Results of Verification Notification Letter - N/A for Full CEP and residential only RCCI’s SFA’s must inform parents or guardians of households the results of the verification process. Records Required for AR Must use current year prototype letter or have alternate approved by the SA each program year. Retention/Submission Per onsite record retention policy Frequency Annually Due Date/s Upon completion of validating a household application. All must be validated and letter sent by November 15th. FNS-742/Verification Report – All schools including CEP and RCCI’s must report! The SFA’s must annually report information related to their verification activities (if applicable). Full CEP districts and RCCI’s report the number of schools/sites and the number of enrolled students as of October 1st. Most point of service electronic systems have the capability create a report to provide the information and data required for this reporting event. Records Required for AR Entered into CNIPS. SFA’s should maintain documents that support the submission. Retention/Submission Per onsite record retention policy Submitted through CNIPS Frequency Annually Due Date/s Per SCN announcement
Statement of Program Expenditures SFAs must track all expenditures specific to the Child Nutrition Program separately from all other expenditures within the district/organization. SFAs are expected to record information daily and review cumulative weekly, monthly, and yearly reports. Financial statements should conform to all generally acceptable accounting practices. Supporting documentation for each entry must be maintained to support that costs are allowable. Records Munis (public schools) Financial statement records (non-public schools) Retention/Submission Per onsite record retention policy Frequency Daily Weekly cumulative Monthly cumulative Annually cumulative Due Date/s n/a Balance (Statement of Net Position) SFAs should monitor the financial position of the Nutrition Program at the end of each accounting period by reviewing a balance sheet. The balance sheet should include information about the program’s assets, liabilities and fund balance. Records Munis (public schools) Financial statement records (non-public schools) Retention/Submission Per onsite record retention policy Frequency Monthly Annually cumulative Due Date/s n/a Indirect Cost SFAs must maintain documentation of the approved indirect cost rate, the makeup of the indirect cost base and documentation of how the rate is applied when indirect cost is collected. Records Approved indirect cost rate from federal cognizant agency (public schools – KDE website) Indirect cost base used in the rate approval Financial Records Retention/Submission Per onsite record retention policy Frequency Monthly (if collected) Annually Due Date/s n/a
Contracts The SFA must maintain documentation of all records related to the execution and management of the contracts awarded from their solicitation activities that are utilized to purchase goods and services for the Child Nutrition Program with federal funds. Records The bidding and negotiation history including notes from evaluation if applicable. Billing and payment records A history of any contractor claims A history of any contractor breaches Fully executed contracts Amendments Retention/Submission SFA retain records for at least a period of 3 years after submission of the final claim for reimbursement for the fiscal year unless there are audit findings. If there are unresolved audit findings, the records shall be retained as required for the resolution of issues raised by the audit. See 7 CFR 210.23. Vended meal contracts and Foodservice management Company (FSMC) contracts must be submitted and approved by the SA through CNIPS. Frequency Annually Ongoing Due Date/s Upon contract award FSMC contracts must be approved prior to implementation Non-Competitive Proposals SFAs must obtain approval from the State Agency prior to awarding contracts or purchasing goods and services when there are mitigating factors that the SFA believes prohibits following their normal procurement processes or if an inadequate number of responses for goods and services is received when following the established procedures.
