2016 Summer Food Service Program Online Training Module 4 Types of Meal Service and Meal Counting Process

Transcription

1 2016 Summer Food Service Program Online Training Module 4 Types of Meal Service and Meal Counting Process Learning Objectives Understand offer versus serve (OVS) requirements Review family style meal service Review transport records/delivery receipt requirements Apply point-of-service (POS) meal count procedures to site operations List procedures for counting and consolidating meals for reimbursement claim Review taking meal components offsite requirements Review unacceptable meal count methods Target Audience Executive director/authorized representative SFSP administrator/director Site supervisors Site monitors Estimated Time Required 35 minutes Tasks Read lesson Review sample forms, Web sites and resources Complete and submit online quiz SFSP Online Training 2016 Page 1

2 Types of Meal Service There are a couple different meal service systems used by sponsors to offer meals to children. Unitized meals provides all food components in at least the daily minimum quantities under the meal pattern. See module six for the meal pattern requirements. OVS allows the child a choice in their food selection and they have an option to decline certain food items but still take a reimbursable meal. Family style service allows children to serve themselves with the direction of a supervising adult. Offer versus Serve Meal Service The U.S. Department of Agriculture (USDA) now allows all sites to use OVS. OVS permits children to decline a certain number of menu items they do not intend to eat. It is designed to reduce food waste and food costs while still maintaining the nutritional integrity of meals. For a meal to be eligible for reimbursement, all food components in the required minimum serving sizes must be offered. A food component is one of the food groups that comprise a reimbursable meal. Sites must always offer all the food components that comprise a reimbursable meal in at least the minimum required amounts. A food item is a specific food offered within the food components comprising the reimbursable meal. For example, separate ½ cup servings of peaches and carrots are two food items that comprise one component, the fruit/vegetable component. The OVS requirements in Summer Food Service Program (SFSP) are different from the OVS requirements in the National School Lunch Program (NSLP) or the School Breakfast Program (SBP). Please note: Breakfast four different food items from the three food components must be offered and a child must take at least three food items for a reimbursable meal. Lunch or Supper five food items from the four food components must be offered and a child must take at least three food components for a reimbursable meal. There is no OVS option for snacks. OVS is an option in SFSP, not a requirement. School food authorities (SFAs) electing to use OVS and the NSLP or SBP meal patterns must follow the OVS requirements for the NSLP/SBP. SFSP Online Training 2016 Page 2

3 Nonschool SFSP sponsors electing to use OVS must follow the revised OVS requirements for the SFSP meal pattern as described in the USDA Memo SFSP , Summer Meal Programs Meal Service Requirements Questions and Answers, located on the USDA Policy Web page at The USDA has provided a Webcast on the OVS meal pattern option in the SFSP. This Webcast provides an overview of OVS, the OVS requirements, and examples of reimbursable OVS meals. The Webcast can be viewed on YouTube at OVS requirements for nonschool SFSP are as follows: Breakfast: A child must be offered the three food components as required for a reimbursable meal: o One serving of fruit/vegetable o One serving of bread/bread alternate o One serving of fluid milk At least four different food items from the all the food components listed above must be offered for OVS in SFSP The fourth food item can be a fruit/vegetable, bread/bread alternate, or meat/meat alternate (M/MA) A child must take at least three of the four food items to count as a reimbursable meal Lunch or Supper: Four food components are required for a reimbursable lunch or supper: o One serving of M/MA o Two different servings of fruit/vegetable o One serving of bread/bread alternate o One serving of fluid milk At least five different food items from all the food components listed above must be offered for OVS in SFSP Lunch or supper OVS requirements differ from breakfast in that a child must take at least three of the four food components, rather than food items. Three food components are required for an adequate nutritious meal for children SFSP Online Training 2016 Page 3

