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1. Temporary Food Service Establishment Owner Zip Telephone Number Grease Disposal Method Grease Disposal Method Approved Type of Permit School Lunchroom Day Care Food Service Food Vending Machine Camp Type Day Resident Camp Food Service Hotel Number Rental Units Swimming Pool Yes hereby certify that the above statements are true and correct and we agree to comply with all of the provisions of the State Board of Health Rules and hereby authorize the County Health Officer the State Health Officer or their representatives to enter upon the premises of the above named establishment for inspection purposes Signed Title Check FOR OFFICIAL USE ONLY Permit Number Issued Issue Date Expiration Date If Applicable Fee Code Fee Paid Fee Amount 0 00 Are products from this establishment distributed in intercounty commerce NO Application Approved By Receipt Number Client Number Local Health Department SFSP SPONSOR MANUAL 101 Appendix L ALABAMA DEPARTMENT OF PUBLIC HEALTH FOOD ESTABLISHMENT RETAIL FOOD STORE INSPECTION REPORT COUNTY HEALTH DEPARTMENT LEGAL NOTICE TO THE PROPRIETOR OR MANAGER You are respectfully notified of such violations of the Alabama State Board of Health Rules for Food Establishm
2. o o v Sl e e e A A EVER ares ee eee M Part 4 Signature and Social Secu Number Adult must sign An adult household member must sign this form If Part 3 is completed the adult signing the form must also list his or her Social Security Number or mark the do not have a Social Security Number box See Privacy Act Statement on the back of this page certily that all information on this form is tue and that all income is reported understand that this information is being given for the receipt of Federal funas understand that SFSP officials may verify the information understand that if purposely give false infor mation the participants receiving meals may lose the meal benefits and may be prosecuted under State of Federal criminal laws SIGN HERE PRINT NAME DATE ADDRESS PHONE NUMBER J do not have a Social Security Number SOCIAL SECURITY NUMBER Part 5 Participant s ethnic and racial identities Optional Mark one ethnic identify Mark one or more racial identities a Hispanic or Latino L Asian LI white _ American Indian or Alaska Native Lj Not Hispanic or Latino Lj Black or African American Lj Native Hawaiian or Other Pacific Islander FOR OFFICIAL USE ONLY Annual Income Conversion Weekly x 52 Every Two Weeks x 26 Twice A Month x 24 Monthly x 12 Total Income Per jWeek Every 2 Weeks Twice A Month
3. Adult Meals Meals served to non program adults those who do not work with the meal service such as teachers or camp counselors are not reimbursable If you serve non program adults and charge for their meals you must keep documentation of the number of meals served the amount collected and a copy of the deposit slip Program adults are those who work in the preparation or service of meals Meals may be served to program adults These meals may not be claimed for reimbursement in the same way as children s meals However the cost of program adult meals is a legitimate cost The cost of preparing those meals becomes part of your food cost The number of program adult meals served must be documented on the Daily Meal Count Tally Sheet form SFSP M 6 Weekly Meal Count Worksheet by Site SFSP M7 and or Weekly Roster of Enrolled Children SFSP M 5 SFSP SPONSOR MANUAL 39 FY 2010 Daily Meal Count Tally Sheet Forms may be marked with pen or pencil They must be legible so that any reviewer is able to determine meal count and type of meal service A separate daily meal count tally sheet must be used for each type of meal service Step 1 Information at the top of the form Enter the information required This includes e Name of sponsor Name of Site Date of Meal Service Type of Meal Service Alabama Department of Education Division of Administrative and Financial Services Child Nutrition Programs Montgomery A
4. other food in all meals and snacks SFSP SPONSOR MANUAL 54 FY 2010 Activity 9 Review the menus on the next page Find the menu problems and identify For example Monday s breakfast is missing milk write missing milk under the sausage Assume the correct portion sizes are offered Find the Menu Problems Monday Tuesday Wednesday Thursday Friday Breakfast Orange Juice Ham and Eggs Orange Slices Raisins Strawberries Waffles Toast Hash Browns Oatmeal Cornbread Sausage Milk Milk Milk Hot Chocolate AM Snack Apple Juice Milk Vanilla Pudding Milk Banana Watermelon Trail Mix Vanilla Wafer Pretzels Hot Dog Bun Lunch Hot Dog Chicken Leg Scrambled Eggs Ravioli Pizza Baked Beans Rice Bacon Broccoli Parmesan Zucchini Melon Slices Green Beans Potato Rounds Fruit Cocktail Peach Slice Milk Biscuit Tomato Juice Garlic Toast Milk Milk PM Snack Potato Chips Veggies Bologna Pineapple Juice Yogurt Cheese Cottage Cheese Cheese Carrots amp Rolls Dip Celery Supper Fish Sticks Macaroni and Hamburger Pinto Beans Meat Loaf Coleslaw Cheese Cucumber Cheese Glazed Carrots Baked Beans Asparagus Banana Slices Frozen Red Cherry Cobbler Corn Bread Mandarin Chips Grapes Rice Milk Oranges Milk Tortilla Milk Milk Milk See Appendix I Cycle Menu Form SFSP SPONSOR MANUAL 55 FY 2010 Remember Y You are required to create cycle menus Y List foods under the column for which the item is being credited
5. Month Year Household Size Eligibility Determination FS TANF FDPIR J Eligible Ineligible Reason for Ineligibility Incomplete Application J Income Too High J Temporary Approval Time Period expires after days Date Withdrawn DETERMINING OFFICIAL SIGNATURE DATE SFSP SPONSOR MANUAL 83 FY 2010 Appendix E Continued SFSP Meal Benefit Eligibility Form Page 2 of 2 SUMMER FOOD SERVICE PROGRAM MEAL BENEFIT ELIGIBILITY FORM For Camps and Closed Enrolled Sites Privacy Act Statement The Richard B Russell National School Lunch Act requires the information on this application You do not have to give the information but if you do not we cannot approve your child for free or reduced price meals You must include the Social Security Number of the adult household member who signs the application The Social Security Number is not required when you apply on behalf of a foster child or you list a Food Stamp Temporary Assistance for Needy Families TANF Program or Food Distribution Program on Indian Reservations FDPIR case number for your child or other FDPIR identifier or when you indicate that the adult household member signing the application does not have a Social Security Number We will use your information to deter mine if your child is eligible for free or reduced price meals and for administration and enforcement of the Program Non discrimination Statement In accordance with Federal law and U S Department of Agriculture
6. Only persons who are properly trained should use chemicals Chemicals should be properly stored in original containers away from food Physical contaminates that are a threat to food safety include dirt hair nail polish flakes broken glass and crockery nails staples metal fragments and bits of packing materials Staff and volunteers wearing proper attire and following safety precautions can prevent most physical food contamination It is important to handle garbage appropriately Place garbage in a covered trash container and remove from food preparation and serving area Remove boxes and containers from the site and make sure dumpster lids are tightly closed SFSP SPONSOR MANUAL 67 FY 2010 XI COMMODITIES De SDA commodities are request driven purchases of foods grown and processed in the USA The following sponsors are eligible to receive commodities 1 Self preparation sponsors 2 Sponsor who have entered into an agreement with a school food authority for preparation of meals 3 Sponsors that are school food authorities SFAs and have competitively procured meals from the same food service management company from which they competitively procured meals for the National School Lunch Program The National School Lunch Act does not establish a specific per meal value of donated food assistance in the SFSP The Food and Nutrition Service FNS has traditionally provided donated food assistance in the SFSP valued at 1 5
7. SFSP Organizational Chart Acronyms used in the SFSP Overview of SFSP Getting Started I II III IV VI VII VIII Financial Management Reimbursement Rates Advance Payment Claim for Reimbursement Site Data Sheet Preparing Claim for Reimbursement Documenting Program Costs Invoices and Receipts Operating Costs Administrative Costs Audit Expenses Invoice Form Program Income Monthly General Journal Audits Reviews Monitoring Audits Compliance Sponsor Monitoring of Sites Meal Benefit Eligibility Form Meal Counts Daily Meal County Tally Sheet Weekly Roster of Enrolled Children Procurement in the SFSP SFSP Procurement Responsibilities Public Agency Requirements Private Nonprofit Requirements Small Purchase Procedures Formal Bid Procedures School Food Service Agreement Noncompetitive Negotiations Emergency Purchase Procedures Civil Rights Compliance Data Collection and Reporting Civil Rights Statementr50 Complaint Procedures Sample SFSP Meal Patterns Crediting Foods in the SFSP ADM 50 52 53 IX XI XII XIII Common Crediting Mistakes Daily Food Production Record Food Safety and Handling Commodities Miscellaneous Serving time Restrictions SFSP Training Requirements Sponsor Participation in CACFP Official Representative Field Trips Organizing Your SFSP Records Appendices A ZzgUnmnmcomaommuny Site Data Sheet Rates of Reimbursement
8. denying or limiting the benefits of the SFSP on the basis of race color national origin sex age or disability Segregation of children through recruitment referral or enrollment systems The selection of sites for participation in the SFSP which as the effect of or results in limiting the availability of benefits or services on the basis of race color national origin sex age or disability Failure to apply the same eligibility criteria to all children seeking participation in the program Maintenance of a waiting list which makes distinctions on the basis of race color national origin sex age or disability Failure to use or provide material to non English speaking persons in effect denying full and equal opportunity to receive benefits or services under the SFSP And Justice for All Poster Every SFSP site must display the poster in a prominent place so that parents and children can see it Data Collection and Reporting All sponsors participating in the Summer Food Service Program must provide and maintain a system to collect racial and ethnic data of the participants served These data will be used to determine how effectively FNS programs are reaching potentially eligible persons and beneficiaries and identify areas where additional outreach is needed Racial and ethnic data are collected from the following sources A Meal Eligibility Form SFSP M18 2 B Site Review Form SFSP M3 and M4 All sites must be rev
9. i e turkey sandwich should be listed next to the meat meat alternate and grain bread components Sample Lunch Menu Dates to be Milk Meat Vegetables Grains amp Optional Foods served List Fluid milk amp Meat amp Fruits Breads dates each lcup 8 Alternates menu will be fl oz served May 31 2020 Low fat Turkey Pineapple Turkey Mayonnaise Chocolate Sandwich Juice Sandwich Mustard Milk Turkey Fresh Slice Roast Apple Whole Wheat Bread Oatmeal Cookie Y A minimum of two fruits vegetables must be listed at lunch Y Optional foods are non creditable or not required to meet the meal pattern v At snack two of the four components must be included Remember milk and juice cannot be the only two components offered for a snack meal Y Different forms of the same food i e fresh oranges and orange juice count as one component Review the menu once it is completed for the following Variety no repeated foods Color Texture Temperature Shape For young children Is it appropriate For young children Ease of consumption Idea Dishes that contain foods from more than one food component are combination dishes It is recommended that combination dishes be credited for only one or two components This ensures that children get a variety of menu items E B For example lasagna may be credited as follows e Meat meat alternate component e Fruit vegetable component and e Grain
10. 2 9400 4 424 70 5 000 Snacks X 0 6800 3 400 00 Total 83 445 28 Activity 4 Number of Meals X Reimbursement Served Rate 10 000 Breakfasts X 1675 1 675 00 20 007 Lunches X 3075 6 152 15 1 505 Suppers X 3075 462 78 5 000 Snacks X 0825 412 50 Total 8 702 43 Activity 5 Number of Meals X Reimbursement Served Rate 10 000 Breakfasts X 1325 1 325 00 20 007 Lunches X 2550 5 101 78 1 505 Suppers X 2550 383 77 5 000 Snacks X 0650 325 00 Total 7 135 55 SFSP SPONSOR MANUAL FY 2010 Appendix N 104 Appendix N Continued Activity 6 Milk Spices Bread Activity 7 Dishes Toilet Paper Cooking Utensils Dishwashing Detergent Activity 8 Item Cost Operating Cost Administrative Documentation Cost Available Ad in newspaper 58 60 58 60 Receipt invoice copy of ad Sit supervisors 746 55 746 55 Payroll voucher time salaries card Postage 12 29 12 29 Usage log receipt Frozen Vegetables 409 33 409 33 Receipt invoice Cook s salary 1785 44 1785 44 Payroll voucher time card Coordinator s salary 240 19 240 19 Payroll voucher time card Dish soap 12 45 12 45 Receipt invoice Ham 341 37 341 37 Receipt invoice Kitchen utilities 101 87 101 87 Invoice electric bill Monitor s salary 50 78 50 78 Payroll voucher time card Napkins 124 50 124 5
11. At the end of the month total each column Check the figures by using the following edits Total of Column A total of Columns C D Total of Column B Total of Columns E F G H I J K Remember 1 All entries for income or withdrawals are made twice 2 Invoices and receipts are required to document all entries 3 The other column Column K should only be used occasionally If an expenditure does not fit into columns G J call the State agency for assistance Idea Tape the monthly general journal to a large envelope i e 9x12 Once a receipt or invoice has been entered into the general journal place the receipt inside the envelope as source documentation See Appendix D Monthly General Journal SFSP SPONSOR MANUAL 26 FY 2010 Reconciled Balance You should always know how much money you have in your food service account in order to be sure you are running a non profit food service operation This calculation allows you to always know how much you have or don t have in your food service account To figure the reconciled balance you will need three things 1 Balance from the previous month 2 Total income for the month the sum of column A of the monthly general journal 3 Total expensed for the month the sum of column B of the monthly general journal Use the following formula to determine your monthly or reconciled balance Reconciled Balance Balance from previous month monthly income monthly exp
12. Ce ed o Unsubmitted UVAJRALA Uma Testing Rev No Status m Comments Submission Date Submitted By F Approvai Date Approved By SFSP SPONSOR MANUAL 77 FY 2010 Appendix B SUMMER FOOD SERVICE PROGRAM FOR CHILDREN MAXIMUM PER MEAL REIMBURSEMENT 2010 EFFECTIVE JANUARY 1 2010 DECEMBER 31 2010 COMBINED REIMBURSEMENT RATES Rural or Other Self Prep Sites Sites Breakfast 1 8475 1 8125 Lunch or Supper 3 2475 3 1950 Snacks 0 7625 0 7450 OPERATING COST Breakfast 1 6800 Lunch or Supper 2 9400 Snacks 0 6800 ADMINISTRATIVE COSTS a For meals served at rural or self preparation sites Breakfast 1675 Lunch or Supper 3075 Snacks 0825 b For meals served at other types of sites Breakfast 1325 Lunch or Supper 2550 Snacks 0650 SFSP SPONSOR MANUAL 78 FY 2010 ALABAMA DEPARTMENT OF EDUCATION DIVISION OF ADMINISTRATIVE amp FINANCIAL SERVICES CHILD NUTRITION PROGRAMS MONTGOMERY AL 36130 2101 Form SFSP M13 formerly ADC M6 Rev 01 08 NAME OF SPONSOR Summer Food Service Program INVOICE Instructions Use when vendor does not provide detailed invoice When purchases are made at local stores list food items and quantities and costs Break out non food supplies separately Attach cash register tape Appendix C Name of Vendor Store company or individual selling goods or services Food Items Food Items Purchased Quantity Cost Pur
13. If parents do not qualify instruct them to write their child s name and Do Not Qualify on the application Ifa parent refuses to complete the application write the child s name and Parent refused on the application Both of these will be categorized ineligible and should be filed as such Once households have returned the eligibility application to the sponsor review each form and make the eligibility determination Do not use the income chart on the letter to households to determine eligibility Use the Evaluation Sheet for Free Reduced Price Meal Applications SFSP M18 3 Step 1 Children Enrolled in Camp or Closed Enrolled Sites Make sure the names of the children in the household who are enrolled at the site are listed in Part 1 This must include his her LAST name and FIRST name Part 1 Children enrolled in Camp or Closed Enrolled Sites Use a separate application for each foster child Names Food Stamp TANF FDPIR number if any First Middle Initial Last Skip to Part 4 if you listed a case Nicknames show in parenthesis following the legal name For example William Billy Food Stamps or Temporary Assistance for Needy Families TANF or Food Distribution Programs on Indian Reservations FDPIR Benefits This section is to be completed by households that receive food stamps TANF or FDPIR benefits Receipt of either of these benefits result in categorical eligibility for the SFS
14. Public institutions must comply with the Alabama Bid Law which is 7500 SFSP SPONSOR MANUAL 93 FY 2010 Appendix H Continued Sample Small Purchase Documentation Form Date Quote Award Products Surveyed Vendor Vendor Price Quote Price Quote Price Quote Notes 94 SFSP SPONSOR MANUAL FY 2010 Appendix I Agreement No Albe Department of Education oer SUMMER FOOD SERVICE PROGRAM 7 Chik Nutrition Programs CYCLE MENUS FOR BREAKFAST Name of Sponsor Revised 10 07 Page of Dates to be served MILK VEGETABLES amp FRUITS GRAINS amp BREADS OPTIONAL FOODS List dates each Fluid milk 1 cup Vegetables and or fruits Bread 1 slice Or combread biscuits rolis muffins etc Lean meat or poultry or fish 1 oz Or cheese 1 oz menu will be 8 fl oz Or full strength vegetable or fruit juice 1 serving Or cold dry cereal 3 4 cup 1 oz Or eggs 1 2 large egg Or cooked dry beans or peas 1 4 cup served Or an equivalent quantity of any combination of Or cooked pasta or noodle product 1 2 cup Or peanut butter or soynut butter or other nut or seed butiers 2 tbsp vegetable s fruits and juice Or cooked cereal or cereal grains or an equivalent Or peanuts or soynuts or tree nuts or seeds 1 02 quantity of any combination of grains breads 1 2 cup Or yogurt plain or sweetened and flavored 4 oz or 1 2 cup Or an equivalent 95 SFSP SPONSOR
15. Service Program TANF Temporary Assistance for Needy Families UB Upward Bound Program USDA United States Department of Agriculture the federal agency that administers the SFSP SFSP SPONSOR MANUAL A m FY 2010 Overview of the SFSP The Summer Food Service Program was established to ensure that low income children continue to receive nutritious meals when school is not in session Free meals that meet Federal nutrition guidelines are provided to all children 18 years of age and under at approved SFSP sites in areas with significant concentrations of low income children The SFSP operates during school vacations primarily in the summer months from May through August It may also provide meals during vacation breaks where schools are operated on a year round basis or a continuous school calendar or during emergency school closures from October through April The Alabama Department of Education administers the SFSP Funding for the program is provided by the U S Department of Agriculture USDA All Program funds come from tax dollars which is why all recipient agencies must be accountable for how these funds are used The Program Serves e Children age 18 and under Persons 19 and over who have a mental or physical disability and who participated during the school year in a public or private non profit school program kS Eligibility Requirements A public or private non profit school food authority A public
16. a few items for which you may not use program funds Interest expenses this includes interest on a credit card used for food purchase Returned check fees regardless of the reason they occurred Loans you may not loan money from the SFSP account for any purpose Cola drinks whether served to children or staff Foods or beverages only consumed by adults 1 e coffee or tea Foods served to the children at times other than approved SFSP meal service times Equipment purchases that have not received State agency approval Entertainment Fines or penalties Rental or use charges for equipment and space owned by the sponsor Fundraising expenses Remember 1 Save ALL receipts and invoices 2 Keep all receipts and invoices filed by month 3 Time documentation is required for all employees Time sheets are required for any person for which only a portion of their time is reimbursed with SFSP funds These time sheets must document all activities of the employee not just the portion of time expended for SFSP activities 4 If using time sheets make sure the sheets are completed correctly and on a daily basis Keep personal expenses separate from sponsor expenses and SFSP funds 6 There must be a correlation between the foods shown on itemized grocery receipts and menu production records self prep sponsors CA SFSP SPONSOR MANUAL 22 FY 2010 Invoice Form An optional form This invoi
17. able to determine which meal a child is served Step 1 Information at the top of the form Enter required information e Name of site e Week of meal service Page of SUMMER FOOD SERVICE PROGRAM WEEKLY ROSTER OF ENROLLED CHILDREN CAMPS AND ENROLLED SITES ONLY NAME OF SITE WEEK OF FROM TO Enter the correct beginning and ending dates for each operating week Do not overlap months even if it falls within the same week If a new month begins on Tuesday for example get a new form and enter Tuesday s date as the beginning date Step 2 Name of Child Write the full name of each child on each name line Use as many pages as necessary to list all children who are enrolled at the site List names exactly as they appear on the eligibility forms and enrollment roster A copy of the enrollment roster must be properly maintained consistent with the weekly roster of enrolled children and readily retrievable for review Step 3 Date enrolled If using census data or school data to document area eligibility enter the date the child enrolled in the program If the child enrolled before the program began put the beginning date of the program If the child enrolled after the program began enter the actual date of enrollment If using meal eligibility forms enter the date the program began if the eligibility determination was made prior to program inception If the child enrolled after the program began enter the date of e
