Child & Adult Care Child & Adult Care Food ProgramFood Program

(CACFP)(CACFP)

Time allotted for this training is 30 minutes.Time allotted for this training is 30 minutes.

CACFPCACFPChild and Adult Care Food Program

A program established under the USDA (United States Department of Agriculture to provide funds that allow organizations like OCCDA to serve food to the children in our program.

This has been a way to ensure that the This has been a way to ensure that the hungry children could eat nutritious hungry children could eat nutritious meals in places where they are on a daily meals in places where they are on a daily basis. Places like Head Start, Early Head basis. Places like Head Start, Early Head Start and ECEAP. Start and ECEAP.

The funds are paid as a reimbursement The funds are paid as a reimbursement which means OCCDA has to pay for the which means OCCDA has to pay for the food purchased and submit a request for food purchased and submit a request for payment according to meals served.payment according to meals served.

Before reimbursements can be submitted Before reimbursements can be submitted OCCDA must do certain things.OCCDA must do certain things.

* OCCDA submits an application that * OCCDA submits an application that includes assurance of financial solvency, includes assurance of financial solvency, administrative responsibility, and the administrative responsibility, and the capability of following the rules of CACFP.capability of following the rules of CACFP.

*After the application is approved OCCDA *After the application is approved OCCDA conducts a conducts a “study month”“study month” where every where every child that eats during the 30-day period is child that eats during the 30-day period is counted.counted.

*All children must have an E/IEA *All children must have an E/IEA (Enrollment/Income Eligibility form) (Enrollment/Income Eligibility form) completedcompleted

*A*A roster roster of all these children is of all these children is created and the E/IEA forms are used created and the E/IEA forms are used to categorize the children into: to categorize the children into: free, free, reduced-price, or above-scale.reduced-price, or above-scale.

*The reimbursement is made according *The reimbursement is made according to these categories.to these categories.

Detailed directions are on the next page to ensure the form is completed correctly. These instructions were covered during the first day of orientation but if you have questions contact the Fiscal Assistant or Financial Manager.

Procedures for Enrollment/Income-Eligibility Application Form (E/IEA Form)This form is completed by or with the parent during intake. The following ensures the form is completed correctly. The current form has a revision date of 5/11.•Part 1- Childrens Information: All sections of this portion should be filled out completely to include Childs first and last name, birth date, age (in years if over 1 year of age), normal days and hours of care, and meals normally received. This information needs to be completed for ALL children in the family, regardless of enrollment in program. The normal days and hours and the meals normally received should have the work “varied” if the child is a sibling and not enrolled in program. The Income Eligibility should have a check mark in one of the four (4) options listed. This will also help determine what sections of the form need to be completed.•Part 2- Household Member Receiving Washington Basic Food (WBF), TANF, or FDPIR: This portion should be filled out only if the family or child is receiving any of the assistance listed. A case number must be included. This number will NOT be a social security number or the number listed on a Medical Coupon. If this portion is not filled out, the form is considered incomplete and will be sent back to obtain the information needed.•Part 3- Foster Children: This portion is filled out only if the child is a foster child. If there is a family with more than one foster child in program, all foster children may be listed on the same form. •Part 4- Total Household Income from Last Month: This information is only needed if parts 2 and 3 are not applicable. If a family is filling out this portion, ALL household members (including foster children) must be listed with any income they receive. This includes all adults and children even if they have no income. If there are foster children, do not include the money the foster parent receives from the state for the child’s care.If there is no income claimed for any member of the household, and they have not completed Parts 2 or 3, the form is valid for 45 days from the date signed. A new form will need to be completed prior to the 45 day expiration. This process will continue until the family has either an income or begins to receive any of the services listed in Part 2, and completes Part 2 on an E/IEA form.•Part 5- Signature and Certification: All applications need a signature, address, printed name and daytime phone number (if they have one) of the adult household member completing the E/IEA. If Part 4 is completed, the last 4 digits of a social security number must be provided. If the signer does not have a social security number, check the box indicating this. •The date the signature is obtained is required. E/IEAs are valid for one year from the date of the signature, unless no income is claimed for any household member, and Parts 2 or 3 do not apply (see item 4 above.)•Part 6- Identifying Information and Certification of Data: This portion is not required to be filled out, but if the date is provided, it is used in many agency reports such as PIR and Outcome measures in the different areas of service. •Center Use Only: This portion is left blank in centers and is filled out by the Fiscal Department. Please leave blank.•When the form is completed, it should be sent promptly to the office using center mail. Do not keep in Child File.

After completing the application, receiving After completing the application, receiving approval from OSPI, gathering the E/IEA forms approval from OSPI, gathering the E/IEA forms and doing the study month, and doing the study month, the program must:the program must:

Meet the meal pattern requirements – OCCDA Meet the meal pattern requirements – OCCDA menus are developed to follow the meal patterns. menus are developed to follow the meal patterns. The creditable food guide provides details on food The creditable food guide provides details on food that can be used and amounts to be prepared for that can be used and amounts to be prepared for specific meals. specific meals.

