Child Nutrition & Wellness Kansas State Department of Education Presents CACFP Administrative Workshop Handouts & Activities
This publication has been funded at least in part with Federal funds from the U.S. Department of Agriculture, Food and Nutrition Service. The contents of this publication do not necessarily reflect the views or policies of the Department, nor does mention of trade names, commercial products, or organizations imply endorsement by the U.S. Government. Kansas State Department of Education Dr. Randy Watson Commissioner, 785-296-3202 Dale M. Dennis, Deputy Commissioner Fiscal & Administrative, 785-296-3871 Brad Neuenswander, Deputy Commissioner Division of Learning Services, 785-296-2303 For further information, please contact: Child Nutrition & Wellness, KSDE, Landon State Office Building, 900 SW Jackson Street, Suite #251, Avenue, Topeka, Kansas 66612, 785-296-2276, Fax: 785-296-0232, www.kn-eat.org, Cindy L. Johnson, Training Coordinator, cljohnson@ksde.org. The U.S. Department of Agriculture 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 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 program.intake@usda.gov. 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 (Spanish). USDA is an equal opportunity provider and employer. The following person has been designated to handle inquiries regarding the non-discrimination policies at the Kansas State Department of Education: Office of General Counsel, Landon State Office Building, 900 SW Jackson St, Suite #102, Topeka, KS 66612, (785)296-3201. Publication Date: Summer 2015
* CACFP Administrative Workshop * Table of Contents Center Site Review Form w/5-day Reconciliation... Page 1 5-Day Reconciliation for Homes... Page 3 Choosing a Creditable Iron-Fortified Infant Formula... Page 4 Annual Civil Rights Training Certification... Page 5 Feeding Infants in CACFP... Page 6 Price Quotation Record... Page 9 Meals Purchased from Vendor Memo... Page 10 TIP Sheet for Accepting Processed Product Documentation... Page 11 Program Review Corrective Action Plan... Page 12 Appeal Process... Page 13 CACFP Proposed New Meal Pattern Summary, Child and Adult... Page 15 CACFP Proposed New Meal Pattern Summary, Infants... Page 17 Child Nutrition & Wellness Kansas State Department of Education
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Choosing a Creditable Iron-Fortified Infant Formula All child care centers and family day care homes participating in the Child and Adult Care Food Program (CACFP) must offer CACFP meals to all eligible children who are enrolled for care in their facilities. This policy ensures that all children, including infants, who are enrolled for child care, have access to CACFP meals. When the infant is in care during the meal service period, the center or home must offer the baby a meal that complies with CACFP requirements. To comply with this requirement, the center or day care home must choose a commonly accepted and creditable iron-fortified infant formula to offer all infants in care. Use these 3 steps to choose a formula that meets the USDA criteria and is reimbursable under the CACFP: 1. Look for the statement Infant Formula with Iron or a similar statement on the formula package. All iron-fortified infant formulas must have this type of statement on the package. 2. Use the Nutrition facts label as a guide to ensure that the formula is iron-fortified. To be considered iron-fortified, an infant formula must have 1 milligram (mg) of iron or more per 100 kilocalories (calories) of formula when prepared in accordance with label directions. 3. Ensure the formula is not an FDA Exempt Infant Formula. To check whether or not an infant formula is an FDA Exempt Infant Formula, visit the following link: http://www.fda.gov/food/guidanceregulation/guidancedocumentsregulatoryinformation/infantfor mula/ucm106456.htm Formulas classified as an Exempt Infant Formula by FDA require a medical statement in order to be served to infants and claimed for reimbursement. The Meal Modification Form (4-B) must be signed by a licensed physician if an infant is considered disabled, or a recognized medical authority (MD, DO, PA, or ARNP) if an infant has medical or other special dietary needs, not rising to the level of a disability. The parent or guardian of the infant may choose to decline the iron-fortified infant formula offered and supply another type themselves. CACFP Administrative Workshop PY 2015-2016, Child Nutrition & Wellness, KSDE Page 4
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Price Quotation Record Specification for: Vendor and Contact Information Date and method of Contact Product Specifications Quote Price Quote Accepted Additional Notes: Name of individual obtaining quotes: Date: CACFP Administrative Training PY 2014-2015, Child Nutrition & Wellness, KSDE Page 9