18. adults who prepare meals serve meals clean up or supervise children If permitted by sponsor meals can be served to non program adults Non program adults are adults who are not directly involved in the operation of the food service Non program adults include any sponsor administrative staff such as monitors and sponsor directors It also includes parents and State or Federal reviewers Remember Meals served to non program adults cannot be claimed for reimbursement Income received from the sale of such meals must be documented by deposit slips and recorded as income on accounting documents Step 9 Verify that all information is correct by signing and dating the Weekly Roster of Enrolled Children SFSP SPONSOR MANUAL 44 FY 2010 Not all meals served may be claimed for reimbursement Meals that cannot be claimed for reimbursement are Meals served to any child who is not enrolled at the site closed enrolled Meals served at camp to ineligible participants Meals served in excess of the approved level of meal service Meal types not approved by the State agency Meals served in excess of the two meals per day or 3 meals a day for migrant and camp programs Meals that do not meet meal pattern requirements Meals served outside the approved meal service times Meals served at unapproved locations Meals served in the temperature danger zone See Appendix F Disallowance Policy The State agency will not reimburse meal
19. agreement that payment has not been received and that records are available to support the claim understand that this information is being given in connection with the receipt of Federal funds and that deliberate misrepresentation may subject me to prosecution under applicable State and Federal criminal statutes L Approved and Submitted Electronically Authorized Signatory Joseph Larry Butler v Submission by UVAJRALA Sponsor Comments State Comments Rev No Status m Comments Submission Date Submitted By Approve Date Approved By For ame Comments fo approved UVAJRALA Initial Revision 1 20 2009 4 05 55 PM UVAJRALA ripe Lamy 1 20 2009 4 05 55 PM UVAJRALA i UWAIRALA UmaTesting Pf SFSP SPONSOR MANUAL 75 FY 2010 Appendix A Continued Program Year Jan 20 Dec 20 Revision 1 Month August 2008 Revision Status Decision Date Start Date End Date Submitted By Signature Authority 001 0000 Submission Date View Rey Comments Submission Type Joseph Larry Butler 1 20 2009 4 05 55 PM Select Comments StateUser Select Comments Approved 01 20 2008 08 01 2008 08 15 2008 UVAJRALA Unsubmitted 08 01 2008 08 15 2008 SponsorUser Period Covered by this Claim From 08 01 2008 mm dd vyvy To 08 15 2008 mm dd vyyv Period covered by this claim i 08 02 2008 1 08 16 2008 Days Served and Enrollment Days Served Calendar days 11 Lg Approved Leve
20. based on a race color national origin age sex or disability has the right to file a complaint within 180 days of the alleged discriminatory action 2 Acceptance All complaints written or verbal must be forwarded to the appropriate Regional or Food and Nutrition Service Office of Civil Rights Director 3 Forms Having a data collection form will help ensure all information necessary for evaluating the merits of the complaint is encouraged Sponsors may use its own form for documenting complaints or the sample provided in FNS Instruction 113 1 appendix E 4 Verbal Complaints In the event a complainant makes the allegations verbally or in person and refuse or is not inclined to place such allegations in writing the person to whom the allegations are made must write up the elements of the complaint for the complainant SFSP SPONSOR MANUAL 50 FY 2010 Every effort should be made to have the complainant provide the following information a b name address and telephone number or other means of contacting the complainant The specific location and name of the State agency local agency or other sub recipient delivering the service or benefit The nature of the incident or action that led the complainant to feel discrimination was a factor and an example of the method of administration that is having a disparate effect on the public potential eligible persons applicants or participants The basis on which the complain
21. bread component In a meal that contains Lasagna milk and peaches some of the children may dislike or not eat the lasagna In this case the child who disliked lasagna would not receive a sufficient amount of food By only counting the combination food i e the lasagna as one or two components and adding an additional component such as a roll it is more likely the child will receive a sufficient amount of food SFSP SPONSOR MANUAL 56 FY 2010 IX DAILY FOOD PRODUCTION RECORD A Required Form is Daily Food Production Record is used to show how much food was used to prepare the meal 1 The Daily Food Production Record is a required record Failure to have this record will result in disallowed meals during an administrative review or audit 2 The Daily Food Production Record should be completed as the meal is prepared or immediately thereafter 3 The Daily Food Production Record must show actual amounts of foods prepared Meals claimed without a complete and correct Production Record will be disallowed Daily Food Production Record Step by Step Step 1 List the name of SFSP sponsor and location of production kitchen Step 2 List the menu number 1f menu numbers are used Step 3 Write the calendar date the menu is served showing month day and year NAME OF SPONSOR Sunshine SFSP Sponsor NAME OF SITE FOOD PRODUCTION KITCHEN Township Food Service Management Company MENU NUMBER _ 1 DATE Jun
22. cents per lunch meal claimed for reimbursement Sponsors participating in the commodities program must enter into an agreement between the sponsoring organization and the State agency and submit the commodity request form indicating the amount of the item requested to the State agency along with the SFSP application materials See Appendix M Commodity Agreement Sponsors will be notified when the food arrives at the distributor s warehouse Commodities must be picked up by the sponsor from the Wood Fruitticher Grocery Company in Birmingham School systems that are vending or sponsoring SFSP may use any commodity products in inventory This includes commodities schools might have in inventory from the prior school year Sponsors should be aware of some of the basic requirements for participating in the Food Distribution Program 1 Commodities received must be used solely for the benefit of children and not be otherwise disposed of without prior written approval of the Distributing Agency 2 Sponsors must have proper facilities for the handling and storage of commodities are available SFSP SPONSOR MANUAL 68 FY 2010 3 Records pertaining to the receipt and use of commodities must be kept for a period of 3 years from the close of the fiscal year to which they pertain As a minimum the following records must be kept a b e Records and supporting documents of all commodities received including date and quantity Record of di
23. ensures that sponsor funds and personal monies are separate from SFSP funds which is required The reimbursement may only be used to support the operation of the SFSP When deciding how to best use the reimbursement sponsors must ask Is this cost reasonable and necessary Please contact the State agency should you have any questions about an allowable cost It is important to remember in considering allowable costs that the reimbursement received is based upon the number of meals served The reimbursement may or may not cover all allowable costs I I BE l MN l 1 1 Check with the State agency and FNS Instruction 796 4 Rev 4 for other allowable NM PN JU Ao CL DE node 1 Operating Costs Operating costs are costs incurred for the preparation and service of meals Allowable operating costs include but are not limited to e Food costs food service labor costs e Costs for certain nonfood supplies and e Costs for purchased services Food Costs Food costs are costs incurred by self prep sponsors purchasing ingredients for menu items that are served to children The cost for the food may include the purchase price and any associated sales tax plus charges for processing transporting storing and handling purchased or donated food Invoices receipts and itemized bills must document these costs The cost of purchasing vended meals is also a food cost It is important that these meals be bid or procured and documen
24. final audit of the program SFSP SPONSOR MANUAL 90 FY 2010 Appendix G SUMMER FOOD SERVICE PROGRAM SFSP DOCUMENTATION OF MEAL COUNTS The SFSP meal count forms are designed so that you can easily accumulate your meals counts from each site for preparing your monthly claim for reimbursement We have different forms for your use depending upon whether you have only a few sites or if you have multiple sites and collect meal counts weekly from those sites 1 If you have a few sites and prefer to maintain a monthly meal count by each site to bring forward to your claim follow these procedures and use the following forms A Complete daily meal counts at the point of service for open sites or enrolled sites M 5 M 6 B Record daily totals on the Monthly Meal Count Report by Site M 8 C Bring totals for each site to the M 8A Monthly Claim Consolidation Worksheet D Prepare Claim for Reimbursement from data on the M 8A M 6 Daily Meal Count Tally Sheet or marked Roster of Enrolled Children M 5 M 8 Monthly Meal Count Report By Site M 8A Monthly Claim Consolidation Worksheet Claim for Reimbursement 2 If you have several sites and prefer to collect meal counts on a weekly basis for each site follow these procedures and use the following forms Complete daily meal counts at the point of service for open sites or enrolled sites M 5 M 6 Record daily totals on the Weekly Meal Count Worksheet
25. funds available to meet program costs as they arise throughout the month In order to receive an advance payment you must e have executed a program agreement with the State agency request the advance payment using the SFSP web application provide budget calculations for each type of advance requested operate for 10 or more days in the month for which the advance is requested have a complete and correct application into the State agency by the deadline date provide certification of training to State agency before a second month s advance payment can be processed Once the application is approved the sponsor will no longer be able to change this request Boards of Education currently operating under NSLP school sponsors may have reduced requirements for the receipt of advance fund please contact program staff before submitting application SFSP SPONSOR MANUAL 9 FY 2010 Advance Payment Calculations Advance calculations are performed by SDE Accounting Repayment of Excess Advance Payments The State agency will require repayment of funds advanced in excess of the amount earned for meals reported on a valid claim for reimbursement When preparing your application for the program use a realistic estimate of the average number of meals expected to be served at your sites so that the advance payment calculation will more accurately reflect your initial needs Be careful Watch your participation if it is lower than previous year or w
26. hours must elapse between lunch and supper if no afternoon snack is served at non residential camp sites and sites serving primarily migrant children These sites must begin supper no later than 7 00 p m and must end service by 8 00 p m Meals served outside of the period of approved meal service shall not be eligible for program payments Any permanent or planned changes in meal service periods must be approved by the State Agency Meals must be served during the dates of program operation approved on the Site Information Document FNS 81 1 Meals served outside of the dates of program operation shall not be eligible for program payments Any changes in the dates of meal service must be approved by the State Agency No food service site may operate until personnel at the site have attended the sponsor s training session At least one person who has been trained by the sponsor must be present at each of the sponsor s sites during meal service There must be documentation in the sponsor s file that personnel have attended a training session Sponsors must record the date and attendance for each training session Personnel in attendance should sign an attendance form for the training session The list of signatures must be kept with the sponsor s program records Meals served to ineligible children at enrolled sites and camps cannot be claimed for reimbursement Information on participants eligibility must be on file to support the claim for reim
27. identify Mark one or more racial identities E Hispanic or Latino E Asian E White E American Indian or Alaska Native Not Hispanic or Latino _j Black or African American E Native Hawaiian or Other Pacific Islander Step 7 For Sponsor Use Only FOR OFFICIAL USE ONLY Annual Income Conversion Weekly x 52 Every Two Weeks x 26 Twice A Month x 24 Monthly x 12 Total Income Per L Week L Every 2 Weeks LITwice A Month L Month L Year Household Size Eligibility Determination FS TANF FDPIR J Eligible JIneligible Reason for Ineligibility J Incomplete Application J Income Too Higt Q Temporary Approval Time Period _ expires after _ days Date Withdrawn DETERMINING OFFICIAL SIGNATURE 7 DATE If the household provided a valid food stamp case number TANF or FDPIR number e Check the appropriate eligibility determination box e Determining official sign and date application using the date the eligibility determination was made If the household provided income and family size information e Use income amounts listed in Part 3B and convert to total monthly income if provided in frequencies other than monthly i e weekly biweekly or twice a month e Sum all household income amounts and put in the section Total Income e Write the number of persons included in the household Check to make sure the enrolled child s name appears in Part 3A e Use the Evaluation Sheet for Free and Reduced Price Me
28. income is reported i understand that this information is being given for the receipt of Federal funds understand that SFSP officials may verify the information understand that if I purposely give false infor mation the participant s receiving meals may lose the meal benefits and may be prosecuted under State of Federal criminal laws SIGN HERE PRINT NAME DATE ADDRESS PHONE NUMBER SOCIAL SECURITY NUMBER Lj do not have a Social Security Number Remember 1 An adult household member MUST sign every eligibility application 2 Every eligibility application MUST include the social security number of the person who signs the application unless a case number for categorically eligible benefits has been provided or if the application is made on behalf of a foster child If the adult household member signing the application does not have a social security number then check the box labeled I do not have a Social Security Number 3 Applications that are not signed by an adult household member are INCOMPLETE and CANNOT be approved SFSP SPONSOR MANUAL 36 FY 2010 Step 6 Race and Ethnicity Households are asked to identify the racial and ethnic identity of their child ren Parent s provision of this information is voluntary and failure to provide the information must not affect the child s eligibility for benefits Part 5 Participant s ethnic and racial identities Optional Mark one ethnic
29. information pertaining to the sponsor e The official representative must sign and date the form on page two SFSP Procurement Responsibilities e Maintain a contract administration system e Maintain a written code of standards of conduct governing the performance of employees Provide for a review of proposed procurements Make awards only to responsible contractors Maintain records to document procurement history Conduct procurement procedures to provide for full and open competition Conduct procurements without imposing State or local geographical preferences Have written selection procedures Prohibit contractors involved in writing specifications requests for proposal contract terms and conditions from bidding on goods or services There are four methods of procurement food supplies equipment services in the SFSP e Formal Bid Procedures e Small Purchase Procedures e Noncompetitive Negotiations e Emergency Purchase Procedures Public Agencies State local municipal or county governmental entities public colleges and universities e Must conform to Alabama Bid Law e Formal bids must be let for purchases of 15 000 or more e Small purchase procedures for goods services valued at less than 15 000 Private Non Profit Organizations e Can choose their option either the Federal threshold or the institution s own threshold if lower e Federal Requirement SFSP SPONSOR MANUAL 47 FY 2010 1 Small purchase procedures for
30. maximum number of meals is claimed for any child on any day depending on the type of SFSP site All expenditures are recorded in a record keeping bookkeeping system Receipts or other documentation is available for all reported expenditures Bank statements are reconciled on a monthly basis Sponsor operates a non profit food service operation N Remember ee 1 Keep all records to support claims for FOUR YEARS or longer if an audit review appeal has not been resolved 2 All SFSP records must be kept at the sponsor office during the sponsor s regular business hours SFSP SPONSOR MANUAL 31 FY 2010 SPONSOR MONITORING OF SITES Each sponsoring organization must have sufficient staff to perform required monitoring responsibilities at all SFSP sites This is to ensure that there is effective oversight of program operations To meet program monitoring requirements USDA recommends one monitor for every 15 to 20 sites in urban areas The number of monitors necessary for rural sites may increase depending upon the geographic area to be covered A sponsoring organization must submit a staffing pattern as part of its SFSP application agreement The State agency shall review the sponsor s application to determine if this minimum standard is sufficient or if an organization should be required to hire additional monitoring staff Returning sponsors must complete a schedule of program monitoring to be kept on file at the sponsoring o
31. meals during the month create a revision using the SFSP web application wait for State agency approval The non operating site should not appear on the site data sheet Wi Period Covered By This Claim Must be for the actual period of time in which meals were served during the claim month at this Site B The From date must be for the first day of the month on which meals were served This date will not always fall on the first calendar day of the month B The To date must be the last day of the month on which meals were served This date will not always fall on the last calendar day of the month B No of Days Served The actual number of days in which meals were served at that site Do not include holidays or weekends unless the site was approved and served meals on those days E Days served must equal the number of days in which the site is approved to operate B Highest No of Children Served Enter the highest number of children served on any one day during the claim month for each meal type For Camp Only Highest Number Enrolled and Eligible B The highest number of children Enrolled is defined as the total of children enrolled for any session during the PERIOD COVERED BY THE CLAIM at each site B The highest number of children Eligible is defined as the total number of children eligible for free or reduced price meals for any session during the PERIOD COVERED BY THE CLAIM at each site SFSP SPONSOR MANUAL 12
32. of Meals X Reimbursement Served Rate 10 000 Breakfasts 20 007 Lunches 1 505 Suppers 5 000 Snacks Total A pA v X Activity 5 Using the current reimbursement rates for sponsors serving vended meals not classified as rural calculate the administrative reimbursement for the following meals Number of Meals X Reimbursement Served Rate 10 000 Breakfasts 20 007 Lunches 1 505 Suppers 5 000 Snacks Total PA vA v X SFSP SPONSOR MANUAL 15 FY 2010 IIl DOCUMENTING PROGRAM COSTS This section will help sponsors identify the acceptable forms of documentation for all costs associated with the SFSP SAVE YOUR INVOICES amp RECEIPTS Every organization that participates in the SFSP must operate a nonprofit food service program This means that ALL of the money you receive in SFSP reimbursement MUST be used ONLY in the food service operation Sponsors must retain copies of all revenues received and expenses paid from the food service account To document the use of SFSP funds you must have three types of documentation Written receipt invoice for product or service Payment documentation such as a canceled check and A tracking system that documents SFSP funds received and expended Your SFSP should have a separate checking account for SFSP funds only This allows for clear accountability of how the money is being spent It also
33. or oz cup or oz cup or 1 oz product cup cup 5 cup Cooked Cereal or cereal grains cup l5 cup l5 cup or an equivalent quantity of any combination of grains breads Meat and Meat Alternates Optional Lean meat or poultry or fish 1 oz 2 oz 1 oz Cheese 1 oz 2 oz 1 oz Eggs large egg 1 large egg large egg Cooked dry beans or peas I4 cup l5 cup 4 cup Peanut butter or soy nut butter or other nut or seed butters 2 tbsp 4 tbsp 2 tbsp Peanuts or soy nuts or tree nuts 1 oz 1 oz 50 1 oz or seeds Yogurt plain or sweetened and flavored Alternate Protein Product Any equivalent quantity of any combination of the above meat meat alternates 4 oz or 2 cup 1 oz 8 oz or 1 cup 2 oz 4 oz or 2 cup 1 oz For the purpose of this table a cup means a standard measuring cup SFSP SPONSOR MANUAL FY 2010 52 Crediting Foods in SFSP Important words Creditable Foods Those foods that may be counted toward meeting the meal pattern requirements for a reimbursable meal Foods are determined to be creditable based upon the following factors 1 Nutrient content Customary function in a meal Compliance with regulations governing the Child Nutrition Programs Compliance with FDA s Standards of Identity Compliance with USDA s standards for meat and meat products and Compliance with administrative policy decision on the crediting of popular foods QUY deos tS Non Cred
