Presenter: Barbara J. SmithSenior 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

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

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

State Agency Monitoring Trends - Weaknesses

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

To varying degrees, there were:

Monitoring Preparation

• Study management plans and budgets

• Study prior review findings and comments

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?

Monitoring Preparation

• Review procedures for State agency monitors

Monitoring Preparation

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

State Agency Monitoring Trends

Accepting corrective action plans that are incomplete:

WHOWHATWHENWHEREWHY

State Agency Monitoring Trends

• State agency evaluation of sponsoring organizations’ monitoring

State Agency Monitoring Trends

Missing or Incomplete Review Elements

Nonprofit food service

Five Day Reconciliation in DCHs

Assessing Fiscal action/providing appeal rights

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

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.

Fiscal Action

When to assess an overclaim:

• No enrollment

• No written menu

• Missing component

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

Fiscal Action

Fiscal Action for Expenditures

• Expenditures not in approved budget

• No receipts, back-up documentation

• Audit report findings of questioned costs

Fiscal Action

Types of Overclaims

• Meal Overclaims

• Eligibility Determinations

• Facility Determinations

Fiscal Action

Types of Overclaims

• Facility Payment Errors

• Cost Overclaims

Monitoring Scenarios

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