MCAT) questions that are in the Questionnaire Tab for all sites selected for review

• Each site will get a score • The site with the highest score on the MCAT will then have to answer the

Dietary Specification Assessment Tool (DSAT) questions • SOARS will determine the site with the highest score once all MCAT

questions are complete for all sites• SOARS will then add the DSAT questions for the site selected into the

Questionnaire Tab for you to answer

OFF-SITE PROCEDURES, CONTINUED

Multiple Sites Reviewed

ON-SITE

CONFIRMATION

LETTER

- Lead Reviewer will contact SFA to set up a time for the on-site AR.

- An AR On-site Confirmation letter will be emailed, via SOARS, to include:

– Date of Administrative Review

– Review Month

– Site(s) selected for review

– Week selected to complete the USDA Menu Worksheet

– A link to the 7 Day USDA Menu Worksheet

– Instructions for certification documents

Complete the USDA Menu Worksheet❑ A separate seven day USDA Menu Worksheet must be completed prior to

the on-site AR:

❑ For each site selected for review

❑ For lunch, and breakfast, if applicable

❑ For each applicable grade group (K-5, 6-8, K-8, 9-12)

❑ Simplified nutrient assessment portion of USDA Menu Worksheet or

separate nutrient analysis is NOT required

❑ To access the Menu Planning Worksheet- click on the link in the AR On-site

Confirmation Letter email

PRIOR TO THE ON-SITE AR

• If SFA uses an Intake Application, SA will review each intake

application selected to determine if it is correct, complete, and

current with entry and exit dates. SA Form #118 should be used

OR

• If SFA uses the Eligibility Documentation Sheet (#119), SA will review

information on the sheet(s) selected to determine if it is correct,

complete, and current with entry and exit dates. SA Form #119

should be used

• Eligibility documents for ALL SITES must be available at the entrance

conference.

CERTIFICATION & BENEFIT ISSUANCE

DOCUMENTATION

Certification

and Benefit

Issuance

Documentation:

SFA WITH LESS

THAN 100

Residents

If the SFA TOTAL of residents is less than 100:

– ALL intake applications/eligibility documentation will be reviewed during on-site AR

– Prepare an SFA-wide census alphabetized by last name

– Census should not be broken down by site

– MUST include all residents from all sites in the SFA

SFAs WITH

OVER 100

Residents

– Complete the F/R Eligible Excel Template-Form 117 Instructions and link provided in On-Site Confirmation Letter

– SFA must use SA template “as is” and no other excel format will be accepted

– Completed template must include names of ALL current residents in the SFA

– Upload completed Form 117 to the “Documents” tab in SOARS

∗ SA reviewer will randomize and select specific

names on Form 117

∗ SA will upload the randomized Form 117 with

selected residents to be reviewed into the

“Documents” tab in SOARS

– The Intake Application (Form 118) or Eligibility

Documentation Sheet (Form 119) must be

provided for the selected names only on the first

day of the onsite along with an SFA wide census

alphabetized by last name

SFAs WITH OVER 100 Residents

ON-SITE AR FINALLY BEGINS

❑ On-Site includes:

▪ Entrance Conference

▪ All records indicated on the RCCI AR Checklist (Form 73) must be available at the entrance conference

▪ Review of Documentation

▪ Meal Observations in Selected Sites

▪ Exit Conference

Performance Standard 1 Critical Area

Meal Access & Reimbursement

PerformanceStandard 2

Critical Area

Meal Pattern & Nutritional Quality

General Area

Resource Management

General Area

General Program Compliance

General Area &Critical Area

Other Federal Program Reviews

• Certification & Benefit Issuance (Applications/DC)

• Verification

• Meal Counting & Claiming

**Fiscal Action Required**

• Meal Components & Quantities

• Offer versus Serve

• Dietary Specs & Nutrient Analysis

**Fiscal Action Required for New and Repeat Violations**

• Risk Assessment

• Nonprofit siteFood Service Account

• Paid Lunch Equity

• Revenue from Non-program Foods

• Indirect Costs

• Civil Rights

• SFA On-site Monitoring

• Local Wellness Policy and Charge Policy

• Smart Snacks

• Professional Standards

• Water

• Food Safety

• Storage

• Buy American

• Reporting & Recordkeeping

• Procurement

• Aftersite SnackProgram (ASSP)