34. policy this institution is prohib ited from discriminating on the basis or race color national origin sex age or disability To file a complaint of discrimination write to USDA Director Office of Civil Rights 1400 Independence Avenue SW Washington DC 20250 9410 or call 800 795 3272 or 202 720 6382 TTY USDA is an equal opportunity provider and employer Income to Report Wages salaries tips Strike benefits Unemployment compensation Workman s compensation Net income from self owned business or farm Welfare Child Support Alimony Public assistance payments Welfare payments Alimony payments Child support payments Pensions Retirement Social Security Pensions Retirement income Social Security Veteran payments Supplemental Security Income Earnings from second job Disability benefits Interest Dividends Cash withdrawn from Savings Income from Estates Trusts Investments Regular contributions from persons not living in the household Net Royalties Annuities Net Rental income Any other income that may be available to pay for the child s meals SFSP SPONSOR MANUAL FY 2010 Summer Food Service Program Income Eligibility Guidelines USDA s Income Eligibility Guidelines for reduced price school meals the basis of SFSP meal eligibility are equal to 185 percent of the Office of Management and Budget s nonfarm income poverty guidelines Households with income less than or equal to these values are eligible for fre
35. that are taken off site It does not refer to the permissible practice of allowing children to take a piece of fruit or vegetable off site The approved site level can be found on page 5 of the Site Information Document FNS 81 1 All meals served above this level should be disallowed The approved level represents the maximum number of meals sponsors can serve at each meal service for each site and claim for reimbursement Ifa sponsor determines that the approved level is too low the sponsor may seek an adjustment by submitting a written request to the State Agency All children in attendance at the site must receive a meal before any child can be served a second meal Sponsors must plan for and adjust meal orders with the objective of serving only one meal to each child at each meal service Sponsors may claim for reimbursement a number of second meals which do not exceed 2 of the number of first meals served to children for each type breakfast lunch supplement supper during the claiming period If the sponsor is attempting to do this second meals should not be disallowed even if on a particular day they exceed 2 However if the sponsor is not implementing a procedure to plan or order on the basis of one meal per child at each meal service seconds should be disallowed even if they are less than 2 Sites will be allowed to stabilize operations during the first week Therefore no disallowances will be made during the first week of o
36. training for both administrative and site staff Reviewing eligibility applications Consolidating meal count documents Completing the monthly claim for reimbursement and Monitoring visits The costs of administrative labor must be documented Records that must be maintained include payroll records and time documentation The value of volunteer labor may not be claimed under this or any other cost category Most persons administering the SFSP have other responsibilities In this case a time sheet is required to indicate actual hours worked and duties performed The time sheet must account for the total hours worked by the individual not just SFSP time Other Administrative Costs Costs incurred for supplies used to administer the SFSP may include e Costs for setting up and maintaining a separate checking account including monthly service charges and the costs of checks Costs of printing or reproducing materials that are used for the food service operation Office supplies used to support the SFSP Telephone calls used to support the SFSP Postage necessary for the sponsor food service operation Itemized receipts invoices and other records must be kept to document all costs In addition the proportion of a sponsoring organization s expenditures for office supplies professional activities training transportation and other allowable costs that are applicable to the SFSP must be supported with documentation When vehicles owned by the sponso
37. will be submitted to the governing board for approval B Small Purchase Procedures If the total amount of purchase for like items is less than 100 000 in aggregate value purchases shall be made by use of the small purchase procedure as follows 1 Develop specifications and instructions for all items 2 Obtain price quotations from an adequate number of suppliers 3 Prepare a price quote documentation sheet and indicate the supplier who was awarded the quote 4 Submit documentation sheet to review official C Noncompetitive Negotiations Noncompetitive negotiations will be used to purchase items 1 which are available from a single source 2 one time purchases of a new food item in order to determine acceptance and 3 sample for testing purposes A log of all noncompetitive negotiation purchases shall be maintained and reviewed by the review official D Emergency Purchase Procedures If it is necessary to make an emergency purchase in order to continue service the purchase shall be made and a log of such purchases shall be maintained and reviewed by the designated authorized sponsor representative The log of emergency purchases shall show 1 Item name 2 Dollar amount 3 Vendor 4 Reason for emergency purchase PROCUREMENT RECORD RETENTION The following records will be maintained for a period of three years plus the current year Records of all telephone quotations Logs of all emergency and noncompetitive purchases All w
38. 0 2009 08 01 2008 08 15 2008 UVAJRALA Joseph Larry Butler 1 20 2009 4 05 55 PM Select Comments StateUser Unsubmitted 08 01 2008 08 15 2008 Select Comments SponsorUser Sponsoring Organization s Period Covered by this Claim From 08 01 2008 mm dd vyyy To 08 15 2008 mm dd yyyy Period covered by this claim From j Days Served and Enrollment Days Served Calendar days 11 Breakfast AM Snack Approved Level of Meal service 100 0 Highest Daily No Children Served First Meals Served Include Test Meals Seconds Meals Served Comments Certification Please make sure that the data on this form is correct CI certify that to the best of my knowledge this report and claim for reimbursement is true correct and executed according to the terms of agreement that payment has not been received and that records are available to support the claim understand that this information is being given in connection with the receipt of Federal funds and that deliberate misrepresentation may subject me to prosecution under applicable State and Federal criminal statutes C Approved and Submitted Electronically Authorized Signatory Joseph Larry Butler Submission by UVAJRALA Sponsor Comments State Comments Signatory Decision Name Comments NUTS UVAJRALA Initial Revision 1 20 2009 4 05 55 PM UVAJRALA monnit pese Lany 1 20 2009 4 05 55 PM UVAJRALA
39. 20 036 26 955 33 874 40 793 47 712 54 631 61 550 68 469 36 919 Month 1 670 2 247 2 823 3 400 3 976 4 553 5 130 5 706 Week 386 519 652 785 918 1 051 1 184 1 317 NOTE To convert weekly income figures to annual figures multiply weekly income by 52 To convert twice monthly income figures to annual figures multiply bi weekly income by 24 To convert bi weekly every 2 weeks income figures to annual figures multiply income by 26 SFSP SPONSOR MANUAL FY 2010 85 Appendix F Alabama Department of Education Division of Administrative and Financial Services Child Nutrition Programs Rev 01 09 SUMMER FOOD SERVICE PROGRAM POLICY AND PROCEDURES FOR DISALLOWING REIMBURSEMENT OF PROGRAM FUNDS Sponsor may only claim for reimbursement those meals that meet all Summer Food Service Program requirements Reimbursement may not be claimed when the program violations listed below have been determined Ifa decision is made to disallow meals the State Agency should document the violations on the review instrument REMEMBER Meals can be disallowed only after having been recorded on the daily meal records as served to children A meal not claimed for reimbursement cannot be disallowed This is why it is essential for the reviewer to remain at the site until the daily meal records have been completed Each of the violations is discussed below PROGRAM VIOLATION DESCRIPTION DISALLOW MEAL FOR DISALLOW COST REIMBURSEMENT Me
40. Column B and under Admin Labor Col E or under Food Labor col H along with the date person s name and check number in the appropriate columns b When the sponsor sends the withholding monies FICA Federal Taxes State Taxes etc along with the employer s contributions to the designated federal or state office these pay ments should be entered in Column B and under Administrative Labor if they are for per sonnel in administration or under Food Labor if they were withheld for personnel in food service The name of the office to which sent the date and check number should also be recorded To balance this journal at the end of the month Total all columns Total of Column A totals of Columns C D Total of Column B totals of Columns E F G H i J K SFSP SPONSOR MANUAL 81 FY 2010 Alabama Department of Education Division of Administrative and Financial Servicas Child Nutrition Programs erty Aum 301302101 SAMPLE LETTER TO HOUSEHOLDS SFSP M18 1 SUMMER FOOD SERVICE PROGRAM Dear Parent Guardian The participates in the Summer Food Service Program for Children Name of Sponsor Please help us comply with the U S Department of Agriculture requirements for determining eligibility for free program meals This information is necessary so that we may receive reimbursement for the meals served to eligible children in our program If you now get food stamps Temporary Assistance for Needy Families TA
41. FY 2010 B No of st Meals Served Enter the monthly total of eligible 1st meals served for each meal type Include all test meals in the Ist meals totals for each meal type B No of 2nd Meals Served Enter the monthly total of eligible 2nd meals served for each meal type Please note that the total of 2nd meal types claimed for all sites during the claim period cannot exceed 2 of 1st meal types claimed for all sites Review and Edits The site data sheet compares the information entered to the approved application Review the summary table below and check your application to ensure the site classifications are correct Amend your application if you need to This will save time and help to correct any problems before the claim is submitted to the State agency Application Entries Application Pages to Correct Check site names If you close a site contact state agency Contact state agency in order that revision process can be completed before time for site data submission Site classification rural self prep other Site Document Page 1 Question 3 Site type closed enrolled checks for license capacity Site Document Page 2 Question 5 Calendar Approved start and end dates affect maximum Site Document Page 3 Question 6 meal counts Maximum meals allowed number of days served Site Document Page 3 Question 6 multiplied by highest number of children served Meal Type Meal Times Meal Prepar
42. ION Your eligibility may be checked by officials of the sponsoring organization any time during the program year You may be asked to send information to prove that your child should get free meals FAIR HEARING If you do not agree with the sponsor s decision on your application or the results of verification you may wish to discuss it with the sponsoring organization You also have the right to a fair hearing You can do this by calling or writing the following official Name Telephone Number Address CONFIDENTIALITY The information you give on the application will be used to allow your child to get free meals verify eligibility and ensure proper administration and enforcement of the Program REAPPLICATION You may apply for free meals at any time during the program year If you are not eligible now but have a change Such as a decrease in household income an increase in household size become unemployed or get food stamps or TANF for your child fill out an application then In accordance with Federal law and U S Department of Agriculture policy this institution is prohibited from discriminating on the basis of race color national origin sex age or disability To file a complaint of discrimination write USDA Director Office of Civil Rights 1400 Independence Avenue SW Washington D C 20250 9410 or call 800 795 3272 or 202 720 6382 TTY USDA is an equal opportunity provider and employer You will be notif
43. MANUAL FY 2010 Appendix I Continued Alabama Department of Education G Division of Administrative and Financial Services Child Nutrition Programs SFSP 14 Revised 10 07 SUMMER FOOD SERVICE PROGRAM CYCLE MENUS FOR LUNCH Dates to be served MILK MEAT amp MEAT ALTERNATES VEGETABLES amp FRUITS List dates each Fluid milk 1 cup Lean meat or poultry or fish 2 oz Or cheese 2 oz Or Vegetable s and or fruit s 3 4 cup menu will be 8 fl oz eggs 1 large egg Or cooked dry beans or peas 1 2 cup total Or full strength vegetable or fruit Or peanut butter or soynut butter or other nut or seed but juice or an equivalent quantity of any ters 4 tbsp Or peanuts or soynuts or tree nuts or seeds combination of vegetable s fruit s 1 oz Or yogurt plain or sweetened and flavored B oz or and juice 1 cup Or an equivalent quantity of any combination of the Agreement No Name of Sponsor Page GRAINS amp BREADS Bread 1 slice Or cornbread bis cuits rolls muffins etc 1 serving Or cooked pasta or noodle product 1 2 cup Or cooked cereal or cereal grains or an equivalent quantity of any combination of grains breads of OPTIONAL FOODS Not required to meet the meal pattern Remember Keep fat salt and sugar at moderate levols L O polo 96 SFSP SPONSOR MANUAL FY 2010 Appendix I Continued Agreement No Alabama Department of Education SUMMER FOOD SERVICE PROGRAM Cid Nutrition Prog
44. NF Food Distribution Program on Indian Reservations FDPIR benefits for your child that child can get free meals If your total household income is at or below the amounts indicated on the Income Eligibility Guidelines listed below your child is eli gible for free meals If you have a foster child that child may be eligible for benefits regardless of household income SUMMER FOOD SERVICE PROGRAM income sque hepato Tom To get free meals for your child carefully complete the application and s i return it to the sponsoring organization If you now get food stamps or Household Size Annual Month Week TANF benefits for your child the application must have the child s 20 036 1 670 386 name your food stamp or TANF identification number and the signature 26 955 2 247 519 of an adult household member If you do not list a food stamp or TANF 33 874 2 823 652 identification number the application must have the names of everyone 40 793 3 400 785 in the household the amount of income each household member now 47 712 3 976 918 gets where it comes from how often it is received and the social secu 54 631 4 553 1 051 rity number of the household member who signs the application or an 61 550 5 130 1 184 indication that the member does not have a social security number An 68 469 5 706 1 317 application that is not complete cannot be approved HOW TO APPLY FOR EACH ADDITIONAL PERSON ADD 6 919 577 134 OTHER INFORMATION VERIFICAT
45. Number SSN or an indication that the adult signing the application does not have a SSN e KS e o 1 gt t e t e t Ideas for getting parents to turn in a completed eligibility form 1 Complete Part 1 enrolled child s name for each child enrolled in the SFSP before issuing the form to the households 2 Have parents complete the form on site See Appendix E Meal Benefit Eligibility Form SFSP SPONSOR MANUAL 38 FY 2010 V MEAL COUNTS ccurate point of service meal counts are imperative A point of service meal Ax refers to meals counted as they are served This ensures an accurate number of meals served is obtained and reported Meal counts should represent only the number of meals actually served to children Only meals containing all components and served to eligible children can be claimed for reimbursement Counting meals at the point of service allows site personnel to ensure that only complete meals are served Children s Meals Report all of the meals served to children ages 18 and under for reimbursement A trained staff person who counts and records the number of children receiving reimbursable meals must document these complete meals as they are served Be sure to include any complete second meals that may have been served The number of complete second meals claimed for reimbursement cannot exceed 2 of the total number of first meals served by meal type within the same claim period
46. P The TANF identification number will be the head of household s nine digit social security number Rarely a reviewer might encounter a 900T number This is a temporary nine digit number beginning with the number nine 9 and ending with the letter T This number is valid only until the recipient receives a permanent social security number The food stamp case number is a randomly assigned nine digit number Step 2 Foster Child If the eligibility application is completed on behalf of a foster child the household will check the line in PART 2 Only the foster child s personal use income should be listed The amount of money the foster parent receives for the care of the child should NOT be listed neither in PART 2 nor PART 3 SFSP SPONSOR MANUAL 94 FY 2010 Part 2 Foster Child In certain cases foster children are eligible for free and reduced price meals regardless of household income If a foster child lives with you check this box and then list the amount of the child s personal use monthly income Please contact at if you have questions Skip to Part 4 NAME OF SPONSOR PHONE NUMBER Remember 1 A foster child is considered a household size of ONE Only the personal use income is used to make the eligibility determination using the Income Eligibility Guidelines Personal use income is defined as money given by a welfare office for the child s personal use and all money the child received from his or
47. PONSOR DIVISION OF ADMINISTRATIVE AND FINANCIAL SERVICES NAME OF SITE FOOD CHILD NUTRITION PROGRAMS SUMMER FOOD SERVICE PROGRAM PRODUCTION KITCHEN SFSP M9 Revised 12 07 DAILY FOOD PRODUCTION PLAN MENU NUMBER DATE NUMBER OF MEALS TYPE OF MEAL Please check CHILDREN Planned or Ordered MENU ITEM ist each Item MILK BREAKFAST LUNCH B SUPPER OJ MINIMUM QUANTITY TO MEAT MEAT ALTERNATE FRUIT VEGETABLE GRAINS BREADS OTHER FOODS COMMENTS 100 Signature of Person Completing Form THIS IS A PERMANENT SOURCE DOCUMENT AND MUST BE RETAINED FOR A PERIOD OF 3 YEARS AFTER THE END OF THE FISCAL YEAR TO WHICH IT PERTAINS SFSP SPONSOR MANUAL FY 2010 Appendix K ALABAMA DEPARTMENT OF PUBLIC HEALTH PLEASE PRINT APPLICATION FOR A PERMIT TO OPERATE Date Name of Establishment County Street Address Establishment Phone City Town Zip Code Name of Owner Proprietor Mailing Address Owner City Owner State _AL Manager s Name Smoking Preference Smoking Non Smoking Designated Smoking TYPE OF PERMIT Check one Food Service Establishment Seating Capacity Catering Mobile Food Service Mobile Food Commissary Food Processing Establishment Retail Food Store Limited Food Service Establishment Limited Retail Food Store
48. Receipt invoice Copy paper 12 23 12 23 Receipt invoice Oranges 102 69 102 69 Receipt invoice Oven rental 250 00 250 00 Lease agreement invoice Paper bags 56 51 56 51 Receipts Invoice Delivery truck rental 500 28 500 28 Lease agreement receipt invoice Rental of kitchen 653 9 653 91 Lease agreement receipt invoice Total SFSP SPONSOR MANUAL FY 2010 105 Activity 9 Breakfast Tuesday No F V Wednesday No Grain Bread AM Snack Monday Same component Wednesday Pudding not creditable Lunch Tuesday Missing F V Wednesday Missing milk and Grain Bread Friday Missing milk PM Snack Monday Potato chips not creditable Wednesday Same component Thursday Same component Supper Thursday Missing F V or M MA Friday Inadequate F V SFSP SPONSOR MANUAL FY 2010 Appendix N Continued 106
49. S amp FRUITS List dates each Fluid milk 1 cup Lean meat or poultry or fish 1 oz Or cheese 1 oz Vegetable s and or fruit s 3 4 cup 6 fl oz 1 Or ful menu will be 8 fl oz Or eggs 1 2 large egg Or cooked dry beans or peas 1 4 cup strength vegetable or fruit juice or an equivalent GRAINS amp BREADS Bread 1 slice Or cornbread biscuits rolls muffins etc 1 serving Or cold dry cereal 3 4 cup 1 oz Or cooked served Or peanut butter or soynut butter or other nut or seed quantity of any combination of vegetable s fruits and pasta or noodle product 1 2 cup Or cooked cereal or butters 2 tbsp juice 3 4 cup 6 fl oz cereal grains or an equivalent quantity of any Or peanuts or soynuts or tree nuts or seeds 1 oz Juice cannot be served with milk combination of grains breads 1 2 cup Or yogurt plain or sweetened and flavored 4 oz or 1 2 cup Or an equivalent quantity of any combination of the above meat meat altemates 98 SFSP SPONSOR MANUAL FY 2010 Appendix J ALABAMA DEPARTMENT OF EDUCATION DIVISION OF ADMINISTRATIVE AND FINANCIAL SERVICES ie PROGRAMS Revised 12 07 SUMMER FOOD SERVICE PROGRAM ALABAMA DEPARTMENT OF EDUCATION CHILD NUTRITION PROGRAMS DAILY FOOD PRODUCTION PLAN 1 Name of Sponsor Self explanatory 2 Name of Site Self explanatory 3 Write the calendar date this menu is served showing month day and year 4 Indicate menu number if cycle menus are used 5 Indicate type of mea
50. SFSP Invoice Form SFSP Monthly General Journal Meal Benefit Eligibility Letter and Form Disallowance Policy Documentation of Meal Counts Flowchart SFSP Procurement Plan Cycle Menu Forms SFSP Daily Food Production Plan ADPH Application for Permit Report ADPH Inspection Report Commodity Agreement Activity Answers SUMMER FOOD SERVICE PROGRAM United States Department of Agriculture USDA iL USDA Southeast Regional Office Atlanta ilL Alabama Department of Education Pre School Nutrition Programs tt SFSP Sponsors Throughout Alabama Public or private nonprofit SFAs Public or private colleges or universities NYSP or UB Units of local county municipal or state gov t e Public or private nonprofit camps e Any other type of private nonprofit organization BE Sites Throughout Alabama SFSP SPONSOR MANUAL ay ie FY 2010 Acronyms used in the Summer Food Service Program ALSDE Alabama State Department of Education CNP Child Nutrition Programs DHR Department of Human Resources FDPIR Food Distribution Programs on Indian Reservations FNS Food and Nutrition Services the part of USDA that administers SFSP FSMC Food Service Management Companies NYSP National Youth Sports Program OTE One Time Exception IRS Internal Revenue Service SDE Alabama State Department of Education SFA School Food Authority SFSP Summer Food
