SOARING THROUGH THE
ADMINISTRATIVE
REVIEW:
RCCI & Juvenile
Detention Center
Edition
School YEAR 2018-2019
LEARNING OBJECTIVES
• Understand regulations and procedures to be prepared for the administrative review (AR) as it is relevant to RCCIs
Understand
• Know where to obtain resources to help meet federal and state requirementsKnow
SOARS stands for:
❖ New electronic AR system
❖ SFA and State Agency (SA) will use SOARS for all aspects of the AR
❖ SFA documents can be uploaded to SOARS
❖ All correspondence and documents will be sent through SOARS
NEW
Administrative Review Off-site Notification email was sent through SOARS the week of
March 11th, 2019:
• Email sent to designated users
• Included:
✓ Site (s) selected for review
✓ Information on completing the:
✓ Off-Site Questionnaire
✓ Resource Management (RM) questions (700-712)
✓ Administrative Review Checklist-Form #73
OFF-SITE NOTIFICATION LETTER
The USDA Off-Site Questionnaire, inclusive of the Resource
Management questions, must be completed in the SOARS
“Questionnaire Tab” by April 5th
WHAT YEAR IS BEING
REVIEWED?
2016–2017
Resource Management (RM)
2017–2018
Procurement
2018–2019
Offsite (with the exception of RM questions) and Onsite review – CURRENT
2018-2019
OFF-SITE PROCEDURES
Single Site Reviewed
Dietary Specification Assessment Tool
Questions
- If only one site is being reviewed,
you will automatically have the DSAT
questions to answer in the
Questionnaire Tab
If you have Multiple Sites being reviewed, you MUST:
• Complete the Meal Compliance Assessment Tool (MCAT) questions that are in the Questionnaire Tab for all sites selected for review
• Each site will get a score • The site with the highest score on the MCAT will then have to answer the
Dietary Specification Assessment Tool (DSAT) questions • SOARS will determine the site with the highest score once all MCAT
questions are complete for all sites• SOARS will then add the DSAT questions for the site selected into the
Questionnaire Tab for you to answer
OFF-SITE PROCEDURES, CONTINUED
Multiple Sites Reviewed
ON-SITE
CONFIRMATION
LETTER
- Lead Reviewer will contact SFA to set up a time for the on-site AR.
- An AR On-site Confirmation letter will be emailed, via SOARS, to include:
– Date of Administrative Review
– Review Month
– Site(s) selected for review
– Week selected to complete the USDA Menu Worksheet
– A link to the 7 Day USDA Menu Worksheet
– Instructions for certification documents
Complete the USDA Menu Worksheet❑ A separate seven day USDA Menu Worksheet must be completed prior to
the on-site AR:
❑ For each site selected for review
❑ For lunch, and breakfast, if applicable
❑ For each applicable grade group (K-5, 6-8, K-8, 9-12)
❑ Simplified nutrient assessment portion of USDA Menu Worksheet or
separate nutrient analysis is NOT required
❑ To access the Menu Planning Worksheet- click on the link in the AR On-site
Confirmation Letter email
PRIOR TO THE ON-SITE AR
• If SFA uses an Intake Application, SA will review each intake
application selected to determine if it is correct, complete, and
current with entry and exit dates. SA Form #118 should be used
OR
• If SFA uses the Eligibility Documentation Sheet (#119), SA will review
information on the sheet(s) selected to determine if it is correct,
complete, and current with entry and exit dates. SA Form #119
should be used
• Eligibility documents for ALL SITES must be available at the entrance
conference.
