Indiana Department of Education

School and Community Nutrition

Program Year 2016

FFVP CLAIMS AND RECORDKEEPING

Purchasing for the FFVP Reimbursable Costs Special Dietary Needs Accommodations

Completing Monthly Claims Claim Form Process CNPweb

Recordkeeping RequirementsCommon Review Issues

AGENDA

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

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

dried, or vacuum packed Juice or smoothies Dip for fruit Fruit leather Jellied fruit Sugar Herbs or edible flowers Fruit or vegetables purchased for teachers only

PURCHASING FOR FFVP

The FFVP limits: Dips

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

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 FFVP

Proper procurement procedures must be followed. Produce must be graded and inspected Food wholesalers or brokers, local grocery stores, farmer’s

markets, orchards, and growers in your community

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

Interested in Farm to School? Contact Maggie Schabel at mschabel@doe.in.gov or call 317-232-2130.

PURCHASING FOR FFVP

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.

LEFT OVERS

Texture Modifications (pureed fresh fruits and vegetables) Physician’s Statement is not required Physician’s Statement is highly encouraged

Substitutions If the child cannot tolerate the food in an altered format, a

Physician’s Statement is required to provide substitutions.Options

Provide a fresh cooked veggie once a week as part of nutrition education and then puree the cooked vegetable

Develop a cycle/limited menu for children with disabilities

SPECIAL DIETARY NEEDS

Physician’s statement must include: Child’s disability Explanation of why the disability restricts the child’s diet Major life activity affected by the disability Food or foods to be omitted from the child’s diet Food or foods that must be substituted

SPECIAL DIETARY NEEDS

Program costs are broken down into three categories: Fresh fruits and vegetables Operating costs Administrative costs

TYPES OF REIMBURSEMENT

Allowable Expenses Fresh Fruits Fresh Vegetables Pre-Cut Fresh Fruits/Vegetables Fresh Fruit/Vegetable Trays

FRESH FRUITS AND VEGETABLES

Expenses for acquiring, delivering, preparing, and serving fruits and vegetables Dip for vegetables Napkins, paper plates, serving bowls, baskets and trays Small equipment purchase (<$300) Labor - preparation and/or serving Delivery charges for produce

OPERATING COSTS

Expenses for administrating the FFVP Large equipment purchases (>$300) Labor costs – ordering, recordkeeping, menu planning

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

FFVP funds cannot be used for Nutrition Education or Promotional Materials

ADMINISTRATIVE COSTS

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

purchases of $300 or more. 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.

Document equipment purchase(s) under administrative expenses on the excel spreadsheet claim form.

EQUIPMENT JUSTIFICATION

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

2 step process – 1st complete the Fresh Fruit and Vegetable Excel Spreadsheet 2nd fill out the claim for reimbursement form on the CNPweb for

FFVP

GENERAL CLAIMING INFORMATION

Schools required to email the excel claim spreadsheet: East Allen County Schools Gary Community School Corporation Gary Lighthouse Charter School Michigan City Area Schools MSD of Lawrence Township Thea Bowman Leadership Academy

EXCEL SPREADSHEET REMINDER

OTHER TIPS

Claims due the 10th of the month following the claim month 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 month Example: August claim is due by October 30th

CLAIM SUBMISSION DEADLINE

CNPWEB

CNPWEB

CNPWEB

CNPWEB

CNPWEB CLAIM

Paperwork Submit claims monthly by the 10th day of the month.

Ensure claims are correct and appropriate. 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

Document your successes

PROGRAM RECORDKEEPING

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

LABOR DOCUMENTATION

Funding period runs from July 1, 2015-June 30, 2016 First allocation of funds from July 1st to September 30th Second allocation of funds from October 1st to June 30th

Tools Excel Claim Spreadsheet Fund Tracking Sheet

BUDGETING

FUND TRACKING SHEET

CNPweb claim and spreadsheet don’t matchClaiming unallowable purchasesMistakes when figuring operational or administrative costsRecords missing to back up claimsOverspending or underspending

COMMON REVIEW ISSUES

FFVP WEBSITE: WWW.DOE.IN.GOV/FFVP

Formal recognition to schools going above and beyond with their FFVP implementation.

All nominated schools will receive an FFVP framed certificate. The winner will receive a certificate, an FFVP School of the

Year banner, and $250 from Piazza Produce.Nomination application due at the end of February. More information to come!

FFVP SCHOOL OF THE YEAR

Contact Information Allie Caito-Sipe Email: acaito@doe.in.gov Toll free: 1-800-537-1142 Ext. 20849 Local: 317-232-0849

THANK YOU FOR PARTICIPATING IN THIS WEBINAR!