WHAT YOU NEED TO KNOW ABOUT ADMINISTRATIVE REVIEWS

Transcription

1 1 WHAT YOU NEED TO KNOW ABOUT ADMINISTRATIVE REVIEWS Sarah Smith-Holmes Division Director, Program Monitoring and Operational Support, USDA Sean Monahan Acting Branch Chief School and Family Nutrition Programs Southeast Regional Office, USDA

2 2 Session Focus: Administrative Review Introduction to Administrative Review Process Roundtable discussions: On-site, Off-site Approach PS-1, PS-2 (CN Labeling), Resource Management, General Areas, Other Federal Programs Smart Snacks Professional Standards Fiscal Action, Administrative Review Updates, Questions

3 3 Administrative Review Overview The first three year cycle was implemented in School Year (SY) and will end this SY The next three year cycle will begin in SY and go through SY

4 Administrative Review Overview 4

5 5 Administrative Review Overview Off- Site Assessment Tool On-Site Assessment Tool

6 Roundtable #1 6

7 7 Meal Access and Reimbursement Modules contained within this Section include: Certification and Benefit Issuance Verification Meal Counting and Claiming

8 8 Meal Pattern and Nutritional Quality Modules contained within this Section include: Meal Components and Quantities Offer versus Serve Dietary Specifications and Nutrient Analysis Addendum: Certifying a School Food Authority for Performance-Based Reimbursement During an Administrative Review

9 Child Nutrition (CN) Labels Three memos Memo TA-07, Guidance for Accepting Processed Product Documentation for Meal Pattern Requirements Memo SP , CN Labels Copied with a Watermark Memo SP Administrative Review Process Regarding the Child Nutrition (CN) Label, Watermarked CN Label and Manufacturer s Product Formulation Statement TIP Sheet for Accepting Processed Product Documentation TIP Sheet for Evaluating Manufacturer s Product Formulation Statement

10 Child Nutrition (CN) Labels Gold standard for verifying crediting Provides School Food Authorities a warranty against audit claims CN Labeled products: Produced under an approved Quality Control (QC) plan Program managed by Agricultural Marketing Service (AMS) in collaboration with: Food and Nutrition Service (FNS) National Marine Fisheries Service (NMFS) Food Safety Inspection Service (FSIS)

11 Verifying Documentation on an Administrative Review Original CN Label from Packaging YES ACCEPT NO NO Photocopy or Photograph of original CN Label on Packaging YES ACCEPT NO Watermarked CN Label (Hardcopy or Electronic copy) AND Bill of Lading YES ACCEPT Request Manufacturer s Product Formulation Statement (PFS)

12 12 Resource Management Modules contained within this Section include: Risk Assessment for Resource Management Maintenance of the Nonprofit School Food Service Account Paid Lunch Equity Revenue from Nonprogram Foods Indirect Costs

13 13 General Program Compliance Modules contained within this Section include: Civil Rights School Food Authority On-site Monitoring Local School Wellness Policy Smart Snacks in School Water Food Safety Reporting and Recordkeeping SBP and SFSP Outreach Professional Standards

14 14 Other Federal Programs Modules contained within this Section include: Afterschool Snacks Seamless Summer Option Fresh Fruit and Vegetable Program Special Milk Program

15 Roundtable #2 15

16 Smart Snacks/Local Wellness Landscape Local Wellness Policy Smart Snacks What is the corrective action? 16 Graphic from a presentation by The Alliance for a Healthier Generation

17 Smart Snacks/Local Wellness Graphic from a presentation by The Alliance for a Healthier Generation 17 Smart Snacks Calculator:

18 Smart Snacks/Local Wellness Smart Snacks Best Practices Talk about intent Highlight the benefits to the kids Make sure the right players are at the table Tie in to the local wellness policy Fundraise differently aising 18

19 Roundtable #3 19

20 20 Professional Standards Professional Standards regulations were implemented July 1, New Module for monitoring Professional Standards has been added to Manual. Falls under the General Area of Review and therefore no Fiscal Action.

21 21 Administrative Review Updates for SY Useful Information can be found on the FNS Professional Standards website. This website contains information on the regulations, training, including a tracker tool that can be used to track training, and recently released round of Questions and Answers regarding Professional Standards.

22 Roundtable #4 22

23 23 Fiscal Action The Modules in this Section are: Overview of Fiscal Action Fiscal Action Formula Withholding Payments Overpayment Disregard Letter of Claim Adjustment and/or Withholding of Payment Including Notice of Appeal

24 24 Fiscal Action Remember, Fiscal Action is only taken for meals served when a component is missing No fiscal action is to be taken if a component is present, however, the component does not meet nutrient requirements (Ex. Enriched bread is served; not whole grain) Equally, when accessing compliance with the WGR foods requirements, the same approach must be used. Remember, FNS has offered a WGR waiver process for SFAs to request thru their State Agency.

25 25 Fiscal Action When quantity issues arise outside of the ½ cup F/V requirement under OVS, technical assistance and corrective action must be provided and no fiscal action will be accessed. Also, no fiscal action is to be taken in general areas; General areas require corrective action; subsequent findings after corrective action has been documented may result in withholding. Remember this includes two of our more recent review areas: Smart Snacks and Professional Standards

26 26 Administrative Review Updates Question and Answers related to the Administrative Review Process: Round 1-2 went out in SY Round 3 was sent out in April of 2015 Round 4 will be sent out in the coming months FNS is working on a searchable data base for these questions for SY 15-16

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28 Questions?? 28