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ChildCareGroup Food and Nutrition Program Food Program Handbook Table of Contents PAGE # INTRODUCTION Introduction ............................................................................................................ 3 History of ChildCareGroup ................................................................................. 4-5 Description of ChildCareGroup........................................................................... 5-6 Purpose of the Child Care and Adult Care Food Program ..................................... 6 Two-Tiered Reimbursement Structure ................................................................ 7-8 Reimbursement Rates ............................................................................................. 7 Food and Nutrition Program Services ................................................................. 8-9 PLANNING MEALS & MENUS Meal/Menu Planning ............................................................................................ 11 Menu Planning System .................................................................................... 11-12 Cycle Menus ......................................................................................................... 12 Shopping Tips ....................................................................................................... 13 Vitamin A, C and Iron Requirements ................................................................... 14 CACFP Meal Patterns Breakfast .................................................................................................... 15 Lunch/Supper ............................................................................................ 15 Snack ......................................................................................................... 16 Addendum to Meal Patterns ...................................................................... 17 Infant Meal Pattern Chart .......................................................................... 18 Addendum to Infant Meal Pattern Chart .............................................. 19-20 Infant Formulas .................................................................................... 20-24 Early Introduction of Solid Food.......................................................... 24-25 Regulations...Parent Acknowledgment of Formula .................................. 25 Regulations Concerning Certain Food Items ................................................... 26-27 OPERATING THE FOOD PROGRAM Food Service Operations ................................................................................. 29-30 Meal Service Times .............................................................................. 29-30 Allowable Meals........................................................................................ 30 Policy Review .................................................................................................. 30-31 Food and Nutrition Program, 7/14 Page 1 of 62 Allowed Exceptions to Meal Patterns ....................................................... 31 Contract Between Food Program and FDH Provider ........................................... 32 New Provider Registration Certificate/License .................................................... 32 Changing Locations/Moving ................................................................................ 33 Sponsorship of CACFP ........................................................................................ 33 Nondiscrimination Statement ............................................................................... 34 Mandated Food Program Training ....................................................................... 35 Seriously Deficient Providers Policy ............................................................... 36-37 Appeal Rights of Providers................................................................................... 38 Statement of Appeal Rights and Procedures ........................................ 39-40 ENROLLING AND TRACKING CHILDREN Enrolling Children ................................................................................................ 41 Information that Must be Given to Parents .......................................................... 42 Provider's Own Children Application Form (Form H1531)............................ 42-43 Attendance/Meal Count Records ..................................................................... 43-44 INTERNET CLAIMS PROCESSING Internet Claims Processing via Minute Menu Kids .............................................. 45 Child Enrollment Tips for Minute Menu Kids ..................................................... 46 SUBMITTING RECORDS Procedures for Reimbursement ............................................................................ 47 Monthly Checklist for Submitting Claims............................................................ 48 REVIEWING FDH COMPLIANCE Monitoring Visits ............................................................................................. 49-51 Timing of Visits......................................................................................... 50 Purpose of the Visit ................................................................................... 50 What to Expect of Us ................................................................................ 50 What We Expect of You ...................................................................... 50-51 Parent Contacts .......................................................................................... 51 APPENDIX A: A GUIDE TO GOOD EATING FOR YOUNG CHILD . 53-59 APPENDIX B: FAMILY DAY CARE, TAXES, AND THE IRS ............. 61-62 Food and Nutrition Program, 7/14 Page 2 of 62 INTRODUCTION Thank you for becoming a part of our food program and therefore, our agency. We are obliged daily to perform our work to the highest standards of excellence. When we join with parents and providers in the pursuit of excellence, our children are able to accomplish and contribute more. With this in mind, we encourage you to call us with your questions and concerns regarding your participation in the ChildCareGroup Food and Nutrition Program. FOOD PROGRAM PERSONNEL: Angela Young Food Program Manager Phone 214.905.2464 E-mail: [email protected] Lisa Laclede Health & Nutrition Coordinator Phone 214.905.2453 Email: [email protected] Food and Nutrition Program ChildCareGroup 1420 W. Mockingbird Lane Suite 300 Dallas, TX 75247 Website: www.childcaregroup.org Fax 214.631.1943 Food and Nutrition Program, 7/14 Page 3 of 62 HISTORY OF CHILDCAREGROUP Although our roots go back to the late 19th century, ChildCareGroup was first incorporated in 1901 when two philanthropic organizations, the Free Kindergarten Association and the Clara Chaison Kindergarten, merged to become the Dallas Free Kindergarten and Industrial Association. The merger provided day care and kindergarten for the children of women who worked in the cotton mills of Dallas with the stated purpose of providing "support and maintenance of free kindergartens...in the city of Dallas." By 1925, our agency had became the Dallas Kindergarten, Nursery and Infants' Welfare Association after a second merger with the Infants' Welfare and Milk Association, an organization which improved the health of countless Dallas children by providing free milk as well as free medical and dental care. An interesting development of this period was that the SMU School of Education became affiliated with the training school part of the association by providing education students to serve as teachers in the kindergartens. During the depression of the 1930's, the Community Chest (forerunner of the United Way) could not always meet its goals to provide the necessary financial help to the agency. This resulted in the kindergartens being dropped, and the word "kindergarten" dropped from the name. We became known as the Dallas Day Nursery and Infants' Welfare Association. Our purpose was to "support day nurseries and infant welfare stations in the city of Dallas." This name was used until 1952 when the agency became simply the Dallas Day Nursery Association. In 1970, our name was changed to Child Care Association of Metropolitan Dallas for Child Care and Caregiver Education. In 1982 we became Child Care Dallas with the purpose of providing and promoting high quality child care. In 1991 we changed our name once again to ChildCareGroup in order to reflect the many facets of our varied programs (see pages 5 - 6 for a description of our programs). Our final name change in 2002 shortened it to just ChildCareGroup. ChildCareGroup has a notable history of applying public funding to meet human service needs. In 1971, we were awarded the purchase of a service contract for child care by the state of Texas. Five years later, our agency was selected to develop and manage a network of family child care providers as part of the West Dallas Housing Project. From 1978 to 1980, the agency managed one of the City of Dallas' most successful employment and training programs, training over 250 individuals for child care jobs. In 1982, Child Care Dallas won a highly competitive grant from the United States Department of Health and Human Services to develop and demonstrate a system of family child care providers to serve employees of corporations. From 1986 to 1988, the agency received funding from the Texas Department of Community Affairs to expand the Resource and Referral database and to develop materials to help communities increase the availability of school-age child care. Through the use of federal and state funds, we were able to add teaching staff, social services, medical and dental exams and nutrition services to the care we offer children. In the early 70's, the United States Department of Agriculture (USDA) recognized our agency as a sponsoring agency for the USDA Child and Adult Care Food Program (CACFP) enabling us to reimburse family child care providers for serving nutritious meals and snacks to children in their care. Food and Nutrition Program, 7/14 Page 4 of 62 In addition to public funding, ChildCareGroup has attracted significant support for its programs from the United Way, local and national foundations, corporations who contract with the agency for services to its employees, and private donors. ChildCareGroup, through several name changes, has had one singular vision throughout the years, and that is to transform the way America takes care of its youngest children outside the home. Our mission is to Promote, deliver, and expand the best child care services available outside the home. DESCRIPTION OF ChildCareGroup ChildCareGroup is a Texas non-profit corporation founded in 1901. It has four major operating units. • Center Operations provides Relationship-Centered Child Care (RC3)® to infants, toddlers, and preschoolers in our child development centers, serving families in Dallas, Oak Cliff, Irving, and Garland. Funding comes from Head Start of Greater Dallas, Health and Human Services—Administration for Children, Youth, and Families (Early Head Start), United Way of Metropolitan Dallas, parent fees, and private donations. • Child Care Assistance (CCA) provides services to parents and child care providers, enabling families working toward self-sufficiency to access child care. Parents who work, go to school, or participate in an approved employment and training program may be eligible to receive funding. Our program is funded with federal and state dollars allocated by the Texas Workforce Commission to WorkSource for Dallas County, with whom we contract. • Food and Nutrition administers a program that serves nearly 400,000 meals a year to approximately 2000 children in registered and licensed child care homes and ChildCareGroup’s six child development centers throughout the metroplex. Funding comes from the United States Department of Agriculture’s Child and Adult Care Food Program through the Texas Department of Agriculture. • Resource and Referral can help you promote and improve your business by offering free, no obligation referrals to families in Dallas and 41 surrounding counties. Your business can be included in statewide reporting so your voice can be heard on the state and national level. As a provider listed in our data base, your information is included as an average/aggregate in the Texas Association of Child Care Resource and Referral Agencies (TACCRRA) Child Care Portfolio that includes county-by-county profiles for the 254 counties in Texas. The Portfolio presents a snapshot of information on child population, family demographics, early care and education programs, child care facilities and child care rates. We also offer training and Food and Nutrition Program, 7/14 Page 5 of 62 technical assistance in health and safety, child development, and good business practices; market research and data information on supply and demand for child care in North Texas to assist you in making sound business decisions. A 24-hour provider warmline is available so you can update your information (changes to program hours or fees), report openings, or get answers to your questions. Please call 214-631-2332 or 800-441-7865. PURPOSE OF THE CHILD AND ADULT CARE FOOD PROGRAM As a family child care provider, you play an extremely important role in the children's physical, intellectual and emotional growth and in the development of good food habits. By serving the children meals which meet USDA food group requirements and by following The purpose of the Child and Adult Care Food Program is to menu guidelines provided, you can have a very positive enable you to provide the best impact on each child's physical and mental development. You will also have a strong influence on the child's possible nutrition to children development of taste preferences for healthy, nutritious in your care and in turn foods. receive some reimbursement for the food served. You may already be meeting the USDA food program requirements. The requirements include: • Serving a daily combination of reimbursable meals and snacks, and • Providing the children's daily nutritional needs by serving food from the basic four food groups as well as foods represented by the new food guide (My Plate). Food and Nutrition Program, 7/14 Page 6 of 62 TWO-TIERED REIMBURSEMENT STRUCTURE USDA policy mandates that reimbursement for meals is based on a two-tiered rate structure. Providers receive reimbursement for meals served to enrolled children based on economic need as determined by: • The location of the provider; • The household size and income (or categorical eligibility) of the provider; or • The household size and income (or categorical eligibility) of each participating child. The following reimbursement rates will be in effect from July 1, 2007 through June 30, 2008: TIER I TIER II Breakfast 1.31 .48 Lunch/Supper 2.47 1.49 Snack .73 .20 Definition of Tier I and Tier II Homes Tier I Home - A provider (a) whose home is located in a geographic area that is shown to be low-income by school data or by census data, or (b) who is determined to be low-income based on household size and income