print

Policy

Head Start of Lane County(HSOLC) prepares a monthly reimbursement claim following the Child and Adult Food Care Program Policy and Procedure Manual. HSOLC will use required CACFP documentation to prepare a monthly reimbursement claim for each participating site and must verify the accuracy of the claim for reimbursement by ensuring all meals claimed have supporting documentation. Prior to submitting the monthly reimbursement, HSOLC must review supporting CACFP documentation for accuracy, completeness and to ensure federal and state regulations are met. When submitting a monthly reimbursement, HSOLC is certifying that the monthly claim is true and complete.  

Procedure

  1. The Regional Assistant (RA) from each region collects site paperwork (including meal count sheets and daily attendance) and organizes them chronologically by site.
  2. The RA reviews paper daily attendance with the electronic Child Plus App attendance documentation and corrects any errors in the attendance section only. The Child Plus App locks the meal count feature after the meal time to ensure no changes can be accidentally made to the meal count.
  3. The RA turns in all attendance and meal count paperwork to the Food Service Manager (FSM) by the 5th of each month for the previous month.
  4. The FSM will review all supporting documents (CN labels, credited recipes, nutrition labels, menus, etc) for the cycle menu at the beginning of each program year. Menu substitutions will be compiled by the FSC (Foodservice Coordinator) monthly by the 5th of each month for the previous month’s claim.  
  5. The FSM runs report 2310 in Child Plus. Under the filter, all locations are selected that participate in CACFP and the dates are selected for the beginning and end of each month. Summary by classroom is printed. Summary by week is opened for review. The FSM reviews each day for each classroom to ensure no sites overclaimed based on attendance. The FSM documents any day that has a missing meal count and write the date and meal type (B for breakfast, L for lunch, S for snack) on the Summary by classroom report. The FSM documents the total number of days in session for each site on the Summary by classroom report. Meal counts are compared to attendance records to ensure: no more than 2 meals and 1 snack are claimed per participant per day and that the meal compiled does not exceed the number of attendance. If an error is discovered, the FSM will review the paper attendance and disallow the appropriate meals. The FSM will note the corrected in writing on the summary report. If there is an error in the CP attendance, the FSM will note the corrected total attendance on the summary report and update the record in CP.
  6. The FSM reviews the paper meal count sheet. If a missing meal from Child Plus is documented on the paper meal count sheet, the FSM adds this number next to the meal type documented on the Summary by classroom report. The day’s meal count is added to the total on the Summary by classroom report. 
  7. The FSM will review the menu meal pattern and documentation for compliance using the menu documentation checklist and the information provided by the FSC. If an error is discovered, the FSM will document and disallow the meals including the non-compliant menu item on the summary report. The FSM will contact the FSC to correct the documentation necessary or select a new product for the next month’s menu. 
  8. The FSM will use Report 2132 to audit CACFP Child Enrollment forms for all enrolled children. If an error is discovered, the FSM will disallow meals for the participant. The FSM will contact the RM (Regional Manager) and RA to have a CACFP Child Enrollment form completed by the end of the current month. During the first claim month of the fiscal year, the forms are reviewed and documented by the RA as a double check system for forms.
  9. The FSM will use Report 2132 to audit CACFP Child Enrollment forms for all enrolled children. If an error is discovered, the FSM will disallow meals for the participant. The FSM will contact the RM (Regional Manager) and RA to have a CACFP Child Enrollment form completed by the end of the current month. During the first claim month of the fiscal year, the forms are reviewed and documented by the RA as a double check system for forms.
  10. The FSM enters the totals from the Summary by classroom report in an excel for calculating site totals (both attendance and meal counts) and comparing the attendance and meal counts.
  11. The FSC reviews the excel and Summary by classroom report to check that the addition of meals and transfer of data is free from errors. The FSC reviews the steps made in 1-10 within 5 days of the completed report.
  12. The FSM uses the Summary by classroom report and excel to enter the total in CNPweb.  Under claims, select “Add” next to the Month. Do Not select the “I Certify….” box at this point. Submit the form without checking the box. Once you add, select the (+) sign in the folder to open up the individual sites. Under each site, the Number of Operating Days, Total Monthly Attendance, and Total Meals is entered and submitted. 
  13. The FSM compares the totals in CNPweb to the total in the excel document. 
  14. The FSM selects the claim summary and checks the “I Certify…” box. 
  15. The FSM emails a pdf of the claim to the HS Director, Chief Financial Officer, Operations Director and Eligibility & Enrollment Manager. The email of the proof of claim is saved in the FSM email file “Claims” for back up. The FSM and FSC will have a calendar reminder on the 11th of each month to ensure the previous month’s claim was submitted.
  16. The FSM notes the reimbursement amount and monthly expenses for the month’s food cost percentage.  
  17. The completed records are stored in the FSM or FSC office files for the current and previous year. Prior years are saved in storage for seven year plus the current year.
  18. If the FSM is unavailable, the FSC will complete the FSM duties in the procedure and the Head Cook will complete the FSC duties. If the RA is unavailable, the RM will complete the necessary duties.  

Policy Council approved December 2020. June 2022

© Head Start of Lane County.

Reviewed: December 2020. May 2022

Updated: May 2022