**Fiscal Action May Apply**

ADMINISTRATIVE REVIEW AREA OVERVIEW

Scope of Review Includes:

– Certification and Benefit Issuance

– Meal Counting and Claiming

Performance Standard 1 (PS1): Certification & Benefit Issuance

❑Fiscal action applied to entire SFA:

❑Using USDA methodology and fiscal action work books

❑Including non reviewed sites

❑Including all programs, if applicable

❑Important:

❑All intake applications/eligibility documentation sheets are

accurate and complete

❑Potentially the fiscal action can be high $$$

CERTIFICATION AND BENEFIT ISSUANCE ERRORS

Meal Counting

❑ Meals must be counted at the point of service

❑ Point of service means: The point in the meal service, after all

components are offered, where it can be accurately determined that a

reimbursable meal is served

❑ Meal service will be observed for breakfast and lunch at site(s) selected

❑ Meal count records for breakfast and lunch will be reviewed for day of

review and review period to determine if meal counting system is accurate

Meal Claiming

❑ Meals must be counted, recorded, and consolidated correctly at each site

and at the SFA level

MEAL COUNTING & CLAIMING (PS1)

REQUIRED MEAL COUNTING PROCEDURES FOR ALL SFAs

– All SFAs must have

written procedures

for the following, if

applicable:

Counting & Claiming backup if regular meal staff are unavailable

Counting meals served to residents under age 21 if there are also residents in the same facility age 21 and over

Second Meals Incomplete/Non Reimbursable Meals

Counting meals that residents take to a site that doesn’t participate in NSLP/SBP

Offer Versus Serve

Counting meals taken on a RCCI sponsored field trips

Counting meals served at alternate serving areas if not eating with general population (i.e. infirmary, cell)

MEAL COUNTS THAT ARE NOT ACCEPTABLE

▪ Census count▪ Attendance count▪ All residents automatically counted▪ Number of meals ordered from vendor or

central kitchen (if applicable)▪ Counts taken before entire meal,

including milk, is offered▪ Same meal count taken for breakfast and

lunch

OFF-SITE REIMBURSABLE MEALS

Meals taken off site by residents can be claimed for reimbursement if:

• Attending a site-sponsored field trip

OR

• Residents attend a school NOT participating in NSLP/SBP

Required documentation for off-site meals:

• Must have a separate off-site menu which meets meal pattern requirements

• Off-site meal components must be included on the daily production record

• Must have an accurate point of service meal count

MEALS THAT CANNOT BE CLAIMED FOR REIMBURSEMENT

▪ Meals eaten at public or private sitesparticipating in NSLP or SBP

▪ Meals served to residents/adults age 21 and over

▪ Second meals

▪ Meals served to staff

▪ Meals taken to Court

SA will review the following records for the review month to assure counts are consolidated and claimed correctly

❑ Edit Check Worksheet(s)-Form #10

o For lunch, and breakfast if applicable

o Must be reviewed by Certifier or Alternate Certifier prior to certifying claim

o All columns completed

o Required comparisons must be made

o Comments indicated, if needed, after comparisons made

MEAL COUNTING & CLAIMING

❑ Printout from reimbursement claim of:

“Total Meals Claimed by Site” Page and each site’s “Site Voucher” page

❑ Daily meal count documentation: Meal counts for the review month and day of on-site observation

(e.g. rosters, tally/head count sheets, for all reviewed sites for breakfast and lunch)

MEAL CONSOLIDATION & CLAIMING,

CONTINUED

Scope of Review includes:

• Ensure meals claimed for reimbursement contain required components & quantities

• Confirm reimbursable meals meet daily AND weekly meal pattern requirements

• Verify that Offer vs. Serve (OVS) is implemented correctly, if applicable

• Review Dietary Specifications

PERFORMANCE STANDARD 2 (PS2):

Meal Pattern and Nutritional Quality

Lunch1. Meat/meat alternate2. Grains 3. Fruit4. Vegetables (specific subgroup requirements)5. Milk

Breakfast1. Fruit (or vegetables-specific subgroup requirements)2. Grains (or meat/meat alternates after minimum grains met)3. Milk

Note: Daily and weekly minimum portion requirements must be met for all components. Refer to Meal Pattern Charts.