information obtained from the provider. Tier II Home - A provider who does not qualify as a Tier I home because they are not lowincome or do not live in a low-income area. The Food and Nutrition Program is responsible for determining whether the homes we sponsor are Tier I or Tier II. We will use school data provided by the Texas Department of Agriculture, current census data, or household size and income information provided to us by providers when making the determinations. Geographic Qualification If you live in an area where one or more of your assigned neighborhood schools have 50% or more of its enrollment qualifying for free or reduced lunches, you are probably eligible to receive the higher (Tier I) reimbursement rates for all children in your care. (However, your own resident children will only qualify by your household size and income.) A qualification by school data is effective for five (5) years. If you do not live in an area that qualifies geographically by school data, you may qualify by census data. A qualification by census data is effective until the next census data is released. Household Income Qualification If you do not qualify for Tier I reimbursement rates geographically, you may try to qualify by Food and Nutrition Program, 7/14 Page 7 of 62 household size and income. Your total household income must be at or lower than 185% of poverty level to qualify. If household information is used to make a Tier I determination, we must verify your household income before approving you as a Tier I home. Therefore, the proper information must be submitted to the Food and Nutrition Program. See our website for a sample of the Meal Benefit Income Eligibility form which must be completed by the provider and submitted in order for a Tier I determination to be made on the basis of household income. A Tier I determination by household size and income will remain in effect for one year, except that we ask providers to reapply annually on July 1st. Options for Tier II Providers Providers who do not qualify for the higher Tier I rates are subject to be reimbursed at the lower, Tier II rates. However, Tier II providers have the option of having the Food and Nutrition Program identify income-eligible children in their care. This choice must be indicated on the Provider Application Day Care Home. A provider who chooses to income audit either all children in her care or only categorically eligible children will have the option to distribute the Meal Benefit Income Eligibility to parents of children in her care or to have the Food and Nutrition Program distribute the form. Tier II providers who do not wish to identify income-eligible children should indicate such on the Application and be willing to receive Tier II rates for all children in care. Confidentiality Statement Child care providers who do choose to income audit families of children in their care may accept the application back from the parents or forward to the food program or may instead have the parents forward the information directly to the Food and Nutrition Program. Providers may only be informed as to the number of Tier I eligible children in their care, but will not be informed which children in care are Tier I eligible and which are not. FOOD AND NUTRITION PROGRAM SERVICES As a part of our agency, you will be provided the following services offered by ChildCareGroup operating units: • Monthly reimbursement for up to two main meals and one snack (or two snacks and one main meal) per child per day (Note: USDA offers the same rates to all sponsors for meals and snacks). • Provide you with the ability to submit monthly claims on-line utilizing the Minute Menu Kids system (at no cost to you); • Directly deposit your monthly reimbursement funds into your checking or savings account; Food and Nutrition Program, 7/14 Page 8 of 62 • Free enrollment in our Resource & Referral system so that parents in need of child care may be referred to your family day home. • Training seminars, conferences and workshops on principles of nutrition, menu planning, creditability of foods, child development, sanitation and health, food safety, USDA policies and procedures, and tax preparation. These workshops will assist you in meeting the continuing education requirements for registration/licensure through the Dept. of Family and Protective Services (DFPS). • Assistance with meal/menu planning. • A high quality provider organizer to assist in organizing your business (either a hard/paper copy or on-line access to an electronic version, or both). • Training in your own home in the basic elements of nutrition and record keeping. • Self-instructional materials to help you obtain training hours. • Resource ideas for CPR and first aid training. • Information regarding Child Care Assistance (CCA) for placement of children. • Other services available upon request: * Nutritional handouts and information. * Information concerning liability insurance options. * Sample family day care paperwork including sample parent/provider contracts, accident reports, medication sheets, medical forms, etc. * Sample weekly menus. Food and Nutrition Program, 7/14 Page 9 of 62 THIS PAGE INTENTIONALLY LEFT BLANK Food and Nutrition Program, 7/14 Page 10 of 62 MEAL/MENU PLANNING Advance Planning • We suggest that you plan menus two or more weeks in advance of preparation and service (see Appendix C for sample menu forms). Planning is important for food purchasing, cost control, and scheduling food preparation. Providers should plan for variety in food form, size, shape, color, texture, flavor and temperature. • If you do choose to plan your menus in advance (i.e., you choose not to record them daily, but in advance of each day), you will be required to check each component served, and inital and date your menus each day (See Appendix C for an example). • Menus may be posted for review by parents and monitors, given as handouts to parents, or posted on your day care website…as long as parents know where to access them. • Menus should include a rich source of Vitamin C plus Iron daily and a rich source of Vitamin A three times per week since children's diets often lack these important nutrients (see p. 14 for a chart of foods high in these nutrients). MENU PLANNING SYSTEM With experience you will develop your own menu planning system. Here are some suggestions: • Take an inventory of food supplies. • Find a quiet time and place to plan or revise your menus. • Consider these cost cutting strategies when planning menus: Serve fresh fruit and vegetables when they are in season. Serve homemade muffins, cornbread, or other quick breads often.* Substitute cooked cereals for prepared cereals. Plan summer meals that need little or no cooking. *Be sure to use enriched or whole grain flour or bran or germ so that the product will qualify as a Grains/Breads component. Please note that these products will NOT count towards a fruit/vegetable component in the food program. • Collect these menu writing tools: Menu forms with USDA Meal Requirements. List of foods in season (see Appendix C). Standardized recipes/cookbooks. Food and supply inventory. Copies of creditable menus previously used from your files. • After gathering these tools: Food and Nutrition Program, 7/14 Page 11 of 62 Select specific recipes to meet menu needs. Determine serving sizes and estimate number of meals to prepare. Adjust recipe to provide necessary servings. Evaluate menus. Calculate the amount of food you will need to total the number of meals you will serve. CYCLE MENUS A CYCLE MENU IS A SET OF CAREFULLY PLANNED MENUS USED AGAIN AND AGAIN. A CYCLE MENU SHOULD LAST AT LEAST THREE WEEKS, BUT NOT LONGER THAN SIX WEEKS. • Consider your first cycle menu a test. At the end of the first cycle, adjust the menu to reflect the children’s likes and dislikes, solve production problems and reduce costs. Eventually your cycle menu will feature the best you can offer. • Adapt cycle menus to include seasonal fruits and vegetables, holiday meals, and new recipes. • Cycle menus will save time when you calculate amounts of foods to purchase because you can refer to past records. You also save time by having a pre-prepared shopping list for each week. • The cycle does not always have to begin on the first day of the week. Beginning the menu cycle on Wednesday, Thursday, or any other day is just as acceptable and helps avoid having the same menu on the same day of the week. (Advanced Menu Planning, NET Program). • Cycle menus are discussed in greater detail in our Menu Planning workshops as well as in our Off To A Good Start training video (ask your representative for details). Food and Nutrition Program, 7/14 Page 12 of 62 SHOPPING TIPS TO MAKE YOUR FOOD DOLLARS COUNT • Plan meals before shopping and make a shopping list of foods needed. • Look for specials, sales and coupons in newspapers, or listen to radio and television advertisements. (Remember, coupons only save dollars on products you need and normally buy.) • Try to shop only once a week to avoid impulsive and expensive extras. • Compare prices and brands. Store brands or generic brands are usually cheaper than name brands. • Buy in quantity when you need to and can use the product in large quantities. The large “economy" size is only a bargain if you can use it in a reasonable period of time and/or have enough space to store it. • Try not to shop when you're hungry, tired, or in a hurry. • Compare prices for convenience foods with those you prepare from scratch. Sometimes convenience foods are cheaper, but check the price per serving. BUYING BREADS AND CEREAL PRODUCTS • "Day old" breads are usually available at a greater savings either at supermarkets or at bakery outlet stores. • "Instant" and quick cooking rice costs more than regular, enriched rice. Seasoned and flavored mixes are much more costly. To save money, add your own favorite herbs and spices to the rice while it is cooking. BUYING MEAT • The best buys are the cuts and types of meat, fish, poultry that provide the leanest meat for the money spent. • Less expensive lean cuts of meat are just as nutritious as the more expensive cuts. This type of meat can be marinated or cooked at a lower temperature, using a moist cooking technique to prevent toughness. • Look for specials - buy in a large quantity only if you have the freezer space. Food and Nutrition Program, 7/14 Page 13 of 62 VITAMINS A and C AND IRON RICH FOODS The following is a list of Vitamin A, Vitamin C and iron rich foods. Keep in mind that in order to be sure children are receiving the proper nutrition, one serving of Vitamin C food and one serving of Iron rich food daily, and one serving of Vitamin A food every other day should be served to children in your care. Please refer to this list periodically and do not hesitate to call us if you have questions. It would also be helpful to post a vitamin chart for easy reference (see Appendix C for a sample vitamin chart to post). VITAMIN C FOODS JUICES: Grapefruit Orange Pineapple/Grapefruit Pineapple/Orange Tangerine Apple/Cherry Tomato FOODS: Broccoli Brussels Sprouts Green Pepper Collard Greens Mustard Greens Kale Tomatoes Cauliflower Cabbage Potatoes (baked/white) Sweet Potatoes/Yams Tomato Soup Turnip Greens Strawberries Watermelon Cantaloupe Kiwi Tangerines Oranges Grapefruit Mangos Nectarines Okra Pomegranates Raspberries Spinach Papaya Kohlrabi Pineapple IRON RICH FOODS Liver Beef Chicken/Turkey Pork Shell Fish Eggs Apricots (dried) Peaches (dried) Peas/Beans (dried) Asparagus (canned) Spinach Mustard Greens Dandelion Greens Kale Prunes (dried) Prune Juice Parsley Brussels Sprouts Parsnips Turnip Greens Beets (canned) Potatoes (canned) Tomatoes (canned) VITAMIN A FOODS Broccoli Carrots Peas & Carrots (frozen) Dandelion Greens Mustard Greens Turnip Greens Collard Greens Kale Mixed Veg* (frozen) Swiss Chard Spinach Winter Squash Pumpkin Swt Potatoes/Yams Tomatoes Mangos Apricots (dried, canned or fresh) Cantaloupe Honey Dew Melon Peaches (fresh or frozen) Plums (frozen or canned) Prunes (dry or cooked) Asparagus Cherries, red sour Papaya Nectarines *Japanese and Italian style mixed vegetables are not high sources of Vitamin A. Food and Nutrition Program, 7/14 Page 14 of 62 CACFP MEAL PATTERNS The CACFP meal patterns are a guide to well-balanced meals. They are also the format in which the USDA publishes the regulations for the CACFP. The lunch/supper pattern is designed for providers to use in order to provide each child with approximately one-third of the child's recommended dietary allowance (RDA) published by the National Academy of Sciences. The meal patterns are a flexible framework to allow providers to choose from a wide variety of foods in planning and serving nutritious meals. Within the meal patterns, providers should consider religious, cultural, ethnic and vegetarian eating preferences in menu planning. MEAL PATTERNS FOR YOUNG CHILDREN IN CHILD CARE FOOD PROGRAMS BREAKFAST FOOD COMPONENTS 1) Milk, fluid 2) Fruit or Vegetable or Full Strength Juice 3) Bread OR Cornbread, Biscuits, Rolls, Muffins, Pancakes, Waffles, Etc. OR Cold Dry Cereal OR Cooked Cereal or Pasta CHILDREN 1 AND 2 YEARS CHILDREN 3 - 5 YEARS CHILDREN 6 - 12 YEARS ½ Cup 1/4 Cup 3/4 Cup ½ Cup 1 Cup ½ Cup ½ Slice ½ Serving ½ Slice ½ Serving 1 Slice 1 Serving 1/4 Cup 1/4 Cup 1/3 Cup 1/4 Cup 3/4 Cup ½ Cup CHILDREN 1 AND 2 YEARS CHILDREN 3 - 5 YEARS CHILDREN 6 - 12 YEARS ½ Cup ¼ Cup ½ Slice ½ Serving ¾ Cup ½ Cup ½ Slice ½ Serving 1 Cup ¾ Cup 1 Slice 1 Serving ¼ Cup 1/4 Cup ½ Cup 1 Ounce 1 Ounce ½ Egg (Large) ¼ Cup 2 Tbsp. ½ Ounce (50%) 4 Ounces (1/2 Cup) 1 1/2 Ounces 11/2 Ounces ¾ Egg (Large) 3/8 Cup 3 Tbsp. ¾ Ounce (50%) 6 Ounces (3/4 Cup) 2 Ounces 2 Ounces 1 Egg (Large) ½ Cup 4 Tbsp. 1 Ounce (50%) 8 Ounces (1 Cup) LUNCH OR SUPPER FOOD COMPONENTS 1) Milk, fluid 2) Vegetable(s) and/or Fruit(s)** 3) Bread OR Cornbread, Biscuits, Rolls, Muffins, Etc. OR Cooked Pasta/Noodle Products OR Cereal Grains 4) Lean Meat, Poultry or Fish OR Cheese OR Eggs (Large) OR Cooked Dry Beans/Peas OR Peanut Butter or Soynut Butter OR Peanuts, Soynuts or Other Tree Nuts/Seeds* OR Yogurt *When using nuts as a meat alternate, combine with another meat/meat alternate such as cheese, eggs, etc. **Need two (2) separate servings of fruit(s) and/or vegetable(s) in order to meet the Vegetables/Fruits requirement for lunch or supper. Food and Nutrition Program, 7/14 Page 15 of 62 SUPPLEMENT (SNACK) Select 2 out of 4 components FOOD COMPONENTS 1) Milk, fluid 2) Vegetable and/or Fruit or Full Strength Juice 3) Bread OR Cornbread, Biscuits, Rolls, Muffins, Etc. OR Saltine Crackers OR Graham Crackers OR Whole-grain Crackers (Rye or Wheat) OR Cold Dry Cereal OR Cooked Cereal OR Pasta 4) Lean Meat, Poultry or Fish OR Cheese OR Eggs (Large) OR Cooked Dry Beans/Peas OR Peanut Butter, Nut/Seed Butter OR Peanut, Soynut or Seeds OR Yogurt (Plain, Sweetened or Flavored) CHILDREN 1 AND 2 YEARS CHILDREN 3 - 5 YEARS CHILDREN 6 - 12 YEARS ½ Cup ½ Cup 1 Cup ½ Cup (Total) ½ Cup (Total) ¾ Cup (Total) ½ Slice ½ Serving 4 Squares 2 Squares 2 Squares ½ Slice ½ Serving 4 Squares 2 Squares 2 Squares 1 Slice 1 Serving 8 Squares 4 Squares 4 Squares ¼ Cup ¼ Cup 1/3 Cup 1/4 Cup 3/4 Cup ½ Cup ½ Ounce ½ Ounce ½ Egg (Large) 1/8 Cup 1 Tbsp. ½ Ounce 2 Ounces (1/4 Cup) ½ Ounce ½ Ounce ½ Egg (Large) 1/8 Cup 1 Tbsp. ½ Ounce 2 Ounces (1/4 Cup) 1 Ounce 1 Ounce ½ Egg (Large) ¼ Cup 2 Tbsp. 1 Ounce 4 Ounces (1/2 Cup) Food and Nutrition Program, 7/14 Page 16 of 62 ADDENDUM TO MEAL PATTERNS FOR YOUNG CHILDREN IN CHILD CARE FOOD PROGRAMS • Children older than 1 year (12 months) must be fed requirements from the "Meal Patterns For Young Children In Child Care Food Programs," (pp. 15-16), and providers must record food served on the "Weekly Menu Records," (Appendix C) or keep these records on-line utilizing the C-K Kids system. Infants under 1 year of age must be fed requirements from the "Infant Meal Pattern Chart," (p. 18) and providers must record food served on the "Infant Weekly Menu Records," (Appendix C) or keep these records on-line. At 1 year, infants must be transitioned to the older children's menus. • "Cup" means a standard measuring cup (8 ounces). • Bread, pasta or noodle products and cereals must be whole grain, enriched or made from bran or germ. Cereals must be whole grain, enriched, made from bran or germ or fortified with four specific nutrients. Cornbread, biscuits, rolls, muffins, etc. must be made with whole grain or enriched meal or flour, or bran or germ. • Morning, Afternoon or Evening supplements (snacks) must consist of two of the four food groups listed on the chart on page 16. • Children ages 12 and up may be served adult sized portions based on the greater food needs of older boys and girls, but shall not be served less than the minimum quantities specified in this section for children ages 6 - 12. • Commercially prepared entrees must have a Child Nutrition (CN) label or contain a product analysis in order to be creditable as a meat/meat alternate, or providers may add extra meat or cheese to a purchased entree. If one of these options is chosen, the option must be specified on the menu (ex: “cheese added” or “CN label” or “HM” for homemade). See Appendix C for a sample CN label. Food and Nutrition Program, 7/14 Page 17 of 62 INFANT MEAL PATTERN CHART The infant meal pattern is the format in which the federal government publishes the regulations for the infant portion of the CACFP. The following chart shows the minimum amounts of each meal component providers must make available to each infant (ages 0 - 1 year) to claim reimbursement for the meal. Providers must prepare different food types and amounts for infants of different ages. From Day 1 to the end of 3 months... The baby must be fed: From the day the baby turns 4 months to the end of 7 months... The baby must be fed: From the day the baby turns 8 months until the day the baby turns 1 year... The baby must be fed: BREAKFAST BREAKFAST BREAKFAST 1) IF Infant Formula (4-6 oz.) 1) IF Infant Formula (4-8 oz.) OR Breast Milk (4 - 8 oz.) 1) IF Infant Formula (6-8 oz.) OR Breast Milk (6-8 oz.) OR 2) Infant Cereal (2-4 T) Breast Milk (4-6 oz.) IF Infant Cereal (0-3 T) 3) Fruit and/or Vegetable (1-4 T) LUNCH/SUPPER LUNCH/SUPPER LUNCH/SUPPER 1) IF Infant Formula (4-6 oz.) 1) IF Infant Formula (4-8 oz.) 1) IF Infant Formula (6-8 oz.) OR Breast Milk (6-8 oz.) OR OR Breast Milk (4-6 oz.) Breast Milk (4-8 oz.) 2) Fruit and/or Vegetable (1-4 T) 3) Infant Cereal (2-4 T) IF Infant Cereal (0-3 T) AND/OR Fruit and/or Vegetable (0-3 T) SNACK SNACK 1) IF Infant Formula (4-6 oz.) 1) IF Infant Formula (4-6 oz.) OR OR Breast Milk (4-6 oz.) Meat, Fish, Poultry, Egg Yolk, Cooked Dry Beans/Peas (1-4 T) OR Cheese ( -2 oz.) Cottage Cheese (1-4 oz) Cheese Food (1-4 oz.) Cheese Spread (1-4 oz.) SNACK 1) IF Infant Formula (2-4 oz.) OR Breast Milk (2-4 oz.) OR Full Strength Fruit Juice (2-4 oz.) Breast Milk (4-6 oz.) Crusty Bread (0-1/2) OR Crackers (0-2) Food and Nutrition Program, 7/14 Page 18 of 62 ADDENDUM TO INFANT MEAL PATTERN CHART • Infants may not be fed formula or baby food past one (1) year of age unless a medical statement is on file with the food program. The medical statement must specify an alternate or substitute food/formula for the required component. Exception: infants may be transitioned from formula/breast milk to whole milk between 12 and 13 months of age. The transition must be complete by 13 months. • Infants must be fed either iron fortified infant formula or breast milk. No cow’s milk (whole, low-fat or skim) or milk from other sources is creditable without a statement signed by a medical professional. • All formula and infant cereal must be iron fortified and it must indicate this on the product’s container. • Infant cereal is defined as any iron-fortified dry cereal specially formulated for and generally recognized as cereal for infants that is routinely mixed with breast milk or ironfortified infant formula prior to consumption. Therefore, infant cereals in the jars are NOT reimbursable. • Dry infant cereals containing other ingredients such as bananas are not reimbursable. • All ounces represent fluid ounces, T = Tablespoon. • All bread products, crackers, etc. must be enriched or whole grain. • Breast milk may be provided either by the infant’s mother or by a wet nurse. • Because breast milk may be available in limited quantities, you may serve less than the minimum regulatory serving of breast milk to infants who regularly do not consume the minimum amount of breast milk. However, if an infant is still hungry, you must offer the infant additional breast milk. You may not serve less than the stipulated minimum serving of infant formula or other components of the meal pattern under any circumstances. • Breast milk from a mother is designed specially to meet the needs of her baby. Make sure each bottle is clearly labeled by the parent with the child’s name and the date that the milk was collected. Never accept an unlabeled bottle from a parent. You must be sure each child receives only the breast milk supplied by his/her mother. Store expressed breast milk in the refrigerator or freezer in either sterilized bottles or disposable plastic nursing bags. Breast milk will keep for up to 48 hours in the refrigerator and up to 3 months in the freezer after it is collected. (While in the freezer, protect the breast milk in an air tight container). Dispose of all refrigerated breast milk that is not used within 48 hours. Thaw frozen breast milk by holding the container under cool water and then under Food and Nutrition Program, 7/14 Page 19 of 62 warm water, followed by gentle shaking to mix the contents. Do not refreeze breast milk. Do not use a microwave to warm bottles. Always discard any breast milk remaining in the bottle after a feeding. Dispose of thawed unused breast milk within 24 hours after thawing. • • • • • • • • • • • • If a mother comes to the day home to nurse her infant, the meal is not reimbursable if the infant is under 4 months of age. At four months, the caregiver may provide at least one other component and claim the meal (breakfast, lunch or supper only) for reimbursement. However, a day care home provider who nurses her own infant may claim the meal as long as she is eligible to claim reimbursement for her own (resident) children. All juices must be full strength and are only reimbursable at snack for infants 8 - 11 months of age. Infant meat sticks, or “finger foods” are NOT reimbursable. All combination foods such as dinners, and desserts (ex: beef & noodle dinners; chicken and rice; tutti frutti; pineapple custard) are NOT reimbursable. Commercial baby foods that list water as the first ingredient are NOT reimbursable. Commercial fish sticks, other commercial breaded or battered fish or seafood products, canned fish with bones are NOT reimbursable. Hot dogs and sausages are NOT reimbursable. Yogurt, or fruit juices containing yogurt are NOT reimbursable. Nuts, seeds and/or nut seed butters (peanut butter) are NOT reimbursable. Ready to eat breakfast cereal and cooked cereals will not substitute for iron fortified infant cereal when required on the infant meal plan. Whole eggs or egg whites are NOT reimbursable and are not safe for infants. Honey is not safe for infants and should not be fed to infants. DEFINITION OF INFANT FORMULA Infant formula is defined as follows: “any iron-fortified formula, intended for dietary use solely as a food for normal, healthy infants; excluding those formulas specifically formulated for infants with inborn errors of metabolism or digestive or absorptive problems. Infant formula, as served, must be in liquid state at recommended dilution.” A medical statement is required to serve any infant formulas which do not meet the definition of infant formulas in the CACFP. Iron-fortified Infant formula is further defined by the Food and Drug Administration (FDA) as: “a product which contains one (1) milligram or more of iron per 100 kilocalories of formula when properly prepared according to label directions for infant consumption.” A medical statement which includes the recommended formula is required and must be on file with the Food and Nutrition Program to be reimbursed for infants on the following formulas: Low-iron infant formulas. These formulas contain less than one (1) milligram of iron per Food and Nutrition Program, 7/14 Page 20 of 62 100 kilocalories. Examples include low-iron versions of Enfamil and Similac. The labels on these formulas do not indicate that they are fortified with iron. “Follow-up” formulas served to infants less than a specified age. These formulas are designed for older infants or toddlers who are consuming solid foods, and are not intended for dietary use as a sole source of food for infants. The following formulas do not require medical statements when they are served to infants four months of age or older. (A medical statement is required if these formulas are served to infants younger than four months of age.): • • • • • • • • • Mead Johnson Enfamil Next Step Lipil Mead Johnson Enfamil Prosobee Lipil Nestle Good Start 2 Essentials Nestle Good Start 2 Essentials Soy Nestle Good Start 2 Supreme with Iron and Lipids Nestle Good Start 2 Supreme Soy with Iron and Lipids Ross Similac 2 Advance Ross Similac Isomil 2 Advance PBM (formerly known as Wyeth)-produced Private Label Store Brand “Follow-on” Formulas : o Albertson’s Baby Basics 2 with Lipids o H-E-B 2 with Lipids o Hy-Vee Mother’s Choice Follow On with Lipids o Kroger Comforts 2 with Lipids o Target 2 with Lipids o Wal-Mart Parent’s Choice 2 with Lipids o Wegman’s 2 with Lipids Exempt infant formulas. These specialty infant formulas are intended for use by infants who have an inborn error of metabolism or low birth weight or who otherwise have an unusual medical or dietary problem. Examples include Nutramigen, Pregestimil, Alimentum, and Lofenalac. Meal/Supplement Reimbursement Reimbursement is allowed for a meal or snack served in the CACFP that includes a substituted food item provided by the parent for medical reasons, such as infant formula, as long as the provider supplies at least one other required meal component. A medical statement is required for all infant formulas that do not meet the regulatory definition for infant formula, as noted above. Iron-fortified Formulas That Do Not Require a Medical Statement: Although a medical statement is not required for the following iron-fortified formulas, you should only provide an infant with the formula recommended to the infant’s parent/guardian by the infant’s health care provider. Food and Nutrition Program, 7/14 Page 21 of 62 • • • • • • • • • • • • • • • • • Milk-based Infant Formulas (do not require medical note): Mead Johnson Enfamil with Iron Mead Johnson Enfamil Gentlease LIPIL Mead Johnson Enfamil Lipil with Iron Mead Johnson Enfamil AR Lipil Mead Johnson Enfamil Lactofree Lipil Nestle Good Start Essentials Nestle Good Start Supreme Nestle Good Start Supreme with DHA & ARA Nestle Good Start Supreme with DHA & ARA Natural Cultures Nestle NAN Nestle NAN with Lipids Ross Similac with Iron Ross Similac Advance with Iron Ross Similac Lactose Free with Iron Ross Similac Lactose Free Advance with Iron CG Nutritionals Kirkland Signature with Iron PBM (formerly known as Wyeth)-produced private label store brand milk-based infant formulas: o AAFES (Army Air Force Exchange Supply) Baby’s Choice with Iron o AAFES Baby’s Choice Infant Formula with Iron and Lipids o Albertson’s Baby Basics with Iron o Albertson’s Baby Basics with Iron and Lipids o Berkley & Jensen with Iron and Lipids o Bright Beginnings with Lipids o CVS with Iron o Eckerd with Iron o Good Sense with Iron o H-E-B Baby with Iron o H-E-B Baby with Iron and Lipids o Hill Country Fare with Iron o Home Best with Iron o Home Best with Lipids and Lipids o Hy-Vee Mother’s Choice with Iron o Hy-Vee Mother’s Choice with Iron and Lipids o Kozy Kids with Iron and Lipids o Kroger Comforts with Iron o Kroger Comforts with Iron and Lipids o Little Ones with Iron o Market Basket with Iron and Lipids o Meijer with Iron o Meijer with Iron and Lipids Food and Nutrition Program, 7/14 Page 22 of 62 o o o o o o o o o o o o o o o o o o o o o o o • • • • • • • Members Mark with Iron and Lipids Nas Finch Our Family with Iron Pathmark with Iron Pathmark with Iron and Lipids Perfect Choice with Iron Price Chopper with Iron Price Chopper with Iron and Lipids Rite Aid with Iron and Lipids Safeway Select with Iron ShopRite with Iron Target with Iron Target with Iron and Lipids Top Care with Iron Top Care with Iron and Lipids Wal-Mart Parent’s Choice with Iron Wal-Mart Parent’s Choice with Lipids Walgreens with Iron Walgreens with Iron and Lipids Wegman’s with Iron Wegman’s with Iron and Lipids Weis Markets with Iron Western Family with Iron Western Family with Iron and Lipids Soy-based Infant Formulas (do not require medical note): Mead Johnson Enfamil ProSobee Mead Johnson Enfamil ProSobee Lipil Nestle Good Start Essentials Soy Nestle Good Start Essentials Soy with Lipids Ross Similac Isomil Soy with Iron Ross Similac Isomil Advance Soy with Iron PBM (formerly known as Wyeth)-produced private label store brand soy-based infant formulas: o AAFES Baby’s Choice Soy with Iron o AAFES Baby’s Choice Soy with Iron and Lipids o Albertson's Baby Basics Soy with Iron o Albertson's Baby Basics Soy with Iron and Lipids o Amway Kozy Kids Soy with Iron o Bright Beginnings Soy with Iron o Bright Beginnings Soy with Iron and Lipids o CVS Soy with Iron o Good Sense Soy with Iron o H-E-B Baby Soy with Iron o H-E-B Baby Soy with Iron and Lipids o Hill Country Soy with Iron Food and Nutrition Program, 7/14 Page 23 of 62 o o o o o o o o o o o o o o o o o o o o o o o o o o o o Home Best Soy with Iron Home Best Soy with Iron and Lipids Hy-Vee Mother's Choice Soy with Iron Hy-Vee Mother's Choice Soy with Iron and Lipids Kozy Kids Soy with Iron and Lipids Kroger Comforts Soy with Iron Kroger Comforts Soy with Iron and Lipids Little Ones Soy with Iron Meijer Soy Protein with Iron Nash Finch Our Family Soy with Iron Pathmark Soy with Iron Perfect Choice Soy with Iron Price Chopper Soy with Iron Price Chopper Soy with Iron and Lipids Safeway Select Soy with Iron ShopRite Soy with Iron Target Soy with Iron Target Soy with Iron and Lipids Top Care Soy with Iron Top Care Soy with Iron and Lipids Wal-Mart Parent's Choice Soy with Iron Wal-Mart Parent's Choice Soy with Lipids Walgreens Soy with Iron Walgreens Soy with