Kids Cafe Angela Jeppesen, Government Programs Manager Yalanda Jackson, Program Coordinator Sara Escandon, Program Coordinator

Transcription

1 Kids Cafe Angela Jeppesen, Government Programs Manager Yalanda Jackson, Program Coordinator Sara Escandon, Program Coordinator Bethany Reyna, Program Coordinator Daily delivery order line: This Institution is an equal opportunity provider

2 USDA Nondiscrimination Statement In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD- 3027) found online at: and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) Submit your completed form or letter to USDA by: mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C ; fax: (202) ; or program.intake@usda.gov. This institution is an equal opportunity provider. i

3 TABLE OF CONTENTS USDA Non-Discrimination Statement Index ii Welcome to Kids Cafe 1 What is Kids Cafe? 2 Kids Cafe Terminology 3 Federal and State Partners 4 Organization Eligibility 7 Site and Participant Eligibility 8 SFSP Program Eligibility 9 Application Requirements 11 Site Selection 12 Sponsor Responsibilities 13 Program Partner Responsibilities 14 Site Responsibilities 15 Site Supervisor Responsibilities 16 Civil Rights 18 Daily Meal Delivery 19 Daily Delivery Operations 20 Meal Service 21 Share Table 22 Reducing Food Waste 23 Ordering and Paperwork Timelines 24 *Submitting your Paperwork 25 Health and Sanitation 26 Safe Food Temperatures 27 Organizing Records 28 Monitoring Guidelines 29 Areas of Concern 30 Child Nutrition 31 Meal Pattern Requirements 32 Breakfast Meal Pattern 33 Lunch-Supper Meal Pattern 34 Snack Meal Pattern 35 Dispensations 36 Sites in Good Standing 37 Service Disruption 38 File Retention and Privacy 39 Give Lunch 40 Food Substitutions and Variations 41 Commercially Processed Food Documentation 42 Self- Prep Sites' Resources 46 Non-Creditable Food 47 Self-Prep Reimbursement Procedures 48 Offer vs. Serve 51 Background Check Verification 52 Daily Meal Count Forms 53 Beneficiary Data Forms 54 Shelving and Storage 55 Refrigerator Storage 56 Food Storage 57 Transporting Food in Unrefrigerated Trucks 58 i Table of Contents ii

4 Notes iii

5 Welcome to Kids Cafe Welcome and thank you for your participation in Harvesters Kids Cafe. We are pleased to partner with you and your agency to make a difference in the lives of children in our community. Harvesters The Community Food Network has made the commitment to provide our partners with resources in order to offer nutritious meals to children in a safe environment. In August 2001, Harvesters opened two Kids Cafe sites at Clymer Boys & Girls Club and Friendship Village. Over the past several years, our program has grown tremendously and has become a model for other Kids Cafe programs around the United States. Currently, Harvesters sponsors over 100 Kids Cafe sites located throughout our 26 county service area in both Kansas and Missouri. Harvesters Kids Cafe program has several objectives: Provide nutritional meals to children within the 26 county service area of Harvesters Food Bank. Educate children and families about nutrition. Motivate and empower the community to respond to the problem of childhood hunger. Expand Kids Cafe to all communities in the Harvesters Food Bank service area that have a population of children in need of the program. In this book you will find: What you can expect from your sponsor Your responsibilities as a site coordinator The meal pattern requirements for the meals you serve Guidance on accurate recordkeeping and its role providing meals at no cost to your site (daily delivery and shelf stable) and verifying your claim for reimbursement (self-prep) Meal pattern requirements of Kids Cafe creditable meals Safety rules Child nutrition guidelines Questions and Answers The do s and don ts of running your site 1

6 What is Kids Cafe? How kids cafe works As part of its Childhood Hunger Initiative, Harvesters offers the Kids Cafe after school and summer program. Sites choose one of the following: Daily delivery of fresh meals to the site, free of charge (some restrictions apply). Self- preparation of meals by your onsite staff with a set reimbursement (training provided). Shelf stable meals delivered to your site free of charge Program Benefits Students eat healthier, which helps them do better in school and improve their chances for success. Students learn healthy eating habits, reducing their risk of chronic disease in adulthood. Harvesters provides all training and assists with program set up and administration. No cost meals allow sites to stretch their budget. Key Points to remember about SFSP Providing nutritious meals is the primary goal SFSP is a supplementary programs; self prep sites will not have all program cost reimbursed. However, through strategic planning and careful recordkeeping, your food purchases should be covered. All sites may incur costs for activities and non-food related items. Kids Cafe utilizes the Child and Adult Care Food Program (CACFP) and the Summer Food Service Program (SFSP). CACFP and SFSP are federally funded programs through the United States Department of Agriculture (USDA), and are administered by the Missouri Department of Health and Senior Services, Bureau of Community Food and Nutrition Assistance in Missouri and the Kansas Department of Education, Child Nutrition and Wellness in Kansas 2

