School Lunch Basics - PowerPoint Presentation

School Lunch BasicsWellness & Learning ConferenceAugust 14, 2018 Nancy Bradford-Sisson Patty Carignan Marty Davis Kathryn Hodges Cheri White

Income ApplicationsSee Income Eligibility Presentation from 2018 Wellness Pre-Conference Workshop

Direct Certification Query by Student or Query by File These queries reach out to the entire SNAP file, no matter where the student is enrolled. Eligible Roster This query will report only those students who are officially enrolled in the identified district, based on the BOY data.

Direct Certification

How to Upload an Enrollment File in Query by File Uploading an Enrollment file can be challenging. Create Enrollment File, using excel Remove all lines that are not student specific Save two ways: SASID in first column Last Name, First Name, Birth date in first 3 columns Save both files as .csv Using Query by File Select Query Type Identify if there are headers Find the first .csv file Run Query by File Repeat using the second .csv file The results will show a Y or a N in the next available column (The Ys are directly certified and should be Free) Save both files as excel and date The results of these uploads, with dates, must be saved in your DC files

VerificationSee Primer on Verification Procedures and SFA Verification Summary Report (FNS 742) power-points that will be used later today.

Verification ProcessOctober 1, identify number of approved applications (excluding DC students and those in the 30-day carry-over period who have not submitted new applications) Calculate 3% and round up Randomly select the calculated number, using Error Prone pool, first. Confirmation Official reviews selected applications .

Verification Process, continued Notify Household of Selection Follow-up on request for documentation, at least once Review supporting documentation provided by Household Send Letter of Results to Household Change Master Roster and POS, as necessary Act on any Appeal submitted by Household Report Verification Results on FNS 742 by 12/31

A Perfect Verification File Copy of both sides of selected application Confirmation Official’s signature Notification to Household of Selection Follow-up documented, if applicable Supporting documentation from Household Letter of Results to Household Appeal documentation, if applicable

Questions on Eligibility and Verification

Reimbursable Meal DocumentationMenu Worksheets, Menus , Production Records, and Supporting Documentation

Creditable Components Meat/Meat Alternate Use the Food Buying Guide to measure the Edible Portion (EP) of the component Grain Use Exhibit A to help in crediting Fruit Dried Fruit equals twice the volume Vegetables Raw Green Leafy equals half the volume Milk Milk is Milk. It does not include other Dairy products.

SMART SNACKS Any food or beverage that is not a reimbursable meal Sold anywhere on campus that is accessible to students During the school day (midnight before to 30 minutes after the bell) Examples include ala carte items sold in the cafeteria, foods sold in school stores and vending machines Alliance for a Healthier Generation’s Smart Snacks Product Calculator https://foodplanner.healthiergeneration.org/calculator SuperTracker -- MyRecipe https://www.supertracker.usda.gov/myrecipe.aspx

Offer vs ServeOVSBreakfast=Offer 4 Items from 3 components , Student takes 3 Lunch=Offer 5 components, Student takes 3 Serve Breakfast=Offer 4 Items from 3 components , Student takes 4 Lunch=Offer 5 components, Student takes 5

Questions on food served

CIVIL RIGHTSTraining And Justice For All poster Non-Discrimination Statement Complaint Policy Special Dietary Needs “I Speak” resources

Local School Wellness Policy

Food Safety Food Safety Plan Based on HACCP (Hazard Analysis Critical Control Points) principles 2 food safety health inspections Temperature logs On-site food storage Food Safety best practices/SOPs (Standard Operating Procedures) Corrective Action during self-monitoring?

Food Safety Plan based on HACCP Principles Uses a Process Approach Categorizes menu items into 3 broad categories Implement and monitor procedures Keep records to verify food is safe

Food safety plan Categorizes menu items into 3 broad categories No cook Same Day Service Complex Food Preparation

Standard Operating Procedures (SOPs) Step-by-step written instructions for daily food service tasks Include monitoring, documentation, corrective actions and reviews Develop SOPs or use/modify USDA series https:// theicn.org/icn-resources-a-z/food-safety

Food Safety PlanCan you answer yes to these questions? Are employees trained annually to the Food Safety Plan and has that training been documented? Does the Food Safety Plan apply to any facilities or part of a facility where food for Child Nutrition Programs is stored, prepared, or served? Is the Food Safety Plan menu-specific and site-specific?

Questions on civil rights, wellness and food safety

Paid Lunch Equityhttps://www.education.nh.gov/program/nutrition/school_lunch.htm

Non-Program Food Revenue https:// www.education.nh.gov/program/nutrition/school_lunch.htm

PROCUREMENTCode of ConductWritten Procurement Procedures Offering Free and Open Competition Contracting when applicable Following Micro-Purchase regulations Small Purchase Threshold Buy American

BUY AMERICANDomestic Commodity or Product: Produced in the U.S., or Product processed in U.S., using substantial agricultural commodities that are produced in the U.S. 7 CFR Part 210.21(d) SP 24-2016 February 3, 2016 SP 38-2017 June 30, 2017

Questions on ple, non-program food revenue or procurement

On-site Review Checklistfor both Breakfast and Lunch

Record KeepingEquipment Temperature Logs are kept on a rolling 6-month time period. All other records supporting the meals program must be kept for 3, plus the current, years. Or longer, in case of an audit, until the audit is completed.