51. Summer Food Service Program Sponsor Manual Alabama Department of Education Child Nutrition Programs P O Box 302101 5301 Gordon Persons Building Montgomery AL 36130 2101 Phone 334 242 8249 Fax 334 242 2475 No person shall be denied employment be excluded from participation in be denied the benefits of or be subjected to discrimination in any program or activity on the basis of disability gender race religion national origin color age or genetics Ref Sec 1983 Civil Rights Act 42 U S C Title VI and VII Civil Rights Act of 1964 Rehabilitation Act of 1973 Sec 504 Age Discrimination in Employment Act The Americans with Disabilities Act of 1990 and The Americans with Disabilities Act Amendments Act of 2008 Equal Pay Act of 1963 Title IX of the Education Amendment of 1972 Title Il of the Genetic Information Nondiscrimination Act of 2008 Title IX Coordinator P O Box 302101 Montgomery Alabama 36130 2101 or call 334 242 8165 In accordance with Federal law and U S Department of Agriculture policy this institution is prohibited from discriminating on the basis of race color national origin sex age or disability To file a claim of discrimination write USDA Director Office of Civil Rights 1400 Independence Avenue SW Washington D C 20250 9410 or call 800 795 3272 or 202 720 6382 TTY USDA is an equal opportunity provider and employer SFSP SPONSOR MANUAL FY 2010 Table of Contents
52. aim must be submitted to the Alabama Department of Education Claims for reimbursement must reflect only meals that meet SFSP requirements and are actually served to eligible children during the claiming period See Appendix B for 2010 Reimbursement Rates Estimated Meal Reimbursement To figure the estimated total of reimbursement for operating and administering the program simply multiply the number of reimbursable meals by type by the appropriate rates of reimbursement Test meals would be included in the meals served See end of this section for activities for Estimating Reimbursement ADVANCE PAYMENTS Sponsors who have executed program agreements may be eligible for advance payments if requested These payments are to assist the sponsor in meeting operating and or administrative costs Although sponsors are no longer required to categorize costs as operational or administrative when submitting claims for reimbursement advance payments are still categorized as such When determining the amount of the advance payment the State agency will make the best possible estimate based on the sponsor s request and any other available data These payments are advances on the reimbursement that sponsors will receive for a month of operations and will be deducted from future reimbursement payments Advances may be adjusted based on reduced program participation or State monitoring efforts The advances should help maintain a positive cash flow by making
53. aim submissions B Check meal counts thoroughly B Check due date of claim and make sure it is submitted on time See Appendix N for answers to activities Activity 1 Claim Deadlines 30 days for initial claim and 90 days for upward revised always submit for downward revisions REPORT MONTH DUE DATE Initial Claim REVISED CLAIM May 2010 June 30 2010 August 29 2010 June 2010 July 30 2010 September 28 2010 Write in the deadline date for claim submission for the following months May revised claim June initial claim Activity 2 The following meals were served as first meals to children Calculate how many documented second meals served to children may be claimed Example If 282 first meals were served what is the maximum number of second meals that can be claimed 282 x 02 2 5 64 or 5 First Meals Second Meals 1 218 x 02 or 546 x 02 or 3 109 x 02 or SFSP SPONSOR MANUAL 14 FY 2010 Activity 3 Using the current reimbursement rates Appendix B calculate the maximum operating reimbursement for the following meals Number of Meals X Reimbursement S Served Rate 10 000 Breakfasts 20 007 Lunches 1 505 Suppers 5 000 Snacks Total A vA gt Activity 4 Using the current Rural Self Preparation reimbursement rates calculate the maximum administrative reimbursement for the following meals Number
54. al Applications SFSP M18 3 to determine eligibility Find the household size on the evaluation sheet and move to the monthly income column Ifthe monthly income amount is less than or equal to the income shown in the column the household is eligible for program benefits If the monthly income amount is more than the amount shown in the column the household is ineligible e Determining official sign and date application using the date the eligibility determination was made SFSP SPONSOR MANUAL 37 FY 2010 Remember e Make sure the enrolled child is included in the total household count e Make sure the eligibility form is complete If something is missing contact the household to clarify the information e The determining official must complete the For Official Use Only section of the form e The date signed by the determining official must be the same or later than the date signed by the adult household member Eligibility Application Summary Categorical Eligibility A complete application for households with case numbers must include Child s name Case number of Food Stamps TANF Identification Number or FDPIR Number Signature of adult household member Income and Family Size A complete application for households without case numbers must include Child s name Names of all household members Current monthly income for each household member by source Signature of an adult household member Social Security
55. allowed from reimbursement During the review of sponsors in which more than one site must be reviewed a meal analysis must be completed based on total meals prepared and delivered to the sponsor for each day a site is reviewed in addition to the meal analysis completed during the review of the food service management company or on site food preparation facility When only one 1 site review is required the meal analysis should be completed for total meals prepared and delivered to sites by the food service management company The meal analysis should be completed for the meal observed Remember The entire meal must be disallowed for reimbursement if any component does not meet minimum standards SFSP SPONSOR MANUAL 86 FY 2010 Appendix F Continued DISALLOW MEAL FOR DISALLOW COST REIMBURSEMENT PROGRAM VIOLATION DESCRIPTION c Incomplete Food Production Record c A meal analysis should be made of the meals which are prepared and served during Food Cost In a vended Meals are not delivered as a complete unit 225 6 h 2 i 225 6 h 3 Meals served at non approved site 225 6 d 225 6 e 7 Meals consumed off site 225 6 e 15 225 1 1 c vii Meals served in excess of the site s approved level of meal service 225 6 d 2 225 9 f 225 11 e 3 225 15 b 2 3 Excessive second meals served 225 11 e 225 15 b 3 225 15 b 4 the review Production plans are required and should include sufficient infor
56. als served to adults amp claimed as Meals served to program or non program adults are not necessarily a violation The Food Cost children s meals reviewer should check to be sure that the adult meals are not included in the number of 225 9 d 5 meals served to children on the daily meal count records Only when adult meals are 225 15 b 3 counted as children s meals does it become a site level violation However the total number of meals for which operating costs are claimed may exceed the approved level of meal service if the meals exceeding this level were served to adults performing necessary food service labor in accordance with 225 9 f Meals are deficient and do not meet meal service requirements 225 11 c 4 225 16 Missing or inadequate components a Meals are observed to be deficient as a result of missing or inadequate components a Yes but only those Only those meals should be disallowed for reimbursement unless it is obvious that observed unless it is all meals were the same Example Sponsor served a 1 oz hot dog with no other obvious that all meals meat meat alternate were the same Example Sponsor served a 1 oz hot dog with no other meat meat alternate b Meal analysis of food production b Meals are determined to be deficient based on meal analysis of the food production b Yes records record If deficient meals are determined during the review all food cost for all meals identified must be dis
57. ands often whenever hands are visibly dirty and before Beginning food preparation Putting on disposable gloves Serving food to children Wash hands after Arriving at work and after breaks Using the restroom and then again at the hand washing sink Eating drinking smoking or chewing tobacco or gum Using the phone Using a handkerchief or a tissue Handling inventory Handling raw food Touching or scratching areas of the body such as ears mouth nose or hair Coughing or sneezing Clearing or cleaning tables Clearing scraping or washing dirty plates or utensils Handling garbage Handling money Touching soiled aprons clothing or dirty surfaces Using cleaning chemicals DODCODOCODODODDDDDODCOCOOCOOUO Hands should be washed using warm water First wet hands and then lather with soap Thoroughly wash and rinse Turn running water off with a paper towel and dry hands with a paper towel SFSP SPONSOR MANUAL 62 FY 2010 The Danger Zone Cooking food to a safe internal temperature is an essential step in the food safety process When food is to be served hot it should be kept in hot holding equipment above 140 degrees F Cold food should be kept below 41 degrees F in a refrigeration unit or surrounded by ice When foods are in the danger zone harmful microorganisms that cause contamination can grow very rapidly Keep the internal temperature of food below 41 degrees F or above 140 degrees F Moving Foods Quickly Through t
58. ant believes discrimination exists The bases for nondiscrimination are race color national origin age disability or sex The names telephone numbers titles and business or personal addresses of persons who may have knowledge of the alleged discriminatory action and The date s during which the alleged discriminatory actions occurred or if continuing the duration of such actions 5 Written documentation of the complaint must be submitted to either the State Department of Education Child Nutrition Programs Food and Nutrition Service Headquarters Civil Rights Division or the Food and Nutrition Service Regional Office of Civil Rights within three working days from the date the complaint is received SFSP SPONSOR MANUAL FY 2010 VIII SFSP MEAL PATTERNS Food Components Breakfast Select foods from all 3 components Lunch or Supper Select foods from all 4 components Snack Choose 2 of the 4 components Milk Milk fluid 1 cup 8 fl oz 1 cup 8 fl oz 1 cup 8 fl oz Vegetables and or Fruits Vegetables s and or fruit s Or Full strength vegetable or fruit cup 3 4 cup total cup juice or an equivalent quantity of any combination of cup 4 fl oz 3 4 cup 6 fl oz vegetables s fruit s and juice Grains and Breads Bread 1 slice 1 slice 1 slice Cornbread biscuits rolls 1 serving 1 serving 1 serving muffins etc Cold dry cereal Cooked pasta or noodle cup
59. ation Type Site Document Page 4 Question 7 Approved Level Meal Service Site Document Page 5 Question 8 Edit Check Formulas E Days of operation must be equal to number of days approved on the application B Meals claimed cannot exceed the maximum expected meals Maximum expected meals are calculated by taking the number of days served multiplied by the approved level of meal service B Maximum meals allowed number of days served multiplied by highest no of children served If meal counts exceed this amount a review of meal count documents is necessary B Highest number of children served must be reported correctly Compare this to the approved level of meal service and do not claim any meals served over approved level of meal service You will receive a warning when trying to submit site data sheet 1s this is incorrect You may need to contact the state agency B Number of days served is equal to State agency approved days Do not include meals on days not approved SFSP SPONSOR MANUAL 13 FY 2010 B Total second meals for all sites for the calendar month is less than or equal to the Total Ist meals for all sites for the same period of time for the same meal type Breakfast Lunch etc multiplied by 2 Last chance Before you are ready to submit the site data sheet claim review the following WI For sponsoring organization operating more than one CNP program coordinate with other program staff to ensure accurate and timely cl
60. bursement Sponsors must keep full and accurate records so that they can substantiate the allowable administrative and operating cost and the number of program meals that they have submitted on each claim for reimbursement The food service management company and self preparation sponsors shall have State or local health certification for the facility in which program meals are prepared It shall insure that health and sanitation requirements are met at all times The storage preparation service and holding of food items shall be within the proper temperature range as prescribed by the local health department 68 Appendix F Continued DISALLOW MEAL FOR DISALLOW COST REIMBURSEMENT Yes Appendix F Continued 17 PROGRAM VIOLATION Food service management company delivering meals outside designated delivery time 225 16 c 5 225 6 h 2 x 225 6 h 2 ix Menu changed or components substituted without the prior approval from the sponsor 225 16 f Failure to adjust meal orders to variation in number of participating children which results in unserved meals 225 15 b 3 4 225 1 1 e 225 11 c 4 iii Non Compliance with meal service time requirements 225 16 c DESCRIPTION DISALLOW MEAL FOR DISALLOW COST REIMBURSEMENT Food Cost Vended sponsor The food service management company shall be paid by the sponsor for all meals delivered in accordance with the contract Meals shall b
61. by Site M 7 Bring weekly totals by sites to M 7A to compute monthly total for each site Bring totals for each site to the M 8A Monthly Claim Consolidation Worksheet Prepare Claim for Reimbursement from data on the M 8A mIo M 6 Daily Meal Count Tally Sheet or marked Roster of Enrolled Children M 5 M 7 Weekly Meal Count WS By Site M 7A Monthly Meal Count Worksheet By Site For weekly totals M 8A Monthly Claim Consolidation Worksheet Claim for Reimbursement SFSP SPONSOR MANUAL 91 FY 2010 Appendix H Alabama Department of Education Division of Administrative amp Financial Services Child Nutrition Programs Form Revised 12 05 SUMMER FOOD SERVICE PROGRAM PROCUREMENT PLAN The will purchase food supplies equipment and other items for use in the SPONSORING ORGANIZATION Summer Food Service Program in compliance with 7 CFR 3016 and 3019 and the Alabama Bid Law using procedures outlined in this plan for Federal grant management requirements METHOD OF PROCUREMENT A Formal Bid Procedures If the total amount of purchases for like items is 100 000 or more in aggregate value formal bid procedures will be utilized Formal bid procedures will be utilized as follows 1 Advertisement in a newspaper of general circulation 2 Mail specifications and bid documents to all potential bidders 3 Authorized sponsor personnel will publicly open and tabulate bids 4 Bids
62. ce Review Checklist What records do you need to keep What records will the State agency representative or auditor need to review 1 A current SFSP application is on file 2 Documentation of sponsor training conducted for site and administrative personnel 3 Documentation for pre operational visits site visits and site reviews Monthly inventory records meal production records and menus 5 Supporting documentation for the designated reimbursement submitted for all meals served 6 Meal benefit eligibility forms for all children participating in closed enrolled sites if applicable or camps List of enrolled children eligibility determinations provided by the local board of education 7 Daily meal count records and the sponsor s consolidation count of daily meals served by type 8 Documentation supporting operating costs 9 Documentation supporting administrative costs 10 Documentation for Racial Ethnic Data 11 Media documents including press release dates for public announcements Check to see that all of the following items are readily available and accurately reflect the administration of the program Eligibility for Meal Benefits forms is correctly approved denied Each site claims only meal types for which they have been approved The total number of meals reimbursed is counted correctly Recorded menus and production records support meals claimed Meals claimed meet meal pattern requirements No more than the
63. ce form is used when receipts are not itemized or items are donated for use in the SFSP only The invoice form is useful for documenting purchases for which l There is not an itemized receipt List the item i e fruit vegetable at 5 00 each would be itemized as watermelon 5 00 ea on the form and attach the receipt Enter the check number and date purchased on the bottom Foods or other items are donated list the items donated and amount Be sure to note the date received and have the person donating the food or non food item s sign the form See Appendix C SFSP Invoice Form Program Income Any credits or income accruing to the program other than the reimbursement received from the State agency must be recorded as income Credits and income include but are not limited to rebates or allowances recovery or indemnity on losses adjustments for overpayment or erroneous charges payments from food sales to non program adults donations of cash funds received from Federal other than SFSP reimbursement from the State agency State or local government units for the sponsor s food services SFSP SPONSOR MANUAL 23 FY 2010 Remember All operating and administrative costs must be documented signed if applicable and dated and must be maintained on file for the current year plus three additional years If payroll expenses are charged to the SFSP for staff operational or administrative who work wi
64. chased Quantity Cost BE a s es s p o ae eae s Is is mm js aa s TOTAL FOOD ITEMS Nonroonsurrurs Pies n s a 7 7 aa Co s NEED TOTAL NON FOOD TOTAL SERVICES Paid by Items Donated Cash Check Ck Date Received Received by SFSP SPONSOR MANUAL FY 2010 Signature of person receiving goods or services 79 Appendix D ALABAMA DEPARTMENT OF EDUCATION DIVISION OF ADMINISTRATIVE AND FINANCIAL SERVICES Summer Food Service Program Agreement No CHILD NUTRITION PROGRAMS MONTGOMERY AL 36130 2101 MONTHLY GENERAL JOURNAL Form SFSP M14 formerly ADC MB Revised 01 08 Month of 20 NOTE Instructions and suggestions for use of this form on reverse side BankAccount Account income Admin Expense Food Service Operation Expense A E F G H 1 J Income Source Description of Ck Admin Other Food Food Non food Mainten Expense To Whom Paid etc No Deposits USDA Other Labor Admin Purchase Labor Supplies ance TOTALS SFSP SPONSOR MANUAL 80 FY 2010 Appendix D Continued INSTRUCTIONS AND SUGGESTIONS FOR USING THE MONTHLY GENERAL JOURNAL The purpose of the Monthly General Journal is to provide a convenient one page record of all income to the USDA food account and all expenditures charged to the account during a month This one page will replace several accounting forms used in the past If all transactions a
65. d to meet meal requirements using the Food Buying Guide for Child Nutrition Programs PA 1331 Refer to Calculating How Much You Need for a Given Number of Servings pages I 49 through I 66 15 Food Left Over After the meal is served record the estimated quantity of each menu item left over that will be stored and used again 16 Comments This space has several uses a Direction for storage and use of left over food b Instruction to employees on food production C Acceptance of menu items d Participation relating to weather conditions delivery problems e Instructions for day ahead preparation 17 Indicate number of meals served to children in the section Number of Meals OR indicate total number of meals delivered if a vended program 18 Signature Self explanatory 19 File File in Sponsor s Office School Food Authorities or Food Management Companies preparing meals for sponsors should provide them a copy of the daily food production plan to verify that the meals purchased were eligible for federal reimbursement The Daily Food Production Plan is a permanent source document and must be retained for a period of 3 years after the end of the fiscal year to which it pertains This provides an auditable record that verifies that the meals and snacks served meet the meal require ments and qualify for Federal reimbursement 99 SFSP SPONSOR MANUAL FY 2010 Appendix J Continued ALABAMA DEPARTMENT OF EDUCATION NAME OF S
66. directly related to the preparation and service of meals are an allowable expense Ifa service is used for both the summer activities program and the SFSP the expense must be prorated by a State agency approved method SFSP SPONSOR MANUAL 18 FY 2010 Prorating Example Prorating Square Footage for Building Rental Square footage of kitchen divided by total square footage of the building Record the rental charge for the month Divide the number of days in the month into the total bill to get the daily cost of rental Multiply the daily rental charge by the number of days operated Multiply the percentage rate times the total of 4 Si T Example Building is 14 783 square feet Kitchen is 12 264 square feet 12 264 divided by 14 783 83 Total rental bill for June is 2500 00 30 days in month Divide the rental bill by the number of days operating 2500 30 83 33 83 33 X 20 days operation 1666 60 83 of 1666 60 1383 28 Other Service Expenditures Cost of Large Equipment This category is only used to report purchases of large kitchen equipment with SFSP funds Purchase of items such as refrigerators dishwashers and freezers may be purchased with prior approval from the State agency To purchase such items follow these steps 1 Contact the State agency office The state staff will review the budget and require the sponsor to verify that there are funds available in the SFSP account The sponsor will be asked
67. dline is missed There is absolutely no guarantee that you will be granted this relief The law simply allows you to apply and explain the circumstances under which you were unable to submit the Claim for Reimbursement as required Be prepared to provide a written explanation and acceptable corrective action plan written procedures to prevent future late submissions SFSP SPONSOR MANUAL 11 FY 2010 Preparing for the Claim for Reimbursement The Site Data Sheet is the document used to record the number of meals served for a specific month s operation and submitted to the State agency for processing Claim Month Must be for a single calendar month only Combined claims are not permitted Signature Line Select the correct signatory before submitting the claim for reimbursement Keep authorized signatory information current Submit updates on the SFSP Statement of Authority and Signature Authorization Certificate SFSP 13 to the State Agency Period Covered by This Claim This is the first day of meal service to the last day of meal service not the first day of the calendar month and the last day of the calendar month Make sure these dates are not weekend or holiday dates if the sponsoring organization was not approved to operate on weekends or holidays Individual Site Information E Transfer the information from the Monthly Claim Consolidation Worksheet SFSP Form M 8A to the appropriate site See Appendix G If a site did not serve