Required Meal Components

Meal Service/Menu❑ Each serving line/serving area must have all required components available

❑ Each menu/entree choice must include all required components AND meet daily minimum and weekly minimum requirements

❑ Each serving line/serving area must have signage posted at or near beginning of serving line or in serving areas identifying the food items that constitute a reimbursable meal

Note: Posting ONLY a menu does not meet signage requirements❑ Menu substitutions for planned menu must meet daily/weekly meal pattern and

vegetable sub-group requirements

❑ Field trip menus/meals served must meet all meal pattern components

REMINDERS

Compliance will be assessed through: • Observation of meals (breakfast and lunch)• Review of completed USDA Menu Worksheet(s) • Review of documents for assigned USDA Menu Worksheet(s) week:

• Menus• Production records• Standardized recipes • Meal pattern crediting documentation, such as:

• Nutrition Facts labels• Ingredient list (for WGR determination)• Child Nutrition (CN) labels• Manufacturer product formulation statements• USDA Foods Information Sheets

MEAL PATTERN & NUTRITIONAL QUALITY

(PS2)

Meal Components❑ All grains must be whole grain rich (WGR) unless SFA has received SA approval for

WGR exemption

❑ No more than 50% of fruit offerings over the week can be juice.

❑ If offering K-5, 6-8, K-8 residents the minimum ½ cup fruit daily for lunch, a 4 oz. juice can be offered 2 days a week

❑ If offering 1 cup fruit daily (required for all sites for breakfast and 9-12 meal pattern), a 4 0z. juice can be offered daily

❑ Minimum of two choices of milk must be offered on all meal service lines/serving areas

❑ Allowable choices: Unflavored or flavored fat free milk and unflavored 1% milk or flavored 1% milk

❑ Unflavored or flavored: fat free or 1% milk❑ CANNOT only serve flavored milk

MORE REMINDERS

SFAs are required to document how foods offered credit toward meal pattern requirements• SFAs are responsible for obtaining accurate and acceptable documentation from the

following:

o Nutrition Fact and Ingredient Labels

o CN labels

o Product Formulation Statements

o Standardized recipes with crediting information

o USDA Food Buying Guide

o USDA Foods information Sheets

• Maintain documentation on file

• Complete production records based on documentation

• Complete USDA Menu Worksheet

CREDITING OF MENU ITEMS

Nutrition Facts Label and Ingredients Label

CREDITING: NUTRITION FACT AND

INGREDIENT LABELS

❑ Form #33 “The Whole-Grain Ounce Equivalency Requirements for siteMeal Programs” must be used to determine how much creditable grain a product provides.

❑ Clearly identifies the contribution of a product toward the meal pattern requirements

❑ Acceptable CN labels for the AR are:

❑ Original CN Label from the product carton

❑ Photocopy of CN Label shown attached to product carton or

❑ Photograph of CN Label shown attached to product carton

Child Nutrition (CN) Labels

❑ Provides crediting information for processed products that do not have a CN Label. A

PFS must:

❑ Be on signed company letterhead

❑ Include product name, code number, serving/portion size

❑ Include creditable ingredients listed that match or have a similar description to

the ingredients on the product label and food items listed in the “Food Buying

Guide”

❑ SFA is responsible for checking and ensuring accuracy of a PFS

❑ PFS templates for each meal component (meat/meat alternate, grains, fruits and

vegetables) and the Food Buying Guide, are available on the NJDA website and

SNEARS/Resources/CN Labeling

PRODUCT FORMULATON STATEMENT

(PFS)

Production records must:❑ List all menu items and meal components❑ Document the temperature of at least two varieties of milk❑ Be completed daily for breakfast and lunch ❑ Be completed separately for each grade group and serving line❑ Include:

o All menu items/choices offered o Individual actual portion sizeso Creditable amounts under appropriate heading

Note: Creditable amount may be different than portion size Example: 2 cups green leafy vegetable credits as 1 cup and ¼ cup raisins credits as ½ cup

❑ Be consistent with recipes/crediting documentation

PRODUCTION RECORDS

Daily Menu Production Record (Form 51)

OR

Daily HACCP Menu Production Record (Form 83)

Use SA forms unless SFA has another format that contains ALL of the

same information

TYPE OF PRODUCTION RECORDS

❑ Required for all breakfast and lunch menu items containing more than one ingredient

❑ Required for all meal service types: self prep, satellite, vended, etc.

