Menu Record RequirementsMenu Record Requirements

After School At-Risk Meals and Snacks Programs

Menu records must Menu records must support the support the

Claim for ReimbursementClaim for Reimbursement

• 7 CFR Part 226

• “…each institution shall certify …that records are available to support the claim…Failure to maintain such records shall be grounds for the denial of reimbursement for meals…”

Menu Record RequirementsMenu Record Requirements

Why are menu records required?

• Certify each meal claimed contains all required components in at least the minimum quantity required

Menu Record Requirements--Menu Record Requirements--OverviewOverview

• Food receipts to substantiate food on menus

• Working menus showing food actually served

• CN labels or Product labels for commercial combination foods or Manufacturer’s Product Analysis Sheet if no CN Label on product

• Recipes for homemade combination foods

Food ReceiptsFood Receipts

When program purchases food & prepares meals:• Dated receipts (make sure date is legible)• Only CACFP food on receipts, or foods purchased for other purposes clearly marked• Non-Food costs noted

Vended Meal programs need:• Daily Vendor Receipts for all meals• Invoices showing charges for CACFP meals• Contract showing price per meal determination

Menu Documentation Menu Documentation RequirementsRequirements

• Site location

• Date menu is served

• All food items actually served (include substitutions)

For ODE review of menus: • Notation for homemade combination foods (HM)

• Notation for commercial combination foods (CP)

““Working” MenuWorking” Menu

All food items actually served must be documented on “working” menu:

• Milk served at all meals when it is a required component (Supper)

• Any meal pattern component food(s) substituted

• Actual food, not food group (example: peaches, not “fruit”)

• Actual foods served on “Cooks Choice” days

““Planned” vs. “Working” menuPlanned” vs. “Working” menu

Planned Menu:• Market your nutrition program • Control food cost – efficient shopping tool• Nutrition overview of week/month• Review for compliance with meal patterns

Working Menu:• Required documentation • Show actual foods served (purchasing/delivery changes)• Assure meals claimed are reimbursable (review before

preparing claim)

Cycle MenusCycle Menus are recommended are recommended

A cycle menu is a series of planned menus, written in advance and repeated on a regular rotating schedule.

Recommendation: Four - six week cycle of menus

Requirements: • Cycle menus must be dated when used (document the week the menu is served)

• Must have “working” (“dirty”) version of each menu showing all changes to planned menu - include actual food items served each day

Combination FoodsCombination Foods►Combination foods – Menu items that contain foods from more than one meal pattern component group: ● Commercially manufactured ● Homemade ► Combination foods can only count for 2 components in the meal► Combination Foods supporting documentation is required:

● Recipes for homemade combination foods ● CN labels or Manufacturer’s Product Analysis Sheet for commercial combination foods if not CN labeled ● Product labels for Commercial Combination Foods

with Standards of Identity

CN LabelingCN Labeling

• Federal USDA labeling program for the Child Nutrition Programs – manufacturer’s submit product formula to USDA for crediting

• Only products analyzed & approved by USDA can make CN Labeling claims regarding crediting

• CN Label provides a warranty against audit claims, if used according to the manufacturer's directions stated on the CN Label

Child Nutrition (CN) Child Nutrition (CN) LabelsLabels

Distinct label on the product certifying the contribution of each meal pattern component in the product. Printed on the product’s packaging in this format:

Refer to Big Red, Page 23.12Refer to Big Red, Page 23.12

CN LabelsCN Labels

• Only need 1 CN Label on file for product, even if serve multiple times

• Check to make sure CN label on file applies to product actually being served

• Only counts for 2 components, even if crediting information given for 3 components

Manufacturer’s ProductManufacturer’s ProductAnalysis SheetAnalysis Sheet (MPAS)(MPAS)

If serving commercially prepared combination food without a CN-label:

must have MPAS on file showing meal pattern contribution:

● Difficult to obtain

● Not the product label or Nutrition Facts

● Must contact the manufacturer to obtain

Manufacturer’s Product Manufacturer’s Product Analysis Sheet (MPAS)Analysis Sheet (MPAS)

Must be an official statement from the manufacturer showing the formulation of the product, the amount of each ingredient credited toward a pattern component

• A description of all ingredients, i.e. grain products must be specified whole grain or enriched; • The ingredient weight per serving of each ingredient to be credited; • The weight of ingredients specified as raw or cooked weight; • The weight or volume of the product serving size, or the number of pieces per serving.

Memorandum: September 2, 2005Memorandum: September 2, 2005

Commercial Combination Foods

with Standards of Identity

• The Food Buying Guide for Child Nutrition Programs, Nov 2001 edition, provides meat/meat alternate crediting info for some standardized combination foods

Handout, Memo 9/2/05Handout, Memo 9/2/05

Combination Foods with Standards of Identity

To credit commercial combination foods in the without a CN label or MPAS:

• The name of the food on the product label must exactly match the name of the product listed

• Must maintain on file an actual product label or photocopy of the product label showing the name exactly matches

• The product is credited for the meat/meat alternate only (except for breaded fish products)

Combination Foods with Standards of Identity

Example: • Chili con Carne with Beans

• FBG states:– ¾ cup provides 1 oz

m/ma– 1 ½ cups provides

2 oz m/ma

Homemade Combination Homemade Combination Foods Foods

Need RecipesNeed Recipes Must have a recipe on file showing meal pattern contribution component ingredients:

● Homemade combination foods made in Sponsor’s own kitchen(s)

● Homemade combination foods made by a vendor you purchase meals from

http://www.nfsmi.org/Information/cc_recipe_index_alpha.htm

Use USDA Recipes whenever possible –- Crediting information is provided for each recipe - No other documentation is required

Section 1 Working With Recipes• Ingredients• Portion Size• Yield• Adjusting Recipe Yields

Section 2 Information CardsWeighing & Measuring

Ingredients• Common Weights &

Measures Tables• Can Sizes• Substituting Ingredients

USDA Recipes for USDA Recipes for Child Nutrition ProgramsChild Nutrition Programs

• Updated recipes from the 1988 Quantity Recipes for School Food Service and the 1995 Tool Kit for Healthy School Meals

• Edited and reflect the changes made in the newest edition of the Food Buying Guide for Child Nutrition Programs.

• Available on the Web--from NFSMI

http://www.nfsmi.org/Information/school_recipe_index_alpha.html

Adjusting USDA Recipe YieldsAdjusting USDA Recipe Yields

Number of servings you want to make Number of servings USDA recipe makes

=Factor

(number you will use to multiply each ingredient in USDA recipe)

Recipes in USDA Child Care Recipe manual are developed to produce 25 servings or 50 servings.

If you need to make a different number of servings, you can change the number of servings without changing the crediting information*

* When recipes are adjusted using this method, the portion size stays the same and the crediting information is still accurate.

You want to make 35 servings USDA recipe makes 25 servings

1.4 (number you will use to multiply each ingredient in the USDA recipe)

=

Number of servings you want to make Number of servings USDA recipe makes

Factor (number you will use to multiply each ingredient in USDA recipe)

=

To increase the number of servings in a USDA recipe****

Example: USDA Recipe for Vegetable Frittata makes 25 Servings.You want to make 35 servings

****The portion size stays the same so the creditable amount of components in each portion is accurate.

Calculate the factor you will use to increase each ingredient:

(Handout)(Handout)

35 (number of servings you want to make) = 1.4 (Factor)25 (number of servings USDA recipe makes)

Multiply each recipe ingredient by 1.4

35

4.55lb

8.4 oz

18.2 oz

Example:

x 1.4

x 1.4

x 1.4

(Handout)(Handout)

Homemade Combination Foods,

must have written recipe on file

Recipes must include: • Name of the recipe (must match name on the menu)

• List all ingredients with weight or volume

• Form of the ingredient

• Serving Size (must be a reasonable size)

• Yield (total # of servings, or total bulk amount)

• Component Contribution (two maximum)

• CN Label or MPAS (when an ingredient is a commercial product with more than one component)

Food Crediting Standard Reference Tool

• Official reference manual to determine the number of servings of meal pattern components in foods as purchased

• ODE uses to determine creditable amount of meal pattern component foods in recipes

Food Crediting Standard Reference Tool

• Sponsors use to document creditable servings sizes in recipes, purchased foods.

Example:

Ham, fully cooked, ready to eat boneless w/water added,

• 1 lb. yields .82 lb cooked lean meat

http://teamnutrition.usda.gov/Resources/foodbuyingguide.html

Food Buying Guide is available on the Web—see address below

Pen and Ink Changes—Refer to April 19, 2006 memo

Order form is in your packet or see ordering info on the Web

(Handouts—2)Handouts—2)

http://www.ode.state.or.us/services/nutrition/cacfp/pdf/2006/new_mex_food_guide.pdf

New Mexico Food Purchasing and New Mexico Food Purchasing and Production GuideProduction Guide

Reference for sponsors who prepare 5 to 100 servings (in increments of 5 servings)

Available on the web—see address below

ODE Recipe Form

Optional form, documents all required recipe information.

If Sponsor uses own form, must

document all required

information.

(Handout)(Handout)

Documenting

Recipes:

Most important!

Document on recipe form what you actually do when making the recipe & number of servings recipe

makes

After writing down recipe as you make it, find crediting info in USDA Food Buying Guide for components

Sample 2-week Supper Cycle Menu

January 2007Monday 8

Chicken nuggets** CN labelSweet potatoes I-12Green saladBread & butterMilk

Tuesday 9

Egg salad sandwichF103 bean salad E-4Vegetable soup H-11Milk

Wednesday 10

Cheese pizza D-23aCherry tomatoesSpinach saladMilk

Thursday 11

Beef & rice casseroleD-7 Glazed carrots I-12a Apple wedgesMilk

Friday 12

Submarine Sandwiches**(recipe)Pineapple tidbitsCarrot sticksMilk

Monday 15

Pizza Burger F-6 Broccoli w/ranch dipTomato slices Milk

Tuesday 16

Bean burritos D-21 Chopped lettuce & tomato Tangerine sectionsMilk

Wednesday 17

Spaghetti with meat sauce** (recipe)Cole slaw E-9GrapesMilk

Thursday 18

Tuna MeltF-1Orange slicesOven fries I-5 Milk

Friday 19

Vegetable lasagna D-27Green salad Bread & butter Milk

(Handout)(Handout)

Activity: Find the Menu Problems

• Find Handout in your packet

• Work with one or more classmates to find any errors with the sample menus—take a couple of minutes

• We’ll review answers as a group

(Handout)(Handout)

The End