Iron and Lipids Wegman’s Soy with Iron Wegman's Soy with Iron and Lipids Western Family Soy with Iron Western Family Soy with Iron and Lipids INFANT MEAL PATTERN AND EARLY INTRODUCTION OF SOLID FOOD A physician’s prescription – approving the addition of solid foods, specifying which solid foods, and the quantity and consistency of such foods – is required before the addition of other foods to the meal pattern of an infant younger than 4 months of age. This guidance supports current policy that any change or substitute to the required meal pattern for any child must be accompanied by a statement from the child’s physician. This guidance is based on the following scientific references: • “If solid foods are introduced before the infant is ready, these foods may displace breast milk or formula, resulting in inadequate energy and nutrient intake. In addition, because the digestive system is not well developed before 4 to 6 months of age, feeding solids can increase the risk of digestive problems and food allergies.” Bruno, G., Prevention of atopic disease in high risk babies (long term follow-up), 1993. Food and Nutrition Program, 7/14 Page 24 of 62 • By 4 to 5 months of age, the extrusion reflex of early infancy has disappeared and the ability to swallow non-liquid foods is established.” (American Academy of Pediatrics Committee on Nutrition Pediatric Nutrition Handbook, 3rd ed., 1993. Implications for providers participating in the CACFP: Providers should not introduce solid food to infants less than four months. If a parent requests that his/her infant under four months be fed any solid food, the parent should produce a statement from the child’s physician that not only approves the addition of solid foods to the infant, but also specifies the quantity and consistency of such foods. REGULATIONS CONCERNING PARENTS ACKNOWLEDGMENT OF OFFERED INFANT FORMULA All day homes that claim infant meals in the food program must: • have available and offer at least one infant formula that meets meal pattern and program requirements (facilities are not required to satisfy the unique formula needs of every infant); • maintain and submit required documentation when a parent declines the offered infant formula. Required documentation consists of “Parent’s Acknowledgment of Offered Formula” form (see Appendix C for a sample); • maintain and submit required documentation from a physician when a parent provides (or the child requires) an infant formula that does not comply with the meal pattern requirements. Food and Nutrition Program, 7/14 Page 25 of 62 REGULATIONS CONCERNING CERTAIN FOOD ITEMS RELATING TO THE CHILD CARE FOOD PROGRAM The following guidelines should assist providers in selection of reimbursable products regarding the acceptability of some products on the market. Milk Definition of Milk: Pasteurized fluid types of unflavored or flavored whole milk, lowfat milk, skim milk or cultured buttermilk which meet State and local standards for such milk, except that, in the meal pattern for infants (birth to 1 year of age), milk means breast milk or iron-fortified infant formula. In addition, • it must be served in at least the quantity required for the applicable age in the CACFP; • whole milk should contain both Vitamins A and D; • low-fat and skim milk must be fortified with vitamins A and D at the levels meeting Food and Drug Administration requirements; and • low-fat (1%), fat free or skim milk must be served to all children above age 1 (beginning at age 2), no exceptions without a note from a medical professional. Fruit and Vegetable Juices Full-strength juice is any product, fresh, canned, frozen or reconstituted that is labeled "juice," "full-strength juice," "single-strength juice," “100% juice,” “juice from concentrate” or “reconstituted juice". The “Nutrition Labeling Act” requires that the percentage of juice be stated on the juice container. The following regulations apply to full-strength juice: • Water can be the first ingredient, but only if followed by "juice concentrate;” and • Full-strength vegetable or fruit juice may meet no more than one-half the total Vegetables/Fruits requirement for lunch or supper, but may meet the total requirement for breakfast or snack. • Only 100% juice is creditable. • Juice should be limited to 6 oz. per day and should not be served at lunch or supper. A juice drink is a product resembling juice which contains full-strength juice along with added water and possibly other ingredients such as sweeteners, spices, or flavorings. A juice drink may be canned, frozen or reconstituted as from a frozen state or a drink base or as an ingredient in a recipe. Juice drinks are not creditable in the food program. Food and Nutrition Program, 7/14 Page 26 of 62 Grains and Breads Whole grain or enriched bread products meet the requirements for Grains/Breads. To meet regulations, choose products with bran and/or germ, bulgur, corn meal or enriched corn meal, corn flour, corn* (whole-grain, whole ground, whole germed or stone ground), enriched corn grits, enriched or whole-grain meal or flour, oats, rice (enriched or whole-grain) and whole wheat. *Note: When the type of corn is not specified, you must request a product analysis to verify that whole grain corn is used. Refer to Appendix B for a comprehensive listing of Creditable vs. Non-Creditable Foods. Pay particular attention to the Grains/Breads section and Exhibit A on pages 35 - 37. Call your representative if you have any questions regarding creditable food items or if you have a favorite recipe you may want to try but don’t know if it will qualify for reimbursement. Food and Nutrition Program, 7/14 Page 27 of 62 THIS PAGE INTENTIONALLY LEFT BLANK Food and Nutrition Program, 7/14 Page 28 of 62 FOOD SERVICE OPERATIONS Providers may serve meals either cafeteria (unit) style, or family style. The meal should be served as a unit meaning that all components (including milk) are served at the same time. In either type of meal service, the providers must ensure that the minimum quantities (according to age) of each meal component are available to each child. At lunch or supper, the minimum quantity of the fruit/vegetable component is the combined amount of each of the two or more fruit or vegetable items served to meet meal pattern requirements. A minimum of 2 Tbsp. of fruit or vegetable must be served (to a 1-2 year old) in order to count towards the Vegetables/Fruits requirements. In the cafeteria style meal (or unit style), where the food is already on the plate when served to the child), each child must be served at least the minimum amount of each component per age. In the family style meal service, a sufficient amount of prepared food must be placed on the table to provide the full required portions of each of the food components for all children at the table, and to accommodate adults if they eat with the children. Each child should initially be offered the full required portion of each meal component. During the course of the meal, it is the responsibility of the supervising adult to actively encourage each child to accept service of the full required portion for each food component of the meal pattern. For example, if a child initially refuses a food component, or initially does not accept the full required portion of a meal component, the supervising adult should offer the food component to the child again. Meal Service Times Providers must ensure that the following meal service times are observed: • Three hours must elapse between the beginning of breakfast and the beginning of lunch when no snack is served between, and four hours must elapse between the beginning of lunch and the beginning of supper when no snack is served between. • Two hours must elapse between the beginning of one main meal and the beginning of a snack (or between the beginning of a snack and the beginning of a main meal or the beginning of one snack and the beginning of another snack). • Providers are allowed two hours from the contracted start time in order to serve a main meal. • Providers are allowed one hour from the contracted start time in order to serve a snack. • Service of supper (evening meal) must begin no earlier than 5:00 p.m. and no later than 7:00 p.m., and must be concluded no later than 8:00 p.m. Food and Nutrition Program, 7/14 Page 29 of 62 • Providers may use a different schedule for infants younger than one year of age (i.e., infants may be fed on demand with the exception that supper still needs to be after 5:00 p.m.). Allowable Meals Facilities may serve any or all of the following: Days Monday - Friday *Saturday *Sunday Meals Breakfast Lunch **Supper Supplements Morning (A.M.) Afternoon (P.M.) **Evening (EVE) *Reimbursement for weekend meals must be approved in advance and providers must agree to follow the food program sponsor’s Weekend Policy. Providers must keep weekend children on a very regular basis and the parents of the children must have work schedules that demand weekend work. Providers must also agree to be at the facility at contracted meal times on the weekends. Providers who keep only children of family members on the weekends may not be approved for reimbursement of weekend meals. **Reimbursement for suppers (after 5:00 pm) and Evening Snack is normally reserved for providers with parents with work schedules that demand evening work. Feeding children quickly prior to a 5:15 pm pick up may not be approved for reimbursement of supper. POLICY REVIEW Providers may claim reimbursement for two meals and one snack (or one meal and two snacks) per child, per day, as long as the meals and snacks: • meet meal/snack pattern requirements as displayed on meal pattern charts (see Pages 1518 for Meal Pattern Charts). • are served to children who are enrolled for child care in the provider's facility AND are enrolled in the Child and Adult Care Food Program (meaning the provider has submitted an enrollment form signed by the parent to the Food and Nutrition Program). • are not served to children in excess of the facilities' licensed ratio capacity (see pictorial compliance chart, Appendix C). • are prepared and eaten in the facility. Exception: providers may prepare the food at home and occasionally take the children on a picnic or field trip that relates directly to the day care activities, but as a general rule, providers may not prepare the food and transport it to another facility or location to serve. Sack lunches taken off the facility premises may not be counted for reimbursement. • are not served to adults (adults are not claimed for reimbursement). • are served to children who meet CACFP age requirements (under 13 years of age). Food and Nutrition Program, 7/14 Page 30 of 62 • consist only of components provided by the facility. Exception: Breast milk or infant formula may be provided by the child's parent. • are not sent by the child's parents (for example, if the parent sends a sack lunch or snack component). • are currently approved by TDA on the provider's application/contract on file with the Food and Nutrition Program. (Please report any changes in meal service or meal times to your food program representative in advance of the change.) • in the case of suppers, they must be served between 5:00 p.m. and 7:00 p.m. and meal service must be completed by 8:00 p.m. • are not served to provider's own children, unless providers are eligible to claim Tier I reimbursement rates and are also eligible to claim their own children's meals. • are not served to the provider's own eligible children unless a nonresident child is present and participating in the meal service (and is claimed for the same meal). Allowed Exceptions to Meal Patterns If a child is unable for medical reasons to eat or drink a required food component, providers may substitute another food/formula prescribed by a doctor. This includes special formula (i.e., lowiron formula, formula without iron or exempt formulas, see policies regarding formulas on pp. 20-24) or special menu items. Providers must obtain a medical statement, keep a copy on file in the facility and submit a copy to the Food and Nutrition Program. The medical statement must specify the formula and/or food that should be substituted. Special menus must be kept for all children on a special diet who are fed components that differ from the regular menu. Food and Nutrition Program, 7/14 Page 31 of 62 CONTRACT BETWEEN FOOD PROGRAM AND DAY CARE HOME In order to reimburse a provider, the Food and Nutrition Program must have on file a current signed/dated copy of Form H1537, "Application Between Sponsoring Organization and Day Care Home" as well as a current signed/dated copy of Form H1542 "Permanent Agreement Between Sponsoring Organization and Day Care Home Provider(s)” (see Appendix C for samples of each). PROOF OF REGISTRATION/LICENSURE • • In order to be reimbursed, you must be currently registered or licensed with the Texas Department of Family and Protective Services (TDFPS). The Food and Nutrition Program must have verification of current registration on file. Proof of current registration would be a copy of the provider’s registration certificate or license (see Appendix C for a sample). If you are trained in CACFP requirements before you become licensed or registered, you should call your representative as soon as you are registered. This is necessary in order to process your food program application with the Texas Department of Agriculture (Food and Nutrition Division). Without a copy of your registration certificate or license, we will be unable to reimburse you for the meals served. NEW PROVIDER REGISTRATION CERTIFICATE OR LICENSE Providers initially signing with the Food and Nutrition Program must submit a copy of their registration certificate or license from the Texas Department of Family and Protective Services (TDFPS) to the Food and Nutrition Program by 12:00 p.m. on the 24th day of the first month of activity. If the 24th falls on a weekend or holiday, the certificate must be received by 12:00 p.m. on the last working day before the weekend or holiday. This allows the Food and Nutrition Program to submit the documents to TDA for approval. Food and Nutrition Program, 7/14 Page 32 of 62 DAY CARE HOMES THAT CHANGE LOCATIONS A day care home facility that changes locations may continue to operate under their current registration at their new location. With this in mind, for reimbursement to continue without interruption after a provider moves, the provider must: • notify The Food and Nutrition Program immediately of the new address; • notify DFPS within 15 days of the move; • forward an updated copy of the amended registration certificate reflecting the new address to the food program as soon as it is made available from DFPS. SPONSORSHIP OF THE CACFP FDH providers are allowed participation in the Child and Adult Care Food Program through only one sponsoring organization at a time. ChildCareGroup is an approved sponsor for the United States Department of Agriculture. Once a contract is signed between a provider and ChildCareGroup Food and Nutrition Program, the contract will remain valid until either the provider signs another contract with another sponsor, the provider is no longer in the child care business or