Professional Standards Minimum hiring standards for some Annual training requirements for all Must be tracked and documented School Lunch Basics 1 hour 15 minutes of nutrition training (1000), 6 0 minutes of operations training (2000), and 1 hour 45 minutes of administration training (3000)

Meal Counting & Claiming System The meal counting and claiming system must accurately count, record, consolidate and report numbers of reimbursable meals claimed by category (free, reduced-price, or paid) as identified at the Point of Service (POS). The meal counting and claiming system can be manual or electronic .

Daily Meal Counting Systems Acceptable meal counting systems: Class Roster / School Roster Check List Cash Register Code System / Number Checklist Computerized Bar Code I.D. Cards Electronic Point of Service System Remember : keep application on file for each student claimed free, reduced or denied Free and Reduced meal count must match student count Remember any system used must always prevent “overt identification”

Acceptable or Unacceptable Meal Count Systems? Are these acceptable point-of-service meal counting procedures? Counts taken in the classroom Number of tickets sold/issued Head counts Tray or entrée counts Counts of lunches prepared Cash converted to meals Category/cash back-out system Delivery counts of meals produced off-site

Counting & ClaimingEach site must have a form of consolidation by category for accurate counting of meals and eligible students. Any system in place must provide a “point of service” meal count. Of reimbursable meals served By type (free, reduced, paid) Each day, and Without overtly identifying students receiving meal benefits

Internal ControlsYou must establish internal controls to ensure that an accurate claim for reimbursement has been made by: Completing daily edit checks ie Point of Service system Monitoring the actual # of reimbursable free, reduced-price, and paid meals served for each day of operation.

Point of ServiceAcceptable Counting System at the Point of Service That point at which you can determine the student has a reimbursable meal. Salad Bars point of service may be after the POS, but must have monitoring to be sure each student selects there other components. Note: Offer vs. Serve - lunch is reimbursable with 3 components of the required meal pattern

Overt Identification Overt Identification- Any action that openly identifies children as eligible for free or reduced price benefits in the NSLP, SBP, or SMP A casual observation of your point of service should never be able to tell who is free, reduced, or paid FREE PAID REDUCED

Claiming for the NSLP Schools participating in the NSLP must have an approved current school year application on file with the State Agency. SFA’s must complete and submit a monthly NSLP reimbursement claim. As a reminder, you must: Keep all supporting documentation on-site to support the monthly claim. Paperwork must be kept three years plus the current year unless under an audit. Paperwork must be kept until the on-going audit is closed. Federal Regulations require SFAs to submit claims ( including revisions ) no later than 60 calendar days after the last claiming day of the month. Please note: State Agencies have the authority to set earlier claim submission dates. NH’s deadline date for claim submission is the 10 th day following the claiming month.

Claims for Reimbursement7 CFR §210.8 ( b)  Monthly claims.  To be entitled to reimbursement under this part, each school food authority shall submit to the State agency, a monthly Claim for Reimbursement, as described in paragraph (c) of this section. (1)  Submission timeframes.  A final Claim for Reimbursement shall be postmarked or submitted to the State agency not later than 60 days following the last day of the full month covered by the claim. State agencies may establish shorter deadlines at their discretion. Claims not postmarked and/or submitted within 60 days shall not be paid with Program funds unless otherwise authorized by FNS.

Claims for Reimbursement7 CFR §210.8 Continue (4)  Corrective action.  The State agency shall promptly take corrective action with respect to any Claim for Reimbursement which includes more than the number of lunches served, by type, to eligible children. In taking corrective action, State agencies may make adjustments on claims filed within the 60-day deadline if such adjustments are completed within 90 days of the last day of the claim month and are reflected in the final Report of School Program Operations (FNS-10) for the claim month required under §210.5(d) of this part. Upward adjustments in Program funds claimed which are not reflected in the final FNS-10 for the claim month shall not be made unless authorized by FNS. Except that, upward adjustments for the current and prior fiscal years resulting from any review or audit may be made, at the discretion of the State agency. Downward adjustments in amounts claimed shall always be made, without FNS authorization, regardless of when it is determined that such adjustments are necessary. (c)  Content of claim.  The Claim for Reimbursement shall include data in sufficient detail to justify the reimbursement claimed and to enable the State agency to provide the Report of School Program Operations required under §210.5(d) of this part. Such data shall include, at a minimum, the number of free, reduced price and paid lunches and meal supplements served to eligible children. The claim shall be signed by a school food authority official.

NH Calendar for Monthly Claim Submission

USDA 60 Calendar Rule for Submission of Claims Late FFVP claims follow the FNS 60/90 day guidance. SFA’s may be granted a one-time per 3 year waiver for a late claim. Any further late claim made during the 3 year period will not be processed. If currently on the exemption list, claims will not be processed. 7 CFR 210.8(b)(1)

Questions on on-site monitoring, pos, meal counting and claiming

On-Site Administrative Review Observation of meals OVS POS Creditable components Signage Availability of Water AJFA Poster Food Safety Inspection Report Food Safety Practice Food Safety Plan Based on HACCP Principles

Questions on anything

ONPS Contacts Cheri White, Administrator Cheri.White@doe.nh.gov 271-3860 Kathryn Hodges, Program Specialist IV Kathryn.hodges@doe.nh.gov 271-3861 Nancy Bradford-Sisson, Program Specialist II Nancy.Bradford-Sisson@doe.nh.gov 271-3864 Patty Carignan, Program Specialist II Patricia.Carignan@doe.nh.gov 271-3862 Marty Davis, Program Specialist II Marty.Davis@doe.nh.gov 271-3647