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Presenter: Barbara J. Smith Senior Program Analyst April 2, 2014 USDA, FNS, Child Nutrition Programs Program Monitoring Branch

Presenter: Barbara J. Smith Senior Program Analyst April 2, 2014

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Presenter: Barbara J. Smith Senior Program Analyst April 2, 2014 USDA, FNS, Child Nutrition Programs Program Monitoring Branch. State agencies are required to monitor Program operations and use of Program funds. - PowerPoint PPT Presentation

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Page 1: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

Presenter: Barbara J. SmithSenior Program Analyst

April 2, 2014

USDA, FNS, Child Nutrition Programs Program Monitoring Branch

Page 2: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

State agencies are required to monitor Program operations and use of Program funds

Reviews and audits are also conducted the Food and Nutrition Service (FNS) and the USDA Office of Inspector General (OIG).

Page 3: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

This handbook is for State agency monitoring staff and provides detail for administering the Child and Adult Care Food Program (CACFP).

Page 4: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

State Agency Monitoring Trends - Weaknesses

• Insufficient forms• Incomplete reviews• Incomplete reports• Insufficient analysis

To varying degrees, there were:

Page 5: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

Monitoring Preparation

• Study management plans and budgets

• Study prior review findings and comments

Page 6: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

Problems noted during most recent review: • Significant number

of meals not meeting meal pattern

• Claiming children not in attendance

Monitoring Preparation

Based on current review how did the institution demonstrate correction of those problems : • Were any of the

issues identified as Serious Deficiencies?

Page 7: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

Monitoring Preparation

• Review procedures for State agency monitors

Page 8: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

Monitoring Preparation

• Does your State agency have written procedures for its monitors?

Page 9: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

State Agency Monitoring Trends

Accepting corrective action plans that are incomplete:

WHOWHATWHENWHEREWHY

Page 10: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

State Agency Monitoring Trends

• State agency evaluation of sponsoring organizations’ monitoring

Page 11: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

State Agency Monitoring Trends

Missing or Incomplete Review Elements

Nonprofit food service

Five Day Reconciliation in DCHs

Assessing Fiscal action/providing appeal rights

Page 12: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

Nonprofit Food Service

Assure costs charged to the nonprofit food service were used to meet CACFP meal service requirements

Fiscal review of expenses

Ensure nonprofit food service: revenue, minus net allowable expenses and Program income

Page 13: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

5-Day Reconciliation

As part of the review of sponsored facilities, the State agency must examine the meal counts recorded by the facility for five consecutive days during the current and/or prior claiming period.

Page 14: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

Fiscal Action

When to assess an overclaim:

• No enrollment

• No written menu

• Missing component

Page 15: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

Fiscal Action

When to assess an overclaim:

• Provider’s own children

• Approved hours (if the SA has set meal times

• Meals exceed the number of children in attendance

Page 16: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

Fiscal Action

Fiscal Action for Expenditures

• Expenditures not in approved budget

• No receipts, back-up documentation

• Audit report findings of questioned costs

Page 17: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

Fiscal Action

Types of Overclaims

• Meal Overclaims

• Eligibility Determinations

• Facility Determinations

Page 18: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

Fiscal Action

Types of Overclaims

• Facility Payment Errors

• Cost Overclaims

Page 19: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

Monitoring Scenarios

Page 20: Presenter:  Barbara J. Smith Senior Program Analyst April 2, 2014

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