the contract is terminated by the sponsor for cause or by mutual consent. Providers who wish to join another sponsor prior to October 1st of each contract year must request and receive, in writing, authorization to change sponsors from the Area Program manager of Special Nutrition Programs. Such requests should explain the reasonable cause(s) for the requested change. All providers are free to change sponsors at the beginning of a new contract year (October 1st) without cause or authorization in writing. Written requests to change sponsorship of the CACFP in the middle of a contract year should be addressed to: Dallas Fort Worth Community Operations Office Manager Texas Department of Agriculture Food and Nutrition (F&N) 1501 Circle Drive, Suite 160 Fort Worth, TX 76119 Phone: 817.321.8100 Fax: 888.223.9037 Food and Nutrition Program, 7/14 Page 33 of 62 NONDISCRIMINATION Family Day Home providers involved in the CACFP must operate their facility in accordance with the U.S. Department of Agriculture's (USDA's) policy which prohibits discrimination on the basis of race, color, national origin, sex, age, or disability. Following is a statement of nondiscrimination. Nondiscrimination 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. Any person who believes he/she has been discriminated against in any United States Dept. of Agriculture (USDA) activity relating to the food program should write a letter within six months of the date of the discriminatory incident to: USDA Director, Office of Civil Rights 1400 Independence Ave. Washington DC 20250-9410 Or call: (800)795-3272 (VOICE) or (202)720-6382 (TDD) USDA is an equal opportunity provider and employer. • A copy of "Procedures for Filing a Civil Rights Complaint" must be given to parents at the time providers enroll their children in the food program (see Appendix C for a sample letter). • A statement of nondiscrimination should be posted in the day home facility. Refer to Appendix C for a sample nondiscrimination CACFP “Justice for All” poster. Laminated copies of this poster and of the "Procedures for Filing a Civil Rights Complaint" were given to you at the pre-approval visit to post in your facility. Food and Nutrition Program, 7/14 Page 34 of 62 MANDATED FOOD PROGRAM TRAINING ChildCareGroup (CCG) will provide the following training topics to new day care home providers prior to their participation in the food program: • • • • • • • Program Meal Patterns Meal Counts Claims Submission Review Procedures Record Keeping Requirements Reimbursement System Civil Rights for the Special Nutrition Programs. Each year thereafter, continuing providers will be required to complete (at a minimum) the following training topics: • • • • • • • Program Meal Patterns Meal Counts Claims Submission Review Procedures Record Keeping Requirements Reimbursement System Civil Rights for the Special Nutrition Programs. The above topics may be completed as a self-instructional or on-line training module or as part of any workshop attended in person by the provider as long as the training is completed before the end of the current contract year (September 30th). A provider who fails to complete the required training by the specified deadline must enter the Serious Deficiency Process. Food and Nutrition Program, 7/14 Page 35 of 62 SERIOUSLY DEFICIENT PROVIDERS ChildCareGroup Food and Nutrition Program is required to terminate and deny program participation to day care homes that are determined to be seriously deficient in their operation of the Child and Adult Care Food Program. A serious deficiency is defined as program abuse, deficient program operation and/or fraudulent activities. Examples of serious deficiencies include, but are not limited to: • Failure to comply with the requirements specified in the Application Between Sponsoring Organization and Day Care Home (Form H1537) and/or Permanent Agreement Between Sponsoring Organization and Day Care Home Provider(s) (Form H1542). • Submission of false information to ChildCareGroup. Examples may include but are not limited to: * meal count records submitted by a provider showing the number of reported children to be different from the number of children observed and recorded at monitor visits, and/or * meal count records submitted by a provider showing the number of reported children to be inconsistent with parents’ verification of child(ren)s’ enrollment/attendance. * enrollment forms submitted by provider showing incorrect addresses and phone numbers for children in care. • Provider's failure to attend the required training mandated by the CACFP and The Food and Nutrition Program during the first year of enrollment into the program and/or any year thereafter. • Failure to return to ChildCareGroup any unearned payments. • Failure to maintain adequate records on a consistent basis as observed at monitor visits or any other time deemed appropriate by food program staff. • Submission of claims for reimbursement for meals not served to children participating in the program or claiming meals for children not enrolled in the CACFP. • Service of a significant number of meals that do not contain all required meal components in the required quantities. • Inability of any representative of the Food and Nutrition Program to verify program participation at an unannounced monitor visit. • Non-compliance with the allowed number of children in care as mandated by Child Care Food and Nutrition Program, 7/14 Page 36 of 62 Licensing ratio requirements (see Appendix C for a sample pictorial compliance chart). • Refusal of a provider to enter into a Corrective Action Plan; failure to abide by the terms of a Corrective Action Plan or failure to permanent correct any deficiencies required in the Corrective Action Plan. If deficiencies are determined based on any reasons including those listed above, providers will be declared seriously deficient in their operation of the food program and be given a proposed terminated from the food program, and will be given appeal rights for denial of benefits from the food program. Should a provider choose to appeal the actions of the Food and Nutrition Program, he/she should carefully follow the outline on pp. 39-40. Should the action of the Food and Nutrition Program be upheld by the Board of Appeals, we will request that the provider’s name be placed on the List of Excluded Providers kept by TDA/FND. Providers included on this list will not be able to participate in The Child and Adult Care Food Program with any sponsor until such a time that the provider shows good faith to correct the deficiency in order for his/her name to be removed from the list. ChildCareGroup may request removal of the provider's name if the provider shows good faith to correct the deficiency. However, ChildCareGroup also reserves the right to not pursue removal of the name of the provider from the list at the discretion of the F&N staff. The decision as whether a provider’s name will be removed must be made by The Dept. of Texas Department of Agriculture Special Nutrition Programs. Neither ChildCareGroup nor the provider will have the option to appeal the TDA/FND decision to retain the day care home on the list of excluded providers. NEW PROVIDERS AND THE SERIOUSLY DEFICIENT LIST ChildCareGroup Food and Nutrition Program will reserve the right to immediately terminate any provider whose name appears on the List of Excluded Providers furnished by the Food and Nutrition Division of The Texas Department of Agriculture. Food and Nutrition Program, 7/14 Page 37 of 62 APPEAL RIGHTS OF PROVIDERS ChildCareGroup (CCG) has adopted a policy and procedures under which day care homes sponsored by the CCG Food and Nutrition Program may appeal adverse actions taken by the Food and Nutrition Program. For purposes of this policy, “adverse action” refers to any action which may deny, suspend or reduce benefits to the day care home or may terminate participation in the program. For example, day care homes may appeal any decision of the CCG which denies all or part of a claim for reimbursement, demands repayment of an overpayment made to the day care home, reduces program benefits, or any other action which affects the day care home’s participation or claim for reimbursement. Providers who are denied reimbursement of any meal or snack will be notified via a Notice of Meal Disallowance letter with their reimbursement checks. Providers who submit claims electronically will access the disallowance letter electronically as well. If providers are denied program benefits for any reason other than meal disallowances, they will be notified via a Notice of Adverse Action letter sent by certified mail (return receipt requested) as well as a copy sent directly to the providers’ homes by U.S. Mail OR by an overnight delivery service. Providers wishing to appeal any adverse action taken against them should carefully follow the procedures outlined on the next page, and should note the specified deadlines when submitting documents/information to the Review Official Food and Nutrition Program, 7/14 Page 38 of 62 CHILDCAREGROUP FOOD AND NUTRITION PROGRAM STATEMENT OF APPEAL RIGHTS OF PROVIDERS ChildCareGroup (CCG) has adopted a policy and procedures under which day care homes sponsored by the CCG Food and Nutrition Program may appeal adverse actions taken by the Food and Nutrition Program. 1. Definition of Adverse Action. For purposes of this policy, "adverse action" refers to any action which may deny, suspend or reduce benefits to the day care home or may terminate participation in the program. For example, day care homes may appeal any decision of the CCG which denies all or part of a claim for reimbursement, demands repayment of an overpayment made to the day care home, reduces program benefits, or any other action which affects the day care home's participation or claim for reimbursement. 2. Notice of Adverse Action. If the Food and Nutrition Program of CCG takes adverse action against a day care home, the provider will be advised in writing of the nature of the adverse action and the grounds for such action. The notification will be mailed either with the provider's check (in the case of meal disallowance) or certified, return receipt requested (in the case of adverse action other than meal disallowance). The notice will also advise the provider of the right to appeal the decision. 3. Time for Appeal. A provider may request an appeal of an adverse action in the manner provided by the Notice of Adverse Action. The provider must submit the request for appeal in writing, and the request must be received by the Review Official no later than the 15th calendar day after the receipt of the Notice of Adverse Action or 15 calendar days from the date of deposit of the reimbursement funds (in the case of meal disallowance), whichever occurs first. In the event the 15th calendar day falls on a weekend day or holiday, the request for appeal must be received no later than the last business day before the 15th calendar day. Send request for appeal to Review Official, Texas CACFP Board of Appeals, P. O. Box 28487, Austin, TX 78755. Failure to submit the request for appeal in a timely manner waives all rights to challenge the adverse action. 4. Acknowledgment of Appeal. The Review Official will acknowledge receipt of all timely requests for appeal within 10 calendar days of the date the request was received. Both the provider and the Food Program Administrator shall receive acknowledgment of the request for appeal. 5. Review of Adverse Action. A provider may refute the stated reasons for the adverse action in person and/or in writing. a. Written Documentation. A provider may submit written documentation to refute the reasons for the adverse action. The Food and Nutrition Program may also submit documentation to support its decision. To be considered, any documentation must be received by the Review Official no later than the 30th calendar day after the date of the Notice of Adverse Action (in the case of a meal disallowance) or no later than the 30th calendar day after the receipt of the Notice of Adverse Action (in the case of an adverse action other than meal disallowance). b. Appeal Hearing. Upon request, at the option of the day care home provider, the Review Official will hold a hearing via telephone in lieu of or in addition to the review of written documentation. Hearings will be scheduled to avoid undue hardship which might interfere with the ability of the provider to attend the hearing. The Review Official will provide at least 10 calendar days advance written notice of the time of the hearing to the provider and the Food and Nutrition Program. The day care provider and the Food and Nutrition Program may have a representative speak on their behalf at the hearing. The representative may present and/or respond to testimony and answer questions posed by the Review Official. Failure of the day care home or its representative to be available at the hearing constitutes a waiver of the right to a personal hearing, unless the Review Official agrees, in his or her sole discretion, to reschedule the hearing. c. Availability of Information. Upon request, the Review Official shall make available to the provider all information upon which the adverse action(s) are based. Such information will be made available from the date on which the provider is notified of the adverse action. d. Determination of Appeal. Appeal hearings will be heard by the Board of Appeals. Decisions of the Board of Appeals will be based upon all information submitted to the Review Official, and on applicable state and federal policy. A written Notice of Determination will be mailed to the provider and forwarded to the Food Program Administrator within 30 calendar days of receipt of request for hearing. The decision of the Board of Appeals is the final administrative determination available to the day care home. Food and Nutrition Program, 7/14 Page 39 of 62 6. Status of Decision Pending Appeal. The adverse decision remains in effect during the appeal process. A provider may continue to participate during an appeal of a termination of participation, unless the action was based upon an imminent threat to the health or welfare of program participants. Family day care homes that elect to continue to participate while appealing a decision to terminate participation may be reimbursed for any valid claims during the appeal. The family day care home will not be reimbursed for any questionable claims during the appeal period unless the decision is reversed. If the decision is reversed and it is necessary to file an amended claim with TDA in order to pay the provider, the Food and Nutrition Program will submit the amended claim to TDA within 15 calendar days of notification of the reversal. The provider will then be paid funds to which he/she is entitled within 5 workdays of receiving payment from TDA. If the decision is reversed and an amended claim is not needed, the provider will be paid any funds to which he/she is entitled within 5 calendar days of notification of the reversal. If the decision to terminate participation is upheld, the effective date of the termination is 30 days after the date on the Notice of Intent to Terminate. Food and