USDA FFVP Program Training 2013 - 2014

July 11, 2013

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Training Objectives• Operate a FFVP that meets Administrative

Review requirements.

• Implement a Financial Management and Budget Plan for 2 grant periods of the SY 2014 FFVP which uses all of the allotted funds.

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Training Objectives Cont.

• Create FFVP snack menus which include variety and Georgia-grown produce.

• Identify FFVP grant nutrition education activities and uses for resources received.

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How well do we know our Fruits & Veggies?

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Candy Stripe Beets

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Artichoke

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Dragon Fruit

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Asian Pear

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Pluot

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Is there a Handbook?

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http://www.fns.usda.gov/cnd/ffvp/

What are the goals ofthe FFVP?

Healthier food choices Healthier school environments

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Expand variety of F/V that children experience

Increase children’s F/V consumption

Make a difference in children’s diets to impact present & future health

What’s the History of FFVP?

The USDA Food and Nutrition Service (FNS) administers the FFVP at the national level.

Within participating states, the FFVP is administered through the State Department of Education.

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History: The Beginning FFVP began as a pilot

project under the Farm Security and Rural Investment Act of 2002.

This Act authorized funds for 4 States: Iowa, Indiana, Michigan, and Ohio, and one Indian Tribal Organization.

The purpose of the pilot was to determine the best practices for increasing fresh fruit and fresh vegetable consumption in schools.

2004 - 4 more states( NC, MS, PA, WA) – made “permanent” under NSLP.

2006 expanded again to add 6 more states.

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History: The Beginning cont.…

• The Food, Conservation, and Energy Act of 2008, aka, the Farm Bill, became law on May 22, 2008 (Public Law 110-234).

• Section 4303 of P.L. 110-234 amended the National School Lunch Act by adding Section 19, the Fresh Fruit and Vegetable Program, making it a permanent program nationwide.

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What’s new this year??• 156 Schools participating

• $50.08 per student allocation

• First Quarter allotment: increased from 16% to 17.5%

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FFVP Allocation

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How are schools selected?Page 7

Schools must be an elementary school.

Schools must operate the NSLP.

Schools must submit an application.

Selected schools must have 50% or more students eligible for F/R meals.

Highest priority must be given to schools in good standing with highest percentage of low-income students.

Total enrollment of all schools must result in a per student allocation of $50 - $75 per year.

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July 1 – Sept 30

Federal fiscal yearOct. 1 through Sept. 30

Oct. 1 – June 30

Why 2 grant periods?

School year

Allotment

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When do I get my allotments?

How do I get my allotments?

FFVP Accounting CodesFund 478 Program 1861 Revenue 4520 Function 3100 Objects: Description 610 Small Supplies 630 Fruits & Veggies ( All Produce) 184 Labor - Cafeteria employees 191 Labor - Central Office Staff 200 -290 Benefits & Taxes 730 Large Equipment

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ALLOWABLE EXPENSES

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Description

Small Supplies

Fruits & Veggies ( All Produce)

Labor - Cafeteria employees

Labor - Central Office Staff

Benefits & Taxes

Large Equipment

BUDGET Example

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October-June allotment: $25,000 October-June serving days: 132$25,000 ÷ 132=$189.39 daily allotment

•Oct. serving days: 18 x $189.39=$3409.02•Nov. serving days: 16 x $189.39=$3030.24•Dec. serving days: 11 x $189.39=$2083.29•March serving days: 21 x $189.39=$3977.19

Claims and Reimbursement Process

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Monthly Claim for Reimbursement

• Due 20th after month end.• Must include supporting documentation:

invoices timesheets with hourly wage & benefitsAPPROVED Equipment Pre-Approval

MAY INCLUDE Nutrition Ed games, fact sheets, lessons, photos, menus*, etc.