❑ Must be adapted to an individual sites foodservice operation. No “one size fits all”

❑ Must be used and followed daily

❑ Use SA Standardized Recipe (Form 109) unless SFA has another form with sameinformation

o Include yield and portion size

STANDARDIZED RECIPES

❑ Must have separate OVS Policy for lunch, and breakfast, if applicable

❑ If the SFA has not implemented OVS, residents must ALWAYS take all components/food items. Failure to do so will result in incomplete meals and fiscal action on the AR

❑ Can use sample SA policies (Form 205-NSLP and 204-SBP)

❑ Food service staff must be trained on OVS annually and daily as needed❑ Documentation of training must be maintained

❑ Must have signage on all serving lines/serving areas to identify items residents must select for a reimbursable meal under OVS o Can use sample SA posters (Form 300-NSLP and Form185-SBP)

OFFER VS SERVE (OVS)

❑ ALL 5 food components must be offered in sufficient quantities on ALL serving lines throughout all lunch periods

❑ Portion sizes offered must equal the daily minimum required quantities for each grade group

❑ Residents must be allowed to take all 5 components in the full portion size

❑ Residents MUST TAKE at least 3 of the 5 items offered including:

½ cup fruit or vegetableAND

a full serving of at least two other components

OVS REQUIREMENTS FOR LUNCH

❑ Meals offered must contain 4 items from the 3 required food components:1. Fruit (or substituted vegetables)2. Grains/Meat3. Milk

❑ Portion sizes offered must equal the daily minimum required quantities for each grade group (or highest grade group, if safety exemption approved)

❑ Residents must be allowed to take all 4 items in the full portion size

❑ Residents MUST TAKE at least 3 of the 4 items offered including: ½ cup fruit or vegetable

ANDa full serving of at least two other items

OVS REQUIREMENTS FOR BREAKFAST

During the onsite portion of the AR the SA will verify SFAs off-site responses

❑ To determine if SFA is at low or is at high risk for not meeting dietary specifications:

❑ If low risk, a nutrient analysis is not required, but may be conducted by SA

❑ If high risk, nutrient analysis for NSLP and if applicable, SBP will be conducted by SA

ON-SITE DIETARY SPECIFICATIONS

ASSESSMENT TOOL (DSAT)

GENERAL REVIEW AREAS

❑ Verification Process

❑ Civil Rights

❑ Non-Discrimination

❑ Special Dietary Needs

❑ Annual On-site Reviews (NSLP, SBP,

& ASSP, if applicable)

❑ Local Wellness Policy (LWP)

❑ Smart Snacks

❑ Competitive Foods

❑ Professional Standards

❑ FSMC Advisory Committee

❑ Food Safety/HACCP

❑ Reporting/Recordkeeping

❑ SBP/SFSP Outreach

❑ Charge Policy

❑ Storage

❑ Buy American

❑ Procurement Reviews

❑ Transparency

❑ Potable Water

VERIFICATION PROCESS

REMINDERS

ALL RCCIs (with or without day programs) MUST COMPLETE a portion of the Verification Collection Report (#742)

Completed Verification Collection Report from site Year 2018-2019 must be available on AR:

• Part 1 had to be completed (in SNEARS) between October 1 and 15

• Part 2 had to be completed between October 31 and November 30

CIVIL RIGHTS COMPLIANCE

Documentation of training is required

USDA webinar posted in SNEARS under Trainings Tab Can count towards professional standards requirements

Must annually train food service AND administrative staff involved in eligibility