Nutrition Program, 7/14 Page 40 of 62 ENROLLING CHILDREN Enrollment forms must be submitted for all children enrolled in your facility (see Appendix C for samples). Providers must enroll all children in the food program. Providers are not allowed to deny participation to any non-resident child. (Note that non-participating resident children should also be enrolled on the correct form). Enrollment forms are provided by the Food and Nutrition Program or may be downloaded and printed from our website. Providers who submit claims electronically may print the enrollment forms directly from the Minute Menu Kids system. In order to enroll a child, the provider must submit an enrollment form complete with the following information: • Parent’s/guardian’s name, address, home phone number and work phone number, • Parent’s/guardian’s email address if applicable, • child's name (first, MI, Last), and date of birth, • name of the school the child attends (if the child is at least five years old and regularly attends formal kindergarten or school), • enrollment dates (withdrawal date is for office use only), • days of the week that the child will be in care, • arrival and departure times for each day the child will be in care, • meals that the child will be offered while in care, • parent's/guardian’s signature, • date of signature. • Keep copies of these forms on file in your facility (in the child’s enrollment file) and submit a copy to The Food and Nutrition Program with your monthly menus (or immediately upon enrollment if using the Minute Menu Kids system. • The enrollment form also contains additional information necessary for statistical reporting requirements in accordance with Title IV of the Civil Rights Act of 1964. It is extremely helpful to have all information included on the form at the time it is submitted. • Providers should submit amended enrollment forms for children when any information changes including names, addresses, phone numbers of parents or days and times in care. Amended forms should be signed by the parents and submitted immediately. The food program is required to re-enroll children annually. Providers will be sent reenrollment worksheets in September of each year. All re-enrollments for children still in care should be updated, signed and dated by the parents and returned A.S.A.P. Any child not re-enrolled by October 1st will be dropped. • • The Food and Nutrition Program is required to verify enrollment of some of the children in providers' care. The Food and Nutrition Program also reserves the right to verify enrollment of children as needed at their discretion. (See Appendix C for a sample parent verification letter.) It would be helpful to explain this letter to parents at the time you enroll their child(ren) and encourage them to respond to the Food and Nutrition Program immediately if and when they receive a verification request. Food and Nutrition Program, 7/14 Page 41 of 62 INFORMATION THAT MUST BE GIVEN TO PARENTS The following information must be given to all parents at the time you enroll their child in the food program: • • • • a copy of the Parent Letter a copy of Procedures for Filing a Civil Rights Complaint a copy of the Building for the Future flyer a copy of the WIC information o note that the WIC flyer will need to be distributed annually when received from the food program. PROVIDER'S OWN CHILDREN APPLICATION • Meals served to the resident children of day home providers may be claimed for reimbursement only if the provider qualifies for Tier I reimbursement rates (see pages 7 8 for the definition of a Tier I home), and if the household is income eligible for reimbursement in the free or reduced-price category. • "Provider's own children" includes all children residing in the provider's home as part of the family’s economic unit. This may include natural or adopted children, foster children, grandchildren, nieces and nephews who live with a provider, but who have not been formally declared to be in the guardianship of the provider, but who do share housing and/or all significant income and expenses. • A child may not be counted as one of the provider's own (resident child) if the child's parent or guardian has a contractual agreement (either formal or informal) with a day care home provider for residential child care and the child would not be living with the day care home provider otherwise. • A "CACFP Meal Benefit Income Eligibility Form” must be completed and submitted for EACH resident child to determine eligibility. • The application must contain the following information: o child's name, date of birth and enrollment date into the CACFP, o child's TANF or Food Stamp case number (if applicable), o names of all household members*, o gross monthly income of each household member by source of income*, o signature of provider, and o Social Security Number of the person signing the form (provider). * If TANF or Food Stamp Case number is applicable and listed on the form, this information is not required. • This application must be renewed annually on July 1st without exception. Food and Nutrition Program, 7/14 Page 42 of 62 • A regular child enrollment form must also be submitted for resident children. • If a Tier I provider’s own child is enrolled as an income eligible part in a Head Start or Even Start Family Literacy program, the provider’s child is automatically eligible for free meals and may participate in the CACFP. In this case, an application does not need to be completed, but the provider must obtain a certification from the child’s Head Start Program (or a letter from the Even Start program) which states that the child is currently enrolled as a participant in the program, and forward a copy to the Food and Nutrition Program. Each year thereafter, an updated certification form from Head Start must be forwarded to the Food and Nutrition Program. • At least one nonresidential child must be participating (to be claimed) in any meal service for which reimbursement will be claimed for a meal served to the provider's own child(ren). • If the provider's own school-aged child(ren) is/are home schooled (and qualify for reimbursement), the child(ren) may be claimed for meals. • In order for a provider to claim his/her own school-age child(ren) who normally attend school when school is in session, the provider must document such occasions when his/her own child(ren) is/are ill and claimed for the meal or when school is not in session (teacher in service days, etc.). This information should be written into the provider’s comment section on the attendance form (see Appendix C for sample form). Note: providers on the Minute Menu Kids Internet program should indicate (at least one time per month) the reason when asked by the system for the reason. ATTENDANCE/MEAL COUNT FORM • Attendance and meal counts must be recorded daily for all children in care in order for the provider to be reimbursed. Failure to do so on a daily basis will result in denial of benefits including disallowance of reimbursement. • Attendance/meal count forms must be submitted monthly with menu records to The Food and Nutrition Program in order to receive reimbursement. • Use the form provided by the Food and Nutrition Program. • Record your name in the space provided for "Name of Provider". • Record the month and year of participation in the space provided, and record the day and date daily in the space provided at the top of each column. • Record the names of all children in attendance in the column for "Names of Children" whether or not they will be claimed on the food program. Food and Nutrition Program, 7/14 Page 43 of 62 • Note the ages of the children in the column provided (if less than two (2) years of age, note the age in months). • Place a check mark (√) in the "AT" (attendance) column for all children in attendance whether or not they will be claimed on the food program. Record which children are absent in the "AT" column with an (A). • Record which children participating in the CACFP are claimed for each meal with a check mark (√) in the appropriate column. • Check (√) the meal columns only for children who are enrolled in the CACFP and for whom you are claiming reimbursement, but check (√) every child present in the "AT" column whether or not they are claimed for meals. • A school-age child may not be claimed at lunch when school is normally in session unless the child is ill or is in the provider’s facility for another approved reason. Providers must document when a school-age child is in attendance during normal school hours in order to claim the child at lunch. (Use the “Provider Comment” section at the top of the attendance/meal count form to document illnesses and/or school holidays.) • The Food and Nutrition Program reserves the right to verify attendance of children claimed by providers with the parents. The verification will be either by phone, mail or email. See Appendix C for a sample parent verification letter. Food and Nutrition Program, 7/14 Page 44 of 62 CLAIMS PROCESSING VIA MINUTE MENU KIDS As a provider participating with our food program, you are encouraged to keep your monthly records electronically and submit them on-line. If you are not already utilizing this option, but would like to, please contact our office. We would be happy to set an appointment with you to show you how to use the program. We will notify you of the website address and issue you a user name and a password in order to access the web claims system. Providers are responsible for keeping records on a daily basis on-line. Food program personnel have the ability to view your records on-line at any time. You are responsible for contacting the food program when you have trouble with the Minute Menu Kids system, or your computer in general. All information already entered into the system will be safely stored on a website. However, you will need to keep manual (paper) records until your system is back up and running. Providers may obtain technical assistance and/or information on Minute Menu Kids at www.minutemenu.com. Should you need specific technical assistance, contact your food program representative so that a technical support request can be generated on your behalf. Availability of Records Your computer records, or hard copy printouts of your food program menus and meal counts must be accessible at the time of any home visit and available for review by staff of ChildCareGroup or representatives of either the Texas Department of Agriculture Food and Nutrition Division or the United States Department of Agriculture’s Food and Nutrition Service. These monitor visits may be announced or unannounced. If your records (either paper or electronic copies) are not available at the time of the visit, you will be disallowed all meals for which you have no records. Please note that the food program staff will attempt to retrieve your electronic records prior to visiting your program and if so, will bring copies with them to your facility. Records Transmission Please submit your Minute Menu Kids claim no later than the second working day of each month. If you are unable to submit, call or email us so we can retrieve your claim electronically for you. Use of Minute Menu Kids is intended to be a benefit to our clients. If at any time you decide not to use this system to submit your monthly food claim it is your responsibility to notify our office. CHILD ENROLLMENT TIPS FOR MINUTE MENU KIDS USERS Food and Nutrition Program, 7/14 Page 45 of 62 Since you will be submitting your menus and meal counts (attendance) records via the Internet, there will only be two forms that you will still need to send to us in the mail, fax or email: • Child Enrollment Forms for newly enrolled children (or to update information on currently enrolled children), and • Parent’s Acknowledgement of Offered Formula for newly enrolled infants (or to update information on currently enrolled infants). Please note that all of the above information may be printed on one form directly from the Minute Menu Kids system. Here are a few Child Enrollment tips to speed up the processing of your C-K Kids claims. 1. Mail new Child Enrollment Forms to our office immediately upon completion. Do not wait until the end of the month. We need to process all new enrollment forms before you submit your claim. 2. Remember that we cannot pay you for a child’s meals until we receive the Child Enrollment Form for this child. Food and Nutrition Program, 7/14 Page 46 of 62 PROCEDURES FOR REIMBURSEMENT • Mail menu and meal count records to our offices on the first (1st) day of each month (for the previous month). Minute Menu Kids users should submit records online on the first or second day of the new month. Records must be received by the third (3rd) working day of the month in order to be reimbursed promptly by the Food and Nutrition Program. Late records will be processed as long as they are received by the monthly deadline (deadline is determined monthly and depends on when we file the monthly claim with TDA). Receipt of menus after the monthly claim has been filed with TDA will result in nonpayment of the meals. With this in mind, please inform us if your records will be late so that proper arrangements can be made. • Include enrollment forms for all new children added during the current month along with your menu records and attendance sheets. Minute Menu Kids users should submit enrollments immediately upon enrolling the children. • Check your records carefully for proper completion at the time of meal service and again before mailing to the food program. Any meals not meeting the USDA/TDA requirements will be disallowed for reimbursement. • Keep the yellow copies of all forms including your menus, attendance sheets and enrollment forms. Providers should keep back up copies of all food program forms in case of the loss of the original forms. We request that providers keep food program records for one year before discarding. The Food and Nutrition Program provides 2-part NCR forms for this purpose. • Form H1531 must be on file at The Food and Nutrition Program if resident children are eligible for and are claimed on the food program (Tier I area eligible households only). This form must be completed and submitted at the time you wish to begin claiming reimbursement for children residing in your household. A regular child enrollment form should also be submitted for resident children if they are eligible to be claimed. (See Appendix C for samples of both forms.) • Refer to checklist on p. 48 before mailing monthly records to facilitate full reimbursement. Food and Nutrition Program, 7/14 Page 47 of 62 MONTHLY CHECKLIST FOR SUBMITTING CLAIMS Gather all records for the current month. A complete set of menu records for the month should be mailed to the Food and Nutrition Program. Be sure to sign and date at the bottom of the forms. Gather all infant menu records (if claiming children under 12 months of age) for the current month. A complete set of infant menu records should be mailed to the Food and Nutrition Program. Note that infant records must be completed whether or not a child less than 1 year of age is on table food. Be sure that the name of formula(s) is specified at the top of the menu