4 Below are three sample lunch menus and possible combinations for meals that would be reimbursable or nonreimbursable under SFSP OVS requirements. Sample Lunch Menu #1 Turkey sandwich (2 ounce equivalents (oz eq) of grains and 2 oz eq of M/MA each) Seasoned corn (¼ cup vegetables) Orange slices (½ cup fruit) Milk (1 cup milk) Reimbursable meals under SFSP OVS Turkey sandwich and orange slices (grain, M/MA, fruit = 3 food components) Turkey sandwich, and milk (grain, M/MA, milk = 3 food components) Nonreimbursable meals under SFSP OVS Oranges slices and milk (fruit, milk = only 2 food components) Turkey sandwich (grain, M/MA = only 2 food components) Seasoned corn and orange slices (vegetable/fruit = only 1 food components) Seasoned corn, orange slices, milk (vegetable/fruit, milk = only 2 food components) Sample Lunch Menu #2 Veggie cheese pizza (1 oz eq of grains and 2 oz eq of M/MA, ¼ cup vegetable) Salad (½ cup vegetables) SFSP Online Training 2016 Page 4

5 Milk (1 cup milk) Reimbursable Meals under SFSP OVS Veggie cheese pizza (grain, M/MA, vegetable = 3 food components) Veggie cheese pizza and milk (grain, M/MA, vegetable, milk = 4 food components) Veggie cheese pizza and salad (grain, M/MA, vegetable topping/vegetable side = 3 food components) Nonreimbursable meals under SFSP OVS Salad and milk (fruit, milk = 2 food components) Sample Lunch Menu #3 Hamburger (2 oz eq of grains and 2 oz eq of M/MA) Salad (½ cup vegetables) Strawberries (¼ cup fruit) Milk (1 cup milk) Reimbursable meals under SFSP OVS Hamburger, salad, strawberries, milk (grain, M/MA, vegetable/fruit, milk = 4 food components) Hamburger and strawberries (grain, M/MA, fruit = 3 food components) Hamburger and milk (grain, M/MA, milk = 3 food components) Hamburger and salad (grain, M/MA, vegetable = 3 food components) SFSP Online Training 2016 Page 5

6 Nonreimbursable meals under SFSP OVS Hamburger (grain, M/MA = 2 food components) Salad and strawberries (vegetable/fruit = 1 food component) Salad and milk (vegetable, milk = 2 food components) Strawberries and milk (fruit, milk = 2 food components) Salad, strawberries, and milk (vegetable/fruit, milk = 2 food components) Below are three sample breakfast menus and possible combinations for meals that would be reimbursable or nonreimbursable under SFSP OVS requirements. Sample Breakfast Menu #1 Egg sandwich (2 oz eq of grains and 1 oz eq M/MA) Grapes (½ cup fruit) Milk (1 cup milk) Reimbursable meals under SFSP OVS Egg sandwich and grapes (grain, M/MA, fruit = 3 food items) Egg sandwich, and milk (grain, M/MA, milk = 3 food items) Nonreimbursable meals under SFSP OVS Grapes and milk (fruit, milk = only 2 food items) Egg sandwich (grain, M/MA = only 2 food items) SFSP Online Training 2016 Page 6

7 Sample Breakfast Menu #2 Breakfast bar (1 oz eq of grains) Cheese stick (1 oz eq of M/MA) Apple slices (½ cup fruit) Milk (1 cup milk) Reimbursable meals under SFSP OVS Breakfast bar, cheese stick, and apple slices (grain, M/MA, fruit = 3 food items) Breakfast bar, apple slices, and milk (grain, fruit, milk = 3 food items) Cheese stick, apple slices, and milk (M/MA, fruit, milk = 3 food items) Nonreimbursable meals under SFSP OVS Apple slices and milk (fruit, milk = only 2 food items) Breakfast bar and cheese stick (grain, M/MA = only 2 food items) Sample Breakfast Menu #3 Cereal (1 oz eq of grains) Cinnamon toast (1 oz eq of grains) Banana (½ cup fruit) Milk (1 cup milk) Reimbursable meals under SFSP OVS Cereal, cinnamon toast, and banana (grain, grain, fruit = 3 food items) Cereal, banana, and milk (grain, fruit, milk = 3 food items) Cinnamon toast, banana, and milk (M/MA, fruit, milk = 3 food items) Nonreimbursable meals under SFSP OVS Banana and milk (fruit, milk = only 2 food items) Cereal, cinnamon toast (grain, grain = only 2 food items) Cereal, cereal, and milk (grain, milk= only 2 food items as cereal is same food item) Offering two servings of the same food item is not permissible under OVS in SFSP. All food items offered must be different from each other. For example, a breakfast menu that includes a serving of milk, a serving of fruit, and two servings of toast is not a reimbursable meal under OVS in SFSP because the toast is two of the same food item. SFSP Online Training 2016 Page 7