68. e 1 2020 Step 4 Check the TYPE OF MEAL for which production is planned If snack is selected indicate whether it is a morning or afternoon meal TYPE OF MEAL Please check BREAKFAST oO LUNCH v SUPPER O AM SNACK O PM SNACK O Step 5 Enter the total number of meals planned or ordered for children and adults NUMBER OF MEALS CHILDREN ADULTS Program Non Program Total Planned or 500 500 Ordered Served or 350 350 Delivered SFSP SPONSOR MANUAL 57 FY 2010 Step 6 Enter the name of each food item used to meet meal or snack requirements Indicate USDA recipe used or source of recipe State agency sponsor etc MENU ITEM List each item USDA RECIPE NO MILK 196 Chocolate MEAT MEAT ALTERNATE Turkey Sandwich FRUIT VEGETABLE Fresh Apple Pineapple Juice GRAINS BREADS Whole Grain Bread Oatmeal Cookies OTHER FOODS Individual Mayonnaise Packets Individual Mustard Packets Step 7 List all menu items to be served in the various meal component categories which are used to meet meal pattern requirements Include creditable and non creditable items Step 8 List the planned portion size for each item Serving sizes can be shown in measures such as cup scoop size or ladle size weight or number such as number of apples wedges or chicken nuggets or 2 oz shredded cheese Step 9 List the estimated nu
69. e Summer Food Service Program meals EFFECTIVE FROM JULY 1 2009 TO JUNE 30 2010 Household Size Annual Month Week 1 20 036 1 670 386 26 955 2 247 519 33 874 2 823 652 40 793 3 400 785 47 712 3 976 918 54 631 4 553 1 051 61 550 5 130 1 184 68 469 5 706 1 317 FOR EACH ADDITIONAL PERSON ADD 84 Alabama Department of Education Division of Administrative and Financial Services Food Distribution and Special Nutrition Programs Montgomery Alabama 36130 2101 Rev 02 10 SFSP M18 3 EVALUATION SHEET FOR FREE AND REDUCED PRICE MEAL APPLICATIONS Based on USDA Income Eligibility Guidelines Effective July 1 2009 June 30 2010 Use the following scale when determining eligibility for free meal benefits in the Summer Food Service Program during FY 2009 Copies of this sheet should be given to all personnel who receive and evaluate applications for free and reduced price meals You may make as many copies of this sheet as needed Summer Food Service Program Income Eligibility Guidelines USDA s Income Eligibility Guidelines for reduced price school meals the basis of SFSP meal eligibility are equal to 185 percent of the Office of Management and Budget s nonfarm income poverty guidelines Households with income less than or equal to these values are eligible for free Summer Food Service Program meals EFFECTIVE FROM JULY 1 2009 TO JUNE 30 2010 Household Size FOR EACH ADDITIONAL PERSON ADD Annual
70. e delivered in accordance with delivery schedule prescribed in the contract Meals not delivered in accordance with the contract should be disallowed reimbursement by the sponsor The sponsor must provide the food service management company information regarding meal service requirements food specifications and menu which lists the types and amounts of food in each meal The specifications must indicate under what conditions substitutions may be made by the food service management company during program operation Menus approved by the State Agency must be served in the program Any permanent changes in the menu of certain foods which are unacceptable or unavailable must be approved by the State Agency EE The sponsor s procedure for planning preparing or ordering program meals should be Yes based on daily participation trends with the objective of providing one meal per child at each meal service The sponsor shall adjust the number of meals ordered or prepared with the objective of providing only one meal per child whenever the number of children attending the site is below the approved level With the exception of residential camps sponsors shall not claim reimbursement for Yes meals served on Saturday and Sunday Three 3 hours shall elapse between the beginning of one meal service including supplements and the beginning of another except four 4 hours shall elapse between the service of a lunch and supper when no supplement is s
71. ence if the actual costs are more than you are paide 2010 Simplified SFSP for Children Reimbursement Structure Sponsors are reimbursed financially for operating the Summer Food Service Program The amount of reimbursement is based on the annual rates of reimbursement which are set by Federal law 2010 SFSP Maximum Per Meal Reimbursement Rates Effective January 1 2010 December 31 2010 Operating Rates Administrative Rates Combined Rate All Site Rural or Self Other Types of Rural or Self Other Types Types Prep Sites Sites Prep Sites of Sites Breakfast 1 68 0 1675 0 1325 1 8475 1 8125 Lunch or Supper 2 94 0 3075 0 2550 3 2475 3 1950 Snack 0 68 0 0825 0 0650 0 7625 0 7450 aa C c Ncc cM CM MEME USDA updates operational and administrative rates of reimbursement annually Rates are established for meals served at rural self preparation sites and urban vended sites Reimbursements are received based on the number and types of meals served multiplied by the appropriate combined administrative and operating rates for reimbursement without comparison to actual or budgeted costs Sponsors assume complete responsibility for all of the SFSP SPONSOR MANUAL 8 FY 2010 information they submit on their claims In order to receive reimbursement for SFSP meals served at your sites a Monthly Claim for Reimbursement form must be filled out and documentation kept on file to support the entire claim The completed cl
72. enditures Reconciled Balance Balance Monthly Income col A Monthly Expenditures col B CASH BASED ACCOUNTING It is highly recommended that SFSP sponsors use the cash based accounting system This means reporting of expenditures when they are actually paid For example when a check is written or a debit card is used for your SFSP it is reported on the date the check was written or the debit transaction took place If items or services purchased using a credit card those expenditures will be recorded when the charge bill is actually paid Idea Consider separating food and non food supplies while shopping and paying for them separately This will make it easier to identify the type of expense and allow the sales tax to follow the items purchased making it easier to document the expenditure on the general journal Paying food service or administrative labor It is strongly recommended that SFSP labor be paid out of the sponsor s regular payroll system The sponsor should then be reimbursed using a SFSP check This allows the sponsor to pay the full cost of the labor including payroll taxes paid by both the employee and the sponsor Remember Payroll documentation must be available to support the amount paid to the sponsor Separate SFSP Checking Account Separate SFSP checking accounts are not required for all sponsors 1 All private nonprofit sponsors who expend less than 500 000 per year in Federal financial ass
73. ent Sanitation as are indicated by a circle in the Inspection Report This report constitutes an official notice to comply with Chapter 420 3 22 of the aforesaid Rules within a period of days Failure to comply with this notice may result in cessation of food service food store operations ESTABLISHMENT NAME OWNER OR MANAGER NAME ADDRESS ZIP CODE PERMIT NUMBER MO DAY YEAR INSP TIME PERMITTED PRIORITY CAT COMPLIANCE VISIT NO OF lon ves INSP REQUIRED CRITICAL ooo aa ene 9e Doo lom m ome CRITICAL ITEMS REQUIRING IMMEDIATE ACTION MANAGEMENT AND PERSONNEL WATER PLUMBING AND WASTE Assignment of Person in Charge Commissary used Water Source Quality Capacity System Approved Personnel with infections restricted excluded Sewage grease disposal No discharges from eyes nose mouth System approved Flushed mobile Hands clean properly washed Cross connection Back siphonage Backflow No bare hand contact approved alternative Handwashing facilities Toilets Number location No eating drinking tobacco use Water supply Waste disposal 03 Demonstration of knowledge Approved course other Approved system fixtures materials design operation maintenance requirements met Other liquid wastes properly disposed 04 Clean clothes Hair restraints Nails Authorized personnel Other Service sink provided Handwashing facilities Soap towels drying device sign use restrictiong sitio
74. erved between lunch and supper The service of supper shall begin no later than 7 p m unless approval is granted by the State In no case may the service of supper extend beyond 8 p m The duration of the meal service shall be limited to two 2 hours for lunch or supper and one 1 hour for all other meals Changes in length of time of meal service and duration of meal service must be approved by SA Meals served outside of the approved meal service are not eligible for program payments Any permanent or planned changes in meal service periods must be approved by the State Agency 18 Simultaneous service of more than one meal per child 225 11 c 4 iv All claims for second meals shall be disallowed if it is determined that the sponsor failed Yes to plan and prepare or order meals with the objective of providing only one meal per child at each meal service Second meals shall be served only after all participating children at the sites meals service have been served a meal SFSP SPONSOR MANUAL FY 2010 89 Appendix F Continued PROGRAM VIOLATION DESCRIPTION DISALLOW MEAL FOR DISALLOW COST REIMBURSEMENT 19 Unallowable costs FNS Instruction Unallowable costs are for which program funds may not be used They include but are Yes 796 4 Rev 4 not limited to bad debts repayment of over claims and other Federal debts contributions and donations fines or penalties entertainment and fundraising costs i
75. es pay should be indicated SFSP SPONSOR MANUAL 35 FY 2010 If household members receive other sources of income other than earnings from work it should be shown in the appropriate boxes 2 3 and or 4 Column C No Income If the household member does not have any income the box should be checked Remember 1 You may make an eligibility determination if the household has reported income as weekly monthly or yearly Ifthe household has reported HOURLY income you will need to check with the family to verify the usual weekly or monthly income 2 Anunborn child does NOT count as a household member 3 All household members must be listed All income received must be reported If a household member does not receive income check the corresponding box in column C 4 Ifa household has provided a case number in PART 1 you may disregard any income reported in PART 3B 5 Households whose income is above the Income Eligibility Guidelines may choose to write above guidelines or N A in Part 3B Step 4 Signature and Social Security Number Part 4 Signature and Social Security Number Adult must sign An adult household member must sign this form If Part 3 is completed the adult signing the form must also list his or her Social Security Number or mark the I do not have a Social Security Number box See Privacy Act Statement on the back of this page I certify that all information on this form is true and that all
76. following 1 He she has the authority to enter into and execute contracts agreements for the organization 2 That the SFSP is under the direct control and supervision of the specific sponsor and all funds relating to the SFSP will be subject to the direct control of that organization and will be used exclusively for the purpose of operating the SFSP 3 Any deliberate misrepresentation of program requirements may be subject to Federal criminal statues 4 He she will compile data maintain records and submit reports as required and will permit authorized State agency personnel during normal working hours to review such records books and accounts as needed to ascertain compliance Remember The Official Representative of the organization must be in a position of administrative authority The Official Representative and at least one other designated person are the only persons authorized to sign claims for reimbursement The Official Representative is held responsible for following SFSP policies Field Trips SFSP sponsors must notify the State agency of field trips taken by sites The State agency must be notified of A Field trips where SFSP meals will be consumed off site All meals served at the site or away from the site must contain all required items including milk The sponsor must ensure that food items are maintained at the proper temperature during fieldtrips All requirements regarding meal components sanitation safe
77. g procedures V Proper use of serving utensils Y Use of hair restraints v Whether the facility is clean and sanitized Y How garbage is stored Y How utensils are sanitized e bs am OU ll PS uo NN B The health inspector will leave a copy of the inspection report at the site See Appendix L Health Inspection Report Inform site supervisors to contact the sponsoring organization if the health official finds problems at a site It is the sponsor s responsibility to develop a corrective action plan for any deficiencies discovered at a site The corrective action plan should list the discrepancies plans for correcting the discrepancies dates of completion or anticipated completion and the person s responsible Make sure site supervisors have an exit interview with the health inspector to get a clear understanding of the infractions and how to correct them There are many aspects to health and sanitation in the SFSP Some are explored below SFSP SPONSOR MANUAL 61 FY 2010 Hand washing Hand washing is one of the most critical aspects of good personal hygiene in foodservice Clean hands are necessary to prevent contamination of food during preparation and service Microorganisms are found throughout the body e On hair skin and clothing e Inthe mouth nose and throat e In the intestinal tract e On open wounds sores scabs or scars These microorganisms often end up on hands where they can easily be spread to food Wash h
78. goods services valued at less than 100 000 2 Formal Bid Procedures for goods services valued at 100 000 or more Small Purchase Procedures e Simplified acquisition threshold set at 100 000 Complete and adequate specifications of goods or services Ensure all vendors get the same product description specifications Price or rate quotes from an adequate number of qualified sources Prepare price quote documentation Use sample small purchase documentation form See Appendix H Select price quote from the lowest responsible bidder Enter into a contract Use State agency form SFSP 17 for food service agreement Formal Bid Procedures e Prepare Invitation for Bid and Contract IFB package FNS 688 It must include complete adequate and realistic specifications or purchase description Check with State agency for a list of approved food service management companies Publicly advertise IFB not less than 14 days before bids are opened e Notify State agency at least 14 days before the bid opening if contract is valued over 100 000 Publicly open and post all bids which are submitted Submit required documents to State agency e Receive approval from State agency before beginning program or accepting contracting with vendor Exception Sponsors may enter into a food service agreement with the local board of education without following formal bid procedures or small purchase procedure Added advantages 1 Schools have staff and facilities needed 2 Schoo
79. h soap 12 45 Ham 341 37 Kitchen utilities 101 87 Monitor s salary 50 78 Napkins 124 50 Copy paper 12 23 Oranges 102 69 Oven rental 250 00 Paper bags 56 51 Delivery truck rental 500 28 Rental of kitchen 653 91 Total SFSP SPONSOR MANUAL 25 FY 2010 Monthly General Journal An optional form O The purpose of the monthly general journal is to provide a convenient one page record of all income and all expenditures charged to the SFSP account during a month If all transactions are recorded accurately and are supported by proper documentation the totals at the bottom of the page may be used to provide a snapshot of the condition of the non profit food service operation You must use the monthly general journal if you do not have another acceptable bookkeeping system In column A record all deposits made to the SFSP account Any amounts deposited should also be recorded in either Column C USDA or D Other Most deposits will be the monthly SFSP reimbursement check and should be recorded in Column C Any other income generated by the food service such as charges for meals served to adults would be recorded in Column D Note Other income would include cash donations made to the sponsor specifically to benefit the operation of the SFSP Do not include income received by the sponsor for activities unrelated to the food service program This form is for tracking the receipt and expenditure of the SFSP only
80. hat participate in other programs in addition to the SFSP must submit the Site Data Sheet and coordinate with other CNP program representatives within their agency to submit the Online Claim form For detailed instructions on how to file the claim if you operate more than one CNP program refer to Summer Feeding User Manual Online Claim Process Combined SFSP and NSLP and NSLP and or CACFP Sponsors beginning on page 49 Correct completion of the reimbursement process will help ensure timely processing and payment Any discrepancy will slow the approval process and your receipt of reimbursement Site Data Sheet The initial document that is submitted online is called a Site Data Sheet This online form is used to submit monthly participation data and meals served for each operating site A Site Data SFSP SPONSOR MANUAL 10 FY 2010 Sheet must be filed each month you are approved to operate the program If it becomes necessary to submit claims out of order please contact SDE staff for further instructions Please refer to Appendix A for an example of the Site Data Sheet detailed instructions are available in the Summer Feeding User Manual beginning at page 45 Sites that are approved to operate but for some reason did not serve meals during a month must revise their online application showing they did not operate that meal service or month REMEMBER Update your application timely don t wait until the day before the claim is due yo
81. hat you anticipated in your budget don t spend your entire advance You may have to pay back what you didn t earn Legal Time Frames Regarding Payment The SDE must pay a claim within 45 days of receipt of a complete and correct claim If there is an error on the claim you must be notified of the error within 15 days Once the claim is submitted complete and correct the SDE has 45 days in which to make payment You must wait a minimum of 10 days after submitting your Site Data Sheet Claim for Reimbursement before contacting our offices You may want to check the status reflected on the bar located at the top of the Site Data Sheet and Online Claim for updated information on where your claim is in the reimbursement process Full CNP Claim Submission and Confirmation Guidelines are available on SDE s website at www alsde edu Select Sections on menu at left and click Child Nutrition Then click Publications on menu at left You are encouraged to email CNPClaim alsde edu with any questions you may have Alabama Claim for Reimbursement Process The Alabama Department of Education SDE requires that Summer Food Service Program SFSP sponsors file a claim for reimbursement for each month within which a sponsor operates The claim for reimbursement process contains two parts the Site Data Sheet submission and Online Claim entry Sponsors that only operate the SFSP program must only submit the Site Data Sheet Sponsors t
82. he Danger Zone It is very important to move foods quickly through the danger zone to prevent the growth of harmful microorganisms Hot foods that are to be chilled must be chilled rapidly Remember cold foods must be kept cold below 41 degrees F When reheating previously cooked food be sure to bring to an internal temperature of 165 degrees F for 15 seconds Use a thermometer to determine the internal temperature of food at every stage in the foodservice process receiving storage preparation cooking holding serving reheating and chilling Follow these tips for moving food quickly through the danger zone Chill heated or cooked bulk foods in shallow pans Stir frequently Use an ice bath Take and write down internal temperatures often Never cool food at room temperature Stirring accelerates cooling and helps to ensure that cold air reaches all parts of the food SFSP SPONSOR MANUAL 63 FY 2010 Food Safety Tips for Hot and Cold Foods Foods are sometimes brought to the serving site in bulk and served to children In other cases individual lunch bags are given to the children Here are some suggestions for keeping hot and cold foods safe Hot Foods gt Use hot holding equipment whenever possible gt Use insulated containers to transport food Cold Foods Pack individual sandwiches in insulated lunch bags with a frozen gel pack OR with a frozen juice box Freeze sandwiches overnight They will thaw by lu
83. he end of the sponsor s fiscal year The State agency reserves the right to expand the testing during the review and or audit process for a sponsor who demonstrates serious deficiencies during the review process regardless of funding level Audit Review Process e The sponsor must submit the required audit within the time frames The audit regulations do not permit an extension of time beyond the 9 month period e The State agency audit staff will review the audit for compliance with applicable audit standards If the audit report is deficient the State agency will notify the sponsor of corrections e If audit report reflects findings and or questionable costs the sponsor should submit written corrective actions along with the audit report If not submitted the State agency will contact the sponsor within 30 days The State agency will work with the sponsor to resolve any findings pertaining directly or indirectly to the SFSP e When the report is considered acceptable and resolved the State agency will notify the sponsor in writing that the audit file is closed Submit audit reports to Alabama Department of Education Child Nutrition Programs Financial Management and Compliance 5302 Gordon Persons Building P O Box 302101 Montgomery AL 36130 2101 Note All programs are subject to audits reviews The State agency and USDA may choose to audit review any and all programs SFSP SPONSOR MANUAL 30 FY 2010 Complian