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Monthly Claim for Reimbursement

• Operating Cost– Fresh Fruits & Veggies – Labor to prepare snacks– Small Supplies

Examples: napkins, paper plates, serving containers, utensils, knives, cutting boards, and low-fat dip

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Monthly Claim for Reimbursement• Administrative Cost

Kitchen Equipment, and also scanners, camera with accessories, etc.Leasing equipmentLabor costs: planning, budgeting, etc… NOT serving or preparing F&V snack.

• Administrative costs are limited to 10% of each of your 2 allotments.

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>>>> SNO FFVP Invoice Application <<<

https://portaluat.doe.k12.ga.us/SchoolNutrition.aspx?page=CSA&acl=A&oid=46048

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Claims and Reimbursement Process

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SNO Navigational Instructions

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Multi-page full color document Provides step-by-step instructions

how to submit your claim Print and review reports before

submitting to avoid “REJECTED”

SNO instructions includes general information

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Step-by-step and screenshots

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Detailed Monthly Expenditure Report

BREAK

•Please return promptly in 15 minutes

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How do schools purchase fruits and vegetables?

Local Procurement PolicyProduce Bid

(Bid Supplies & Equipment, too)

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Equipment Pre-

Approval Request Required

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How is LABOR reported/claimed?

Time and Effort• The FFVP is a separate federal program

• Time and Effort is required for multiple programs

• Maintain T&E at the district office

• Check with your business manager for guidance

• To be allowable, salaries and benefits charged to a federal award include:– Actual employee time– For each pay period– For all programs– Documented – Signed by employee and

supervisor

If NOT being paid by FFVP, then Semi-annual certification will suffice.

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Time sheet Prototype Example

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Prototype continued

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Prototype continued

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Time and Effort cont..

• Q. Where can I find the regulations?

• A. Per OFM OMB Circular A-87, Attachment B, Section 8.h

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What about Food Safety?

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Tonya D Gray, MPA, RSFood Safety and SecuritySchool Nutrition ProgramGeorgia Department of Education1662 Twin Towers East205 Jesse Hill Jr. Drive, SEAtlanta, GA 30334Phone: 404-463-6928E-mail: tgray@doe.K12.ga.usWeb Page: http://www.ga.doe.org/fbo_nutrition.aspx

LUNCH• Lunch Buffet -----Enjoy!• Please return promptly in 45 minutes

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Casaba Melon

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Jicama

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Donut Peaches

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Kiwi Berries

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Red Grape Tomatoes

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When are Administrative Reviews scheduled?

• Administrative Review, FFVP Portion (#1900 - #1910)

• FFVP Self-Monitoring encouraged

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How are you serving fruits & vegetables in your school?

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MENU PLANNING

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MENU PLANNING

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• Calen____ Por___ • Deli______ T____e• Holi_____• Staf_____ Var____• Tes______ Pac____• Seas______ Freq___• #________ D/Sl___

MENU PLANNING

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• Calendar Portion sz.• Deliveries Time serv.• Holidays• Staffing Variety• Testing dates Pack?• Seasonal Frequency• # No. of serv.

Dice/Slice

Who can receive fruit & vegetable snacks?Page 10

o All children who normally attend the school.

o Children enrolled in a Head Start, split-session kindergarten, or child care center located in your school are eligible to receive fruit and vegetable snack.

o Encourage teachers to model healthy eating. NOT other adults including those attending a school function

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When can fruit and vegetable snacks be served? Page 12

o During the school day including at a school activity during the school day.

o Snacks cannot be served before school or during afterschool programs.

o The FFVP cannot be served as part of summer school sessions. Year round schools OK.

o Snacks cannot be served during the NSLP or SBP meal service periods .

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Where can fruit and vegetable snacks be served? Page 12

o Inside classroomso In hallwayso At kioskso In free vending machineso As part of nutrition education activities

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What can be served?

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• Foods allowed

• Foods not allowed

Which Fruits and Veggies to serve?Page 14

• Introduce children to new and different fruit and vegetables: (ex: kiwi, star fruit, kohlrabi, jicama)• Show varieties: examples of

apples i.e. such as Honey Crisp, Golden Delicious, Braeburn

• Serve in natural state without additives

• Serve fruits and vegetables in easily recognizable forms.

