Child and Adult Care Food Program Training Workbook For Child and Adult Care Centers Child and Adult Care Food Program Child Nutrition Programs Alabama Department of Education 5356 Gordon Persons Building P.O. Box 302101 Montgomery, AL 36130-2101 Telephone: (334) 242-8249 FAX: (334) 242-2475 Web site: http://alsde.edu Application web site: https://cnpform.alsde.edu SDE Accounting: (334) 242-9920 Welcome! We are pleased to introduce interested, potential sponsors to the Child and Adult Care Food Program (CACFP). Purpose The purpose of this workshop is to provide information on how to effectively administer the CACFP in your center. Objectives: The training, along with this manual, will outline:  How to complete the step-by-step process in making application to the CACFP.  How to determine eligibility of participants.  How to use the various forms required for the CACFP.  How to prepare your monthly claim for reimbursement.  How to use the meal patterns to meet CACFP requirements.  How to keep required records for CACFP.  How to organize and file your CACFP records. The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or if all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at [email protected]. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (in Spanish). USDA is an equal opportunity provider and employer. CACFP Training Manual 2 2014 Table of Contents SDE Staff ------------------------------------------------------------------------------------------------------- 4 Alphabet Soup ------------------------------------------------------------------------------------------------- 7 Glossary --------------------------------------------------------------------------------------------------------- 8-9 Organizational Structure ------------------------------------------------------------------------------------ 5 Overview -------------------------------------------------------------------------------------------------------- 6 Eligibility --------------------------------------------------------------------------------------------------------- 10 Center Eligibility ------------------------------------------------------------------------------------ 10-12 Participant Eligibility ------------------------------------------------------------------------------- 13 Civil Rights Compliance ------------------------------------------------------------------------------------- 20-21 Non-Pricing Programs --------------------------------------------------------------------------------------- 19 Required Forms ----------------------------------------------------------------------------------------------- 22 Income Eligibility Forms (IEF) ------------------------------------------------------------------------------ 24-34 Daily Record of Attendance and Meal Participation -------------------------------------------------- 41-47 Sign-in and Sign-Out Sheets ------------------------------------------------------------------------------- 48 Monthly Summary Form ------------------------------------------------------------------------------------- 51-53 Nonprofit Food Service Operation ------------------------------------------------------------------------ 54 Reimbursement Structure ----------------------------------------------------------------------------------- 55-56 Procurement and Food Service Contracts (also Appendix C) ------------------------------------- 57-60 Expenses ------------------------------------------------------------------------------------------------------- 57-65 Time Sheet ----------------------------------------------------------------------------------------------------- 64-65 Computer/Internet Purchase Guidelines ---------------------------------------------------------------- 65 Donated Foods – Children Ages One and Over ------------------------------------------------------- 95 Milk Donations ------------------------------------------------------------------------------------------------- 98 Budget ---------------------------------------------------------------------------------------------------------- 66 Monthly General Journal ------------------------------------------------------------------------------------ 67-73 Monthly Claim for Reimbursement/Site Data Sheet -------------------------------------------------- 74-75 Administrative Reviews -------------------------------------------------------------------------------------- 77 Organizing Your CACFP Records ------------------------------------------------------------------------ 76 CACFP Programs --------------------------------------------------------------------------------------------- 78-81 Affiliated Sponsors -------------------------------------------------------------------------------------------- 82-84 Meal Patterns and Food Service -------------------------------------------------------------------------- 85 Meal Pattern ---------------------------------------------------------------------------------------------------- 88-90 Meal Components -------------------------------------------------------------------------------------------- 90-94 Bread/Bread Alternate Component ------------------------------------------------------------ 90-91 Milk Component ------------------------------------------------------------------------------------ 91 Meat/Meat Alternate Component --------------------------------------------------------------- 93 Fruit/Vegetable Component --------------------------------------------------------------------- 93-94 Meal Substitutions for Medical or Other Special Dietary Reasons -------------------------------- 94 Meal Substitutions for Religious Reasons -------------------------------------------------------------- 95 What’s in a Meal? --------------------------------------------------------------------------------------------- 96 Special Meals (Purchasing from Restaurants, etc.) -------------------------------------------------- 97 Determining Quantities -------------------------------------------------------------------------------------- 99-104 Daily Food Production Record ----------------------------------------------------------------------------- 107-111 Feeding Infants ------------------------------------------------------------------------------------------------ 112-117 Documenting Meals Served to Infants ------------------------------------------------------------------- 117 Index ------------------------------------------------------------------------------------------------------------- 118-120 Appendix A – Forms ----------------------------------------------------------------------------------------- A1-A38 Appendix B – New Institution Application --------------------------------------------------------------- B1-B17 Appendix C – Procurement -------------------------------------------------------------------------------- C1-C20 Appendix D – On-Line Data Base ------------------------------------------------------------------------ D1-D31 Appendix E – Automatic Reports ------------------------------------------------------------------------- E1-E5 CACFP Training Manual 3 2014 Child and Adult Care Food Program Staff Alabama Department of Education Child and Adult Care Food Program 5302 Gordon Persons Building P. O. Box 302101 Montgomery, AL 36130-2101 For Fed Ex, UPS and other overnight Delivery: Alabama Department of Education Child and Adult Care Food Program 5302 Gordon Persons Building 50 North Ripley St. Montgomery, AL 36104-3833 Web Site: http://cnp.alsde.edu Main telephone number: ...................................................................................... ………..334-242-8249 Fax ........................................................................................................................ ………..334-242-2475 Alfredia Griffin, Administrator………………………………………………………………[email protected] Karen Dennis, Administrative Secretary…………………………………………………[email protected] Kimberlei Bowen, Education Specialist …………………………………………………[email protected] Latosha Green, Education Specialist……………………………………………………[email protected] Ben Guthrie, Program Specialist ……………………………………..…………………[email protected] Teri Short, Program Specialist………………………………………………………………[email protected] Danielle Turk, Education Specialist…………………………………………………………[email protected] For information regarding claims for reimbursement: CNP Accounting .................................................................................................... ………..334-242-9920 e-mail: [email protected] For information regarding Administrative Reviews or Audits: Financial Management and Compliance ................................................................ ………..334-242-822 CACFP Training Manual 4 2014 Organizational Structure of the CACFP U. S. Department of Agriculture Alabama Department of Education Child Nutrition Programs Child and Adult Care Sponsors/Centers  Tax exempt Centers (churches, hospitals, foundations, nonprofit organizations)  Public agencies (city, county, state agencies, state operated universities, Federally operated agencies and organizations)  Private for-profit – privately owned and operated businesses serving low-income clientele CACFP Training Manual 5 2014 Overview of the CACFP The Child Care Food Program was established in 1968 in response to the need to provide adequate nutrition to a growing number of children in child care. In 1988, eligible adults were included in the program, now called the Child and Adult Care Food Program (CACFP). The goal of the Child and Adult Care Food Program is to see that well-balanced meals are served and that good eating habits are taught in child and adult care settings. The CACFP provides reimbursement for nutritious meals and snacks served to eligible children in child care centers, family day care homes, and outside-school-hour centers, as well as to eligible adults in adult care centers. The Alabama Department of Education administers the CACFP. Funding for the program is provided by the U. S. Department of Agriculture. The Alabama Department of Education will provide the following services:  Provide reimbursement for meals served. Reimbursement is determined by the number of eligible enrolled participants who are served creditable meals and the current rates set by the U. S. Department of Agriculture. This is referred to as “meals times rates.”  Provide technical assistance and training on nutrition, food service operations, program management, and record keeping.  Assist with on-line application and monthly claims.  Review and monitor program services to ensure nutritionist meals for all eligible enrolled participants. According to Federal Regulations 7 CFR 226, Sponsors/Institutions responsibilities are to:  Serve meals that meet program requirements.  Keep daily records of participant’s attendance, the number of meals served, and the quantities of food served and prepared.  Collect and determine Income Eligibility Forms.  Comply with all regulations, agreements and policies relating to the CACFP.  Maintain program integrity by being administratively capable, accountable, and financially viable. CACFP Training Manual 6 2014 Alphabet Soup Glossary of terms used in the CACFP CACFP Child and Adult Care Food Program CIL Cash-in Lieu of Commodities CMA Child Management Agencies DHR Department of Human Resources FSMC Food Service Management Contracts IEF Income Eligibility Forms (formerly known as Free and Reduced-Price Applications) IRS Internal Revenue Service NDL National Disqualified List SDE Alabama State Department of Education SNAP Supplemental Nutrition Assistance Program (formerly known as Food Stamps) TANF Temporary Assistance for Needy Families USDA United States Department of Agriculture (the federal agency that administers the CACFP) CACFP Training Manual 7 2014 Glossary  Adult Day Care – Any public or private nonprofit organization or any proprietary Title XIX or Title XX center which is (a) licensed or approved by Federal, State, or local authorities to provide nonresidential adult day care services to functionally impaired adults or persons 60 years of age or older in a group setting outside their home or a group living arrangement on a less than 24-hour basis and (b) provides for such care and services directly or under arrangements made by the agency or organization whereby the agency or organization maintains professional management responsibility for all such services. Such centers shall provide a structured, comprehensive program that provides a variety of health, social, and related support services to enrolled adult participants through an individual plan of care.  Adult participant – A person enrolled in an adult care center who is functionally impaired or over 60 years of age or older.  Approved Meal Service Times – Federal regulations require that meal service times be identified at each center and that meals served outside of these times are ineligible to be claimed for reimbursement.  