8 Additionally, a larger food item that is worth two servings in weight, such as a two-ounce muffin, counts as only one food item under OVS in SFSP, not two. Offering different food items supports and encourages the practice of offering a variety of food choices for children, which increases the likelihood that children will select foods they prefer and reduces waste. OVS tips for success: Offer all food items to each child, including the last child to be served. Do not urge children to decline any part of the meal as they have the option to take all food items offered. Ensure site staff know how many food items are contained in each combination food. Combination foods are dishes that contain more than one food item and cannot be separated, such as pizza and burritos. It is the sponsor s responsibility to ensure that the children and staff understand which foods they may take and/or decline under OVS. This can be done through signage and instructions to students and staff. Contact your local environmental health department to determine if you need a certified food handler at each site prior to starting OVS. Serving bulk foods usually requires a certified food handler for the site, but using individually pre-packaged food often times does not. Sponsors using vended meals can request an exemption from the state to purchase meals in bulk (no unitized meals). Sponsors must request the meal service option they plan to use in the Child Nutrition Information and Payment System (CNIPS) per meal type. Whichever meal service option is approved by the California Department of Education (CDE) in the CNIPS is the method that must be used until a site revision is requested and approved; or when the CDE staff communicates to the sponsor/site that it must switch to serving unitized meals. Family Style Meal Service Beginning summer 2015, the option of family style meal service in camps was extended to include closed enrolled sites in the SFSP and the Seamless Summer Feeding Option (SSFO). Both camps and closed enrolled sites provide the stable environment required for a successful family style meal service with supervising adults setting the example. Family style meal service is still prohibited at open and open restricted sites. SFSP Online Training 2016 Page 8

9 Family style meal service affords sponsors latitude in the size of the initial servings that must be exercised in compliance with the following practices, at a minimum: 1. Enough food must be placed on each table to provide minimum portions of all required components for all children at the table, and to accommodate program adults supervising meal service at the table if they eat with the children, in accordance with Title 7, Code of Federal Regulations (7 CFR), Section Children are allowed the choice in selecting foods and the size of the initial serving. Children should initially be offered the full required portion of each meal component. 3. When a child does not initially accept the full required portion of a meal component, it is the responsibility of the supervising adults to actively encourage each child to accept the 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 take the full required portion of a meal component, the supervising adult should offer the food component to the child again. Transport Records/Delivery Receipts Transport records/delivery receipts allow sponsors to track meals prepared and delivered by type (breakfast, snack, lunch, supper). Please note: Vended programs must support this information with a signed transport record/delivery receipt Programs with a central kitchen (self-prep) are strongly encouraged to support this information with a signed transport record/delivery receipt for good program management A sample form is located in the CNIPS online application in Download Forms tab as SFSP 24 Transport of Meals Record. Point-of-Service Meal Count Sponsors must take accurate meal counts: At the POS where the person counting the meal can see that all components/food items have been accepted by the SFSP participant That includes the number of complete breakfasts, lunches, snacks or suppers served as first and second meals That are served to program adults and nonprogram adults Of meals that are damaged, incomplete or of other nonreimbursable meals and leftover meals A sample Daily Meal Count form that meets all of these requirements can be found in the SFSP Online Training 2016 Page 9