• Make connections with veggies without dip i.e., (sweet sugar snap peas or asparagus.)

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Items NOT allowed Page 14

• Processed or preserved fruits and vegetables (i.e., canned, frozen or dried, Grapples)

• Dip for fruit• Fruit or vegetable juice

• Jellied fruit• Trail mix• Nuts• Cottage cheese• Flavorings

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Items not allowed Page 14

• Snack-type fruit products such as fruit strips, fruit drops, fruit leather

• Most non food items, ‐(except those allowed under administrative/operational costs)

• Fruit or vegetable pizza• Smoothies• Carbonated fruit

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FFVP Limits Page 15

Dip for vegetables: If dip is served with vegetables, choose low fat,

yogurt-based or other low-fat dips. Amount of dip used should be a common serving size: 1 – 2 tablespoons.

Prepared vegetables: Fresh vegetables that are cooked, must be

limited to no more than once per week and always be part of a nutrition education lesson.

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Allowable or Not Allowable• Fresh Herbs• Fat Free Dip• Applesauce• Fresh Peach• Trail Mix• Jell-O w/Fruit• Vegetable Pizza• Raisins• Bell Pepper• Juice Box

• Yogurt• Dried Apricots• Peanut Butter• Fruit Smoothie• Regular Dip• Fruit Roll Up• Fresh Tomato• Peanuts• Caramel Dip• Blended Fruit

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What kind of production records are required?

Date Item served Number of servings (students/teachers)

– All students in attendance that day– Cannot deny snack as a form of discipline– Teachers who are directly responsible for serving

the F/V snack to the students

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Date & Day

# of Projected Servings - Students

# ofProjectedServingsTotal

Serving Size Food Items Used

Amount of Food Prepared Leftover

Unit Cost Total Cost

9-16-13 Monday

460 500 1Apple-Honey Crisp (125/cs)

4 cases 0 $35.00 $140.00

9-17-13Tuesday 460 500 2 oz.

1

Celery (100 2 oz. ind. Packs)Ind. FF Ranch Dressing (100/cs) 5 cases

5 cases00

$30.00$ 8.54

$150.00$ 42.70

9-18-13Wednesday 460 500 1

Pluots (100/cs)(Dinosaur Egg) 5 cases 0 $30.00 $150.00

9-19-13Thursday

460 500 1

Pre-Packed Fresh Pineapple(100/cs) 5 cases 0 $40.00 $200.00

9-20-13Friday 460 500 1

Pears (GA Grown)(150/cs)

4 cases 100 $25.00 $100.0

FFVP Production Record Prototype Example

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BREAK

•Please return promptly in 15 minutes

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NUTRITION EDUCATION

• Must be included with cooked vegetable snacks

• No funds allowed for supply purchases for Nutrition Education

• Refer to Handbook, pp. 20-21, and 28-30

• Connect with school Curriculum Department

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Nutrition Ed Handouts1) Availability Chart of GA Grown2) FFVP State Links3) Nutrition and Health Resources Links4) F & V Word find5) FFVP Parent Brochure6) Latest Fruit News7) Newton Co. radish education8) Spring Mix nutrition education9) Kingsburg Orchards

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BEST PRACTICES

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•What may we clarify?

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Remember . . .

Congressional intent and primary purpose of the FFVP is to provide fresh fruits and vegetables to school children.

This purpose should not be diminished.

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EVALUATION

SY 2013-2014Fresh Fruit & Vegetable Program Training

Please complete the evaluation!Your ideas help us improve.

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Thank youfor

participating !

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 Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992 (Voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.

In accordance with State and Federal law, the Georgia Department of Education prohibits discrimination on the basis of race, color, religion, national origin, sex, disability, or age in its educational and employment activities. Inquiries regarding the application of these practices may be addressed to the General Counsel of the Georgia Department of Education, 2052 Twin Towers East, Atlanta, Georgia, 30334, (404) 656-2800.