CERTIFICATION & BENEFIT ISSUANCE
DOCUMENTATION
Certification
and Benefit
Issuance
Documentation:
SFA WITH LESS
THAN 100
Residents
If the SFA TOTAL of residents is less than 100:
– ALL intake applications/eligibility documentation will be reviewed during on-site AR
– Prepare an SFA-wide census alphabetized by last name
– Census should not be broken down by site
– MUST include all residents from all sites in the SFA
SFAs WITH
OVER 100
Residents
– Complete the F/R Eligible Excel Template-Form 117 Instructions and link provided in On-Site Confirmation Letter
– SFA must use SA template “as is” and no other excel format will be accepted
– Completed template must include names of ALL current residents in the SFA
– Upload completed Form 117 to the “Documents” tab in SOARS
∗ SA reviewer will randomize and select specific
names on Form 117
∗ SA will upload the randomized Form 117 with
selected residents to be reviewed into the
“Documents” tab in SOARS
– The Intake Application (Form 118) or Eligibility
Documentation Sheet (Form 119) must be
provided for the selected names only on the first
day of the onsite along with an SFA wide census
alphabetized by last name
SFAs WITH OVER 100 Residents
ON-SITE AR FINALLY BEGINS
❑ On-Site includes:
▪ Entrance Conference
▪ All records indicated on the RCCI AR Checklist (Form 73) must be available at the entrance conference
▪ Review of Documentation
▪ Meal Observations in Selected Sites
▪ Exit Conference
Performance Standard 1 Critical Area
Meal Access & Reimbursement
PerformanceStandard 2
Critical Area
Meal Pattern & Nutritional Quality
General Area
Resource Management
General Area
General Program Compliance
General Area &Critical Area
Other Federal Program Reviews
• Certification & Benefit Issuance (Applications/DC)
• Verification
• Meal Counting & Claiming
**Fiscal Action Required**
• Meal Components & Quantities
• Offer versus Serve
• Dietary Specs & Nutrient Analysis
**Fiscal Action Required for New and Repeat Violations**
• Risk Assessment
• Nonprofit siteFood Service Account
• Paid Lunch Equity
• Revenue from Non-program Foods
• Indirect Costs
• Civil Rights
• SFA On-site Monitoring
• Local Wellness Policy and Charge Policy
• Smart Snacks
• Professional Standards
• Water
• Food Safety
• Storage
• Buy American
• Reporting & Recordkeeping
• Procurement
• Aftersite SnackProgram (ASSP)
**Fiscal Action May Apply**
ADMINISTRATIVE REVIEW AREA OVERVIEW
Scope of Review Includes:
– Certification and Benefit Issuance
– Meal Counting and Claiming
Performance Standard 1 (PS1): Certification & Benefit Issuance
❑Fiscal action applied to entire SFA:
❑Using USDA methodology and fiscal action work books
❑Including non reviewed sites
❑Including all programs, if applicable
❑Important:
❑All intake applications/eligibility documentation sheets are
accurate and complete
❑Potentially the fiscal action can be high $$$
CERTIFICATION AND BENEFIT ISSUANCE ERRORS
Meal Counting
❑ Meals must be counted at the point of service
❑ Point of service means: The point in the meal service, after all
components are offered, where it can be accurately determined that a
reimbursable meal is served
❑ Meal service will be observed for breakfast and lunch at site(s) selected
❑ Meal count records for breakfast and lunch will be reviewed for day of
review and review period to determine if meal counting system is accurate
Meal Claiming
❑ Meals must be counted, recorded, and consolidated correctly at each site
and at the SFA level
MEAL COUNTING & CLAIMING (PS1)
REQUIRED MEAL COUNTING PROCEDURES FOR ALL SFAs
– All SFAs must have
written procedures
for the following, if
applicable:
Counting & Claiming backup if regular meal staff are unavailable
Counting meals served to residents under age 21 if there are also residents in the same facility age 21 and over
Second Meals Incomplete/Non Reimbursable Meals
Counting meals that residents take to a site that doesn’t participate in NSLP/SBP
Offer Versus Serve
Counting meals taken on a RCCI sponsored field trips
Counting meals served at alternate serving areas if not eating with general population (i.e. infirmary, cell)
MEAL COUNTS THAT ARE NOT ACCEPTABLE
▪ Census count▪ Attendance count▪ All residents automatically counted▪ Number of meals ordered from vendor or
central kitchen (if applicable)▪ Counts taken before entire meal,
including milk, is offered▪ Same meal count taken for breakfast and
lunch
OFF-SITE REIMBURSABLE MEALS
Meals taken off site by residents can be claimed for reimbursement if:
• Attending a site-sponsored field trip
OR
• Residents attend a school NOT participating in NSLP/SBP
Required documentation for off-site meals:
• Must have a separate off-site menu which meets meal pattern requirements
• Off-site meal components must be included on the daily production record
• Must have an accurate point of service meal count
MEALS THAT CANNOT BE CLAIMED FOR REIMBURSEMENT
▪ Meals eaten at public or private sitesparticipating in NSLP or SBP
▪ Meals served to residents/adults age 21 and over
▪ Second meals
▪ Meals served to staff
▪ Meals taken to Court
SA will review the following records for the review month to assure counts are consolidated and claimed correctly
❑ Edit Check Worksheet(s)-Form #10
o For lunch, and breakfast if applicable
o Must be reviewed by Certifier or Alternate Certifier prior to certifying claim
o All columns completed
o Required comparisons must be made
o Comments indicated, if needed, after comparisons made
MEAL COUNTING & CLAIMING
❑ Printout from reimbursement claim of:
“Total Meals Claimed by Site” Page and each site’s “Site Voucher” page
❑ Daily meal count documentation: Meal counts for the review month and day of on-site observation
(e.g. rosters, tally/head count sheets, for all reviewed sites for breakfast and lunch)
MEAL CONSOLIDATION & CLAIMING,
CONTINUED
Scope of Review includes:
• Ensure meals claimed for reimbursement contain required components & quantities
• Confirm reimbursable meals meet daily AND weekly meal pattern requirements
• Verify that Offer vs. Serve (OVS) is implemented correctly, if applicable
• Review Dietary Specifications
PERFORMANCE STANDARD 2 (PS2):
Meal Pattern and Nutritional Quality
Lunch1. Meat/meat alternate2. Grains 3. Fruit4. Vegetables (specific subgroup requirements)5. Milk
Breakfast1. Fruit (or vegetables-specific subgroup requirements)2. Grains (or meat/meat alternates after minimum grains met)3. Milk
Note: Daily and weekly minimum portion requirements must be met for all components. Refer to Meal Pattern Charts.