sheet. Also, be sure iron-fortified cereal (IFIC) is checked (√) if appropriate, and the kind of cereal is identified (rice, mixed, barley, etc). Be sure to sign and date at the bottom of the forms. Gather all attendance/meal count records for the current month. Be sure school holidays and illnesses are noted at the top in the “Provider Comment” section. Be sure to sign and date at the bottom of the forms. Gather all enrollment forms for new children added during the current month. Be sure the correct birth date is recorded for each child. Tier I providers who wish to begin claiming their own children should include H1531 forms (Application for Provider's Own Children) as applicable. If enrolling a new infant who is on formula, be sure to include a Parent’s Acknowledgment of Offered Formula form that has been completed and signed by both the provider and the parent. Submit a medical statement for children with special dietary needs as applicable (i.e., child allergic to milk, infant on low-iron formula, etc.). Be sure a copy is retained on-site at the facility. Separate the 2-part NCR forms. Insert all originals (white copies) into the self-addressed, postage paid envelope provided by the Food and Nutrition Program. File yellow copies on-site in your facility. After the last meal/snack served on the last day of the current month, or first thing in the morning of the next day, mail the envelope. It is best to not procrastinate mailing the envelope (in hopes of delivering it), or to give it to another person to mail. Too often this results in late records. Minute Menu Kids users should simply “submit” their information electronically by clicking on the submit function. Sit back and relax...your reimbursement is only a few days away! Food and Nutrition Program, 7/14 Page 48 of 62 MONITORING VISITS USDA requires the sponsoring agency of the CACFP to perform monitoring visits of each provider's home. The monitoring visit has a dual purpose: • to provide technical assistance in meeting program requirements as well as to share new ideas and provide nutrition education, and • to verify program participation and review day care operation for compliance with the program regulations. The Food and Nutrition Program performs unannounced monitor visits to each home (a minimum of three times a year). Additional visits may be performed for the purpose of training and/or technical assistance, to validate a block claim, or if additional verification of program participation is needed at the discretion of the Food and Nutrition Program staff. In order to verify program participation, the following schedule of attempted visits may be followed. • After the first failed attempt to perform an unannounced monitor visit, the provider may be contacted by phone or email and asked to explain why program participation could not be verified. A second monitor attempt will be performed within two weeks. • After the second failed attempt to perform an unannounced monitor visit within a 12 month period of time, the provider may be offered a Corrective Action Plan which will be mailed to them certified, return receipt requested. Providers do not have the option of not entering into a Corrective Action Plan if they continue to participate in the program. Corrective Action Plans will be in effect for a minimum of 30 days. A provider who refuses to enter into a Corrective Action Plan will be declared seriously deficient and notified of proposed termination from the food program. If this occurs, the provider will be notified of his/her appeal rights at the same time. • After any failed visit or at the discretion of the nutrition staff, we may choose to contact the parents of children in care to verify enrollment and attendance. • If, during a monitor visit, it is determined that the provider is out of compliance in any area (examples include: ratio, incomplete forms, serving outside of mealtimes, etc.), the provider will be informed of the non-compliance and may be reported to the Department of Family and Protective Services (if the non-compliance is in regards to ratio). The provider may then be offered a Corrective Action Plan and a follow-up visit may be necessary. The Corrective Action Plan will allow at least 30 days for the provider to correct the non-compliance. Within the specified corrective action period, a number of unannounced monitor visits may be performed. If, at the end of the specified period, the provider is still out of compliance, the provider will be declared seriously deficient and notified of the intent to terminate program participation. The provider will be notified of his/her appeal rights at the same time. Food and Nutrition Program, 7/14 Page 49 of 62 Timing of Visits In order to fulfill TDA monitoring requirements, the monitor will probably arrive early enough to see the beginning of the meal service. This means the monitor will usually arrive a few minutes before the scheduled service of the meal or snack to observe the beginning of the meal service or to allow time for technical assistance. If at the time the monitor arrives, it is determined that the meal was served outside of the allowable meal service times (before the scheduled meal service time, or after the allowable meal service time has elapsed), the provider will be advised that the meal/snack will not be reimbursable. The monitor will then discuss the provider’s current meal schedule to determine if changes in meal service times need to be made. If the staff person is consistently unable to perform a monitor visit due to meals being served outside of the allowable meal service times, the provider will be offered a Corrective Action Plan for not less than 30 days in order to facilitate correction of the non-compliance. At least one (1) unannounced monitor visit will be performed during the course of the corrective action period. Should the non-compliance be corrected during the corrective action period, no further action will be taken. Should the non-compliance not be corrected within the specified time period, the provider will be declared seriously deficient and notified of the intent to terminate program participation. The provider will be notified of his/her appeal rights at the same time. Purpose of the Visit The purpose of the monitor review visit is to assess compliance with meal pattern, record keeping and sanitation requirements, and observe a meal service, as well as to provide technical assistance on menus, enrollment and attendance records. (For a detailed description, please refer to the sample Monitor Review Form in Appendix C). What You Can Expect of the Food Program Staff A monitoring visit is a time you can ask questions and explain problems you may be having with the food program. The food program staff member will usually visit with the children while you are preparing the meal to allow you to concentrate on getting the food ready. Our staff members understand that any visit from an adult who is not usually in the day home may be disruptive to children. Children frequently are excited and deviate from their normal behavior during monitoring visits. The monitor is there to provide technical assistance and to review compliance with CACFP regulations, not to judge the behavior of children. What The Food Program Staff Expects of The Provider • Providers should proceed with meal preparation as usual and not feel as if the food program representative should be entertained. • Providers should serve meals within their allowed meal service times (check your agreement or with your representative if you are not sure of your allowable times). Food and Nutrition Program, 7/14 Page 50 of 62 • Providers should request help in understanding the meal patterns and/or meeting the nutrition requirements. The role of the monitor is to make the food program work. To do this, he/she needs to understand any food program problems you may be encountering. • The provider should facilitate the process by allowing the food program representative to observe all menu and attendance/meal count records for the current month. Should the menus or meal counts not be available, the monitor will inform the provider that no reimbursement can be made for meals/snacks claimed prior to the day of the monitor visit. If menus or attendance/meal count records are not up to date (or are not produced for review), the provider may be placed on a Corrective Action Plan in order to facilitate correction of the non-compliance. • Remember that your representative is a resource to assist you in making sure the children in your care receive the nutrition they need. Parent Contacts If even one child is absent the day of the monitor visit and especially if that day is the only day of absences, the food program staff will be required to contact parents to verify program participation. Providers will not be notified that parental contacts have been initiated. Food and Nutrition Program, 7/14 Page 51 of 62 This Page Intentionally Left Blank Food and Nutrition Program, 7/14 Page 52 of 62 A GUIDE TO GOOD EATING FOR YOUNG CHILDREN Individual eating patterns are formed by experiences, body type and psychological needs. Personal food preferences are mostly learned and developed at home throughout early childhood. Children who are fed foods high in salt and sugar early in life often continue to prefer these foods throughout their life. Food preferences are also influenced by what is available around the house and how members of the family react to it. Physical differences also play a major role in the way a particular person's habits vary from other members of his/her family. The ability to digest properly, food allergies, and rate of metabolism can all influence what and how much a person eats. Children sometimes use food and eating habits as a way to assert control. A child may refuse to eat a sandwich that is cut diagonally because of a need to show independence. Exhaustion, anger, fatigue, happiness and depression can all influence the way a child eats. Providers and parents should avoid forcing children to eat. This can have harmful, subtle effects on children's feelings about food. Using food as a reward or punishment should be forbidden. Over-feeding children can also be harmful to good health and normal growth. WHY IS NUTRITION IMPORTANT? The development of healthy lifelong eating habits begins at childhood. However, growth and development as well as health and survival depend on nutrients. Nutrients such as protein, carbohydrates, fats, vitamins, minerals and water are the body's fuel. The lack of any one of these nutrients in childhood can stunt a child's growth, and at any age can lead to illness. Following is a brief description of nutrients and other products essential for growth and development. Protein Protein is needed for growth, normal body functioning, and disease prevention. Proteins provide 4 calories/gram. Some of the ways the body uses protein include building new tissues, repairing and replacing tissues, and making antibodies which help fight infection. The protein found in animal sources such as milk, eggs and meat is referred to as complete protein. Small quantities of these will meet daily requirements. The protein found in non-animal sources such as grain, legumes, nuts and seeds are called incomplete or low-quality proteins. It is possible to improve the quality of protein from non-animal sources by adding small amounts of high-quality protein to them. By adding cheese to macaroni, hamburger to spaghetti sauce or beans to rice, the incomplete proteins are complimented and together, provide a complete protein. More protein per pound of body weight is needed during infancy than at any other period of life. Carbohydrates Carbohydrates (CHO) are necessary in the diet to provide energy. When people eat rich sources of CHO, such as fruits and vegetables, they obtain energy directly at the rate of 4 calories/gram. Food and Nutrition Program, 7/14 Page 53 of 62 The digested form of CHO is glucose which is the body's main source of energy. It is a necessary source of energy for the brain, and is required for nerve tissues and the liver to function. Food sources of CHO are fruits, vegetables, sugar cane, beets, cereal grains, legumes, nuts, honey, and milk. Parents must decide if and when sugar should be added to their children's diets. If children learn to enjoy wholesome foods early in life, sweets might be added legitimately. In any event, they should never be added as a reward or bribe, since children may reject other good sources of vitamins, minerals, fiber and protein in place of sweets that are high in calories and low in nutrients. Fats Fats are the most concentrated form of energy. They provide 9 calories per gram. They produce twice as much energy as protein and CHO. They produce and carry the fat soluble vitamins such as A, D, E, and K as well as the essential fatty acids. Some sources of fat are butter, margarine, shortening, oil, salad dressing and meat. Extra protein and carbohydrates not needed by the body are converted to fat. Parents and providers must learn to read the labels carefully. Fats, margarines, and salad dressings made from vegetable oils are the best choices. However, not all vegetable oils are acceptable as good sources of fat. Palm and coconut oils are very high in saturated fats and therefore, are not healthy choices of fats. Cholesterol Cholesterol is found only in animal products including dairy products, egg yolks and red meats. Three hundred milligrams of cholesterol per day has been recommended as the maximum daily requirement. Saturated fat and cholesterol in excess can lead to clogged arteries which can cause heart attacks and strokes. Moderate intakes of cholesterol in babies and toddlers help develop a normal mechanism for utilization of cholesterol in the body in adulthood. For this reason it is not advisable to restrict the level of cholesterol for infants. Cholesterol levels of young children should only be moderately restricted if the cholesterol level of a child is shown to be above normal. Parents and providers are encouraged to modify the amount of cholesterol in the diet by following the guidelines indicated: • • • • • • • Use olive oil, canola oil (Puritan) or peanut oil instead of butter or margarine. If you need to use margarine, purchase the kind that is in a tub rather than stick. Drain the excess fat from meats after cooking. Avoid animal fats, palm or coconut oil, and fats that are solid at room temperature. Choose lowfat or skim milk and cheeses (only for children over two years of age). Trim excess fat from beef or pork; skim the chicken or turkey prior to cooking. Include fish in your meal plan two to three times each week. Eat a high fiber diet including whole grains, oats, brans, and fruits and vegetables with skins. Calories The body needs calories to work and operate all its systems. The number of calories infants, Food and Nutrition Program, 7/14 Page 54 of 62 children, adolescents and adults require daily varies according to a number of factors. These factors are as follows: Age: Size: Sex: Health: Physical Activity: Pregnancy: Children need more calories per pound of body weight than adults due to their rapid rate of growth. Larger people