SERVING MEALS WHICH MEET THE CACFP MEAL PATTERN REQUIREMENTS

SERVING MEALS WHICH MEET THE CACFP MEAL PATTERN REQUIREMENTS Meal requirements are determined by the USDA (United States Department of Agriculture) to meet the nutritional needs of the infant/child. Meals and snacks must meet the USDA component and quantity requirements. The Diet Statement is required for a child who cannot follow the required meal pattern. This statement from a recognized medical authority must be on file in the 4-CCACFP office. The statement should be submitted along with the enrollment form or as soon as possible in order to be reimbursed for meals/snacks. Infant Meal Patterns Depend On: Their age in the first year State of physical development Recommendation of the Infant s doctor Breast milk the mother provides or Iron Fortified Infant Formula (IFIF) offered by the daycare provider or parent. The decision on who will supply the formula must be documented on the enrollment form. The provider must be willing to offer one type of formula. The parent should choose to accept or decline this type and sign the form. Infants 0-7 months: Iron fortified infant formula (IFIF) or breast milk is the only requirement for any meal or snack. When the child is developmentally ready, iron fortified infant cereal (IFIC) maybe offered at breakfast; IFIC and a solid fruit or vegetable maybe offered at lunch or dinner. Infants 8 through 11 months: All foods are required at meals as listed below. Breakfast Lunch/Dinner Snack IFIC IFIC, Meat or Meat Alternate IFIF, Breast Milk, or 100% Juice Solid Fruit or Vegetable Solid Fruit or Vegetable Bread or Cracker (when developmentally ready) IFIF or Breast Milk IFIF or Breast Milk The decision of who will supply the formula must be documented on the enrollment form. The provider must be willing to offer one type of formula. The parent should choose to accept or decline this type and sign the form. If you claim using paper forms: For infants, the Claim Information Form (CIF) must be updated and sent to the 4-C office each month indicating who supplies the formula and/or food for all infants in your care. This is a USDA rule. If you claim online: The enrollment form must indicate who supplies the formula/food for each infant in your care. 2012-2013 4-C CACFP Record Keeping Assignment Page 1 of 9

Children Ages 1-12 Years: Meal patterns are specific to each meal or snack in addition to the quantity of each food offered. Breakfast Lunch/Dinner Snack (2 different components) Milk (1% or Skim for children 2 years of age and up) Fruit, Vegetable or 100% Juice Milk (1% or Skim for children 2 years of age and up) Meat or Meat Alternate Bread or Grain Two servings of Fruit, Vegetable, or 100% Juice Bread or Grain Milk (1% or Skim for children 2 years of age and up) Meat or Meat Alternate Bread or Grain Fruit or Vegetable Milk Requirements Fluid milk served to children who are two years of age and older must be fat-free (skim) or low-fat (1%) milk. Fluid milk served may also be fat-free or low-fat lactose reduced milk, fat-free or low-fat lactose free milk, fat-free or low-fat buttermilk, or fat-free or low-fat acidified milk. Whole milk and reduced fat (2%) milk may not be served to children two years of age and older as part of a reimbursable meal unless a diet statement is on file. Milk served must be pasteurized fluid milk that meets state and local standards, and may be flavored or unflavored. Whole milk or reduced-fat milk may be offered to children between ages of 1-2 years. Non-dairy milk substitutions Parents or guardians may request in writing that their child be served a non-dairy milk substitution without providing a medical statement. This provision only applies to children ages one year and older. It does not apply to infants and children under 1 year of age. The written request must identify the medical or other special dietary need (i.e. life style choice) that restricts the diet of the child, and it is recommended that the request also list the name of the non-dairy milk substitution to be used. The non-dairy milk substitution must be nutritionally equivalent to milk and meet the nutritional standards for fortification of calcium, protein, vitamin A, vitamin D, and other nutrients to levels found in cow s milk, as outlined in the National School Lunch Program (NSLP) regulations in order to be part of a reimbursable meal. Because the Nutrition Facts Label on food products does not list all the required nutrients, providers must ensure that the non-dairy substitute meet the following standards and only serve non-dairy substitutes form the approved list below. No other non-dairy substitutes will be allowed without a signed diet statement from a recognized medical authority. Any parental or guardian request for a substitute must be on the approved list. 2012-2013 4-C CACFP Record Keeping Assignment Page 2 of 9