Civil Rights Compliance Form-86 must be completed for each site in the SFA

CIVIL RIGHTS COMPLIANCE…

“And Justice for All” Poster

- Must be displayed in a prominent place for

where residents eat meals

- Program participants must be able to read

the text without obstruction

• Must have written procedures for receiving and dealing with discrimination

complaints

• Each SFA must have someone onsite that is responsible at the SFA level to handle

discrimination complaints

• Complaints must be kept confidential and forwarded to State Agency

• Use USDA Discrimination Complaint Form 148

• If complaint(s) received, maintain on file for the current and prior year


• Non-discrimination statement or a direct link must be included on the SFA’s website

o Current non-discrimination statement are available (Form 213)

• Non-discrimination statement must be included on all program materials

• Font size must be same as other text

• Must offer same meals/meal choices to all residents

• Must have procedures for accommodating residents with special dietary needs


ALLERGIES❑ Substitutions May Be Made

o Juice and water are not acceptable substitutes for milko Lactaid is allowed, however specific USDA standards must be met for

any other milk substitutions o See Memo: USDA Approved Milk Substitutes (PROVIDE # and YEAR)

DISABILITIES❑ Substitutions REQUIRED❑ Must be documented by a State Licensed Health Care Professional

Refer to USDA Memo (SP 59-2016) dated September 27, 2016 and the 2017 USDA Accommodating Children with Disabilities in the site Meal Programs Manual posted on the NJDA forms page

SPECIAL DIETARY NEEDS

Breakfast & Lunch ON-SITE

REVIEWS

Required for all sites listed on the Schedule A

Must be conducted:

• Annually

• By an SFA employee

• By February 1

Must use the SA forms

• SBP & NSLP -RCCI On-site Accountability Review (Form 324)

Local Wellness Policy (LWP)

Overview

Local Wellness Policy: A written document of official policies that guide a facilities’ efforts to establish a school environment that promotes health, well-being and ability to learn by supporting healthy eating and physical activity

• Nutrition Education

• Nutrition Promotion

• Physical Activity (site-based activities to promote wellness)

• Nutritional Guidelines for all foods available on campus

The LWP must include goals for the following:

❑ All RCCIs and Juvenile Detention Centers must have a Local

Wellness Policy implemented

❑ A copy must be available for the first day of review, as well as

most current assessment Form # 357 the Wellness Policy

Evaluation Tool

❑ A sample LWP is available at:

https://www.healthiergeneration.org/_asset/wtqdwu/14-

6372_ModelWellnessPolicy.doc.

LOCAL WELLNESS POLICY (LWP)

https://www.healthiergeneration.org/_asset/wtqdwu/14-6372_ModelWellnessPolicy.doc

❑Final Rule became effective July 1,2015

❑Requires specific hiring standards for new SFA food service

directors hired after July 1, 2015 (FSDs hired prior to July 1,

2015 are “grandfathered” in)

❑Requires minimum annual training for ALL nutrition program

employees at All sites in the SFA

❑Documentation of completion of training standards (and

meeting of hiring standard for new FSD, if applicable)

PROFESSIONAL STANDARDS

OVERVIEW

PROFESSIONAL STANDARDS TRAINING HOURS

REQUIRED 2018-19

– Directors

– 12 hours annually

– Managers


– Food Service Staff


– Part-time food service staff working an average of less than 20 hrs/week


PROFESSIONAL STANDARDS:

FOOD SAFETY CERTIFICATION

All SFAs must designate a food service director (FSD) who has oversight of the program (including SFAs who receive vended meals)

FSDs must have 8 hours of food safety training every 5 years

Proof of food safety certification required for AR

SFAs can obtain free food safety training and certification online from the Institute of Child Nutrition at: www.theicn.org

❑ Trainings must be documented❑Team Work Module in SOARS❑USDA Tracking Tool❑Other method which includes the required fields as the USDA

Tracking Tool

❑ Supporting documentation must be kept and includes, but is not limited to:❑ Agendas❑ Sign-in/attendance sheets❑ Certificates of completionMore information on training opportunities is available at the USDA web site

below: http://www.fns.usda.gov/site-meals/professional-standards

PROFESSIONAL STANDARDS

REQUIRED DOCUMENTATION OF TRAINING

❑ Free potable water must be available to residents in any location where

breakfast and lunch is served

❑ Examples of free water include:

❑ Water pitcher/cooler and cups placed on table

❑ Water fountain available in vicinity

❑ Faucet available for residents to fill their own cups/water bottles

FREE POTABLE WATER

FOOD SAFETY

SANITATION INSPECTIONS

Inspections required for each site

Must be conducted two times per year

Make requests in writing (email, letter or fax) and keep on file if they don’t normally inspect twice a

year

Most recent inspection certificate must be posted in a location visible to the public (not back in kitchen

or storage area)

Prior year’s certificates/documents must be kept on file and

available for AR

❑ HACCP Plan must be available at each site and:❑ Must be completed and include standard operating procedures (SOPs) appropriate

for EACH site

❑ Must be monitored and updated yearly and as needed

❑ Temperature records are required for potentially hazardous hot and cold foods ❑ Can use daily production record or separate log

❑ Separate temperature logs are required for each refrigerator/freezer/milk cooler ❑ Can use Refrigerator/Freezer Temperature Log (Form 363)

FOOD SAFETY

HAZARD ANALYSIS CRITICAL CONTROL POINTS (HACCP)

❑ Reports and records relating to the site Nutrition Programs must be kept on file

for three years after the submission of the final reimbursement claim for the

fiscal year or until any open audits are satisfied, whichever is longer

❑ Some examples include, but are not limited to:

❑ Menus/production records

❑ Meal count records/rosters

❑ Intake Applications/Eligibility Documentation Sheets

❑ Required reports ( Verification Collection 742, Food Safety, etc.) must be

submitted within prescribed timelines

REPORTING & RECORDKEEPING

STORAGE

– SFAs are required to ensure that

purchased foods and USDA foods are

handled, stored, safeguarded against

theft, spoilage and other loss.

– SA review includes:

– On-site facilities freezers,

refrigerators, dry goods storage

rooms and other areas

❑SFA are required to purchase domestic commodities or products

o Unprocessed, agricultural commodities must be domestic

o Foods that are processed must be comprised of over 51% domestically

grown items

❑To determine if commercial foods comply with the Buy American provision

o Commercial food labels in various on and off-site storage facilities at the

reviewed sites will be checked to determine the country of origin

BUY AMERICAN PROVISION

Limited Exceptions to Buy American

Allows for the purchase of foods not meeting the domestic standard in

circumstances when the use of domestic foods is not practical

• The product is not produced or manufactured in the US in

sufficient and reasonably available quantities of a

satisfactory quality

or

• Competitive bids reveal the cost of the US product are

significantly higher than the non domestic product

If an exception is used documentation must be kept on file justifying the

purchase and must be available for the AR

Included in AR Review, if offered:

❑ After School Snack Program (ASSP)

OTHER FEDERAL PROGRAMS

• Must serve snacks after the regular site day has ended but before 5:00 pm

(evening snacks cannot be claimed)

• Meet ASSP meal pattern requirements (Form 71)

• ASSP staff must complete the annual professional training standards, including

civil rights

AFTERSCHOOL SNACK PROGRAM (ASSP)

GENERAL REQUIREMENTS

ASSP

REQUIRED

RECORDS

Daily dated menu

Daily snack production record (Form 189)

Daily record of snacks served that meets meal pattern requirements (Form 71)

“Self” review of ASSP completed twice per site year

• First review: Within 4 weeks of start of ASSP

• Second review: Prior to the end of the site year

• Use SA ASSP On-Site Review Form (Form 365)

• Conducted with administrator(s) and FSD

• All program findings identified

• Technical assistance provided

• With SFA input, establishment of corrective action (CA) that includes

approaches to correct findings and timeframes for completion

AR EXIT CONFERENCE

❑Notification that AR findings are posted in

SOARS will be sent by email

❑SFA will have 30 days from date of email to

indicate CA in SOARS for each finding identified

❑Any forms requested by SA reviewer as part of

CA must be uploaded to “Documents” in SOARS

POST REVIEW

STATE AGENCY TRANSPARENCY

SA is required to post an AR Summary of the most recent AR on a public website no later than 30 days after all portions of the AR are completed

AR Summary for each SFA reviewed will be posted on NJDA website:

•http://nj.gov/agriculture/divisions/fn/childadult/stateagencyreviews.html

Hard copy made available to the public upon request

http://nj.gov/agriculture/divisions/fn/childadult/stateagencyreviews.html

If applicable:

❑ Fiscal action assessed for Performance Standard

1 and 2 findings and any repeat PS2 violations

❑ Reimbursement withheld for delinquent or

incomplete corrective action

❑ Termination of performance based funding

POSSIBLE POST REVIEW ACTIONS

Completion of the Off-Site Assessment Tool

Resource Management 700 Series QuestionsFor the School Year Ended June 30, 2017

Modules:

• Maintenance of

the Nonprofit

School Food

Service Account

• Indirect Costs

REMINDER

As a reminder, please be mindful of the due date

which is also April 5, 2019 for the 700 series questions.

*Please Note: If this section is not submitted timely, it will

result in an automatic Resource Management

Comprehensive Review for your School District.

700 Series – Resource Management

– A coordinated effort should be made by the Business Administrator, the Food Service Director, and the Food Service Management Company contact (if applicable) to complete these 700 series questions accurately and in their entirety for the 16-17 school year. Only these 700 series questions will be reviewed by fiscal audit staff.

– The rest of the questions in the AR Off-Site Assessment Tool pertain to the 18-19 school year and will be reviewed by your program specialist.

N/A Option

– SOARS may provide N/A as a possible answer to every 700 series question. You

CANNOT answer N/A to the following questions as that response is not

supported by USDA:

700, 701, 702, 704, 705, and 712.

– If you answer N/A to any of the above questions, an automatic Resource

Management Comprehensive Review will be triggered for your SFA for that

section.

Did the SFA have the ability to accurately track all revenues and expenditures for the nonprofit school food service separately from all other transactions?

If yes, describe the method used in the comments box, such as having a separate account only for food service revenues and expenditures, identifying all financial transactions by a separate fund code, using a separate ledger or other system to track revenues and expenditures specific to food service.

– If the SFA had the ability to accurately track all financial nonprofit food service account activity separately, put an X in the yes box and describe the method in the comments box. For example, you could write Fund 60 in the comments box.

– Otherwise, put an X in the no box.

– NOTE: You CANNOT answer N/A to this question.

YES NO700

MODULE: MAINTENANCE OF NONPROFIT

SCHOOL FOOD SERVICE ACCOUNT

At the end of the SFA’s RM review period, did the food service have net cash resources that exceeded three months’ average expenditures?

If the SFA has a plan approved by the State agency to use the excess funds, note this in the comments section.

– If the nonprofit food service account had net cash resources that exceeded three

months’ average expenditures as of June 30, 2017, put an X in the yes box.



YES NO701

MODULE: MAINTENANCE OF NONPROFIT

SCHOOL FOOD SERVICE ACCOUNT

Did the SFA transfer funds other than approved indirect costs out of the food service account to support general school district expenses or non-food service-related activities?

If so, describe in the comments section.

– If the SFA transferred funds out of the nonprofit food service account during or at the end of the 2016-2017 school year other than approved indirect costs, put an X in the yes box. Describe in the comments section the details of the transfer(s), including the dollar amount(s) and date(s) of transfer(s) plus where the funds were transferred to.

– If no funds other than approved indirect costs were transferred out of the nonprofit food service account for the school year ended June 30, 2017, put an X in the no box.


YES NO702

MODULE: MAINTENANCE OF

NONPROFIT SCHOOL FOOD SERVICE

ACCOUNT

Excluding the purchase of equipment using equipment grant funds, if the SFA used food service funds to buy equipment* during the school year under review, did it receive prior approval from the State agency either directly or via the State’s pre-approved equipment list?

*Equipment has a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the State agency or SFA for financial statement purposes, or $5,000.

In the comments section or via attachment, please provide:•Your capitalization threshold for equipment purchases; and•Information about equipment purchases made with food service funds during the Resource Management review period that required pre-approval either directly from the State agency or via the State’s approved equipment list. •If the only equipment purchased was made partially or in full with an equipment grant received from the State agency, answer “N/A” and do not list these equipment purchases.