Meal PatternMeal Pattern

BreakfastBreakfast = milk, fruit or = milk, fruit or vegetable, cereal or grain product.vegetable, cereal or grain product.

SnackSnack = two of the food groups. = two of the food groups.

LunchLunch = milk, grain, meat or meat = milk, grain, meat or meat alternate, two-cup servings of fruit alternate, two-cup servings of fruit or/and vegetables.or/and vegetables.

Use creditable foods in the Use creditable foods in the proper amounts – reference can be proper amounts – reference can be made to the creditable food guidemade to the creditable food guide

Pass food twice - In order to Pass food twice - In order to have the meal count for a child for have the meal count for a child for reimbursement each child must be reimbursement each child must be offered the food at least 2 times.offered the food at least 2 times.

Identify the types of cereals, Identify the types of cereals, fruits, and vegetables – cooks fruits, and vegetables – cooks follow the menus and track food follow the menus and track food used on productions logs. used on productions logs.

Provide accurate meal counts – meals are Provide accurate meal counts – meals are documented on the Attendance roster form documented on the Attendance roster form at the time of the meal. The forms are sent at the time of the meal. The forms are sent to the office at the end of each week. to the office at the end of each week. note – if the week falls in two months note – if the week falls in two months put the days on 2 separate forms. Meal put the days on 2 separate forms. Meal reimbursement is paid by the month.reimbursement is paid by the month.

Attend the annual training – only one Attend the annual training – only one staff member is required to attend the staff member is required to attend the annual training presented by CACFP staff. annual training presented by CACFP staff. The Financial Manager and Nutritionist The Financial Manager and Nutritionist usually attend to ensure the latest usually attend to ensure the latest requirements and updates are in place for requirements and updates are in place for our program.our program.

Train the staff – all staff must be Train the staff – all staff must be trained on trained on CACFP meal patterns CACFP meal patterns – covered on – covered on

previous slides previous slides the reimbursement process and the reimbursement process and

claim submission claim submission – attendance – attendance forms and meal counts are forms and meal counts are completed and sent the office, meals completed and sent the office, meals are tallied and the claim is submitted are tallied and the claim is submitted on the Child and Nutrition website. on the Child and Nutrition website.

accurate meal counts accurate meal counts – remember – remember each child must be offered all the food each child must be offered all the food served in the meal twice before the served in the meal twice before the meal can be counted and the meal meal can be counted and the meal count must be taken at Point of Service count must be taken at Point of Service (POS).(POS).

record keeping record keeping –The meals counts –The meals counts performed by the designated staff in performed by the designated staff in the center provided the verification of the center provided the verification of the reimbursement requested. Records the reimbursement requested. Records for meal reimbursement are kept for for meal reimbursement are kept for three years plus the current year. three years plus the current year.

review procedures review procedures – the program is – the program is monitored at least every 3 years to monitored at least every 3 years to verify that the reimbursements verify that the reimbursements submitted are accurate. A review submitted are accurate. A review includes a site visit for meal includes a site visit for meal observation, verification of food observation, verification of food purchases, menus meet requirements purchases, menus meet requirements and were followed with substitutions and were followed with substitutions properly documented. The E/IEA properly documented. The E/IEA forms are reviewed along with the forms are reviewed along with the study month documentation for study month documentation for accuracy. A second month’s meal accuracy. A second month’s meal count is also verified.count is also verified.

Civil Rights requirements Civil Rights requirements – – OCCDA cannot discriminate against OCCDA cannot discriminate against children and families on the basis of children and families on the basis of race, color, national origin, gender, race, color, national origin, gender, religion, age, disability, political religion, age, disability, political beliefs, sexual orientation, and beliefs, sexual orientation, and marital or family status.marital or family status.

Because of the Civil Rights requirements, OCCDA must post in all centers the “And Justice for All” poster in a prominent place.

OCCDA is an equal opportunity provider and employer which is verified by these posters.

Perform an average of 3Perform an average of 3 site visits per site per site visits per site per year. This is done by the Nutritionist and will year. This is done by the Nutritionist and will include meal observation, review of compliance include meal observation, review of compliance with the meal patterns, quantities of food being with the meal patterns, quantities of food being served, and if count is being completed at POS.served, and if count is being completed at POS.

Provide families with information on the CACFP, Provide families with information on the CACFP, their rights, and information on WIC.their rights, and information on WIC.

Spend 15% or less on administrative costs Spend 15% or less on administrative costs (sponsors of multiple sites only).(sponsors of multiple sites only).

Keep records for 3 years plus the current year.Keep records for 3 years plus the current year.

Notify OSPI of changes in personnel, location of Notify OSPI of changes in personnel, location of sites, times of meal service, or other revisions to sites, times of meal service, or other revisions to the original application approved by OSPIthe original application approved by OSPI

During the year OCCDA must comply with the following:

AllergiesAllergies

Where is the Where is the

information posted?information posted?

Who can we count?Who can we count?

Who can’t we Who can’t we count?count?

Occassionally children with allergies are enrolled in our program. If your center has a child with allergies you should verify with the nutritionist the following information:

It is now time to take the quiz. Print the quiz out, complete and sign it. Submit to the office for verification that this training has been completed.