84. her family Write 0 if none is received Money received by foster parents for care of the child or their earnings does not apply 2 The foster parent does NOT have to complete PART 3 3 The foster parent does NOT have to provide a social security number on the application Step 3 Total Household Gross Income Households that do not receive any assistance and who did not provide a Food Stamp TANF or FDPIR Number are requested to complete PART 3 Part 3 Total Household Gross Income You must tell us how much and how often B Gross income and how often it was received C A Name Example 100 month 100 twice a month 100 every other week 100 Wweek Check i List everyone in household 1 Earnings from work 2 Welfare child 3 Social Security NO including children before deductions support alimony pension retirement 4 All otherincome Income Example Jane Smith 200 weekly 150 weekly 100 monthly Column A Name The first and last names of all household members related and unrelated must be listed Column B Gross Income The amount of income received by each wage earner before taxes and all other deductions should be written next to the appropriate household member s name The frequency in which the wage earner receiv
85. ible e Do fill out the Weekly Roster of Enrolled Children form at the point of meal service do not complete before meal service or after meal service Do use the following symbols X present A absent Make sure these records are accurate up to date and neat Do not mark symbols in a manner that they extend into other boxes This will make it much easier to count marks in each row Do use a circle to indicate meals or children not to count Circle meals served outside the approved level of meal service e Circle meals where children were in attendance but did not receive a meal D Don t Do not use the same Weekly Roster of Enrolled Children form for two different months For example Tuesday May 31 is on one sheet Begin Wednesday June 1 on a new form See Appendix G Meal Documentation Flow Chart SFSP SPONSOR MANUAL 46 FY 2010 VI PROCUREMENT IN THE SFSP possible when utilizing Federal funds in the SFSP Competition is mandated so that ederal regulations require that open and free competition exist to the maximum extent P program goods equipment and services will be obtained at the lowest possible cost A procurement plan must be completed and kept on file in the sponsor s office A sample document is provided by the State agency If your organization does not have a procurement plan on file complete the sample procurement plan as follows e All empty spaces on pages one and two should be filled in with
86. iced Whole Grain 63 Ibs 45 lbs Bread Oatmeal Cookie 42 dozen 42 dozen 13 doz Individual 500 350 Mayonnaise Individual Mustard 500 350 Signature The person completing the production record should sign and date it Food Service Supervisor See Appendix J Daily Food Production Record SFSP SPONSOR MANUAL FY 2010 Date 60 X Food Safety and Handling of site locations and meal service times You must be able to document that you ve contacted the health department You may create your own letter of notification with the required information or you may use the sample letter SFSP 12 on the SFSP website In addition to notification of planned sites sponsors must make application for a permit to operate for all sites See Appendix K Permit to Operate F ederal regulations 7 CFR 225 16 require that sponsors notify the local health department Note All sites must be visited and permitted by the local health department prior to beginning program operation During program operation the health department may make unannounced visits to your sites Welcome these visits as a means to assure that your sites are following food safety rules During the visit the health inspector may note Y Time meals are received and times that they are served Y Temperatures of refrigerated units Y How food items are stored Y If potentially hazardous foods are held at safe temperatures Y Internal food temperatures Y Hand washin
87. ied when the application is approved or denied If you have questions regarding the completion of the form please contact me at telephone number Sincerely SFSP SPONSOR MANUAL 82 FY 2010 Alabama Department of Education _ i Page 1 of 2 a Spesa Numen Peosaz SUMMER FOOD SERVICE PROGRAM mo R MEAL BENEFIT ELIGIBILITY FORM SFSP M18 2 For Camps and Closed Enrolled Sites Part 1 Children enrolled in Camp or Closed Enrolled Sites Use a separate application for each foster child Food Stamp TANF FDPIR number if any Skip to Part 4 if you listed a case Part 2 Foster Child In certain cases foster children are eligible for free and reduced price meals regardless of household income If a foster child lives with you check this box Lj and then list the amount of the child s personal use monthly income Please contact at if you have questions Skip to Part 4 NAME OF SPONSOR PHONE NUMBER Part 3 Total Household Gross Income You must tell us how much and how often B Gross Income and how often It was received A Name Example 100 month 100twice a month 10Qevery other week 100 week List everyone in household 1 Earnings from work 2 Welfare child 3 Social Security includi ildren before deductions support alimon pension retirement 4 All other incom weeki 150 week 100 month cree 0 o w d o0 o d I P d I o d I A A e
88. iewed by sponsoring organization within the first four weeks of operation SFSP SPONSOR MANUAL 49 FY 2010 Civil Rights Statement All SFSP sites must post the following nondiscrimination statement and include it in full on all SFSP materials produced for public information public education or public distribution The authorized statement listed below cannot be modified In accordance with Federal law and U S Department of Agriculture policy this institution is prohibited from discriminating on the basis of race color national origin sex age or disability To file a claim of discrimination write USDA Director Office of Civil Rights 1400 Independence Avenue SW Washington D C 20250 9410 or call 800 795 3272 or 202 720 6382 TTY USDA is an equal opportunity provider and employer If the material is too small to permit the full statement to be included the material will at minimum include the statement in print size no smaller than the text that This institution is an equal opportunity provider Complaint Procedure All SFSP sponsors must have a procedure for handling civil rights complaints The following Procedure for Handling Civil Rights Complaints is a suggested procedure the sponsor might adopt This procedure or a similar one should be placed in a permanent file Sample Procedure for Handling Civil Rights Complaints 1 Right to file Any person or representative alleging discrimination
89. ions X present and served a meal A absent O present but not served a meal do not include in meal count For each meal or snack served to a child put an X in the proper space If the child is absent for a meal put an uppercase A in the proper column Mark participation in the meal service during the time of meal service Do not mark meals before or after meal service You may mark the form in pen or pencil provided that it s legible When a new child enters the site add the child s name and meal eligibility code Begin checking the appropriate meal participation from that day forward SFSP SPONSOR MANUAL 43 FY 2010 WEEKLY ROSTER OF ENROLLED CHILDREN Date 6 1 2020 6 2 2020 6 3 2020 6 4 2020 6 5 2020 we Meals B L S B L S BL S B LS B LS Name of Child Enrolled Code 1 Baker Josh 6 1 E XIX XIX XIX AJA XIX 2 Carter Jon 6 1 E A X AX AX A X AX 3 Deere Alex 6 3 IE AIX XIX XIX 4 Ford Lee 6 4 E XIX XIX 5 Nay Phil 6 1 IE X IX A X X X XIX XIX Step 7 Total Meals Total eligible meals by meal type breakfast lunch snack and supper It might be easier to total each page and put the grand total on the last page Step 8 Adult Meals If the sponsor allows service of meals to adults total the number of meals served to program adults Program adults are adults who work directly with the operation of the food service This includes all
90. istance AND who do not submit an annual audited financial statement to the State agency in accordance with the requirements of OMB Circular A 133 will be required to maintain a separate checking account The purpose of a separate account is to clearly identify SFSP expenditures and income and to provide payment documentation SFSP SPONSOR MANUAL 27 FY 2010 2 All other sponsors including private nonprofit organizations and governmental entities expending 500 000 or more in Federal financial assistance and submitting an annual audited financial statement to the State agency in accordance with the requirements of OMB Circular A 133 will not be required to maintain a separate checking account This provision is contingent upon the sponsor s written description of an accounting system that provides for separate identification of ALL SFSP food service transactions including the accrual of interest earned on any cash balance of the SFSP food service account on a monthly basis Also if it is identified on a program administrative review or audit that the sponsor has failed to maintain such an accounting system the sponsor will be required to maintain a separate checking account as required corrective action For all new sponsors not bound by the A 133 audit requirements we strongly suggest opening a separate account once the first reimbursement or advance payment check is received All SFSP bills should then be paid from the SFSP account from
91. it and receive approval for any new sites before meals may be claimed at those sites SFSP SPONSOR MANUAL 32 FY 2010 The monitor is the first line of defense for the sponsoring organization to evaluate its program operation before a review from the State agency The monitor should be Familiar with the geographic area of the sites Included in site personnel training Respected by site supervisors Familiar with sites approved meals approved meal service times approved levels of meal service The monitor s visit will be guided by the site review and or site visit form Some additional items the monitor should look for gt hS 7 KSA kS e KSA 2 7 t te Me e Ordering the same number of meals every day Serving the same number of meals every day Meal count document checked before or after meal service Second meals being counted as firsts All meal components not being served Counting adult meals as children s meals No documentation of leftovers Counting portions of meals as seconds Allowing children to consume SFSP meals off site SFSP SPONSOR MANUAL FY 2010 33 IV MEAL BENEFIT ELIGIBILITY FORM efore distributing the eligibility application write the name of the Sponsor B Representative and the phone number on the application instructions Part 3 in the event households should have questions Make sure all parents are asked to complete an eligibility form
92. itable Foods Those foods that do not count toward meeting meal pattern requirements because they do not meet the above criteria Foods in this group include bacon potato chips ice cream cola beverages popcorn condiments frozen yogurt canned pudding and candy Food Component A food grouped in a certain category according to the SFSP meal pattern These categories are e Milk e Meat Meat Alternate e Fruit Vegetable and e Grain Bread Serving Size The serving size specified in the meal patterns is the minimum amount that must be served in order to meet meal pattern requirements Reimbursable Meal A reimbursable meal contains e All the required components and e Meets or exceeds the serving size If both requirements are met then payment for meals served may be claimed If part of the meal is missing or the minimum serving size is not met the entire meal may not be claimed for reimbursement Meat e A Child Nutrition CN label is required on ALL processed prepared meat items e fa CN label is not available a product specification or product analysis sheet may be obtained from the manufacturer A product specification sheet is an information sheet with a detailed explanation of what the product actually contains and the amount of each ingredient by weight The sheet must specify the amount of meat e item not protein Idea It is often possible to call the toll free number on the product label or wri
93. l for which production is planned 6 Enter total number of meals planned or ordered for children and program adults 7 Menu Item Enter the name of each food item used to meet meal or snack requirements 8 USDA Recipe No Indicate USDA recipe used or source of recipe State Agency Sponsor etc 9 Foods Used to Meet Requirements List all menu items to be served in the various meal component categories which are used to meet meal pattern requirements 10 Portion Size List the planned portion size for each menu item you serve Serving sizes can be shown in measures such as cup scoop size or ladle size weight or number such as number of apples 11 Number Portions to Prepare List the estimated number of portions to prepare for each menu item 12 Minimum Quantity to Prepare Calculate the amount of food that should be purchased and prepared to meet meal requirements using the Food Buying Guide for Child Nutrition Programs USDA Program Aid No 1331 Refer to Calculating How Much Food You Need for a Given Number of Servings pages l 49 through I 66 13 Actual Quantity to Prepare During the meal preparation the number of portions to prepare for each menu item may increase or decrease If portions are increased or decreased the amount of food prepared should be adjusted to indicate the amount actually prepared or served 14 Quantity USDA Commodities to Prepare Calculate the amount of USDA Donated Foods that should be prepare
94. l of Meal service Highest Daily No Children Served First Meals Served Include Test Meals Seconds Meals Served Comments Please make sure that the data on this form is correct certify that to the best of my knowledge this report and claim for reimbursement is true correct and executed according to the terms of agreement that payment has not been received and that records are available to support the claim understand that this information is being given in connection with the receipt of Federal funds and that deliberate misrepresentation may subject me to prosecution under applicable State and Federal criminal statutes C Approved and Submitted Electronically Authorized Signatory Joseph Larry Butler x Submission by UVAJRALA Sponsor Comments Rev No Status Rev Comments Submission Date Submitted By ae Approval Date Approved By pem Comments fo Aene UVAJRALA Initial Revision 1 20 2009 4 05 55 PM UVAJRALA BE Larry 1 20 2008 4 05 55 PM UVAJRALA mM Unsubmited UVAIRALA Uma Testing Iz gemere pests SFSP SPONSOR MANUAL 76 Appendix A Continued SFSP SITE DATA SHEET Program Year Jan 2008 Dec 2008 Month August 2008 001 0000 Revision Status Decision Date Start Date End Date Submitted By Signature Authority Submission Date View Rey Comments Submission Type Approved 01 2
95. l staff familiar with federal meal pattern requirements and written documentation If entering into an agreement with the local board of education SFA use State agency form SFSP 15 Noncompetitive Negotiations Noncompetitive negotiations are used to purchase items which are e Available from a single source e One time purchase of new food in order to determine acceptance self prep sponsors and e Samples for testing purposes A log of all noncompetitive negotiation purchases must be kept in the procurement file Emergency Purchase Procedures Emergency purchases occur when the unexpected happens to the food or equipment already purchased for use This would include fires tornadoes extended power outages and theft A log of emergency purchases must be kept in the procurement file In the case of theft a police report must be filed as well SFSP SPONSOR MANUAL 48 FY 2010 VII CIVIL RIGHTS COMPLIANCE A Y ll participating sponsors must ensure their sites are run without discrimination Listed below are examples of discriminatory practices that are prohibited This is not an all inclusive list Exclusion of children from receiving SFSP benefits based upon race color national origin sex age or disability The inequitable allocation of SFSP benefits to eligible children on the basis of race color national origin sex age or disability Serving or delivering foods in a place time or manner that results in or has the effect of
96. labama 36130 2101 Form SFSP M 6 10 07 SUMMER FOOD SERVICE PROGRAM DAILY MEAL COUNT TALLY SHEET Type of Meal Service Sponsor Name Date Check ONE only CIBreakfast Lunch Site Name LlSupper LlSupplement Step 2 Mark number of meals served as first e Cross out each number as a child receives a meal e Write the number of firsts meals served and the test meal in the correct sections e Total the number of first meals and the test meal NUMBER OF MEALS SERVED AS FIRSTS Mark through each number beginning with 1 as meal is served 1 6 H 46 2 7 12 17 3 8 13 18 4 9 14 19 5 19 15 20 Number of meals served as firsts to children 17 Number of test meals 1 TOTAL number first meals 18 Step 3 Mark number of complete second meals served if applicable Record all second meals served Remember Reimbursable meals are limited to no more than 2 percent of the total number of first meals served SFSP SPONSOR MANUAL 40 FY 2010 NUMBER MEALS SERVED AS SECONDS Mark through each number beginning with 1 as meal is served Un amp W ly He m OONA 0 Total Number second meals _3 Step 4 Ifthe sponsor allows service of meals to adults total the number of meals served to program adults Program adults are adults who work directly with the operation of the food service This includes all adults who prepare meals serve meals clean up or supervise children This does not include teenagers 18 and under who may perfor
97. like is prohibited The outside sales of such items as used cooking oil empty cans and the like will be sold by contract between the sponsoring organization and the outside agency Individual sales by any personnel of the sponsor to an outside agency or other personnel is prohibited Staff whether full time part time or contracted or board or immediate family members of staff or board are prohibited from being providers Rental of facilities equipment or furnishings from staff or board or another organization of which staff or board is also a member is prohibited Hiring of family members and paying them salaries travel for which there is no documentation of work performed is prohibited The selling of items or services to providers from which staff or board members make a profit is forbidden Failure of any employee to abide by the above stated code could result in a fine or suspension or both or dismissal Interpretation of the code will be given at any time by contacting NAMB OF AUTHORIZED SPONSOR REPRESENTATIVE at TITLE TELEPHONE NUMBER The sponsoring organization will not be responsible for any other explanation interpretation which anyone presumes to make on behalf of the sponsoring organization This plan is adopted by the governing body of the above named sponsoring organization at the regularly scheduled meeting on this the day of in the year Signature CHAIRMAN OF THE BOARD Signature SECRETARY OF THE BOARD
98. ll come into contact with food A table dish or sink may look clean but cannot be considered sanitary until bacteria and other harmful contaminants have been reduced to safe levels SFSP SPONSOR MANUAL 66 FY 2010 Using recommended levels of a commercial sanitizing solution will help prevent the spread of harmful bacteria Household bleach can be used as a sanitizer only if the label indicates it is EPA registered Use the manufacturer s label directions for specific information on mixing storing and first aid Sanitizing solution concentrations may vary depending on water and outside temperatures Always check the sanitizing solution with test strips A 50 PPM solution for immersion 1 tablespoon 1 2 fluid ounce 5 chlorine commercial bleach mixed with four gallons of water Rule of thumb mixtures of chlorine sanitizing solutions The solution should be in contact with the surface to be sanitized for seven seconds at a temperature between 75 degrees F and 115 degrees F Be aware that very hot water may prevent chlorine bleach from sanitizing Sanitizing solution can be used to sanitize a food thermometer after each use B 100 PPM solution 1 tablespoon 1 2 fluid ounce 5 chlorine commercial bleach mixed with two gallons of water C 200 PPM solution 1 tablespoon 1 2 fluid ounce 5 chlorine commercial bleach mixed with one gallon of water If not handled properly chemicals can also contaminate food and make people sick
99. ly spread to food People can also pick up bacteria by touching raw food and then handling cooked or ready to eat foods To prevent hand to food contamination wash hands often and use gloves appropriately when preparing or serving ready to eat foods To prevent hand to food cross contamination staff and volunteers can Wash hands properly and at appropriate times Wash hands before putting on single use gloves and change gloves frequently especially when activity changes Cover cut sores and wounds Avoid wearing jewelry except for a plain ring such as a wedding band Avoid wearing nail polish and artificial nails VVV VV SFSP SPONSOR MANUAL 65 FY 2010 Food to Food Cross Contamination Food to food contamination happens when harmful microorganisms from one food such as unwashed produce contaminate other foods Bacteria in raw meat and poultry can be spread to other foods utensils and surfaces A common mistake is to leave thawing meat on a top shelf in the refrigerator where it can drip onto foods stored below To prevent food to food cross contamination staff and volunteers can Store cooked foods and ready to eat foods above raw foods in the refrigerator Wash fresh fruits and vegetables in cold running water Avoid preparing meats on the same surface as fresh fruits and vegetables Equipment to Food Cross Contamination Bacteria may pass from equipment to food when the food equipment has not been properly cleaned and sa