Civil Rights Rights Complaint Procedures SFAs must establish a procedure to process complaints alleging discrimination in accordance with FNS Instruction 113-1. This procedure will be different than the organization/district procedure. Records Written policy/form Tracking system for complaints per school year Retention/Submission Per onsite record retention policy Frequency Review and update as needed Due Date/s Upon program participation. And Justice for All Posters SFAs are required to post the “And Justice for All” poster program meals are served and should be posted in a location that is visible to participants. Records Required for AR Poster Retention/Submission Per onsite record retention policy Frequency Daily Due Date/s n/a Training SFAs must annually train all persons involved in providing a meal service on the applicable civil rights requirements. Civil rights training is included in the Level 1 certification curriculum. Records Agenda Sign in sheets of attendees Retention/Submission Per onsite record retention policy Frequency Annually Ongoing as needed Due Date/s Annually Ongoing Services Provided to Limited English Proficiency Households SFAs must document any service or accommodation of households with limited English proficiency (LEP). Records Application used in alternate languages Any other supporting documentation of services or accommodations provided. Retention/Submission Per onsite record retention policy Frequency Annually Ongoing as needed Due Date/s Annually
Accommodating Special Dietary Needs Policy SFAs should develop a policy with corresponding procedures to provide accommodations for special dietary SFAs must be knowledgeable of the requirements and responsibilities related to accommodating disabling and non-disabling conditions and the documents that must be provided in order for the SFA to accommodate requests. Records Written policy with corresponding procedures. Any utilized to implement policy Retention/Submission Per onsite record retention policy Frequency Ongoing Due Date/s Upon program participation. Documentation to provide Accommodations The documentation provided to the SFA to request an accommodation must be maintained to demonstrate that the required information was submitted in order to provide an accommodation and that the appropriate accommodation is/was provided. Records Doctors statements Medical Authority statements Parent notes milk substitutions only) Copies of IEP or 504 plan (if applicable) Retention/Submission Per onsite record retention policy Frequency Annually Ongoing as needed Due Date/s Prior to providing accommodations Documentation of Accommodations Provided When special dietary needs are accommodated, SFAs must maintain documentation to support that appropriate accommodations were provided as required. Records Production records Invoices Procurement records Food usage records Retention/Submission Per onsite record retention policy Frequency Annually Ongoing as needed. Due Date/s n/a
Other Records Waivers FNS will allow SAs to approve waivers related to program requirements as they determine there is a need for flexibility. The availability and the submission and approval requirements for waivers will be announced through SCN’s communication channels. Documentation related to waivers approved by the State Agency must be maintained by the SFA. (Example: Whole Grain Rich Waiver) Records Waiver approval submission Supporting documentation when approval based upon set criteria Retention/Submission Per onsite record retention policy Submit to the SA as directed in announcement Frequency As applicable Due Date/s Per SCN announcement Reporting SFAs must maintain documentation to support any information or data reported to the Agency. This applies to any of the established annual reporting requirements as well as any other instance in which SFAs are directed to provide information or data to the SA. (Example: Site enrollment) Records Any supporting documentation used to provide the information or data reported Retention/Submission Per onsite record retention policy Submit to the SA as directed Frequency As applicable Due Date/s As applicable Per SCN announcement
Financial Management SMP funds must be tracked separately from all other funds within an organization. SFAs must maintain documentation to demonstrate compliance to this requirement. Records Statement of Revenues with supporting documentation for each Statement of Expenses with supporting documentation of each Balance Sheet Retention/Submission Per onsite record retention policy Frequency Ongoing Due Date/s n/a Civil Rights SFAs must follow the federal rights requirements as outlined in FNS Instruction 113-1. This includes establishing a civil rights complaint policy and procedure, providing accommodations and services for LEP households, accommodating special dietary needs and displaying an “And Justice for All “ poster in areas where there is a milk service provided. Records Complaint policy/procedure with tracking system of complaints received. Documentation of services or accommodations provided for households with limited English proficiency. Documentation related to special dietary including the accommodation request, and documentation of the accommodation provided. Retention/Submission Per onsite record retention policy Frequency Ongoing Due Date/s Upon approval to participate in SMP Ongoing
Sponsor approval and participation The permanent agreement and any applicable attachments must be maintained as well as any records pertaining to program participation approval. SFA’s must complete an online application in order to be approved to participate in the SMP. An online renewal application is completed on an annual basis in order to continue participation. The information in the online application will be saved and accessible to SFA’s after the end of the program year. Records Required for AR Permanent Agreement Policy Statement and any applicable attachments Online application Retention/Submission Permanent agreement submitted to the SA. Policy Statement and online application is submitted through CNIPS. Frequency Upon approval Annually Due Date/s Approval by December 31st or June 30th. Annual renewal by June 30th. Independent Review of Applications As part of an effort to decrease certification error during the eligibility determination process, section 304 of the HHFKA requires that certain local education agencies (LEAs) conduct a second, independent review of applications for free and reduced price meal benefits before eligibility determinations are made. LEAs that demonstrate high levels of, or a high risk for administrative error associated with certification and benefit issuance are required to conduct a second review of applications. Criteria 1: All LEAs with 10 percent or more of the certification /benefit issuances in error as determined by the State agency during an administrative review. Criteria 2: LEAs with greater than or equal to 5% benefit issuance errors and less than 10% benefit issuance errors as determined by the State agency during an administrative review. Records All applications, free, reduced, paid, denied as of October 31st. Documentation and notes included with applications if further information was necessary to complete the application. Retention/Submission 3 years plus current year Frequency Annually until State Agency determines via Administrative Review that the errors fall below 5%. Due Date/s SFA will be notified they must do an Independent Review by July 1st. Report Form 874 due to State Agency by November 15th.