total from the, “Record of Administrative Costs for the Month” worksheet under the, “Program Admin Cost” heading. Total all columns and record information in the Justification for CACFP Reimbursement Form which will later be used to complete the Actual Cost Quarterly Report (ACQR). File completed form in the monthly CACFP folder.
CACFP Instructions for Completing the Justification for Reimbursement Form Using the Record of Expenditures Form (17-8) for the month, record totals for Food, Program Labor and Administrative Costs. Total expenditures for the month and place in column labeled, “Total Expenditures By Month”. Record Reimbursement Amount using the amount of CACFP Reimbursement received for the month. Subtract the Total Expenditures by month by the Reimbursement Amount and place total under the, “Difference” column. To calculate % spent on food, divide Food Costs by Reimbursement Amount and multiply answer by 100. Place answer under, “% Spent on Food”. At the end of each quarter (Oct.-Dec, Jan-Mar, Apr-June, July-Sept), total all columns and use the information from the form to assist in completing the Actual Costs Quarterly Report (ACQR). Non-
Enrollment/Income Forms Completed and signed annually by Parent/Guardian or Client May have multiple participants on one form Days and hours normally in care and meals received are noted Sponsor use only section completed and signed by director Attendance Records Completed daily Name matches participant’s name on Enrollment Form Totaled daily Used to cross-reference membership and calculate total daily attendance Membership Roster Completed monthly Name matches participant’s name on Enrollment Form Numbers totaled at the end of the month are reported on the monthly claim Meal Counts-Information Needed for Claim Menus Must meet meal pattern guidelines Current month posted Food must be creditable Copies placed in monthly folder Menus, Continued All menus must be maintained Substitutions must be noted on all menus before the meal service Total Daily Attendance Recorded on 17-9 daily Meals served cannot be greater than the number of participants in attendance 17-9 Record of Meals Served Completed during the meal service Number of meals served must be totaled daily and monthly Total meals at the end of the month are reported on the monthly claim Costs/Documentation of-Information Needed for ACQR Food and Non-Food Receipts Originals only Program related items only Purchases related to menu items Invoices from caterers, if applicable Delivery Tickets, if applicable Program Labor Personnel Activity Report Completed daily by employee Signed by employee Pay Stubs are used for full time food service staff 17-8 Record of Program Expenditures Completed monthly Food costs recorded from receipts Amount of milk purchased is recorded using receipts Program Labor recorded food costs recorded from receipts Procurement Completed yearly; within first 4 weeks of fiscal year Catering Procurement See Catering Guidance Civil Rights Public Notification System And Justice for All News Release Non Discrimination Statement Data Collection Completed annually Includes Ethnic and Racial Data Grievance Procedures Documents kept in accessible location Move complaint forward in a timely manner (3 days) Training Must include Civil Rights to all people involved with food service Required prior to start of any program duties Performed annually and as needed for new staff Documented and filed in appropriate folder Monitor Reviews Only necessary for sponsors with multiple sites Completed within first 4 weeks of participation in the program Must complete at least 3 per year per site No more than a 6 month lapse between reviews