7 Kids Cafe Terminology There are several terms you will need to be acquainted with in this handbook. Please refer to the following: Kids Cafe The term Kids Cafe and all logos or other representations of this name are the licensed property of Feeding America of Chicago, IL. It is a program specifically designed to serve meals to children who are at risk of hunger. SFSP/CACFP The Summer Food Service Program (SFSP) and Child and Adult Food Care Program (CACFP ) are programs of the United States Department of Agriculture (USDA) and administered by the Kansas State Department of Education, Child Nution and Wellness in Kansas and the Missouri Department of Health and Senior Services in Missouri. Kids Cafe utilizes the At-Risk or Area Eligible Participation of the CACFP program. Sponsor Harvesters- The Community Food Network, affiliate of Feeding America and the agent for Kids Cafe operations in the Greater Kansas City Metro area and surrounding counties; also an approved Sponsor under the SFSP and CACFP. Program Partner Program Partner refers to the 501(c) (3) agency operating an after-school or summer program for youth ages 18 and younger. Site Site refers to the physical location at which the Kids Cafe program takes place, as well as the designated staff, volunteers and programming that work along with Kids Cafe meal service. Serving Window Serving Window, the meal service time approved by the State. You must be available to provide meals during your Serving Window Attendance The names and marked participation of the children participating in your program. This is taken daily during CACFP only. SFSP does not require any attendance documentation. Point of Service The moment a child receives a complete meal within the Serving Window. This is recorded on the Daily Meal Count sheet. 3

8 Federal and State Partners Harvesters Kids Cafe utilizes the At-Risk After School meals component of the Child and Adult Care Food Program (CACFP) and the Summer Food Service Program (SFSP) which offers Federal funding to after school and summer programs that serve a meal and/or snack to children through age 18, in low income areas. Sharing in the responsibility is the staff of the Child and Adult Care Food Program (CACFP) and Summer Food Service Program (SFSP). The CACFP and SFSP are United States Department of Agriculture (USDA) Food and Nutrition Service (FNS) programs, which are administered by the Missouri Department of Health and Senior Services - Bureau of Community Food and Nutrition Assistance (MDHSS-BCFNA) in Missouri and the Kansas Department of Education Child Nutrition and Wellness( KSDE) in Kansas. The national office develops regulations, publications, and forms, and establishes the policies necessary to carry out the program. The national office is also responsible for overseeing the program and providing guidance to ensure delivery of program benefits to eligible children. The application, agreements and contracts were made between Harvesters and each State agency, which are responsible for administering these programs for the USDA. Applications and agreements are updated each program season, and the agreements with each state for CACFP and SFSP do not require additional applications. State agencies require their own set of renewal procedures. Harvesters programs were established in the following years: CACFP Missouri (contracted with the MDHSS-BCFNA): est. fall 2001 (Missouri was a pilot state for the At-Risk After School component of the CACFP) SFSP Missouri (contracted with the MDHSS-BCFNA): est. spring 2001 CACFP Kansas (contracted with the KDOE): est. fall 2012 SFSP Kansas (contracted with the KDOE): est. spring

9 Federal and State Partners Con t The Missouri Department of Health and Senior Services Bureau of Community Food and Nutrition Assistance (MDHSS-BCFNA) is the State agency administrating the CACFP/SFSP in Missouri. The BCFNA Office is located at: Missouri Department of Health and Senior Services Division of Community and Public Health Bureau of Community Food and Nutrition Assistance 920 Wildwood P.O. Box 570 Jefferson City, MO (fax) CACFP@health.mo.gov The district office addresses is: Northwestern District Health Office 3717 S. Whitney Avenue Independence, MO

