TO: Child and Adult Care Food Program Adult Care Institutions

BULLETIN NO. 039-15CNS

Page 1

August 31, 2015

August 31, 2015(X)Action Required

Date Due: 10/01/15

(X)Informational

BULLETIN NO. 039-15CHILD NUTRITION SERVICES

TO: Child and Adult Care Food Program—Adult Care Institutions

FROM:Randy I. Dorn, State Superintendent of Public Instruction

RE:Adult Care Institutions—Child and Adult Care Food Program Renewal Process for Federal Fiscal Year 2016

CONTACTS:Celia

Judy

Katie

Marie

Molly

Nicki

Terri

Agency TTY:360-664-3631

This bulletin provides instructions for Adult Care Centers who wish to continue participating in the Child and Adult Care Food Program (CACFP)for federal fiscal year 2016 (FY16). The renewal application must be completed and submitted by October 1, 2015 to the Office of Superintendent of Public Instruction (OSPI) Child Nutrition Services (CNS).As required by the federal government for reporting purposes, the Catalogue of Federal Domestic Assistance number for CACFP is 10.558.

The application renewal process is completed in the Washington Integrated Nutrition System (WINS).WINS training videos, job aids, and login link can be found at the checklist (Attachment 1) to ensure all of the components are completed.

Sponsor Profile

Review and update all sponsor information in the Sponsor Profile Tab.Review staff listed in the sponsor staff section and update as necessary.Ensure contact information, including email addresses, are current and entered correctly.

Sponsor Application Renewal

Sponsor applications for FY16 can be added by selecting the Renew Application button in the Applications Tab and completing the Sponsor Application Wizard.

Audits

The Sponsor Application includes an audit section that addresses audit requirements. Public school districts, educational service districts, public universities and colleges, cities, counties, other municipalities, for-profits, and federal government agencies are exempt from completing the Audits section of the WINS application. However, tribal organizations, as well as other private, nonprofit organizations, must complete this section.

Federal regulations require that audits of tribal and nonprofit organizations are to be conducted in accordance with Office of Management and Budget (OMB) Circular A-133. An audit under OMB Circular A-133 is generally an organization-wide audit. A program-specific audit may be performed under OMB Circular A-133 requirements if the organization expends federal awards under only one program.

An audit must be submitted to OSPI as part of the application process if the total amount of federal funds expended was $500,000 or more for your organization’s most recently completed fiscal year. If required mail a copy to OSPI, Child Nutrition, P.O. Box 47200 Olympia, WA98504-7200 or email it to . If you choose to send by email, ensure the report is a PDF file and includes the auditor’s signature.Questions regarding audits may be referred to Sherry McCulloch, Audit Specialist, at 360-725-6287.

Training

The Sponsor Application also includes a training attendance section.All institutions are required to annually attend CACFP training provided by OSPI. Enter the date a representative from the institution attended the mandatory training.

Site Applicationand Site Calendar

All sites are listed on the Sites tab.Select each site to review and update site profile information. Site applications can be completed by selecting the Renew Application button, and completing the site application wizard.

Racial/Ethnic

Racial/Ethnic Data is reported in the Site Application Wizard. For ethnicity, indicate whether each adult isHispanic or not Hispanic. For race, more than one race may be selected per adult. Race and ethnicity may be identified through self-identification (on Income Eligibility Applications) or the sponsor may make a visual identification. It is not necessary for the numbers reported on the site application to match the study month data.

Meal service information for each site is entered into the site calendar. Add a calendar for the new program year by going to the Site Calendars Tab and selecting Add. If you need to add a new site, call your program specialist.

Budgets

Center Budgets can be completed by going to the Budget Tab and selecting Renew.Enter your estimated CACFP revenue and food service operating and administrative costs. All CACFP funds must be used for food service related expenses. Institutions must have additional revenue sources available if their CACFP reimbursement cannot cover all food service expenses.

Administrative costs are those costs incurred by an institution for planning, organizing, and managing food services and allowed by OSPI.

Operating costs are those costs incurred by an institution in serving meals to participants and allowed by OSPI. Operating costs include food and labor costs related to meal service, nonfood supplies, and other miscellaneous costs related to the meal service.

For institutions with two or more sites, regulations limit the amount of meal reimbursement that can be used to support administrative costs to 15 percent. This means at least 85 percent of the meal reimbursement must support operating costs. If CACFP reimbursement is used for administrative expenses, food service operating costs will need to be entered monthly on the claim.

Management Plan

Management plansare required for institutions withmultiple sites. Management plans can be completed by going to the Management Tab and selecting Renew Management Plan. The management plan becomes available once a minimum of two siteapplications have been completed.

Vended Meals

Institutions who wish to contract for vended meals, must complete and mail or emaila signed copy of the OSPI Food Service Agreement for Vendors to your program specialist. Retain the original for your records.This form is available at

Vended meals are sometimes purchased from school districts.However, school districts are not allowed to vend meals to for-profit centers.Institutions who wish to purchase vended meals from any type of a vendor other than a school district, are required to obtain bids.

When the projected amount for vended meals is less than $150,000, an informal bid process is allowed. The informal bid process allows for quotes to be obtained by telephone, email or mail.Quotes must be requested from at least 3 potential vendors. Possible organizations for quotes include nearby hospitals, school districts, community centers, senior nutrition programs, or other catering services. Documentation of the bid process must be recorded.A sample bid form and instructions can be found at Documentation of your bidding process must be kept for 3 years plus the current year.

When the projected amount for vended mealsis more than $150,000, a formal bid process must be used. Contact Jeff Booth, Fiscal Analyst Supervisor at 360-725-6217 or r guidance on the formal bid process.

Program Application Submission and Approval

After you have successfully completed your sponsor application, site application(s), calendar(s), budget, and management plan, go to the Current Overview tab to submit your application.Once the status of your application shows as “submitted,” your program specialist will be alerted that your application is ready to be reviewed.Your application will be reviewed within 30 days. If corrections are needed, you will be notified.

When your renewal application is approved and applicable documents (A-133 Audit / Food Service Agreement for Vendorsif required) have been received, you will receive notification thatyou have an approved sponsor application. You do not need to call a specialist to confirm approval.

Applications and documents submitted after October 1, 2015, may not be processed in time for the institution to receive October reimbursement. Application materials cannot be backdated.

No monies or benefits may be paid under this program until the application is completed and approved (Federal Regulation 7 CFR 226).

Reporting Changes to your Approved Application

Institutions must revise and resubmit the approved application in WINS when changes occur during the year. Failure to report the changes could result in the recovery of funds. Changes that must be reported include:

• Name, address, phone number, or email changes.
• A site is added, dropped, or moved.
• A change in meal service.
• There is a new director or owner.
• The center is sold.
• The business is closed.

If you have questions regarding this bulletin, please contact your assigned program specialist.

This information is also available at the agency website.

FINANCIAL SERVICES

JoLynn Berge

Chief Financial Officer

Donna Parsons, MS, RD, SNS

Director, Child Nutrition Services

RD:kp

Attachment

Attachment 1- Adult Care Center ApplicationChecklist for Renewing Institutions

The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.)

If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue SW, Washington, DC 20250-9410, by fax (202) 690-7442 or email at .

Individuals who are deaf, hard of hearing 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.

The six protected classes in the CACFP are: race, color, national origin, sex, age, and disability.