Required Meal Components
Meal Service/Menu❑ Each serving line/serving area must have all required components available
❑ Each menu/entree choice must include all required components AND meet daily minimum and weekly minimum requirements
❑ Each serving line/serving area must have signage posted at or near beginning of serving line or in serving areas identifying the food items that constitute a reimbursable meal
Note: Posting ONLY a menu does not meet signage requirements❑ Menu substitutions for planned menu must meet daily/weekly meal pattern and
vegetable sub-group requirements
❑ Field trip menus/meals served must meet all meal pattern components
REMINDERS
Compliance will be assessed through: • Observation of meals (breakfast and lunch)• Review of completed USDA Menu Worksheet(s) • Review of documents for assigned USDA Menu Worksheet(s) week:
• Menus• Production records• Standardized recipes • Meal pattern crediting documentation, such as:
• Nutrition Facts labels• Ingredient list (for WGR determination)• Child Nutrition (CN) labels• Manufacturer product formulation statements• USDA Foods Information Sheets
MEAL PATTERN & NUTRITIONAL QUALITY
(PS2)
Meal Components❑ All grains must be whole grain rich (WGR) unless SFA has received SA approval for
WGR exemption
❑ No more than 50% of fruit offerings over the week can be juice.
❑ If offering K-5, 6-8, K-8 residents the minimum ½ cup fruit daily for lunch, a 4 oz. juice can be offered 2 days a week
❑ If offering 1 cup fruit daily (required for all sites for breakfast and 9-12 meal pattern), a 4 0z. juice can be offered daily
❑ Minimum of two choices of milk must be offered on all meal service lines/serving areas
❑ Allowable choices: Unflavored or flavored fat free milk and unflavored 1% milk or flavored 1% milk
❑ Unflavored or flavored: fat free or 1% milk❑ CANNOT only serve flavored milk
MORE REMINDERS
SFAs are required to document how foods offered credit toward meal pattern requirements• SFAs are responsible for obtaining accurate and acceptable documentation from the
following:
o Nutrition Fact and Ingredient Labels
o CN labels
o Product Formulation Statements
o Standardized recipes with crediting information
o USDA Food Buying Guide
o USDA Foods information Sheets
• Maintain documentation on file
• Complete production records based on documentation
• Complete USDA Menu Worksheet
CREDITING OF MENU ITEMS
Nutrition Facts Label and Ingredients Label
CREDITING: NUTRITION FACT AND
INGREDIENT LABELS
❑ Form #33 “The Whole-Grain Ounce Equivalency Requirements for siteMeal Programs” must be used to determine how much creditable grain a product provides.