10 USDA Administrative Guidance for Sponsors manual, attachment 20. The USDA SFSP guidance materials are available on the USDA s SFSP Handbooks Web page at Meal counts must agree with the site monitoring report for the same day. For a sample form see the USDA Monitor s Guide, Site Review form. For example, at a site, personnel counted 22 lunches served to SFSP participants, and the site monitor counted 20 lunches served, the maximum number of meals that can be claimed for lunch that day is 20. Daily Meal Counts and Consolidation Completing accurate meal counts is one way to prevent meals from being disallowed. The person counting the meals must sign the Daily Meal Count form immediately after the meal service. The total number of meals available is documented in section one of the Daily Meal Count form, under total meals available. The total meals available should match the total number of meals in section nine on the Daily Meal Count form. Meal counts are recorded by site staff utilizing the Daily Meal Count form by crossing off a number as each complete meal is served. It is acceptable to use an alternate method to count meals, such as a mechanical hand counter, tallies, hand clicker, or tickets. Record counts on the Daily Meal Count form under sections 2 5 and total in section 6. Staff must indicate on the Daily Meal Count form the alternate method used. Track meals served to program adults and non-program adults separately from meals served to children. Prior to submitting your CNIPS claim, it is highly recommended to use a monthly consolidation form to reduce errors when adding the weekly totals. A sample Monthly Consolidation form is located in CNIPS under Down Load Forms section, Form ID SFSP 35a. Sponsors should build edit checks into their procedure for all meal counts to ensure accuracy (i.e. second level review by another staff). Eligible First Meal Eligible first meals are those that are served to children that include all food components that meet the Meal Pattern requirements. SFSP Online Training 2016 Page 10

11 Eligible Second Meals Second meals may be served after all children have received a first complete meal at open and closed enrolled sites. If seconds are served, sponsors may be reimbursed up to two percent of ALL eligible first meals served as second meals for ALL sites during the claiming period. Camp sites cannot claim second meals. For example, if 100 first meals and five second meals were served during the month of July at two sites, the sponsor may be reimbursed for 102 meals. Of the five seconds that were served, two are reimbursable (two percent of 100). Open the following URL to an exercise on how to complete and consolidate meal counts including how to apply the eligible second meal requirements. The assumption is a cold meal is served and a refrigerator is available to save leftover meals. Meals Served to Adults Sponsors have the discretion to serve meals to anyone. However, only meals served to children may be claimed as reimbursable meals. Meals served to adults must be reported differently than those served to children depending on the classification of the adult served (program or nonprogram adult). Although adult meals are counted, they cannot be claimed for reimbursement. Program adults work directly with the meal service at the site as either volunteers or paid employees. Meals may be served free to adults who meet this definition. These meals may not be claimed for reimbursement as a reimbursable meal, but may be counted as legitimate operating costs (7 CFR 225.9[d][5]). Non-program adults do not work in any direct way with the meal service at the site, such as a parent or guardian. If meals are served to nonprogram adults, sponsors must either charge the adults at least the full cost of the meal, (including food and nonfood supplies, labor, and the value of commodities), or use other non-program funds to cover the cost of these meals. When using nonprogram funds to cover the cost of these meals, the sponsor may include those funds as program income and pay for these meal costs from its nonprofit food service account. SFSP Online Training 2016 Page 11

12 Meal Counting for Camps There are two ways to determine the number of eligible meals served for claiming purposes. Camp sponsors can only be reimbursed for meals served to children who are eligible for free or reduced-price meals. The two methods are: Meal Count Worksheet for Camps (a roster) can be used to take an actual count of meals served. Attachment 18 of the USDA Administrative Guidance for Sponsors, provides a format to collect actual meal counts by child, eligibility category, and meals for the week. The Program Worksheet for Camp Sponsors can be used for camps to consolidate meals with large numbers and/or with one or more sessions to assist in calculating the number of meals to claim. The Program Worksheet for Camp Sponsors is available in CNIPs Download Forms, Form ID SFSP 35c. A daily meal count form must be used in conjunction with the program worksheet to consolidate meal data for claiming purposes. There is a sample Daily Meal Count Form in the Administrative Guidance for Sponsors manual. See sample below. SFSP Online Training 2016 Page 12