YES NO

703



ACCOUNT

N/A

YES NO

703 Continued



ACCOUNT

N/A

– If the SFA purchased no equipment during the school year ended June 30, 2017 OR if the only equipment purchased was made partially or in full with an equipment grant received from NJDA, put an X in the N/A box.

– If the SFA purchased equipment without an equipment grant and such equipment was listed on the NJDA Pre-Approved Equipment List, Form #286 and/or the SFA received prior approval directly from NJDA, put an X in the yes box. In the comments section, list the equipment purchases and their respective costs and provide your capitalization threshold.

– If the SFA purchased equipment without an equipment grant and the equipment was not listed on the NJDA Pre-Approved Equipment List, Form #286 and the SFA did NOT receive prior approval directly from NJDA, put an X in the no box. In the comments section, list the equipment purchases and their respective costs and provide your capitalization threshold.

Did the SFA have any financial findings related to unallowable costs or financial mismanagement in the child nutrition programs on a previous administrative review or as part of an audit (for example, OIG, Single Audit (previously called A-133 audits), other state audits) within the past three years?

If yes, describe in comments section.

– If the SFA had any financial findings related to unallowable costs or mismanagement in the CNPs within the

past three years on an administrative review or as part of any audit, put an X in the yes box and describe the

financial finding(s) in the comments section.



YES NO704



ACCOUNT

Did the SFA have internal control procedures in place to ensure that only allowable costs were charged to the nonprofit school food service account?

If yes, detail in the comments section all internal control procedures that were in place at the SFA. Some examples may include:

•Written procedures•Annual allowable cost training;•Financial management standard operating procedures;•The assignment of financial responsibilities to different individuals;•Policies for ensuring that bad/delinquent debt is not paid for with food service funds

YES NO705



ACCOUNT

YES705 Continued



ACCOUNT NO

– If the SFA had internal control procedures in place to ensure that only allowable costs

were charged to the nonprofit food service account, put an X in the yes box and detail

such procedures in the comments section.

– If the SFA did not have internal control procedures in place, put an X in the no box.


Questions 706 - 711

– Questions 706-708:

– Answer“N/A – 1” as your SFA is nonpricing

– Do not answer Question 709

– Questions 710 - 711:

– Answer “N/A” as no adult meals are served

WE WILL NOW PROCEED TO QUESTION 712

Were indirect costs* charged to the SFA’s nonprofit school food service account?

*For more information about indirect costs, please see Policy Memo SP 60-2016, “Indirect

Costs Guidance for State Agencies and SFAs.”

– If indirect costs were charged to the SFA’s nonprofit school food

service account, put an X in the yes box.



YES NO

712

MODULE: INDIRECT COSTS

All Resource Management questions submitted will be answered and emailed subsequently in SNEARS.

❑ All forms are available on the NJDA forms page:

www.nj.gov/agriculture/applic/forms/#5

or

in SNEARS->Resources tab

❑ Recorded webinars are located in SNEARS->Trainings

tab

❑ WEBINAR POWERPOINTS are located in SNEARS->

Resources/Training Presentations

RESOURCES

http://www.nj.gov/agriculture/applic/forms/

Primeroedge/SOARS AND

SA CONTACT INFORMATIONIf you are experiencing technical difficulties with SOARS contact Primero EdgegHelp Desk

When phoning or emailing, identify yourself as a NJ SFA Phone Number

1-866-442-6030Email:

Subject line: NJ [email protected]

STATE AGENCYContact the lead reviewer with program questions

(609)984-0692 or EMAIL

Department of Agriculturesite Nutrition Programs

609.984.0692www.nj.gov/agriculture

This institution is an equal opportunity provider.

SOARING THROUGH THE AR WEBINAR: RCCI EDITION

This webinar can count toward 3 hours of professional standards training:

Key Area- AdministrationSFA Learning Topic- Program ManagementTopic Code - 3260 Administrative Review

http://www.nj.gov/agriculture

QUESTIONS?

Contact the site Nutrition Programs’ Staff at

609-984-0692 with program related questions

OR

Email us:

[email protected]

[email protected]

[email protected] (Resource Management)

mailto:[email protected]

