MODULE FIVE

Monitoring/Reviews/Record Keeping/Forms and Documents

School and Community Nutrition 2013

MonitoringTwo (2) types of monitoring:

• Sponsor self monitoring

• State Agency monitoring

Sponsor Self MonitoringSponsors are required to monitor all aspects of operations for all of their sites. There are 4 formal requirements of monitoring that apply to sponsors:

• Pre-operational Visit• Site Visit• Site Review• Civil Rights (Ethnic/Racial Data)

Pre-operational Visit

• A visit to all new and problem sites before operations begin.

• Ensure that the sites have the facilities to provide meal services for the number of children expected to attend.

• Prototype USDA form utilized

Site Visits• Completed within the first week at all sites unless a 1st

week visit waiver is approved for a returning site that has operated successfully.

• Quick monitoring event in which the site monitor is checking on program operations and site staff to ensure that things are running as they should.

• USDA Prototype form utilized

Site Reviews• Must be completed by all sponsors within the first four (4)

weeks of operation.

• In depth review of site operations and records by the site monitor to ensure that all requirements are met.

• If deficiencies are noted, then CA must be completed and documented.

• USDA Prototype form is utilized

Site Review Form

Site Reviews• The monitor must be present prior to the meal service and

stay throughout the entire time approved on the site sheet.

• Sponsors should review the monitor reviews to ensure that the monitors have identified problem areas and implemented appropriate corrective action.

Common FindingsFindings related to Site Reviews is a common occurrence that is easily avoidable.

The most common findings are:

• All questions were not addressed• The monitor and/or site supervisor did not sign the form• The documented meal time is not within the approved meal

service times on the application and was not identified as a finding on the appropriate question.

• The monitor was not present for the entire meal service timeframe approved on the site sheet.

• The number of meals delivered, served, claimed documented on the review form does not match the daily meal count sheet, delivery/pickup slip or site record of meals served

State Agency Monitoring

The SA is required to review each sponsor at least once in a 3 year cycle. More frequent monitoring is required when problems are significant problems are noted in previous reviews or if the sponsor received a significant level of reimbursement compared to all other sponsors who operated in the prior year.

State Agency Monitoring cont.

State Agencies must review:• At least 10% of total sites in operation must be reviewed

(minimum of 1 site)• Ethnic/Racial Form must be completed for each site

review• Sponsor level review of all administrative and operative

requirements conducted after at least 1 monthly claim has been filed

Record Keeping

Sponsors are required to maintain records on:

• Meal Counts• Operating Costs• Administrative Costs• Funds accruing to the program• Training Records• Visits and Reviews• Records of meal counts taken daily at each site

Meal CountsAll sponsors must use daily site records to document the number of program meals they have served to children.

Responsibility for Meal Count Forms

• Sponsors provide forms to the sites

• Site Supervisors are responsible for keeping the records

• Site personnel must complete the records based on actual counts taken at sites for each meal service.

Meal Count Form Documentation

Must include:

• The number of meals delivered or prepared, by type (Self-prep satellite and vended sites must support this documentation with a signed delivery/pickup slip).

• Complete first meals served to children, by type• Complete second meals served to children, by type• Excess meals or leftover meals• Meals served to program adults, if any• Meals served to non-program adults, if any

Site Records• Sponsors should collect meal count records at least once a

week.

• When collected, sponsors should review the forms to ensure all required information is documented appropriately.

• Discrepancies should be immediately resolved with the Site Supervisor

• Documentation of discrepancy and the resolution should be documented with site records.

Forms and DocumentsThe Administrative Guide provides prototype documents for many required activities of the Summer Feeding Food Service Program.

Forms provided include:• All required monitoring forms• All required meal count forms

• Required Media Releases• Inventory records• Mileage records

• Financial tracking• Income Eligibility

Operating Costs

Costs include cost of food used, labor, nonfood supplies, and space for the food service, transportation of children from rural homes to rural food service sites.

All costs must be fully documented and they must represent actual program costs.

Administrative CostsCosts incurred by the sponsor for activities related to planning, organizing, and administering the program.

Include:• Preparing and submitting application information• Establishing site eligibility• Eligibility determination of children at camps and closed

enrolled sites• Attendance at trainings• Hiring and training site personnel• Visiting, reviewing and monitoring sites• Preparing and reviewing procurement documentation• Preparing and submitting claims

Tracking Funds• Sponsors must be able to account for the receipt,

obligation, and expenditure of all SFSP funds.• A separate bank account is not required but funds must

be tracked separately.• Through separation for tracking the sponsoring

organization must ensure the SFSP program does not support any Nonprogram food service activities

Procurement• All procurement of goods and services in conjunction with

the SFSP must be competitive.

• SFA’s may use their procurement plan that is on file with their Free and Reduced Price Policy Statement.

• All procurement must be compliant with 7 CFR 3016 for small threshold purchases and Invitations for Bid.

Small purchase procedures• The Federal small purchase threshold was recently

increased to $150,000.

• SFA’s and other government agencies should check with their organizations to determine the local small threshold amounts.

• Small purchase procedures must include documentation of price comparison of items and services purchased. A best practice is to have at least 3 comparisons for pricing on a product or service.

Federal Clauses and Requirements

• 7 CFR 3016 provides the clauses that are required to be included for all invitations to bid that utilize federal funds in the SFSP.

• All procedures, clauses, waivers and disclosures must be included in procurement documents in order for purchased items used to be an allowable cost to the SFSP.

SCN FormsSCN provides prototype forms and forms that are required by a policy

Forms include:• Menu Record• Delivery/Pickup Slip• Record of Meals Served• Notification letter to Health Department• TBA

All SCN forms will be available on the SCN SFSP website

Questions?