13 Open the following URL to a scenario at Camp Fox. The document leads you through an activity on using the Daily Meal Count form and the Worksheet for Camp Sponsors to assist with monthly claim. Field Trips To be reimbursed for meals taken on field trips, the sponsor must: Report all field trips in the CNIPS prior to the trip date Conduct a POS meal count at the field trip location where meals will be served. Document meals by using a meal count form. Maintain documentation that all meals taken on the field trip comply with the meal pattern requirement and food safety regulations. An example of this documentation is a delivery sheet that contains the menu, the number of meals prepared/received, delivery time and temperature of meals. SFSP Online Training 2016 Page 13

14 If the site is closed on the field trip date, the best practice is to post a notice to announce when the site will be closed and when the site will resume meal service. Taking Meal Components Offsite Meals must be consumed onsite in order to be eligible for reimbursement, unless the meal is served on a CDE approved field trip or offsite consumption is otherwise approved by USDA. In extenuating circumstances, sponsors may allow offsite consumption of meals as long as meals taken offsite are not claimed for reimbursement. Failure to meet this congregate feeding requirement results in the disallowance of meals and may lead to a determination of serious deficiency of the sponsor s operation of the program (7 CFR [c][4]). However, sponsors may allow a child to take one fruit, vegetable, or grain item offsite for later consumption. The food item taken offsite must be from the child s own meal or left on a share table by another child who did not want it. Sponsors should only allow an item to be taken offsite if they have adequate staffing to properly administer and monitor the site, and to ensure that issues, particularly related to food safety and program integrity, do not arise. SFSP Online Training 2016 Page 14

15 Sponsors May Only Claim Meals That: Are served to children Are within the approved meal service times Meet the meal pattern requirements Are recorded at the POS Are consumed onsite Unacceptable Meal-Counting Methods Meal counts based on the number of trays or plates available and left over after the meal service Meal counts taken at the beginning of the serving line without checking to see if the meals served were claimable at the end of the service line Meal counts based on the number of children in attendance Meal counts based on the number of tickets distributed for meals, and not on the number of tickets received for a meal Meal counts based on the number of meals received Meal counts based on previous meal counts Meal counts that are always the same number of meals prepared or ordered as the number served Meal-Counting Red Flags Excessive leftovers (no upward or downward adjustments) Incomplete paperwork (Daily Meal Count Forms, Weekly Consolidation Form, Monitoring Reports, Transport Records, Menu Records) Lack of documented follow-up by sponsor or monitor on meal count problems identified during a site visit or site review Claiming meals above Average Daily Participation (ADP) and exceeding maximum number of meals that may be served per site as approved in CNIPS Claiming the same number of meals every day; this is referred to as block claiming SFSP Online Training 2016 Page 15

16 Common Errors The following are common errors, which may result in a loss of reimbursement. Failure to submit in CNIPS: Request for prior approval for a change in meal times Request for prior approval for a change in serving dates Request for prior approval for a change in an increase to the ADP A site application for site approval and failing to select the red Submit for Approval button to submit application or changes to the CDE Report field trips prior to the trip date Summary Adhere to your approved meal time(s), meal date(s), and site(s) ADP as approved in the CNIPS Submit site level changes to meal services time(s), meal services date(s), and ADP in CNIPS for approval prior to the change Fully complete and sign the Daily Meal Count form and Weekly Consolidation form with edit check to ensure accurate SFSP reimbursement Report field trip(s) in CNIPS prior to the trip date Understand the various meal service options (OVS, family style, unitized) Resources For more information about meal counts, see the USDA Handbook, Administrative Guidance for Sponsors at SFSP Online Training 2016 Page 16

17 Program Staff Your Summer Food Specialist at the CDE Nutrition Services Division is the best resource for questions about SFSP requirements. The SFSP staff Contact List and County Assignments is found in the Download Forms section of the CNIPS online application as Form ID SFSP 01. Dennis Arena Phone: Barbara Barlow Phone: Melissa Garza Phone: Vincent Keene Phone: Kamaldeep Mann Phone: You can also contact the Nutrition Services Division toll-free at , Option 3, or by at SFSP Online Training 2016 Page 17