Affiliated Center – Sponsored centers that are part of the same legal entity as the sponsor.  Children – o Children 12 years of age and under, and o Children or migrant workers 15 years of age and under, and o Persons of any age with mental or physical handicaps enrolled in an institution or a child care facility that serves a majority of persons 18 years of age and under, and o Children age 18 and younger residing in homeless shelters.  Current Income – Income received by the household during the month prior to the submission of the IEF.  Cycle Menu – Menu planned for a specific period of time and repeated.  Daily Production Record - Form that assists in planning CACFP meals/snacks and also documents actual meals/snacks served.  Effective Date – The date authorization is determined by the State agency. For example, if a change is made to the number of operating days in a month, the effective date is the first day of that month.  Enrollment - Any participant who receives care during the claim month, including children of employees. To be enrolled for care, enrollment documentation, which is updated annually, must contain the following information and must be on file for each enrolled participant:1) participant’s name, 2) date of birth, 3) date care began and 4) signature – parent of child, adult participant, or guardian. For child care, the required enrollment form from the Department of Human Resources is acceptable. o In addition, sign-in and sign-out sheets are required for all centers to document attendance. o Meals may only be claimed for eligible, enrolled participants. Participants that are enrolled for care, but whose meals are not claimed in the CACFP, count toward total enrollment. For example, infants who are in attendance and whose meals are not CACFP Training Manual 8 2014 Glossary (Continued) o claimed in the CACFP, count toward total enrollment. Children that do not meet the definition of a child (i.e., over age 13, children of migrant workers over age 15, and persons with mental or physical handicaps over age 18) are not enrolled, as they are ineligible to participate.  Foster Child – A foster child means an individual who is placed by an authorized placement agency or by judgment, decree or other order of the court of competent jurisdiction and is distinct from a “child” of the household (any child formally placed by a State child welfare agency or court with a caretaker household whom does not assume guardianship responsibilities).  Functionally Impaired Adult Participants – Chronically impaired, disabled persons 18 years or older. These include victims of Alzheimer’s disease and related disorders with neurological or organic brain dysfunction. Functionally impaired adults are physically or mentally impaired to the extent that their capacity for independence and their ability to carry out activities of daily living are markedly limited.  License – For the CACFP, any form of licensing or certification of a program is referred to as a license. This includes, among others, licensing by the Department of Human Resources and certification by the Department of Mental Health.  Meal Component - Food group required in the meal pattern. The four meal components required in the CACFP meal pattern for adults are Milk, Vegetable or Fruit, Grains/Breads, and Meat/Meat Alternates.  Meal Pattern - The set of food components, food items, and minimum quantities required for a breakfast, supplement (snack), and lunch or supper for a specific age group that allows a meal to be reimbursable.  Non-Residential - A facility in which participants do not stay at the facility more than 24 hours.  Offer Versus Serve - Meal service option for CACFP adult participants in which participants can decline one food component at breakfast and up to two meal components at lunch and supper.  Participation - Any enrolled, eligible child or adult that is served a meal during the claim month.  Qualifying Month - The month immediately preceding the submission of the CACFP application. For-Profit centers must demonstrate the 25% eligibility for the month before they begin participation in the CACFP. Centers do not receive CACFP reimbursement for the qualifying month.  Shifts – Federal regulations do not allow meals served to children in excess of licensed capacity to be claimed for reimbursement. If children come and go during a meal such that the licensed capacity is exceeded during a meal, it is called a “shift” and it must be approved. Shifts are indicated by meal in the on-line application. Time and Attendance records must be reviewed prior to approval of shifts at AM snack, lunch, supper, or late snack. Contact the SDE for further information. CACFP Training Manual 9 2014 Center Eligibility Is your center eligible to participate? Yes, IF:  Your institution is operated by a Public Institution. Examples: city and county government, public schools, community colleges. OR  Your institution is Non-Profit and has tax exempt status from the IRS. Examples: churches, private hospitals, foundations, and nonprofit organizations participating in other federal programs. Tax-exempt status is verified through a letter from the IRS, sometimes referred to as a “501 (c) (3) letter.” Church institutions are not required by the IRS to apply for a document stating that they have Federal tax-exempt status. Churches may participate as a non-profit organization if they are registered with the Alabama Secretary of State’s office. If a church has neither a 501 (c) (3) letter nor is a registered, non-profit corporation, then they may participate as a for-profit organization as listed below. OR  Your institution is For Profit and meets the 25% requirement. Meeting the 25% Requirement Private for-profit institutions must meet the 25% requirement for each month that a claim is submitted for meal reimbursement. 1. At least 25% of the participants served are eligible for free or reduced price meals and current Income Eligibility Forms (IEF) are complete and on file to document this eligibility. 2. Twenty five percent of the center’s enrollment or licensed capacity must receive Title IX or XX benefits. AND  Your institution is licensed by the Alabama Department of Human Resources, Department of Mental Health, the Federal government, or certified by an approved governing agency. CACFP Training Manual 10 2014