❑ Clearly identifies the contribution of a product toward the meal pattern requirements
❑ Acceptable CN labels for the AR are:
❑ Original CN Label from the product carton
❑ Photocopy of CN Label shown attached to product carton or
❑ Photograph of CN Label shown attached to product carton
Child Nutrition (CN) Labels
❑ Provides crediting information for processed products that do not have a CN Label. A
PFS must:
❑ Be on signed company letterhead
❑ Include product name, code number, serving/portion size
❑ Include creditable ingredients listed that match or have a similar description to
the ingredients on the product label and food items listed in the “Food Buying
Guide”
❑ SFA is responsible for checking and ensuring accuracy of a PFS
❑ PFS templates for each meal component (meat/meat alternate, grains, fruits and
vegetables) and the Food Buying Guide, are available on the NJDA website and
SNEARS/Resources/CN Labeling
PRODUCT FORMULATON STATEMENT
(PFS)
Production records must:❑ List all menu items and meal components❑ Document the temperature of at least two varieties of milk❑ Be completed daily for breakfast and lunch ❑ Be completed separately for each grade group and serving line❑ Include:
o All menu items/choices offered o Individual actual portion sizeso Creditable amounts under appropriate heading
Note: Creditable amount may be different than portion size Example: 2 cups green leafy vegetable credits as 1 cup and ¼ cup raisins credits as ½ cup
❑ Be consistent with recipes/crediting documentation
PRODUCTION RECORDS
Daily Menu Production Record (Form 51)
OR
Daily HACCP Menu Production Record (Form 83)
Use SA forms unless SFA has another format that contains ALL of the
same information
TYPE OF PRODUCTION RECORDS
❑ Required for all breakfast and lunch menu items containing more than one ingredient
❑ Required for all meal service types: self prep, satellite, vended, etc.
❑ Must be adapted to an individual sites foodservice operation. No “one size fits all”
❑ Must be used and followed daily
❑ Use SA Standardized Recipe (Form 109) unless SFA has another form with sameinformation
o Include yield and portion size
STANDARDIZED RECIPES
❑ Must have separate OVS Policy for lunch, and breakfast, if applicable
❑ If the SFA has not implemented OVS, residents must ALWAYS take all components/food items. Failure to do so will result in incomplete meals and fiscal action on the AR
❑ Can use sample SA policies (Form 205-NSLP and 204-SBP)
❑ Food service staff must be trained on OVS annually and daily as needed❑ Documentation of training must be maintained
❑ Must have signage on all serving lines/serving areas to identify items residents must select for a reimbursable meal under OVS o Can use sample SA posters (Form 300-NSLP and Form185-SBP)
OFFER VS SERVE (OVS)
❑ ALL 5 food components must be offered in sufficient quantities on ALL serving lines throughout all lunch periods
❑ Portion sizes offered must equal the daily minimum required quantities for each grade group
❑ Residents must be allowed to take all 5 components in the full portion size
❑ Residents MUST TAKE at least 3 of the 5 items offered including:
½ cup fruit or vegetableAND
a full serving of at least two other components
OVS REQUIREMENTS FOR LUNCH
❑ Meals offered must contain 4 items from the 3 required food components:1. Fruit (or substituted vegetables)2. Grains/Meat3. Milk
❑ Portion sizes offered must equal the daily minimum required quantities for each grade group (or highest grade group, if safety exemption approved)
❑ Residents must be allowed to take all 4 items in the full portion size
❑ Residents MUST TAKE at least 3 of the 4 items offered including: ½ cup fruit or vegetable
ANDa full serving of at least two other items
OVS REQUIREMENTS FOR BREAKFAST
During the onsite portion of the AR the SA will verify SFAs off-site responses
❑ To determine if SFA is at low or is at high risk for not meeting dietary specifications:
❑ If low risk, a nutrient analysis is not required, but may be conducted by SA
❑ If high risk, nutrient analysis for NSLP and if applicable, SBP will be conducted by SA
ON-SITE DIETARY SPECIFICATIONS
ASSESSMENT TOOL (DSAT)
GENERAL REVIEW AREAS
❑ Verification Process
❑ Civil Rights
❑ Non-Discrimination
❑ Special Dietary Needs
❑ Annual On-site Reviews (NSLP, SBP,
& ASSP, if applicable)
❑ Local Wellness Policy (LWP)
❑ Smart Snacks
❑ Competitive Foods
❑ Professional Standards
❑ FSMC Advisory Committee
❑ Food Safety/HACCP
❑ Reporting/Recordkeeping
❑ SBP/SFSP Outreach
❑ Charge Policy
❑ Storage
❑ Buy American
❑ Procurement Reviews
❑ Transparency
❑ Potable Water
VERIFICATION PROCESS
REMINDERS
ALL RCCIs (with or without day programs) MUST COMPLETE a portion of the Verification Collection Report (#742)
Completed Verification Collection Report from site Year 2018-2019 must be available on AR:
• Part 1 had to be completed (in SNEARS) between October 1 and 15
