Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 148 - OFFICE OF CHILD AND FAMILY SERVICES › Chapter 1 - CHILD AND ADULT CARE FOOD PROGRAM POLICY MANUAL NONDISCRIMINATION NOTICE › Section 148-1-III - APPLICATION AND ADMINISTRATION OF THE CHILD AND ADULT CARE FOOD PROGRAM › Subsection 148-1-III-B - ORGANIZATION'S RECORDKEEPING AND FISCAL MANAGEMENT

Current through 2024-29, July 17, 2024
1. PURPOSE:
To establish the recordkeeping and fiscal management
					 standards an organization must meet in order to participate, or continue to
					 participate, in the Child and Adult Care Food Program.
2. STANDARDS:
1. Each organization shall establish
				  procedures to collect and maintain in its central administrative offices all
				  necessary program records which shall Include:
a. A copy of the approved agreement with the
				  Department of Human Services;
b.
1 A completed "Dear Parent" enrollment
				  package for each child enrolled for C.A.C.F.P. participation in each child day
				  care or outside-school-hours care center;
2 A completed "Dear Parent" enrollment
				  package for each child day care how provider wishing to claim meals served to
				  her own children. 'Child day care home providers must meet the income
				  guidelines for either "Free" or "Reduced-price" meals in order to quality to
				  claim meals/supplements served to their own children;
3 A completed "Dear Household Member"
				  enrollment package for each adult enrolled for C.A.C.F.P. participation in each
				  adult day care center;
4 An
				  enrollment package shall be completed no less often than once every 12 months
				  (annually) for every child or adult for whom meals/supplements are to be
				  claimed, regardless of the participant's category of eligibility or the type of
				  facility in which care is being provided; and
5 The annual enrollment requirement pertains
				  to all participants in all facilities regardless of the requirements of any
				  other funding source(s).
c. A C.A.C.F.P. enrollment form for each
				  child to be claimed for meal/supplement service served in a sponsored child day
				  care home;
d. Records indicating
				  each enrolled individual's dates of attendance in the program;
e. Child day care centers and
				  outside-school-hours centers wishing to claim two meals and two supplements or
				  three meals and one supplement for any child in attendance, must maintain
				  either:
1 Time-in, time-out information for
				  every child in care in the center with clear indication that two meals and two
				  supplements or three meals and one supplement we re claimed only for those
				  children who were documented to have been in care at least 8 hours, and during
				  the hours of meal/supplement service for each day in question; or
2 Records which demonstrate that at least
				  eight hours elapse between the end of the first meal service and the beginning
				  of the fourth meal service for each day for which reimbursement for 2 meals and
				  2 supplements or 3 meals and 1 supplement is claimed; and
3 If neither criteria (e.1.) or (e.2.) is met
				  then the Canter is limited to delivering no more than 2 meals and 1 supplement
				  or 1 meal and 2 supplements per child per day of operation.
f. Daily records indicating the
				  number of individuals served at each meal type;
g. Daily records indicating the number and
				  types of meals served and claimed for each child or adult;
h. Copies of daily menus for both centers and
				  homes, production reports for centers only.
i. Records of the daily number of
				  meals/supplements, by type, served to adult staff members of the organization
				  and
j. Records documenting conduct
				  of the required annual training session. ., ,Such records shall include:
1 The date of each session;
2 The location of each session;
3 An agenda showing all topics addressed;
				  and
4 Sign-in shoots showing the
				  names of all participants and attendees.