The following products are approved in Wisconsin for use as non-dairy milk substitutions: Kikkoman Pearl Soymilk, Smart Creamy Vanilla : 8.25 fluid ounce single-serving container, UPC Code 0-41390-06141-7 Kikkoman Pearl Soymilk, Smart Creamy Chocolate: 8.25 fluid ounce single-serving container, UPC Code 0-41390-06161-6 Pacific Natural Foods Ultra-Soy All Natural Nondairy Beverage, Plain: 8.25 fluid ounce singleserving container, UPC 0-52603-08311-9, quart (32 fluid ounces), UPC 0-52603-08200-6 Pacific Natural Foods Ultra-Soy All Natural Nondairy Beverage, Vanilla: quart (32 fluid ounces), UPC 0-52603-08225-9 SunOpta Sunrich Naturals Soymilk, Original, 8 oz SunOpta Sunrich Naturals, Soymilk, Vanilla, 8 oz 8 th Continent Soymilk, Original, half gallon A parent/guardian or the day-care home provider may provide the approved non-dairy substitute. A meal containing a non-dairy beverage is reimbursable if: a written request for the non-dairy substitute is on file the provider ensures that the non-dairy substitute is on the above approved list all other required meal components are made available by the day care home provider and documented. For all other substitutions, if a parent chooses to supply the substitute(s), a signed medical statement form a recognized medical official must be on file and the day care home provider must supply at least one required meal component to claim the respective child s meals for reimbursement. Tips for Serving Healthy Meals and Snacks Serve whole grain foods as often as possible rather than refined grain foods. Check the ingredients list on product labels for the words whole or whole grain before the grain ingredient s name. Examples of whole grains that can be listed as an ingredient are brown rice, whole wheat, wild rice, quinoa, bulgur, rolled oats, whole wheat flour, and oatmeal. Examples of products that sound like they are a whole grain but are not are: multi-grain, stone-ground, 100% wheat, seven-grain, and bran. Serve lean protein foods such as lean ground beef (at least 90% lean), meats with the word loin in the description such as pork loin, boneless skinless chicken breasts and turkey cutlets and low-fat luncheon meats rather than processed meats such as bacon, bologna, hot dogs, pepperoni, and sausage and fried or pre-fried breaded meats such as chicken nuggets, corn dogs, and fish sticks. Processed meats are high in saturated fat, calories and salt and increase the risk of obesity, heart disease, high cholesterol and high blood pressure. Other meat alternates that are low in fat and high in protein are legumes such as kidney beans, black beans, garbanzo beans, lima beans, black-eyed peas, pinto beans, split peas, and 2012-2013 4-C CACFP Record Keeping Assignment Page 3 of 9

lentils. In addition eggs can be served at lunch and dinner and are excellent protein sources, as are lowfat or reduced fat yogurt and cheeses. Offering a variety of fresh fruits and vegetables ensures that children get all the nutrients they need each day including vitamins, minerals, and fiber. TAKING ACCURATE MEAL COUNTS Meal counts are the number of meals served by type (breakfast, lunch, dinner, or snack) to each enrolled child by name (or number designation) each day. You need to record menus and attendance on the Minute Menu forms or on the Minute Menu online program daily by the end of each serving day. Maintain daily records of attendance, menus, and meal counts that are served to enrolled children. Menus and meal counts must be recorded by the end of each operating day. All food records must be on the premises and accessible during home visits, including records kept on your computer. Claim each child for up to two meals and one snack or one meal and two snacks per day. Send in a Child Enrollment form for each child in your care. You cannot claim a child without this form on file. All menus and meal counts must be available for review by the sponsoring organization (4-C), WI DPI or the USDA at the day care during hours of operation. Your own children or foster children may be claimed if they have met income guidelines and a day care child is present and claimed for the same meal or snack. The number of children attending and claimed may not exceed your authorized capacity. Notify your Nutrition Specialist or the 4-C office if you will be away during the day care s official hours of business. By not doing so could result in meal disallowances. A provider who has not been home, or not providing care and has not notified the sponsor three times within a 12 month period of the first and second occurrence, may be declared seriously deficient. A corrective plan must be written, and then if that is not adhered to potential termination may occur. A provider may also be declared seriously deficient if there are three occurrences of incomplete menus or attendance at the time of a home visit within two years. A corrective action plan will need to be completed and adhered to or risk potential termination if it is not. Menus and attendance forms must be kept for three years plus the current year. The most current 13 months must be kept on site; the two years before that may be stored off site. 2012-2013 4-C CACFP Record Keeping Assignment Page 4 of 9