100. m these tasks at the site Meals for children 18 and under are fully reimbursable and should be counted under the section Number of Meals Served as Firsts Remember Meals served to program adults 19 and over cannot be claimed for reimbursement unless the adults are mentally or physically handicapped and enrolled in a public or private school Step 5 If permitted by sponsor meals can be served to non program adults Non program adults are adults who are not directly involved in the operation of the food service Non program adults include any sponsor administrative staff such as monitors and sponsor directors It also includes parents and State or Federal reviewers Remember Meals served to non program adults cannot be claimed for reimbursement Income received from the sale of such meals must be documented by deposit slips and recorded as income Step 6 Verify that all information is correct by signing and dating the Daily Meal Count Tally Sheet SFSP SPONSOR MANUAL 4 FY 2010 Weekly Roster of Enrolled Children Camp and Enrolled Sites only 50 free or reduced price eligibility of enrolled children must be determined before meal service begins at closed enrolled sites Camps may serve only those children who are free reduced eligible without regard to the 50 eligibility criterion used for closed enrolled sites These forms may be marked in pen or pencil They must be legible so that any reviewer is
101. mation to enable the reviewer to complete a meal analysis Food production records which are incomplete or lack information necessary to analyze the meal for claiming reimbursement are unacceptable Total deficient meals as determined by the reviewer should be disallowed If production plans are inadequate technical assistance should be provided to those individuals who are responsible for completing the record Sponsors must insure that the food service management companies provide unitized meals This means that meals must be individually portioned packaged delivered and served as a unit Milk and juice may be packaged separately but are still considered part of the meal unit An approved site is one in which the sponsor has submitted a Site Information Document to the State Agency and has notification of approval on file Satellite and sub sites are not approved sites Meals are reimbursable only when served at sites which have been approved Approval of a given site applies only to meals served at that site and not to meals removed from that site for service at another location which has not been approved Exceptions may be granted for the service of meals at a location other than the approved site when children attending that site are taken on a field trip The site supervisor must supervise and maintain children on site while meals are consumed Only meals that children eat on site are eligible for reimbursement This refers to complete meals
102. mber of portions to prepare for each menu item FOODS USED TO MEET REQUIREMENTS PORTION NUMBER OF SIZE PORTIONS TO PREPARE Step 7 Step 8 Step 9 1 Low fat Chocolate Milk 8 floz 500 Turkey Roast Cooked 2 oz 500 Pineapple Juice 4 fl oz 500 Fresh Apples size 125 138 4 cup 500 Sliced Whole Grain Bread 2 slices 500 Oatmeal Cookie lea 500 Individual Mayonnaise l ea 500 Individual Mustard 1 ea 500 SFSP SPONSOR MANUAL 58 FY 2010 Step 10 Calculate the amount of food that should be purchased and prepared to meet meal requirements using the Food Buying Guide List amount to prepare based on the number of items planned for meal service List only the major ingredients that make an item creditable When serving combination foods for example pizza made from scratch and only counting the bread and cheese the pizza sauce does not have to be recorded here Spices and minor ingredients should not be listed For example if making baked chicken your recipe may call for salt pepper garlic powder Only the amount of chicken must be listed Foods Used to Meet Minimum Quantity to Requirements Prepare Step 10 Step 10 1 Low fat Chocolate 500 pints Milk Turkey Roast Cooked 96 lbs Pineapple Juice 500 cartons Fresh Apples size 125 68 lbs 138 Sliced Whole Grain Bread 63 lbs Oatmeal Cookie 42 dozen Enriched A P Flour Rolled Oats I
103. n Not ad Shellstock tag liance wit ROP Other Potentially haza od meet perature requiremel receiving cooking olding g Pasteurized egg require D Potentially hazardo iperature requiram Time as a public he te marking Date marking z cleaning equipment prevented Consumer Advisor r T pnts other pests lasting Returne arborage p pproved used Cool th tt a E pen pou b L WwW m Records Code date li 11 Thermometers provided accurate conspicuous 12 Approved thawing methods used M Surface characteristics indoor outdoor Maintained 13 Food contamination prevented during storage preparation display 1 Hardt either Cleaning frequency dustless methods Absorbent floor materials properly used 14 In use between use food ice dispensing utensils properly stored Lighting Ventilation adeguate Ventilation system filters clean operated EQUIPMENT UTENSILS AND LINENS e Dressing rooms provided a attached equipment clean Outer openings protected 15 Equipment food contact surfaces non cooking clean sanitized Sanitization temperature concentration time Employee designated areas properly located Food contact surfaces characteristics Living sleeping quarters separation Single service use used when required Cleaning maintenance tools properly stored Cooking surfaces non food contact surfaces clean Frequency Methods Food ice Non food contact su
104. nce every three years annual review of the number of sponsors whose program reimbursements in the aggregate accounted for at least one half of the total program meal reimbursements in the State in the prior year all sponsors with 20 or more sites review of at least 10 percent of each sponsor s sites or one site whichever number is greater sponsors with large numbers of sites or a site with a large number of children attending should be reviewed earlier than sponsors with few sites or a site with fewer children REMEMBER The administrative review 1s an unannounced visit by the State agency and may occur at any time during program operation SFSP sponsors should be prepared for a review at any time SFSP SPONSOR MANUAL 29 FY 2010 IIl MONITORING AUDITS ederal audit standards require recipients of Federal funds to have audits performed H based upon the amount of funds received during a fiscal year Sponsors must meet audit requirements in order to participate in the SFSP If the sponsor is a governmental or non profit entity and expends 500 000 or more in Federal awards during its fiscal year period and receives funding from more than one type of Federal program the sponsor must submit an organization wide A 133 audit Ifthe sponsor expends 500 000 or more and only has one federal program the sponsor may submit a program specific audit The audits are due within 30 days after issuance or no later than 9 months after t
105. nchtime but will stay cold and safe Use a cooler to keep perishable foods cold packed with several inches of ice ice packs or containers of frozen water Pack perishable foods directly from the refrigerator or freezer into the cooler Pack beverages in one cooler and perishable foods in another Store the cooler in building if possible or in a shady spot out of the sun Keep the cooler closed as much as possible and cover it for additional insulation Place an appliance thermometer inside the cooler to check the temperature Store all foods in airtight containers to avoid contact with any melting ice water Keep all perishable foods cold right up until serving time 99999 Hot and Cold Foods v Keep hot foods and cold foods at appropriate temperatures v Check and write down temperatures of foods before serving amp amp E Guidelines for Using a Thermometer The two most common types of food thermometers used to determine the internal temperature of foods are A bi metallic stemmed thermometer with an instant read dial that measures temperatures from 0 degrees F to 220 degrees F Digital thermometer that measures temperature with a metal probe and displays the temperature on a digital readout T SFSP SPONSOR MANUAL 64 FY 2010 Follow these guidelines for using a thermometer properly A Clean and sanitize the stem of the thermometer after every use Use a sanitizing solution or sanitizing wipe Allow
106. ndividual Mayonnaise 500 Individual Mustard 500 Step 11 The number of portions prepared for each menu item may increase or decrease depending on many variables This number must reflect the amount of each menu item actually prepared for that day s meal service Foods Used to Meet Requirements Minimum Quantity to Actual Quantity Prepare Prepared Step 10 Step 10 Step 11 196 Low fat Chocolate Milk 500 pints 350 pints Turkey Roast Cooked 96 lbs 68 Ibs Pineapple Juice 500 cartons 350 cartons Fresh Apples size 125 138 68 lbs 48 lbs Sliced Whole Grain Bread 63 lbs 45 lbs Oatmeal Cookie 42 dozen 42 dozen Enriched A P Flour 9 lbs 9 Ibs Rolled Oats 6 lbs 4 oz 6 lbs 4 oz Individual Mayonnaise 500 350 Individual Mustard 500 350 Step 12 If applicable indicate the amount of USDA Donated Foods prepared to meet meal requirements using the Food Buying Guide SFSP SPONSOR MANUAL 59 FY 2010 Step 13 Record the quantity of each menu item left over after meal service Foods Used to Meet Minimum Actual Quantity Quantity USDA Food Leftover Requirements Quantity to Prepared Commodities Prepare Prepared Step 10 Step 10 Step 11 Step 12 Step 13 1 Low fat 500 5 pints 350 pints Chocolate Milk Turkey Roast 96 Ibs 68 Ibs 28 Ibs Cooked Pineapple Juice 500 cartons 350 cartons Fresh Apples size 68 lbs 48 Ibs 125 138 Sl
107. nitized before being used to prepare food For example cross contamination can occur when a meat slicer used for slicing deli meats is then used for slicing fresh tomatoes without proper cleaning and sanitizing between each usage To prevent equipment to food contamination staff and volunteers can Use separate cutting boards for different foods such as meats and fresh fruits and vegetables Clean and sanitize cutting boards after each use Clean and sanitize food preparation equipment work surfaces and utensils after each use Follow State and local health department guidelines for the use of cleaning cloths Make sure cloths or towels used for wiping spills are not used for any other purpose Use specific containers for various types of food products Clearly label the containers with contents and date Wash and sanitize the can opener on a regular schedule Never reuse single use containers such as mayonnaise jars or single use plastic containers Never reuse plastic wrap or aluminum foil after its initial use Touch dishes trays flatware glasses or serving utensils by contacting only the outside surface never touch the surface where food will be placed or where a person s mouth will touch Usea clean sanitized utensil when a new pan of food is added to the steam table A Clean and Sanitary Facility To help keep facilities free of harmful levels of bacteria or other contaminants it is necessary to clean and sanitize all surfaces that wi
108. nrollment Remember Closed enrolled site eligibility is based on at least 50 of enrollment categorized as free or reduced price eligible When children enroll after the program begins have parents complete a meal eligibility application and add the child s name and code to the roster SFSP SPONSOR MANUAL 42 FY 2010 Step 4 Meal Code Use E for eligible or IE for ineligible The eligibility determination must only be known to the management of the site so that parents are assured that income information is kept private If a parent refuses to complete an eligibility form the child s code should be IE Take a blank Meal Benefit Eligibility form write the child s name on Part 1 and document parent s refusal to complete the form If the site is eligible based on area eligibility data then write AE down the meal code column Individual Meal Benefit Eligibility forms are not required if the area where the enrolled site is located is in a low income area Step 5 Page number Use as many pages as necessary to list children enrolled at the site In the upper right corner complete the spaces marked page of Write the page number in the first space page Write the total number of pages for the particular site in the second space of __ Example Page 1 of 5 Step 6 Mark Attendance at each meal Meal Codes are B Breakfast L Lunch S Supper or Snack Attendance notat
109. nterest on loans direct capital expenditures rental costs for periods beyond the end of the program cost to purchase non creditable foods such as coffee cost of spoiled or damaged meals Food Cost Page 4 For vended operation this is the charge or price per meal the sponsor pays the vendor or school system This cost should be shown on the contract or agreement between the sponsor and the vendor or school For self preparation programs the following procedure for determining food cost per meal should be used 1 Beginning inventory plus purchases plus other cost of food minus credits to cost of food minus inventory adjustments minus ending inventory equals total inventory value to date 2 Determine number of meals served for inventory period to date 3 Determine food cost per meal served If more than one meal type determine number of each meal type based on percentage of total meals served Advise the sponsor that if he believes his actual food costs are different than the amount computed documentation must be sent to the State Agency for review and verification of claims for reimbursement and disallowance of program funds All Identifiable Cost It may be difficult to identify costs other than food costs Therefore deduct all cost connected with food service at that site food labor non food supplies etc This disallowance of program funds should be carefully calculated by the State Agency representative during the
110. of meal service Sponsor Participation in the Child and Adult Care Food Program CACFP CACFP institutions that have sufficient changes in their activities or enrollment or develop a separate food service program for children who are not enrolled in their CACFP and meet SFSP eligibility criteria may be approved to participate in the SFSP Institutions that are approved for both the CACFP and the SFSP must ensure that the same children are not served meals in both programs If sites have pre school aged children from birth to age five in attendance for more than 4 hours per day this meets the definition of a daycare center Daycare centers not licensed by the Department of Human Resources DHR are illegal operations and not eligible to participate in the SFSP SFSP SPONSOR MANUAL 70 FY 2010 Official Representative When an organization participates in the SFSP there is fiscal accountability and liability that go along with receiving the monthly reimbursement Remember funds that a sponsor receives come from taxpayer dollars and the sponsoring organization must be accountable for how those funds are used By signing the application and agreement to participate in the SFSP the official representative is accepting administrative and financial responsibility for funds received from the State agency for the operation of the SFSP In the application agreement to participate in the SFSP the Official Representative also agrees to the
111. or private non profit residential or non residential camp A public or private non profit college or university participating in the National Youth Sports Program NYSP or Upward Bound Program A unit of local county municipal State or Federal government Any other type of private non profit organization with tax exempt status i e 501 c 3 approved Sponsor organizations must be financially viable organizationally capable and have internal controls in place which ensure program accountability d kS oe e kS kS kS Some Services of the Alabama Department of Education To provide reimbursement for meals served The reimbursement is determined by the number of eligible participants who are served creditable meals at the existing rates set by USDA To provide technical assistance and training on nutrition food service operations program management and recordkeeping To review and monitor program services to ensure good nutrition for all eligible participants Some Responsibilities of the SFSP Sponsor To serve meals meeting program requirements To keep daily records of the number of meals served quantities of food prepared delivery receipts payroll records and program purchases To collect Meal Benefit Eligibility forms if applicable To comply with all regulations and instructions relating to the SPSP SFSP SPONSOR MANUAL 6 FY 2010 e d e kS Getting Started To par
112. perations After this period the State Agency reviewer will determine whether the sponsor has failed to plan and prepare or order one meal per child at each meal service program the sponsor would not be obligated to pay for the meals determined to be deficient All Identifiable Cost Food Cost SFSP SPONSOR MANUAL FY 2010 87 Meals served outside of approved time frames 225 16 c 3 225 16 c 4 225 11 d 225 6 e 7 Meals served outside of approved dates of operation 225 9 d 2009 Administrative Guidance Handbook page 72 Meals served by untrained site personnel 225 15 d 1 225 6 e 6 Inadequate application for free meals 225 14 d 1 225 15 e 225 15 f Failure to maintain adequate records 225 6 e 225 9 d 5 225 15 c 1 225 12 a Food service management company and self preparation sponsor facilities in violation of health codes 225 6 h 2 v SFSP SPONSOR MANUAL FY 2010 PROGRAM VIOLATION DESCRIPTION The period of approved meal service for the site is listed on page 4 of the Site Information Document FNS 81 1 The duration of the meal service shall be limited to two 2 hours for lunch and supper and one 1 hour for breakfast and snacks Meals must be served during the time of meal service approved on the Site Information Document FNS 81 1 Any changes in the meal service times must be approved by the State Agency Three 3 hours must elapse between meals Four 4
113. pplicable 14 Contract with Food Service Management Company if applicable 15 Bid procedures used 16 Monthly file envelope set up one file or envelope for each month 17 Records that support the number of meals served to children a Open Sites i Daily Tally Sheet staple by site per week ii Weekly Consolidation Meal Count affix to top of Daily Tally Sheets iii Monthly Meal Count Worksheet by Site affix to top of Weekly Consolidation Meal Count iv Claim Consolidation Worksheet affix to top of Monthly Meal Count Peer angop 090 SFSP SPONSOR MANUAL 72 FY 2010 b Closed Enrolled Sites Camps i Weekly Roster of Enrolled Children ii Monthly Meal Count Worksheet by Site affix to top of Weekly Roster of Enrolled Children iii Monthly Claim Consolidation Worksheet affix to top of Monthly Meal Count Worksheet by Site 18 Records that support food costs Menus Food Inventories self prep sponsors Delivery receipts for vended meals Daily Food Production Records Payroll and time and attendance records for site personnel Purchase invoices 19 Records that support administrative costs a Payroll and daily time and attendance records for administrative personnel b Rental agreements for office equipment space c Receipts invoices and bills for all rented or purchased items and services d Mileage records 20 Records that support funds accruing to the Program a Site records of cash collected b Copies of receip
114. rams CYCLE MENUS FOR SUPPER Name of Sponsor Revised 10 07 Page of Dates to be served MILK MEAT amp MEAT ALTERNATES VEGETABLES amp FRUITS GRAINS amp BREADS OPTIONAL FOODS List dates each Fluid milk 1 cup Lean meat or poultry or fish 2 oz Or cheese 2 oz Or Vegetable s and or fruit s 3 4 cup Bread 1 slice Or combread bis Not required to meet the meal menu will be 8 fl oz eggs 1 large egg Or cooked dry beans or peas 1 2 cup total Or full strength vegetable or fruit cuits rolls muffins etc 1 serving pattern Remember Keep fat salt Or peanut butter or soynut butter or other nut or seed juice or an equivalent quantity of any Or cooked pasta or noodle product and sugar at moderate levels butters 4 tbsp Or peanuts or soynuts or tree nuts or combination of vegetable s fruit s 1 2 cup Or cooked cereal or cereal seeds 1 oz Or yogurt plain or sweetened and flavored and juice grains or an equivalent quantity of 8 oz or 1 cup Or an equivalent quantity of any combina any combination of grains breads tion of the above meat meat alterna 97 SFSP SPONSOR MANUAL FY 2010 Appendix I Continued D X Agreement No Diaion of Adeiniarudva end Pihancla Services SUMMER FOOD SERVICE PROGRAM Child Nutrition Programs CYCLE MENUS FOR SUPPLEMENTAL MEAL SNACK Name of Sponsor SFSP 14 Revised 10 07 Choose two from the following Components Page of Dates to be served MILK MEAT amp MEAT ALTERNATES VEGETABLE
115. re recorded accurately and are supported by proper documents the totals at the bottom of the page can be used to complete the Monthly Claim for Reimbursement quickly and easily In Column A record all deposits made to the special USDA food account Any amounts deposited should also be recorded in either Column C or D Most deposits will be the monthly USDA reim bursement check and should be recorded in Column C Any other income generated by food service such as charges for meals served to non program adults would be recorded in Column D Note Other income does NOT include payments from DHR fees etc This form is for tracking the receipt and expenditure of USDA related money only All expenditures should be recorded in Column B and then in the appropriate Column E through K The date check number and a description of what was purchased or to whom payment was made Should always be recorded All payments should be based on invoices payroll records contracts or other documentation supporting cost When the Invoice form SFSP M13 is used as part of the documentation the Total Food Items figure can be recorded in Column B and in Column G of the General Journal and the Total Non food figure can be recorded in Column B and in Column I When the Payroll Worksheet SFSP M8 is used as part of the documentation several figures from it can be transferred to the Monthly Journal a The amount of Net Pay should be entered in
116. rfaces constructed cleanable installed located Toxic or poisonous items Medicines First aid materials Stored Warewashing facilities designed constructed maintained installed Labeled Used located operated Other personal care first aid items Stored Labeled Accurate thermometers Chemical test papers Toxic or poisonous materials separation Linens properly stored dried handled Laundry facilities used Non toxic tracking powder Wiping cloths clean use limitations stored 1 OTHER Storage handling drying of clean equipment utensils Single service articles storage dispensing wrapped Use limitations 42 Permit Report Other properly posted Gloves used properly Administrative requirements HACCP plan RECEIVED BY Name INSPECTED BY Name Title REMARKS ADPH FLP 103 Rev 03 08 kw dd Page 1 of SFSP SPONSOR MANUAL 102 FY 2010 Appendix M Commodities Page intentionally left blank SFSP SPONSOR MANUAL 103 FY 2010 ANSWERS TO ACTIVITIES Activity 1 May August 29 2010 June July 30 2010 Activity 2 First Meals Second Meals 1 218 x 02 24 36 or 24 546 x 02 10 92 or 10 3 109 x 02 62 18 or 62 Activity 3 Number of Meals X Reimbursement Served Rate 10 000 Breakfasts X 1 6800 16 800 00 20 007 Lunches X 2 9400 58 820 58 1 505 Suppers X
