Section 3 Application Planning

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1 Section 3

2 Section 3 Thinking About Your Application There are many aspects and areas of the CACFP DCH program that will require a considerable amount of thought as you complete and submit your application for participation. This section will address some of these issues so that your application completion process will go smoothly. Developing A Management Plan An important part of the application is your management plan. The plan must be detailed and must provide information about your administrative structure, including: An organizational chart with the names and functions of all officers, board of directors, agents, consultants, volunteers, and employees involved in any aspect of the program; Staff assigned to CACFP management and monitoring; and How you will: Administer the CACFP; Recruit and manage additional providers (if you plan to do so); Pay your providers; Collect information from your providers; Train administrative staff and providers; Review the operation of the program in your providers day care homes; and Comply with nondiscrimination laws. 3-1

3 Developing A Management Plan (contd.) Your management plan is one part of the application the Community Operations office will use to determine your ability to manage the CACFP in day care homes. This plan is also how F&N determines how many day care homes you will be approved to sponsor. Take your time to think through the entire process from start to finish! Advance Payments If you, as a sponsor, intend to request advance payments, the sponsor should submit the application at least 60 days before the first day of the month in which you plan to begin participating in the CACFP. Preparing Your Budget TDA F&N will determine the limits of a reasonable budget for you based on the size of your program, the duties of your personnel, and local economic conditions. F&N may limit salaries, overhead, or other administrative costs. Your budget must include your estimated annual expenses for: Salaries; Employee benefits; Training; Travel; Occupancy; Contracted services; and Other administrative expenses such as postage and office supplies. 3-2

4 Preparing Your Budget (contd.) Your budget on your application should be based on the number of providers you plan on or anticipate sponsoring for the program year in which you are applying. F&N will review your budget to ensure that: The program will not operate at a deficit; and Individual line items in the budget are approved uses of CACFP money, and are reasonable and necessary. Submitting Provider Information In addition to the information contained in the management plan and budget, you must submit information about your providers. TDA F&N will need: Identifying information name, address, and phone number of your providers; Qualifying information provider registration/licensure; and Operational information meal service types and times, days of operation, number of non-residential children enrolled, and the provider s choice for distributing income applications and receiving reimbursement. Note! You MUST include each of your providers physical address if their mailing address is a P.O. Box. If the provider has only a P.O. Box address, include directions or a map to the provider s home. 3-3

5 Registration/Licensure of Your Providers All of your providers must be registered or licensed by the Texas Department of Family and Protective Services (DFPS) and you must submit a copy of each provider s license or registration when you apply or reapply for participation in the program. Providers who are listed and not registered or licensed are not eligible to participate in your program. Exception!! You will recall that providers operating under military or Indian reservation auspices are not required to be licensed by DFPS, but you must attach documentation showing approval to operate child care from the military or Indian Reservation licensing authority. Income Eligibility Guidelines To determine income eligibility for your providers households, refer to Form H1625A, Eligibility Guidelines for Determining Free and Reduced- Price Eligibility (you can give this to the household); and Form H4504, Income Eligibility Guidelines (for sponsor use only.) Application Amendments Once F&N has approved your application/management plan and signed the F&N Agreement, these documents can only be amended with the consent of F&N. There are two types of F&N Agreement amendments: Universal; or Contractor specific (such as adding or deleting participation, changing the organization s name, etc.) Application/Management Plan Changes The F&N Agreement states that you will perform according to your application, supporting documents, and approved amendments. Therefore, approved changes to your Application and Management Plan do not require an amendment to your agreement. You will request changes to your Application and Management Plan. You must include all supporting documentation to complete the plan change. 3-4

6 You must request an application/management plan change whenever any of the following items are altered or modified: Addresses; Names; Authorized representative; Approved administrative budget; or Any other item affecting reimbursement. Application Cycle Completing the application in its entirety is required the first Program Year. You are then entered into the three-year application cycle, which is: 1 st year completing the application in its entirety; and 2 nd & 3 rd years updates To assist you in completing the initial application: Refer to the CACFP DCH Handbook as a resource; and Contact your Community Operations Office if you need additional assistance. If you submit an incomplete or incorrect application: Corrections to the application must be returned to the Community Operations Office within 45 calendar days from the date on the notification letter; Remember each form has its own directions; If the required information has not been submitted within 45 calendar days, your application may be denied; and You may reapply at any time. You are able to check the TX-UNPS system for updates on your application which includes check list items. 3-5

7 TX-UNPS Websites Logon page: This contains links to the: TX-UNPS Project Website which contains a link to the training page; Interested in Applying? o You do not need a user ID and password to complete the preeligibility information; o You will need a user ID and password to move into the application. 3-6

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