• Part 2 had to be completed between October 31 and November 30
CIVIL RIGHTS COMPLIANCE
Documentation of training is required
USDA webinar posted in SNEARS under Trainings Tab Can count towards professional standards requirements
Must annually train food service AND administrative staff involved in eligibility
Civil Rights Compliance Form-86 must be completed for each site in the SFA
CIVIL RIGHTS COMPLIANCE…
“And Justice for All” Poster
- Must be displayed in a prominent place for
where residents eat meals
- Program participants must be able to read
the text without obstruction
• Must have written procedures for receiving and dealing with discrimination
complaints
• Each SFA must have someone onsite that is responsible at the SFA level to handle
discrimination complaints
• Complaints must be kept confidential and forwarded to State Agency
• Use USDA Discrimination Complaint Form 148
• If complaint(s) received, maintain on file for the current and prior year
CIVIL RIGHTS COMPLIANCE
• Non-discrimination statement or a direct link must be included on the SFA’s website
o Current non-discrimination statement are available (Form 213)
• Non-discrimination statement must be included on all program materials
• Font size must be same as other text
• Must offer same meals/meal choices to all residents
• Must have procedures for accommodating residents with special dietary needs
CIVIL RIGHTS COMPLIANCE
ALLERGIES❑ Substitutions May Be Made
o Juice and water are not acceptable substitutes for milko Lactaid is allowed, however specific USDA standards must be met for
any other milk substitutions o See Memo: USDA Approved Milk Substitutes (PROVIDE # and YEAR)
DISABILITIES❑ Substitutions REQUIRED❑ Must be documented by a State Licensed Health Care Professional
Refer to USDA Memo (SP 59-2016) dated September 27, 2016 and the 2017 USDA Accommodating Children with Disabilities in the site Meal Programs Manual posted on the NJDA forms page
SPECIAL DIETARY NEEDS
Breakfast & Lunch ON-SITE
REVIEWS
Required for all sites listed on the Schedule A
Must be conducted:
• Annually
• By an SFA employee
• By February 1
Must use the SA forms
• SBP & NSLP -RCCI On-site Accountability Review (Form 324)
Local Wellness Policy (LWP)
Overview
Local Wellness Policy: A written document of official policies that guide a facilities’ efforts to establish a school environment that promotes health, well-being and ability to learn by supporting healthy eating and physical activity
• Nutrition Education
• Nutrition Promotion
• Physical Activity (site-based activities to promote wellness)
• Nutritional Guidelines for all foods available on campus
The LWP must include goals for the following:
❑ All RCCIs and Juvenile Detention Centers must have a Local
Wellness Policy implemented
❑ A copy must be available for the first day of review, as well as
most current assessment Form # 357 the Wellness Policy
Evaluation Tool
❑ A sample LWP is available at:
https://www.healthiergeneration.org/_asset/wtqdwu/14-
6372_ModelWellnessPolicy.doc.
LOCAL WELLNESS POLICY (LWP)
❑Final Rule became effective July 1,2015
❑Requires specific hiring standards for new SFA food service
directors hired after July 1, 2015 (FSDs hired prior to July 1,
2015 are “grandfathered” in)
❑Requires minimum annual training for ALL nutrition program
employees at All sites in the SFA
❑Documentation of completion of training standards (and
meeting of hiring standard for new FSD, if applicable)
PROFESSIONAL STANDARDS
OVERVIEW
PROFESSIONAL STANDARDS TRAINING HOURS
REQUIRED 2018-19
– Directors
– 12 hours annually
– Managers
– 10 hours annually
– Food Service Staff
– 6 hours annually
– Part-time food service staff working an average of less than 20 hrs/week
– 4 hours annually
PROFESSIONAL STANDARDS:
FOOD SAFETY CERTIFICATION
All SFAs must designate a food service director (FSD) who has oversight of the program (including SFAs who receive vended meals)
FSDs must have 8 hours of food safety training every 5 years
Proof of food safety certification required for AR
SFAs can obtain free food safety training and certification online from the Institute of Child Nutrition at: www.theicn.org
❑ Trainings must be documented❑Team Work Module in SOARS❑USDA Tracking Tool❑Other method which includes the required fields as the USDA
Tracking Tool
❑ Supporting documentation must be kept and includes, but is not limited to:❑ Agendas❑ Sign-in/attendance sheets❑ Certificates of completionMore information on training opportunities is available at the USDA web site
below: http://www.fns.usda.gov/site-meals/professional-standards
PROFESSIONAL STANDARDS
REQUIRED DOCUMENTATION OF TRAINING
❑ Free potable water must be available to residents in any location where
breakfast and lunch is served
❑ Examples of free water include:
❑ Water pitcher/cooler and cups placed on table
❑ Water fountain available in vicinity
❑ Faucet available for residents to fill their own cups/water bottles
FREE POTABLE WATER