117. rganization s office As part of program planning the sponsoring organization must create a schedule for monitoring EVERY site under its sponsorship New sponsors must submit a schedule for program monitoring along with its application Site reviews and site visits must be conducted for all sites Exception Sponsors may seek a waiver of the first week visit requirement at sites with experienced staff and no significant operational problems the prior year All reviews and visits must be documented using the appropriate State agency provided forms and filed at the sponsor s office SFSP regulations require that site visits be conducted within the first week of program operations to identify any problems and allow for corrective action to be performed before the site review The site review on the other hand must occur within the first four weeks of operation This is a more detailed review in which the monitor evaluates the site beginning with meal delivery and ending with cleaning up Observations likely to be conducted during site visits and or reviews are Meal service Delivery of meals Review of site records delivery receipts meal counts payroll records Sanitation and Safety Display of the And Justice for All poster Other aspects of Program compliance as needed OOOOOU Remember The sponsoring organization must document site visits and site reviews for all SFSP a sites under its administration The sponsor must subm
118. ring organizations or by one of the organization s employees are used for SFSP administrative duties such as visits to sites for monitoring or training the transportation costs approved mileage rate times total miles plus parking and toll fees are allowable costs Records must be kept to document the mileage claimed which include start and finish odometer readings date and purpose of the trip SFSP SPONSOR MANUAL 20 FY 2010 Directors and officers insurance is an allowable cost provided that 1 The insurance policy actually provides liability coverage for activities related to the SFSP 2 The SFSP share of the cost is properly allocated when the policy includes coverage for non SFSP liability SFSP SPONSOR MANUAL 21 FY 2010 Audit Expenses Federal audit standards require recipients of Federal funds to have audits performed if the organization received funds in the amount of 500 000 or more during the previous fiscal year If your organization meets this threshold the costs associated with the SFSP portion of the audit are allowable The invoice from the certified public accountant should indicate the SFSP portion of the total cost and the amount should be recorded on the monthly general journal or accounting ledger A Check with the State agency and FNS Instruction 796 4 Rev 4 for other allowable 1 administrative costs I Unallowable Expenditures You may not expend SFSP funds on items not related to the food program Below are
119. ritten quotations and bid documents Comparison of all price quotations and bids with the effective dates shown Price comparison will show bid or quotation award Log of approval substitutions AuwPwne CODE OF CONDUCT The following conduct will be expected of all persons who are engaged in the award and administration of contracts supported by Summer Food Service Program Funds No employee officer or agency of the above named sponsoring organization shall participate in selection or in the award or administration of a contract supported by Program funds if a conflict of interest real or apparent would be involved SFSP SPONSOR MANUAL 92 FY 2010 Appendix H Continued Conflicts of interest arise when one of the following has a financial or other interest in the firm selected for the award 1 The employee officer or agent 2 Any immediate family member of person listed in 1 3 His or her partner 4 An organization which employs or is about to employ one of the above The sponsoring organization employees officers or agents shall neither solicit nor accept gratuities favors or anything of monetary value from contractors potential contractors or parties to subagreements The purchase during the operating hours of any food or service from a contractor for individual use is prohibited The removal of any food supplies equipment or property of the sponsoring organization such as official records recipes books and the
120. s served to children in excess of the approved level of meal service for each site If the approved level of meal service is exceeded the sponsor must immediately notify the State agency by revising the information using the online application Special Circumstances Holidays and Other Site Closings When a site is closed write a one or two word explanation down the column on the actual day of meal service when the site closed For example holiday voting day field trip weather etc Child is present but not served a meal Mark the meal service column with an X and circle to indicate the child was present but did not receive a meal Do not include in the meal count that will be used to file the claim for reimbursement SFSP SPONSOR MANUAL 45 FY 2010 Dos and Don ts Do e Do use children s full names not initials or nicknames While the site staff is likely very familiar with the children s names the auditor reviewer will not be Reviewers will look for the same name to appear consistently on the weekly roster enrollment and meal eligibility forms If the names are different it creates confusion and delays completion of the review If space permits consider putting the nickname in parenthesis i e William Billy Johnson e Do print participants names legibly e Doshow the eligibility code E for eligible or IE for ineligible for each child If using area eligibility documentation write AE for area elig
121. stributions made to sites and receipts from each site supporting such distribution Documents relating to the funds received from the sale of containers Record of all commodities used in the SFSP SFSP SPONSOR MANUAL 69 FY 2010 XII MISCELLANEOUS Serving Time Restrictions ederal regulations mandate maximum time restrictions according to meal types If your b sites are serving small numbers of children set meal service times to adequately accommodate the meal service Do not set lunch meal service for 2 hours if all children can be served in a period of 30 minutes You must notify the State agency if there is a change in meal service time after application approval Regulations do not allow you to claim meals served outside the approved meal service times SFSP Training Requirements SA required training 1s held annually for all SFSP sponsors Any sponsor failing to send a representative will be terminated from the program Regardless of who represents the sponsor at the annual meeting the sponsor is held accountable for all information covered Administrative and site personnel must be trained annually SFSP regulations require that no food service site may operate until personnel at the site have attended at least one of the sponsor s training sessions Sign up sheets must be available to document training At least one person who has been trained by the sponsor must be present at each of the sponsor s sites during the time
122. te or e mail the manufacturer to obtain the product analysis sheet SFSP SPONSOR MANUAL 53 FY 2010 Common Crediting Mistakes Rice Is credited as a grain bread not a fruit vegetable Canned ravioli or other canned pasta dishes The bread portion is creditable as a grain bread The filling and sauce are considered other foods unless a CN label or product identification sheet is obtained from the manufacturer Meat Meat Alternates served at breakfast These items are not creditable Items such as eggs sausage and ham may be served but are considered other foods at breakfast A meat item cannot replace one of the three required breakfast components Juice Drinks Check the food label for percentage of juice Often these items are less than 100 juice Potatoes Credit as a vegetable fruit not a grain bread Frozen yogurt This item is not creditable and is considered an other food in all meals and snacks Yogurt is credited as a meat meat alternate Potato Chips Potato chips are not creditable corn chips are credited as a grain bread Puffed snack products These items such as cheese puffs or bugles are not creditable Fruit flavored canned punch These items usually contain less than 50 fruit juice They are not creditable and considered an other food in all meals and snacks Fruit flavored powders These items do not contain any fruit juice and are considered an
123. ted correctly SFSP SPONSOR MANUAL 16 FY 2010 Activity 6 While food requirements will be discussed later which of the foods listed below do you believe would be allowable costs in the SFSP Milk Cigarettes Personal groceries Spices Bread Crab meat Soda pop Rabbit food Adult meals Food Service Labor and Benefits Costs Food service labor includes staff performing labor necessary to the food service operation Food service labor and benefits must be documented for SFSP This may include wages salaries employee benefits and the share of taxes paid by the sponsor to perform the following tasks e Menu planning and purchasing e Meal preparation serving and clean up of SFSP meals e Time spent in completing required records including menus production records meal count forms and e Supervision of day to day food service operations including supervision of children during the meal service Records that must be maintained include payroll records and time documentation The value of volunteer labor may not be used to support SFSP costs under this or any other category In some instances SFSP employees will have dual responsibilities related to the SFSP and to the sponsoring organization unrelated to the SFSP In those instances a time sheet must be kept showing when the employee worked in the SFSP and when the employee was performing other duties The time sheet must account for the total hours worked by the individual not j
124. th other non SFSP activities detailed daily time and attendance records must be maintained to support the time spent and cost allocated to the SFSP This documentation which supports the program may be reviewed by the State agency at any time The sponsor is responsible for all claims and supportive documentation Documentation should consist of but not be limited to receipts invoices payroll vouchers daily time sheets usage logs canceled checks mileage logs inventories meal counts i lt lt Each site should develop a system to protect and save meal count records and receipts iSponsors should have a central place to store all receipts Maintain documentation for three years plus the current year Activity 8 This activity will give you practice identifying costs and documentation available for those costs SFSP SPONSOR MANUAL 24 FY 2010 The following are charges that are often incurred ina SFSP Write the dollar amount in the appropriate column for operating or administrative costs and list the type of documentation needed to support the cost Item Cost Operating Cost Administrative Documentation Cost Available Ad in newspaper 58 60 58 60 Receipt invoice copy of ad Sit supervisors 746 55 746 55 Payroll voucher time salaries card Postage 12 29 Beans 409 33 Cook s salary 1785 44 Coordinator s salary 240 19 Dis
125. that point forward The account should be used to pay bills directly and not simply to reimburse the sponsor for expenses it incurred on behalf of the SFSP Audits Reviews All sponsors of the Summer Food Service Program are subject to reviews to determine compliance with all USDA and State agency regulations The basis of the review is to establish that financial operations are conducted properly financial statements reports are correct expenditures of program funds comply with applicable laws and regulations internal procedures meet the objectives of federally assisted programs The administrative review is designed to monitor the sponsor s CURRENT operations Normally the last month for which a claim for reimbursement has been filed will be selected Due to the nature of the SFSP operating for a short period of time a month from the previous year could be selected A meal service is observed and analyzed for accurate meal counts proper components and portion sizes A review is also conducted of the facilities Any disallowance resulting from these reviews must be paid back as required in the review report SFSP SPONSOR MANUAL 28 FY 2010 The frequency and scope of reviews are determined by Federal guidelines review of every new sponsor at least once during the first year of operation annual review for sponsors which experienced significant operational problems in the prior year review each sponsor at least o
126. ticipate in the SFSP in Alabama all of the following steps must be successfully completed I II All sponsors A Attend annual workshop l Official sponsor representative must attend 2 Attendance for the duration of workshop is required B Select food production site or secure food service vendor C Contact local health department for Permit to Operate D Submit application by deadline l Hard copy attachments 2 Web application E Conduct and document training New Sponsors A Complete and submit Assessment of Potential SFSP Sponsor form B Submit financial viability documentation l Audited financial statements 2 Bank statements 3 Form 990 Submit sponsor resolution regarding Program participation Submit board minutes Satisfy on site visit by State agency representative l Organizational capability 2 Internal Management controls established moo SFSP SPONSOR MANUAL FY 2010 I FINANCIAL MANAGEMENT P art of the success of the SFSP depends on the sponsor s ability to keep accurate financial records In this section you will learn how to Document all costs for meals Identify allowable and unallowable costs Calculate reimbursement based on formulated reimbursement rates Complete the claim for reimbursement process PROGRAM PAYMENT financial assistance in the form of reimbursement and advance payments paid to sponsors for operating and administrative costs CONSIDER who will pay the differ
127. to air dry Store in a clean and sanitized case Sanitize the clean case by immersing in a sanitizing solution Check and change batteries in digital thermometers on a routine basis Measure the internal temperature of a food by inserting the stem of the thermometer into the center and thickest part of the food A Check the temperature of foods in several places A Clean and sanitize the thermometer before inserting it into a different food D D DD Use the food thermometer to check the temperature of refrigerated foods during the receiving process Refrigerated foods should be delivered at or below 41 degrees D except as specified in laws governing milk shell eggs and mollusks shellfish Write down all temperatures so that there will be a record Test the temperature of milk or juice by opening a carton and inserting the thermometer at least two inches into the liquid Avoid touching the bottom or sides of the container Cross Contamination One of the biggest dangers foodservice operations face is cross contamination the transfer of microorganisms from e Hand to food e Food to food e Equipment to food e Hand to Food Cross Contamination Hand to food contamination occurs when hands handle cooked or ready to eat foods Bacteria are found throughout the body on hair skin and clothing in the mouth nose and throat in the intestinal tract and on open wounds sores scabs or scars These bacteria often end up on the hands where they can easi
128. to secure three or more bids or price quotes 2 Secure three or more price quotes and submit to the State agency The bids or price quotes should be for like items Like items are similar in size quality and features All quotes should include taxes delivery charges set up fees or other fees associated with the use of the item The state staff will review the bids or price quotes and approve the lowest price item 4 Once the item is purchased record the purchase as an expense on the accounting ledger or monthly general journal 97 Maintain all records relating to the bids and purchase SFSP funds may not be used for equipment purchases if the above listed steps are not followed Note Only the proportion of the purchased equipment that will be used for the SFSP is an allowable expense If a service is used by both sponsor and the SFSP the expense must be prorated by a State agency approved method SFSP SPONSOR MANUAL 19 FY 2010 Administrative Costs Administrative costs are costs incurred in the planning organizing and managing the food service operation under the SFSP Administrative cost categories include the cost of clerical and office labor supplies monitoring labor and mileage Administrative Labor and Benefits Costs Administrative labor costs include compensation paid for labor needed for the following activities e Conducting pre operational site visits Completing application agreement Conducting
129. ts given for cash donations c Advance Payment d Reimbursement Warrant e Records of any other funds received for the SFSP 21 Other records a Bank statements b Deposit slips c Accounting ledgers monthly general journal d Monthly General Journal monaoge SFSP SPONSOR MANUAL 73 FY 2010 APPENDICES SFSP SPONSOR MANUAL Appendix A SFSP SITE DATA SHEET Program Year Jan 2008 Dec 2008 Revision 1 Month August 2008 001 0000 Revision Decision Date Start Date End Date Submitted By Signature Authority Submission Date View Rev Comments Submission Type Approved 01 20 2008 08 01 2008 08 15 2008 UVAJRALA Joseph Larry Butler 1 20 2009 4 05 55 PM Select Comments Unsubmitted 08 01 2008 08 15 2008 StateUser Select Comments SponsorUser Sponsoring Organization s Period Covered by this Claim From 08 01 2008 mm dd yyvy To 08 15 2008 mm dd yvyy Period covered by this claim From 08 01 2008 E 08 15 2008 Days Served and Enrollment Days Served Calendar days 11 Breakfast AM Snack Approved Level of Meal service 100 n Highest Daily No Children Served First Meals Served Include Test Meals 20 6 Seconds Meals Served Comments Certification Please make sure that the data on this form is correct CI certify that to the best of my knowledge this report and claim for reimbursement is true correct and executed according to the terms of
130. ty and point of service meal counts apply to field trip meals B Field trips where SFSP meals will not be served Meals are being provided by another means purchased packed at home or donated and should not be claimed for reimbursement SFSP SPONSOR MANUAL 71 FY 2010 XIII ORGANIZING YOUR SFSP RECORDS SFSP records document your organizations eligibility and verification for filing a claim for reimbursement Your SFSP records must be complete accurate and readily retrievable Listed below is a suggested system Annual Program files maintained on a permanent basis and updated as required Approved agreement Application for Participation Site Information Document for each site a Pre operational site visit forms for new and problem sites b Sponsor Site agreements c Monitor reports of site visits and reviews d Health Dept Permit 5 Site eligibility documentation F R data from local Board of Education Eligibility forms List of meal eligibilities from local Board of Education for enrolled sites Migrant certification letter e Census data Public Release Free meal policy statement 501 c 3 Letter for private non profits only Documentation of Training a Sign in sheets b Sample folder or handouts 10 Letter of engagement of CPA firm or independent accountant or State or local government accountant and management letter 1f applicable 11 Letter to health department 12 Procurement plan 13 School foodservice agreement if a
131. u risk a late submission Deadlines for Submission Initial Claims for Reimbursement The entire claim submission process Site Data sheet is due no later than 12 00 midnight 30 days from the end of the month for which you are claiming For example a June Site Data Sheet is due no later than 12 00 midnight on July 30th even though there are 31 days in the month Site Data Sheets submitted at 12 01 AM on the 31st day will be considered late regardless of the reason and will not be paid unless covered by the One Time Exception Waiver Sponsors that participate in the SFSP and other programs must submit their Site Data Sheet and Online Claim prior to the submission deadline Revised Claims for Reimbursement A revised claim that decreases your reimbursement must be submitted as soon as the error is discovered A revised claim due to an audit or review preformed by our monitoring staff must be submitted according to the deadlines given by them A revised claim that increases your reimbursement must be submitted within 90 days from the end of the month for which you will be reimbursed additional funds If you miss a deadline file the late site data sheet immediately Your action should trigger a SDE process for requesting your OTE waiver One Time Exception Waiver Rule OTE You will be contacted regarding the requirements of One Time Exception Waiver OTE Once every three years 36 months a sponsor may apply for an exception if a dea
132. ust SFSP time In addition if a portion of an employee s salary is paid with funds from another governmental source accurate records must be maintained to ensure that the same costs are not charged to both sources Costs of Nonfood Supplies Non food supplies include small kitchen equipment paper goods such as napkins and lunch bags or boxes and cleaning supplies used directly for the food service operation Itemized receipt or invoices must be kept on file as documentation SFSP SPONSOR MANUAL 17 FY 2010 Activity 7 Below is a list of non food supplies Circle the items that would be allowable costs to the SFSP Dishes Milk Stove Cups arts craft supplies Toilet paper Cooking utensils Dishwashing detergent Paper towels used in group activities Cost of Purchased Services Purchased services are items such as utilities equipment rental rental of facilities pest control trash collection food service and preparation only and minor equipment repairs The cost of all food service related rental and repair expenses must be documented Costs for shared purchases such as utilities water and gas must be prorated and documented A representative of a utility company would need to study the site operations and determine how much of the utility should be allocated to the SFSP In lieu of a study the sponsor may elect to install a separate meter for the kitchen only Note Only the portion of purchased services

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