require more total calories. Men need more calories than women. More calories are needed during illness and after surgery. Exercise requires more calories. Pregnant and nursing women require additional calories. Vitamins & Minerals Vitamins and minerals are organic and inorganic compounds that are found in plants and animals. Therefore, they can be found in all foods. Only a small amount of vitamins and minerals are needed to regulate various body functions, and to promote growth and good health. Vitamins and minerals always work with other foods; they are not a substitute for protein, carbohydrates or fats. Parents and caregivers should not give infants or children vitamin/mineral supplements without consulting a pediatrician. Providing children a variety of foods including the basic four food groups will assure adequate vitamin/mineral supplementation. Steaming is an excellent way of retaining vitamins in vegetables. Water Water contains no calories. It contains fluoride and small amounts of minerals. The human body cannot survive without water. Eighty-five percent of the body composition of newborns and 66% of the adult body composition is made up of water. Water transports nutrients in the blood, and assists in the process of digestion, absorption, and elimination. It also maintains body temperature. Replacement of water on a daily basis is essential. Parents need to be especially aware of their children's water consumption on hot days. Also, since fever and diarrhea greatly increases the need for fluids, parents should provide extra water under those circumstances. PUTTING IT ALL TOGETHER - THE BASIC 4 FOOD GROUPS Almost all the food and the nutrients in each food can be categorized into four major groups; Meat, Milk, Grains/Breads, and Vegetables/Fruits. These categories are called the basic four food groups. (Note: To view a sample of a modified food group guide known as The Food Guide Pyramid, refer to Appendix C). Following is a general overview of each group and guidelines of what each group contains: Meat Group The foods in this group provide important sources of protein, iron, and other minerals and vitamins. They include beef, veal, lamb, pork, poultry, fish, shellfish, liver, dry beans and peas, eggs, seeds and nuts. The food sources in the meat group assist in making red blood cells and body tissues, maintaining a healthy nervous system, increasing resistance to infections, and Food and Nutrition Program, 7/14 Page 55 of 62 promoting appetite. Milk Group The milk group provides most of the calcium and phosphorus needed by children and adults. It also provides vitamin A, protein and if fortified, it provides vitamin D. In addition, whole milk and lowfat milk contribute a certain amount of fat to the diet. Other foods in the milk group include yogurt, ice cream, ice milk, and cheeses. In the Child and Adult Care Food Program, the only reimbursable item in the milk group is fluid milk. Yogurt can be served to children as a meat substitute and hence can be reimbursed for meat. Foods in the milk group assist in building and maintaining healthy bones and teeth, repairing body tissues, and helping muscles and nerves to function properly. Grains and Breads Group Enriched and whole grain breads and cereals are important sources of the B vitamins, iron, and fiber. They also provide carbohydrates and some protein in the diet. Food sources include: whole grain and enriched breads, biscuits, muffins, waffles, pancakes, cooked and ready to eat cereals, corn meal, flour, grits, macaroni and spaghetti noodles, rice, rolled oats, barley, bulgur, and corn and flour tortillas. Their function is to provide energy, promote and maintain a healthy appetite and nervous system. Vegetables and Fruits Group The food sources in this group provide carbohydrates, fiber, vitamins, iron and other minerals. It is important to eat at least one fruit or vegetable high in vitamin C every day; and one fruit or vegetable high in vitamin A every other day. Most dark green and deep yellow fruits and vegetables are good sources of vitamins A and C. For a complete list please refer to the handout "Good Sources of Vitamin A & C" in your manual. The function of fruits and vegetables are to maintain healthy tissues, increase resistance to infections, strengthen blood vessels, promote regular bowel movement and to promote a healthy vision. Other Foods In addition to the basic four food groups, there are other foods such as fats and oils that are high in calories and low in nutrients. Foods in this group include butter, margarine, lard, drippings, mayonnaise, salad dressings, oils, gravies, candy, sugar, jams, jellies, syrups, and soft drinks. Eliminating fats entirely from the diet stops children's growth and leads to fatty acid deficiency. However, caution should be taken not to over indulge in fats, as this can cause further complications in adulthood. DAILY RECOMMENDED SERVINGS FOR CHILDREN FROM THE BASIC FOUR FOOD GROUPS Food and Nutrition Program, 7/14 Page 56 of 62 Milk & Dairy Products: Meat & Protein Foods: Fruits & Vegetables: Breads & Cereals: 2-3 Servings 2-3 Servings 3-9 Servings 6-11 Servings All the nutrients needed for children's growth and development are found among the foods in the four groups. The size and number of servings will vary with age. MEALS FOR CHILDREN Likenesses of children in terms of foods changes constantly. One week a child may eat an entire serving of carrots and the next week he will make a face and say, "carrots are 'yucky.'" Many children refuse to try new foods and some may refuse to eat almost all varieties of the same family of foods such as green vegetables. Nevertheless, they continue to grow and develop to a normal rate. Children must have a balanced diet and the most sensible way to plan meals for children is to use the basic four food guide. FEEDING INFANTS Generally, infants double their birth weight in the first four months. On average, babies need 45 - 50 calories for each pound of weight. Infancy is the only time when the basic four food guide does not apply. For the first 4 - 6 months, all the basic nutrients and calories should come from breast milk or formula. Many doctors recommend that solid foods be delayed until six months, especially if the body is adequately gaining weight. Prior to four months infants are not developmentally ready for solid foods. Generally, iron fortified dry cereals are given as the baby's first solid food. Parents and providers should introduce only one solid food at a time in order to detect any food sensitivities. A baby's food should not be seasoned with salt or sugar. By six or seven months of age, ripe bananas, cooked, soft, fork mashed fruits and vegetables are introduced to the baby. About eight months after birth, minced foods such as meats, breads, potatoes, rice, and crackers can be introduced. Babies at this age can start enjoying family meals with age appropriate consistency. Between 8 - 12 months babies can be weaned from the breast or bottle and moved to drinking from a cup. When weaning, the breast or bottle should be eliminated one feeding at a time over a period of a few weeks. Whole milk should be fed to children until the age of two. For proper growth and development, children need the fats found in whole milk. MEALS FOR TODDLERS Most children triple their weight and double their height by the first year of life. During toddler years, children have a tendency to eat less since the child's environment occupies more of his/her interest than food. This makes feeding toddlers a challenging task. Toddlers approach meals as a contest of dominance and control. Caregivers should offer a variety of foods to toddlers, but never force them to eat everything that is on the table. Children should be given at least one Food and Nutrition Program, 7/14 Page 57 of 62 food that they like in addition to other foods that are being offered. Approximately, 1/4 to 1/3 of adult portions should be given to toddlers. MEALS FOR PRESCHOOLERS AND SCHOOL AGE CHILDREN In contrast to toddlers, preschoolers and older children enjoy meals and view the meal time as an opportunity to sit together with the rest of the family. The basic four food groups with serving sizes of one tablespoon for each year of life should be used as a guide to feed preschoolers and school age children. Caregivers should keep in mind that presenting too much food is worse than not enough. Let children ask for additional servings if they are hungry. PICKY EATERS Most children tend to be picky about food. Parents and caregivers should be prepared to deal with children's refusal to eat certain types of food. They should handle these situations with encouragement rather than forcefulness. Children, like adults have food preferences. Parents/caregivers should respect those preferences. There are however, some techniques that will encourage a child to eat foods that are nourishing and make eating good food easier. If a child is picky about drinking milk: Different ways of introducing milk to children may be challenging and may entice children to drink the milk more readily. Letting children pour their own milk, or the addition of a new mug or a fancy straw may add enough interest to make the milk more enticing. Hot cereals can be cooked with milk or milk can be poured on top or mixed in before serving to avoid the routine of drinking out of the same glass. If a child is picky about eating meats: Mincing, grinding, cutting in bite size pieces, or choosing easy to chew meats such as chicken and turkey can make eating meats a little easier for young children. If the child refuses to eat any kind of meat, other sources of protein such as eggs, milk, cheeses, peanut butter or cooked dry beans and peas should be offered. If a child is picky about eating breads and cereals: Cooked cereals served warm rather than hot, may be a welcome change for children who do not care to eat dry cereals. Try adding fresh or dried fruits such as bananas, raisins, apricots, apples, etc. to cereals to make them more appealing. Offer bread that is cut into interesting shapes with cookie cutters or try toasting bread as an alternative if a child is picky about eating bread. Additionally, rice and a variety of pastas can offer the same vitamins and minerals as bread and cereals. If a child is picky about eating fruits and/or vegetables: Try introducing fruits in a form of a shake by adding chopped fresh fruit, fruit juices, ice and milk (or any combination of them). Most children dislike vegetables especially the green variety. Shredding lettuce, and adding it to sandwich spreads; chopping celery, carrots, or zucchini and adding it to spaghetti sauce; or baking them in muffins or quick breads are ways of disguising vegetables in food. Vegetables that are steamed or stir fried until they are just crunchy and bright in color, will contain more vitamins and are more welcomed by children. Food and Nutrition Program, 7/14 Page 58 of 62 GENERAL GUIDELINES In planning menus, use a variety of colors, textures, and shapes to entice children to eat. Milk or egg whites can be added to macaroni and cheese or casseroles to increase the level of calcium, protein, and other nutrients. If however, the child does not want to try a new food or certain foods, parents should not worry. It is not going to harm a child's health if the vegetable or the meat is left on the plate for a meal or two. If a child rejects a new food, he/she should not expect that his/her favorite food be substituted at all times. Serving a nutritious, well-balanced diet is likely if parents offer a variety of foods from the basic four food groups. In planning meals, providers and parents should use a variety of foods, exercise flexibility, and provide a happy atmosphere to keep the children well fed and properly nourished. Food and Nutrition Program, 7/14 Page 59 of 62 This Page Intentionally Left Blank Food and Nutrition Program, 7/14 Page 60 of 62 FAMILY DAY CARE, TAXES, AND THE IRS Day care providers, like all other self-employed owners of small businesses, are required by law to file an income tax return. Many providers often mistakenly believe that filing income tax returns for their day care businesses means big dollars going to Uncle Sam. This is not so, especially if a provider keeps accurate records of all her expenses during the course of a given year. The most frequently asked question by day care providers about filing taxes on their child care business is, "What kind of records do I need to keep?" Providers should keep careful records of all income and all expenses to their day care programs. Make sure to keep accurate records of all payments made to you by parents of your day care children as well as reimbursements from The Food and Nutrition Program for food. It helps to organize your records by maintaining separate income sheets for each family. That way at the end of the year, you can simply add up the payments to get a total figure of your income, on a per family basis. This is also helpful to parents claiming dependent care tax credits on their IRS forms. Keeping accurate expense records may be tedious, but is absolutely essential to all day care providers who want to be eligible for maximum tax benefits for operating their home businesses. The easiest way to keep expense records is to keep a daily log of all expenditures. Make sure that you record the date, the amount, what the expenditure is for, and from where the purchase was made. Hold on to all receipts! Income and expense records are not difficult to keep. It's just a matter of setting up a system for maintaining records and then sticking to it! It will be helpful to use a high lighter to separate the food purchases for day care from other groceries bought for your own family. Helpful Hints: 1. 2. 3. Keep record of all expenses and income from child care. Use a separate checking account for your child care business. Save all receipts. Label and categorize your receipts. Deductible expenses include but may not be limited to the following: Business use of your home, depreciation of your home, advertising for new children, business use of your automobile, day care insurance, supplies (i.e., paper, crayons, markers, etc.), licensing fees, physical examinations, baby furniture and equipment including toys if used only in the day care, food costs that exceed the CACFP reimbursement (listing food program monies on your returns will not result in an audit, but not listing the money will). For a complete list of deductions, refer to the IRS Publication #529 "Miscellaneous Deductions." Additional IRS publications of interest to Family Day Home Providers may be obtained free of charge from the local IRS office. These forms include: Food and Nutrition Program, 7/14 Page 61 of 62 #334 #529 #535 #587 #917 #534 #533 Tax Guide for Small Business Miscellaneous Deductions Business Expense and Operations Losses Business use of Your Home Business use of Your Car Depreciation Self Employment Tax You may also wish to refer to the tax resource guide in Appendix E. For additional information on Family Day Care Taxes, visit the website of the Redleaf National Institute at www.redleafinstitute.org. Food and Nutrition Program, 7/14 Page 62 of 62