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Child and Adult Care Food Program Appeal Process Abbreviations and Terms CACFP: Child and Adult Care Food Program KSDE: Kansas State Department of Education CNW: Child Nutrition & Wellness, Kansas State Department of Education Official: KSDE Review/Hearing Official Sponsor: CACFP Sponsoring Agency Notice of Action: Written notification by CNW to a Sponsor of an adverse action Request for Review: Written notification by a Sponsor to CNW in response to the Notice of Action Appeals A sponsoring organization may appeal any of the following actions: 1. Denial of a sponsoring organization s application for participation 2. Denial of an application submitted by a sponsoring organization on behalf of a facility 3. Notice of proposed termination of participation of a sponsoring organization or facility and for notice of proposed disqualification of a responsible principal or responsible individual 4. Suspension of a sponsoring organization s participation 5. Denial of a sponsoring organization s application for start-up or expansion funds 6. Denial of an advance payment and/or recovery of excess advance payment (Sponsoring organizations of family day care homes only) 7. Denial of all or part of the claim for reimbursement 8. Demand for the remittance of an overpayment 9. Denial by KSDE to forward to USDA's Food and Nutrition Service an exception request for payment of late claim or request for an upward adjustment to a claim 10. Any other action by KSDE affecting the participation of a sponsoring organization in the CACFP or the sponsoring organization s claim for reimbursement Appeal Procedures Step 1 - Notice of Action KSDE will send a Notice of Action to the Authorized Representative, Executive Director, Board Chairperson, and Responsible Principal and Individual by certified mail, return receipt requested. The written notification will state the grounds for the adverse action and that the sponsoring organization has the right to appeal the action. Step 2 - Request for Review The sponsoring organization may appeal the action by submitting a written Request for Review to KSDE not later than 15 calendar days from receipt of the Notice of Action. The Request for Review must specify whether the sponsoring organization wants to refute the charges: (1) by submitting written documentation and/or (2) through a hearing. A hearing will be held ONLY if requested by the sponsoring organization. KSDE will acknowledge receipt of the Request for Review within 10 calendar days. CACFP Administrative Workshop PY 2015-2016, Child Nutrition & Wellness, KSDE Page 13
Step 3 - Review/Hearing Process Any information on which the KSDE s Notice of Action was based will be available upon request to the sponsoring organization for inspection from the date of receipt of the Request for Review. KSDE will appoint a review/hearing official. The official's determination will be based on CACFP regulations and guidance, information provided by Child Nutrition & Wellness and information provided by the sponsoring organization. Review of Written Documentation The sponsoring organization may refute the charges contained in the Notice of Action by providing written documentation to the official not later than 30 calendar days after the sponsoring organization receives the Notice of Action. Hearing If the sponsoring organization requests a hearing, at least 10-calendar days advance written notice of the time and place of the hearing will be sent by certified mail, return receipt requested. The sponsoring organization may retain legal counsel or may be represented by another person. The sponsoring organization's representative(s) may attend the hearing in person. Failure of the sponsoring organization's representative to appear at a scheduled hearing will constitute the sponsoring organization's waiver of the right to a personal appearance before the official, unless the official agrees to reschedule the hearing. Representative(s) of Child Nutrition & Wellness shall be allowed to attend the hearing to respond to the sponsoring organization's testimony and to answer questions posed by the official. The KSDE's Notice of Action shall remain in effect during the appeal process. However, the sponsoring organization and its facilities may continue to operate under the CACFP during an appeal of a proposed termination, unless the action is based on imminent dangers to the health or welfare of participants. If a sponsoring organization or a facility has been terminated for this reason, Child Nutrition & Wellness must so specify in its Notice of Action. A sponsoring organization electing to continue operating while appealing a proposed termination will be reimbursed for any allowable administrative costs and any eligible meals served during the period of the appeal. Step 4 - Determination Within 60 calendar days of KSDE's receipt of the Request for Review, the official must inform KSDE and the sponsoring organization of the findings based on the review of written documentation and/or the hearing. The determination by the official is the final administrative determination afforded the sponsoring organization. CACFP Administrative Workshop PY 2015-2016, Child Nutrition & Wellness, KSDE Page 14
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