FFVP Claims FFVP Claims and and

Recordkeeping Recordkeeping

Indiana Department of EducationSchool and Community Nutrition

Program Year 2015

AgendaAgenda• Purchasing for the FFVP

o Reimbursable Costso Special Dietary Needs Accommodations

• Completing Monthly Claimso Claim Form Processo CNPweb

• Recordkeeping Requirements

Purchasing for FFVP Purchasing for FFVP

• Serve a variety of fresh fruits and vegetables in their natural state and without additives

• Not allowed: o Processed or preserved fruits and vegetables- canned,

frozen, dried, or vacuum packedo Juice or smoothieso Dip for fruito Fruit leathero Jellied fruito Sugaro Herbs or Edible Flowers

Purchasing for FFVPPurchasing for FFVP

• The FFVP limits:o Dips

• Vegetables only!• Low-fat or fat-free • 1 to 2 tablespoons.

o Cooked Vegetables• Must start as fresh vegetables• Can only offer once a week• Must be in conjunction with nutrition education• Can use funds to purchase small appliances and tools for

cooking

Purchasing for FFVPPurchasing for FFVP• Proper procurement procedures must be

followed. o Produce must be graded and inspected o Food wholesalers or brokers, local grocery stores,

farmer’s markets, orchards, and growers in your community

o Contact Tina Herzog at cherzog@doe.in.gov or call 317-232-0872 if you have questions about procurement.

Left OversLeft Overs• Plan to reduce waste.• Follow local health department guidelines

for handling leftovers• If you cannot easily use the leftovers in

the FFVP, you may be able to use them in your school meal programs- but only to avoid waste.

• Plan to use the fruits and vegetables purchased with FFVP funds as part of the FFVP.

Special Dietary NeedsSpecial Dietary Needs• Texture Modifications (pureed fresh fruits and

vegetables) o Physician’s Statement is not requiredo Physician’s Statement is highly encouraged

• Substitutionso If the child cannot tolerate the food in an altered format,

a Physician’s Statement is required to provide substitutions.

• Optionso Provide a fresh cooked veggie once a week as part of

nutrition education and then puree the cooked vegetableo Develop a cycle/limited menu for children with disabilities

Special Dietary NeedsSpecial Dietary Needs• Physician’s statement must include:

o Child’s disabilityo Explanation of why the disability restricts the child’s dieto Major life activity affected by the disabilityo Food or foods to be omitted from the child’s dieto Food or foods that must be substituted

Types of Types of ReimbursementReimbursement

• Program costs are broken down into three categories:o Fresh fruits and vegetableso Operating costso Administrative costs

Fresh Fruits and Fresh Fruits and VegetablesVegetables

• Allowable Expenseso Fresh Fruitso Fresh Vegetableso Pre-Cut Fresh Fruits/Vegetableso Fresh Fruit/Vegetable Trays

Operating CostsOperating Costs• Expenses for acquiring, delivering, preparing, and

serving fruits and vegetableso Dip for vegetableso Napkins, paper plates, serving bowls, baskets and

trayso Small equipment purchase (<$300)o Labor - preparation and/or serving o Delivery charges for produce

Administrative CostsAdministrative Costs• Expenses for administrating the FFVP

o Large equipment purchases (>$300)o Labor costs – ordering, recordkeeping, menu planning

• Limited to 10% of your school’s grant allocation.o July- September Funds- 10%o October- June Funds- 10%

FFVP funds cannot be used for Nutrition Education or Promotional Materials

Equipment Equipment Justification Justification

• What is required when purchasing equipment?o All schools must complete a written justification form for

purchases of $300 or more. o File a copy of the equipment justification form and a

copy of the invoice for the item(s) purchased.• During a review, the field consultant will review these

documents. o Document equipment purchase(s) under administrative

expenses on the excel spreadsheet claim form.

General Claiming General Claiming InformationInformation

• This is a cost reimbursement program.o What you spend for the program = what USDA will pay

• 2 step process – o 1st complete the Fresh Fruit and Vegetable Excel

Spreadsheeto 2nd fill out the claim for reimbursement form on the

CNPweb for FFVP

• Schools required to email the excel claim spreadsheet:

o East Allen County – Southwick Elementaryo Emmaus Lutherano Indianapolis Lighthouse Charter Schoolo Joshua Academy Charter Schoolo Lake Ridge – Hosford Park and Longfellowo MSD Perry – Clinton Young Elementaryo Muncie Community – Sutton Elementaryo School City of East Chicago – Carrie Gosche, Harrison, Lincoln,

McKinley, Washingtono Southeast Neighborhood School of Excellenceo St Philip Nerio Thurgood Marshall Leadership Academyo Xavier School of Excellence

Claim Submission Claim Submission DeadlineDeadline

• Claims due the 10th of the month following the claim montho Example: File August’s claim by September 10th

• Maximum amount of time to make a claim - within 60 calendar days after the last day of the claim montho Example: August claim is due by October 30th

Other TipsOther Tips

CNPweb CNPweb

CNPwebCNPweb

CNPwebCNPweb

CNPweb ClaimCNPweb Claim

Program Program RecordkeepingRecordkeeping

• Paperworko Submit claims monthly by the 10th day of the month.

• Ensure claims are correct and appropriate.o Maintain full and accurate FFVP records for 3 years

plus the current operating year. • Contact information• Invoices• Monthly claims• Purchase order information• Labor documentation• Policy Memoranda and Addendums

o Document your successes

Labor DocumentationLabor Documentation• Tracking Labor

o Track both operational labor and administrative laboro Include total hours worked over the week o Use FFVP Time Reports or anything that clearly tracks labor

BudgetingBudgeting

• Funding period runs from July 1, 2014-June 30, 2015o First allocation of funds from July 1st to September 30th o Second allocation of funds from October 1st to June 30th

• Tools o Excel Claim Spreadsheet o Fund Tracking Sheet

Fund Tracking SheetFund Tracking Sheet

FFVP Website: FFVP Website: www.doe.in.gov/ffvp www.doe.in.gov/ffvp

Thank you for Thank you for participating in this participating in this

webinar!webinar!Contact Information

Allie Caito-Sipe Email: acaito@doe.in.gov

Toll free: 1-800-537-1142 Ext. 20849 Local: 317-232-0849