FOOD SAFETY
SANITATION INSPECTIONS
Inspections required for each site
Must be conducted two times per year
Make requests in writing (email, letter or fax) and keep on file if they don’t normally inspect twice a
year
Most recent inspection certificate must be posted in a location visible to the public (not back in kitchen
or storage area)
Prior year’s certificates/documents must be kept on file and
available for AR
❑ HACCP Plan must be available at each site and:❑ Must be completed and include standard operating procedures (SOPs) appropriate
for EACH site
❑ Must be monitored and updated yearly and as needed
❑ Temperature records are required for potentially hazardous hot and cold foods ❑ Can use daily production record or separate log
❑ Separate temperature logs are required for each refrigerator/freezer/milk cooler ❑ Can use Refrigerator/Freezer Temperature Log (Form 363)
FOOD SAFETY
HAZARD ANALYSIS CRITICAL CONTROL POINTS (HACCP)
❑ Reports and records relating to the site Nutrition Programs must be kept on file
for three years after the submission of the final reimbursement claim for the
fiscal year or until any open audits are satisfied, whichever is longer
❑ Some examples include, but are not limited to:
❑ Menus/production records
❑ Meal count records/rosters
❑ Intake Applications/Eligibility Documentation Sheets
❑ Required reports ( Verification Collection 742, Food Safety, etc.) must be
submitted within prescribed timelines
REPORTING & RECORDKEEPING
STORAGE
– SFAs are required to ensure that
purchased foods and USDA foods are
handled, stored, safeguarded against
theft, spoilage and other loss.
– SA review includes:
– On-site facilities freezers,
refrigerators, dry goods storage
rooms and other areas
❑SFA are required to purchase domestic commodities or products
o Unprocessed, agricultural commodities must be domestic
o Foods that are processed must be comprised of over 51% domestically
grown items
❑To determine if commercial foods comply with the Buy American provision
o Commercial food labels in various on and off-site storage facilities at the
reviewed sites will be checked to determine the country of origin
BUY AMERICAN PROVISION
Limited Exceptions to Buy American
Allows for the purchase of foods not meeting the domestic standard in
circumstances when the use of domestic foods is not practical
• The product is not produced or manufactured in the US in
sufficient and reasonably available quantities of a
satisfactory quality
or
• Competitive bids reveal the cost of the US product are
significantly higher than the non domestic product
If an exception is used documentation must be kept on file justifying the
purchase and must be available for the AR
Included in AR Review, if offered:
❑ After School Snack Program (ASSP)
OTHER FEDERAL PROGRAMS
• Must serve snacks after the regular site day has ended but before 5:00 pm
(evening snacks cannot be claimed)
• Meet ASSP meal pattern requirements (Form 71)
• ASSP staff must complete the annual professional training standards, including
civil rights
AFTERSCHOOL SNACK PROGRAM (ASSP)
GENERAL REQUIREMENTS
ASSP
REQUIRED
RECORDS
Daily dated menu
Daily snack production record (Form 189)
Daily record of snacks served that meets meal pattern requirements (Form 71)
“Self” review of ASSP completed twice per site year
• First review: Within 4 weeks of start of ASSP
• Second review: Prior to the end of the site year
• Use SA ASSP On-Site Review Form (Form 365)
• Conducted with administrator(s) and FSD
• All program findings identified
• Technical assistance provided
• With SFA input, establishment of corrective action (CA) that includes
approaches to correct findings and timeframes for completion
AR EXIT CONFERENCE
❑Notification that AR findings are posted in
SOARS will be sent by email
❑SFA will have 30 days from date of email to
indicate CA in SOARS for each finding identified
❑Any forms requested by SA reviewer as part of
CA must be uploaded to “Documents” in SOARS
POST REVIEW
STATE AGENCY TRANSPARENCY
SA is required to post an AR Summary of the most recent AR on a public website no later than 30 days after all portions of the AR are completed
AR Summary for each SFA reviewed will be posted on NJDA website:
•http://nj.gov/agriculture/divisions/fn/childadult/stateagencyreviews.html
Hard copy made available to the public upon request
If applicable:
❑ Fiscal action assessed for Performance Standard
1 and 2 findings and any repeat PS2 violations
❑ Reimbursement withheld for delinquent or
incomplete corrective action
❑ Termination of performance based funding
POSSIBLE POST REVIEW ACTIONS
Completion of the Off-Site Assessment Tool
Resource Management 700 Series QuestionsFor the School Year Ended June 30, 2017
Modules:
• Maintenance of
the Nonprofit
School Food
Service Account
• Indirect Costs
REMINDER
As a reminder, please be mindful of the due date
which is also April 5, 2019 for the 700 series questions.