SUBMITTING ACCURATE MEAL CLAIMS The monthly claim is the information a provider submits to their sponsoring organization (4-C) to process for reimbursement. Failure to submit proper forms may result in lower reimbursement or loss of payment. The following criteria is important for accurate meal and snack claims. Only meals and snacks approved by 4-C served during your regulated hours of operation may be claimed. All children must have a current enrollment or annual enrollment renewal form on file at the 4-C CACFP office. It is recommended that you submit enrollment forms for new children as soon as they enroll in your care to ensure that their forms arrive in the 4-C office on time for reimbursement. Enrollment forms for a new child that arrive after the claim has been submitted to DPI will result in loss of reimbursement for that child for that claim month. On line and paper claims must be received in the office by the 5 th of each month or the claim will be processed the following month as a late claim. This could delay your reimbursement up to three months. Meals and snacks must meet the meal pattern requirements. A diet statement for children whose meals do not meet the meal pattern requirement must be on file. A parent statement for children drinking an approved non-dairy substitute must be on file also. Record menus on proper forms: infant meals on infant forms, children older than one on regular forms. Use only a #2 pencil and make sure circles are dark and completely filled in. The monthly Claim Information Form (CIF) must be mailed with your claim. This form would indicate who supplies infant formula and/or food. Other information such as school age children in care during school hours, holiday care, and withdrawal dates for children no longer in care should be recorded on this form. Use the CIF also for notes to the office such as upcoming provider vacation time. If you claim online indicate days off for school-aged children (when school is in session) by clicking the attendance for the school ager for that day and also sch out. To claim holiday care go to Tools, Manage Provider Calendar, click Open for Holiday on the left tool bar, and drag that to the date and save it. HOW THE 4-CCACPF WILL REVIEW THE PROVIDER S MONTHLY CLAIMS All claims must be received in the 4-C CACFP office by the 5 th of each month. Reimbursement for claims received after the 5 th of the month may be delayed up to three months. The 4-C staff reviews each claim; Provider Claim Summary and Error Report that is printed after the claims are processed. In some cases, corrections are made to allow or disallow meals of children claimed. 2012-2013 4-C CACFP Record Keeping Assignment Page 5 of 9

The following items are checked: Is it a current or late claim Child information is current in the computer Regulation(s) are up to date and on file Authorized capacity, days of operation, ages of children served, approved meals/snacks are followed when claiming Number of meal/snacks claimed per child does not exceed two meals and one snack or two snacks and one meal each day Tier status of the provider and/or enrolled children Meal pattern requirements of infants and children are met Documentation of meals/attendance for any home visits completed by the Nutrition Specialists that month If you claim using paper forms Please mail claims promptly after your last meal service for the month. Be sure to put your return address and enough postage on the claim envelope. Do not fold paper claims or enrollments. The claim must be submitted in its entirety including regular and infant menus and all days requesting reimbursement. Remember to sign your claim before submitting. If you claim online: Please submit claim promptly after your last meal/snack service for the month. Remember to check sch out for school-agers at daycare for AM snack or lunch during school hours. Also note care done on a holiday. THE PROGRAM S REIMBURSEMENT SYSTEM The CACFP, part of the National School Lunch Act, is a USDA reimbursement program to assist regulated home day care providers with meeting the nutritional needs of infants and children while in their care. Reimbursement is made when the provider submits menus by the 5 th of the month. Claims received after that date will be considered late. Providers should send all supporting documentation such as child enrollment forms for new children, income information, changed State Day Care License or County Day Care Certification copies to stay current at the office. The 4-C staff reviews and completes the claim process for reimbursement of that month s claims. When all claims have been reviewed, the claim is submitted to DPI via their website. 2012-2013 4-C CACFP Record Keeping Assignment Page 6 of 9

