Florida Administrative Code › 5 - DEPARTMENT OF AGRICULTURE AND CONSUMER SERVICES › 5P - Division of Food, Nutrition and Wellness › Chapter 5P-3 - SUMMER FOOD SERVICE PROGRAM › Section 5P-3.005 - Administrative Reviews

Current through Reg. 50, No. 138; July 16, 2024
(1) Administrative
				Review. The department will conduct Administrative Reviews of Sponsors
				participating in the Summer Food Service Program in accordance with
				7 CFR
				225.7(d)(2)(ii),
				incorporated in Rule 5P-3.001, F.A.C., and the 2017
				USDA Summer Food Service Program State Agency Monitor Guide, which is hereby
				adopted and incorporated by reference and available online at:
https://www.flrules.org/Gateway/reference.asp?No=Ref-10343
,
				and by email request to the department at InfoFNW@fdacs.gov.
(2) Audits. The department will include
				currently applicable deficiencies from federally-required audit activity or
				from any state-imposed audit requirements in the Administrative Review to
				prevent duplication of effort when or if findings pertain to the reviewed
				Sponsors or the overall operation of the Summer Food Service Program and are
				relevant to the review period.
(3)
				Disregard of Overpayment. In conducting Administrative Reviews for any fiscal
				year, the department will disregard any overpayment which does not exceed $100,
				in accordance with 7 CFR
				225.10(c), incorporated in
				Rule 5P-3.001, F.A.C.
(4) State
				Site Reviews. The department will review food service operations at each site
				included in the Administrative Review using the form entitled "Summer Food
				Service Programs State Site Review, " FDACS-01947 Rev. 11/19, which is hereby
				adopted and incorporated by reference and available online at:
https://www.flrules.org/Gateway/reference.asp?No=Ref-14865
,
				and by email request to the department at InfoFNW@fdacs.gov. Should any meals
				be disallowed at a site for reasons outlined in the 2017 USDA Summer Food
				Service Program State Agency Monitor Guide, previously incorporated in this
				rule, the Sponsor must provide documentation showing the disallowed meals were
				deducted from the Claim for Reimbursement to the department online at
https://fans.FDACS.gov
, or by mail
				to 600 S. Calhoun Street (H2), Tallahassee, FL 32399, after the meal operation
				has ended for the month and prior to receiving payment on the Claim for
				Reimbursement.
(5) Program Records.
				The Sponsor has a duty to maintain program records as required in the Child
				Nutrition Programs Agreement, FDACS-01716 Rev. 06/18, incorporated in Rule
				5P-2.002, F.A.C. The Sponsor
				must make available to the department all required program records no later
				than the close of business on the day of the Exit Conference. The department
				may grant a one-time extension, per Administrative Review, to the timeframe to
				provide all required program records by seven (7) calendar days upon written
				request by the Sponsor when extraordinary circumstances arise, such as
				temporary site closures, natural disasters, extreme weather conditions, or
				other circumstances beyond the Sponsor's control. Documentation will not be
				accepted for review beyond the date established between the Sponsor and the
				department. "Program records" means all invoices, receipts, accounting records,
				financial institution statements, check ledgers, credit card statements, meal
				count records, meal delivery receipts, budgets, and any other records generated
				by a Sponsor or vendor during the operation of the Summer Food Service
				Program.
(6) Claim Validation. Meal
				counts submitted with the Claim for Reimbursement will be validated using a
				two-part review process that includes reviewing meal counts taken at the point
				of service and analyzing program records to determine the accurate number of
				meals eligible for reimbursement. The Sponsor must provide the following
				records to the department as required to validate the meal counts submitted
				with the Claim for Reimbursement:
(a)
				Beginning and ending inventory for each claim period (month);
(b) Production records for each meal service
				provided during the claim period;
(c) Receiving reports prepared at sites or
				wherever food is received from suppliers and signed by receiving personnel
				(i.e. delivery slips);
(d) Purchase
				invoices received from food suppliers;
(e) Records of returns, allowances, cash
				discounts taken, and other credits when they are not reflected on purchase
				invoices;
(f) Canceled checks or
				other forms of receipts showing receipt or proof of payment by the Sponsor;
				and
(g) Records of major inventory
				adjustments showing the same kinds of information as inventory
				records.
(h) Sponsors which
				contract with School Food Authorities or food service management companies to
				provide all meals, including supplements, must provide billings by site from
				the School Food Authority or food service management company, less returns,
				allowances, discounts, and rebates for the meals delivered and evidence that
				the Sponsor received or paid for the meals.