*Please Note: If this section is not submitted timely, it will
result in an automatic Resource Management
Comprehensive Review for your School District.
700 Series – Resource Management
– A coordinated effort should be made by the Business Administrator, the Food Service Director, and the Food Service Management Company contact (if applicable) to complete these 700 series questions accurately and in their entirety for the 16-17 school year. Only these 700 series questions will be reviewed by fiscal audit staff.
– The rest of the questions in the AR Off-Site Assessment Tool pertain to the 18-19 school year and will be reviewed by your program specialist.
N/A Option
– SOARS may provide N/A as a possible answer to every 700 series question. You
CANNOT answer N/A to the following questions as that response is not
supported by USDA:
700, 701, 702, 704, 705, and 712.
– If you answer N/A to any of the above questions, an automatic Resource
Management Comprehensive Review will be triggered for your SFA for that
section.
Did the SFA have the ability to accurately track all revenues and expenditures for the nonprofit school food service separately from all other transactions?
If yes, describe the method used in the comments box, such as having a separate account only for food service revenues and expenditures, identifying all financial transactions by a separate fund code, using a separate ledger or other system to track revenues and expenditures specific to food service.
– If the SFA had the ability to accurately track all financial nonprofit food service account activity separately, put an X in the yes box and describe the method in the comments box. For example, you could write Fund 60 in the comments box.
– Otherwise, put an X in the no box.
– NOTE: You CANNOT answer N/A to this question.
YES NO700
MODULE: MAINTENANCE OF NONPROFIT
SCHOOL FOOD SERVICE ACCOUNT
At the end of the SFA’s RM review period, did the food service have net cash resources that exceeded three months’ average expenditures?
If the SFA has a plan approved by the State agency to use the excess funds, note this in the comments section.
– If the nonprofit food service account had net cash resources that exceeded three
months’ average expenditures as of June 30, 2017, put an X in the yes box.
– Otherwise, put an X in the no box.
– NOTE: You CANNOT answer N/A to this question.
YES NO701
MODULE: MAINTENANCE OF NONPROFIT
SCHOOL FOOD SERVICE ACCOUNT
Did the SFA transfer funds other than approved indirect costs out of the food service account to support general school district expenses or non-food service-related activities?
If so, describe in the comments section.
– If the SFA transferred funds out of the nonprofit food service account during or at the end of the 2016-2017 school year other than approved indirect costs, put an X in the yes box. Describe in the comments section the details of the transfer(s), including the dollar amount(s) and date(s) of transfer(s) plus where the funds were transferred to.
– If no funds other than approved indirect costs were transferred out of the nonprofit food service account for the school year ended June 30, 2017, put an X in the no box.
– NOTE: You CANNOT answer N/A to this question.
YES NO702
MODULE: MAINTENANCE OF
NONPROFIT SCHOOL FOOD SERVICE
ACCOUNT
Excluding the purchase of equipment using equipment grant funds, if the SFA used food service funds to buy equipment* during the school year under review, did it receive prior approval from the State agency either directly or via the State’s pre-approved equipment list?
*Equipment has a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the State agency or SFA for financial statement purposes, or $5,000.
In the comments section or via attachment, please provide:•Your capitalization threshold for equipment purchases; and•Information about equipment purchases made with food service funds during the Resource Management review period that required pre-approval either directly from the State agency or via the State’s approved equipment list. •If the only equipment purchased was made partially or in full with an equipment grant received from the State agency, answer “N/A” and do not list these equipment purchases.
YES NO
703
MODULE: MAINTENANCE OF
NONPROFIT SCHOOL FOOD SERVICE
ACCOUNT
N/A
YES NO
703 Continued
MODULE: MAINTENANCE OF
NONPROFIT SCHOOL FOOD SERVICE
ACCOUNT
N/A
– If the SFA purchased no equipment during the school year ended June 30, 2017 OR if the only equipment purchased was made partially or in full with an equipment grant received from NJDA, put an X in the N/A box.