The Claim Summary and Errors Report are completed. This report indicates any disallowances to determine the amount of the reimbursement check/direct deposit. The claim summary letter is mailed to paper claimers. Online claimers can view it by going to the upper toolbar and clicking on Claims. Go to Review Claims, double click on the month you want to look at, under Choose a Report choose Claim Summary and Error Letter. Reimbursement checks are only made payable to the individual day care provider enrolled in the 4-C CACFP. A check cannot be issued to the day care facility name or another person. You should receive your direct deposit or check by the first Friday of each month (approximately 5 weeks after claim submission). For current direct deposit date information, check the 4-C website at www.4-c.org. Upon receiving your claim summary and error report provider should: Verify meal totals paid with meal totals submitted and at proper tier. Keep your claim summary letter with the claim for any audits that may be necessary. Call the 4-C office to discuss any discrepancies. Adjustments are sometimes made for office errors. COMPLIANCE WITH THE PROGRAM S RECORDKEEPING REQUIREMENTS The 4-C Food Program wants you to receive all of the reimbursement you are entitled to. By keeping accurate, available and up to date menus, meal counts and attendance will help ensure that this happens. Make record keeping a priority. Putting a system in place will help to keep the paperwork in order and readily accessible. Recording your menus at the same time each day may make it easier to form a habit of recording your paperwork daily. There are three basic record keeping rules: Record all meals/snacks and meal counts by the end of each working day. Record daily attendance according to licensing and/or certification regulations. Contact your Nutrition Specialist or the 4-C office by 8 AM if you will not be home during a meal/snack review. Use the colored folder handed out each year for your food program paperwork. Have your folder ready for your Nutrition Specialist during your visit. 2012-2013 4-C CACFP Record Keeping Assignment Page 7 of 9

Three years of CACFP records must be maintained at all times. All CACFP records must be maintained onsite for the most recent 12 months plus the current month. Records for the previous two years (before the most recent 13 months) can be kept onsite or offsite, and must be made available if requested. If you claim online, you can maintain these records on the computer or on paper. If you maintain records on the computer, they must be accessible for 4-C, DPI, or USDA staff to review at any time during your regular day care hours. The records you are required to maintain include: Copy of non-expiring Agreement Between Sponsoring Organization and Day Care Home (PI- 1425) Copies of CACFP child enrollment form and a copy of the annual enrollment renewal report due annually in April Copy of any applicable diet statements for children unable to follow the CACFP meal pattern 4-C CACFP monthly memos Certificate of completion of annual record keeping home assignment Sponsor home review forms Monthly menus and child care attendance Claim summary letters Building For The Future flier Civil rights flier Providers must inform parents/guardians of program benefits, including address and phone number. Submitting Paperwork MONTHLY CLAIM: Must be recorded daily and submitted by the 5 th of the following month LICENSE OR CERTIFICATION: Must be current. Any changes are due immediately ENROLLMENT FORMS: Due immediately. Include any applicable diet restrictions or age exception RECORD KEEPING ASSIGNMENT: Due annually on March 1 st CHILD ENROLLMENT RENEWAL FORM: Due annually in April TIERING DETERMINATION: Due annually in July CIVIL RIGHTS REQUIREMENTS Civil rights are the nonpolitical rights of a citizen; the rights of personal liberty guaranteed to the U.S. citizens by the 13 th and 14 th Amendments to the U.S. Constitution and Acts of Congress. The goals of civil rights are equal treatment for all applicants and beneficiaries; knowledge of rights and responsibilities; elimination of illegal barriers that prevent or deter people from receiving benefits; and dignity and respect for all. 2012-2013 4-C CACFP Record Keeping Assignment Page 8 of 9

All children who attend a day care home must be provided equal access to the benefits of the CACFP. Therefore, infants must be offered infant formula and food at the home and parents cannot be asked or required to supply these items. To withhold the program from any eligible age group is age discrimination. Civil rights requirements for family child care home providers: Provide the CACFP in a nondiscriminatory manner Distribute the Building for the Future flier to all newly enrolling families Discuss with parent, choices for supplying IFIF/food (Infant information on enrollment form or separate paper Dear Parent letter for online enrollments) to families of all newly enrolling infants Refer all Civil Rights complaints to the 4-C CACFP Non-Discrimination Statement: Whenever the CACFP or USDA is mentioned or implied on materials, the non-discrimination statement must be included. Information that is directed to parents, potential participants or public groups and that mentions the CACFP or USDA meals must include the non-discrimination statement. Examples of informational materials that require this statement include: Your Policies Newsletters that are given to your child care families Brochures used to advertise your child care Flyers posted to advertise your child care Any printed or online advertising CACFP Non-Discrimination Statement: 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 Civil Rights (Office of Adjudication), 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992 (Voice). TDD users can contact USDA through local relay or the Federal Relay at (800) 877-8339 (TDD) or (866) 377-8642 (relay voice users). USDA is an equal opportunity provider and employer. If the material is too small to permit the full statement, the following statement may be used, in print size no smaller than the text used in the material. This institution is an equal opportunity provider. 2012-2013 4-C CACFP Record Keeping Assignment Page 9 of 9