– If the SFA purchased equipment without an equipment grant and such equipment was listed on the NJDA Pre-Approved Equipment List, Form #286 and/or the SFA received prior approval directly from NJDA, put an X in the yes box. In the comments section, list the equipment purchases and their respective costs and provide your capitalization threshold.
– If the SFA purchased equipment without an equipment grant and the equipment was not listed on the NJDA Pre-Approved Equipment List, Form #286 and the SFA did NOT receive prior approval directly from NJDA, put an X in the no box. In the comments section, list the equipment purchases and their respective costs and provide your capitalization threshold.
Did the SFA have any financial findings related to unallowable costs or financial mismanagement in the child nutrition programs on a previous administrative review or as part of an audit (for example, OIG, Single Audit (previously called A-133 audits), other state audits) within the past three years?
If yes, describe in comments section.
– If the SFA had any financial findings related to unallowable costs or mismanagement in the CNPs within the
past three years on an administrative review or as part of any audit, put an X in the yes box and describe the
financial finding(s) in the comments section.
– Otherwise, put an X in the no box.
– NOTE: You CANNOT answer N/A to this question.
YES NO704
MODULE: MAINTENANCE OF
NONPROFIT SCHOOL FOOD SERVICE
ACCOUNT
Did the SFA have internal control procedures in place to ensure that only allowable costs were charged to the nonprofit school food service account?
If yes, detail in the comments section all internal control procedures that were in place at the SFA. Some examples may include:
•Written procedures•Annual allowable cost training;•Financial management standard operating procedures;•The assignment of financial responsibilities to different individuals;•Policies for ensuring that bad/delinquent debt is not paid for with food service funds
YES NO705
MODULE: MAINTENANCE OF
NONPROFIT SCHOOL FOOD SERVICE
ACCOUNT
YES705 Continued
MODULE: MAINTENANCE OF
NONPROFIT SCHOOL FOOD SERVICE
ACCOUNT NO
– If the SFA had internal control procedures in place to ensure that only allowable costs
were charged to the nonprofit food service account, put an X in the yes box and detail
such procedures in the comments section.
– If the SFA did not have internal control procedures in place, put an X in the no box.
– NOTE: You CANNOT answer N/A to this question.
Questions 706 - 711
– Questions 706-708:
– Answer“N/A – 1” as your SFA is nonpricing
– Do not answer Question 709
– Questions 710 - 711:
– Answer “N/A” as no adult meals are served
WE WILL NOW PROCEED TO QUESTION 712
Were indirect costs* charged to the SFA’s nonprofit school food service account?
*For more information about indirect costs, please see Policy Memo SP 60-2016, “Indirect
Costs Guidance for State Agencies and SFAs.”
– If indirect costs were charged to the SFA’s nonprofit school food
service account, put an X in the yes box.
– Otherwise, put an X in the no box.
– NOTE: You CANNOT answer N/A to this question.
YES NO
712
MODULE: INDIRECT COSTS
All Resource Management questions submitted will be answered and emailed subsequently in SNEARS.
❑ All forms are available on the NJDA forms page:
www.nj.gov/agriculture/applic/forms/#5
or
in SNEARS->Resources tab
❑ Recorded webinars are located in SNEARS->Trainings
tab
❑ WEBINAR POWERPOINTS are located in SNEARS->
Resources/Training Presentations
RESOURCES
Primeroedge/SOARS AND
SA CONTACT INFORMATIONIf you are experiencing technical difficulties with SOARS contact Primero EdgegHelp Desk
When phoning or emailing, identify yourself as a NJ SFA Phone Number
1-866-442-6030Email:
Subject line: NJ [email protected]
STATE AGENCYContact the lead reviewer with program questions
(609)984-0692 or EMAIL
Department of Agriculturesite Nutrition Programs
609.984.0692www.nj.gov/agriculture
This institution is an equal opportunity provider.
SOARING THROUGH THE AR WEBINAR: RCCI EDITION
This webinar can count toward 3 hours of professional standards training:
Key Area- AdministrationSFA Learning Topic- Program ManagementTopic Code - 3260 Administrative Review
QUESTIONS?
Contact the site Nutrition Programs’ Staff at
609-984-0692 with program related questions
OR
Email us:
[email protected] (Resource Management)