10 Federal and State Partners Con t The Kansas State Department of Education (KSDE) Child Nutrition & Wellness is the State agency administrating the CACFP/SFSP in Kansas. The KDOE Office is located at: Kansas State Department of Education Child Nutrition & Wellness Landon State Office Building 900 SW Jackson street, Suite #251 Topeka, KS Related Forms and documentation: Missouri: Kansas: Federal: Federal Records: Federal regulations governing SFSP are found in the Code of Federal Regulations, Title 7, Department of Agriculture, Food and Nutrition Services,7 CFR Part 225 Summer Food Service Program: Subtitle+B%2FChapter+II%2FSubchapter+A%2FPart+225&oldPath=Title+7%2FSubtitle+B%2FChap ter+ii%2fsubchapter+a&iscollapsed=true&selectedyearfrom=2014&ycord=517 6

11 Organization Eligibility The owner of the SFSP program Site must accept final administrative and financial responsibility for management of an effective Kids Cafe that is operated with program integrity. Harvesters establishes rules and procedures in compliance with federal and state regulations and makes decisions regarding a Site s ability to operate the program based on information obtained during the application process, observations from Harvesters staff and information from monitoring and complaints. Each Kids Cafe Site must demonstrate it is operating in conformance with three Performance Standards Viability, Capability and Accountability (VCA) pursuant to 7 CFR 226.2(b)(1) The organization must be Financially Viable. The institution must demonstrate it has adequate financial resources to operate the SFSP on a daily basis, has adequate sources of funds to withstand temporary interruptions in SFSP payments and/or fiscal claims against the institution and can document financial viability through audits or financial statements; The organization must be Administratively Capable. The institution must have appropriate and effective management practices in effect to provide program benefits to all participants and adequate number and type of qualified staff to operate the SFSP; and The organization must have Program Accountability. The institution must have internal controls and other management systems in effect to ensure that the SFSP will operate in accordance with Site requirements. Kids Cafe sites must obtain and adhere to the following: 501 (c) 3 non-profit organization or present a Church Qualifier exemption certificate. Recordkeeping - maintains appropriate records to document compliance with Program requirements - Meal Service and other operational requirements - follows practices that result in the operation of the Program in accordance with the meal service, recordkeeping and other operational requirements of the Federal Regulations. These practices must be documented and must demonstrate the independent center or sponsored facilities will: provide meals that meet meal pattern requirements; comply with licensure or approval requirements; have food service that complies with applicable State and local health and sanitation requirements; comply with civil rights requirements; maintain complete and appropriate records on file; and submit claim reimbursement only for eligible meals. 7

12 Site and Participant Eligibility Harvesters SFSP Sponsored Sites Elegibility To be considered for the Kids Cafe program, sites must: Establish sites in a public location. Provide adequate space for storing food and serving meals.* Have staff to administer the program, sign for meals upon delivery, perform daily meal counts and act as liaison between the Site and Harvesters.* Ensure at least one person present at the meal service has been directly trained by Harvesters and has passed a background check. *Sites are monitored periodically to ensure proper sanitation and record keeping. Participant Eligibility Harvesters provides the Kids Cafe program free of charge to eligible participants. Meals are served at no cost to children. The eligibility age of participants is 18 years of age and younger, turning 19 during the summer. There is no requirement that summer program must serve the full age range of eligible children, just that sites be willing to serve all ages. For example, a program may operate at an elementary school and only serve elementary aged children because that is the age group which came to eat. However, outreach efforts should be made to all age groups. Students with physical or mental disabilities up to age 21 may also participate in SFSP. 8

13 SFSP Program Eligibility The two primary sources of data that may be used to determine whether the area that will be served is eligible are school data or census data. School Data School data may be used to establish area eligibility, excluding camps. In order for a site to be determined area eligible, school data must indicate that the proposed meal site is located in a school attendance area where at least 50 percent of the children are eligible for free or reduced price school meals. To qualify sites, sponsors may use data from elementary, middle, or high schools as long as the site is located in the attendance area of the school. This data should be based on the percentage of children in the school attendance area within which the site is located that are certified eligible for free or reduced-price school meals, not the actual school meal participation rates. In most cases, current-year school data provide the most accurate representation of an area's current economic circumstances. State agencies, at their discretion, are permitted to use data from any month in the school year to establish area eligibility (SFSP Memorandum : Use of School and Census Data, November 12, 2013). Busing and School Choice Policies: In school districts where busing or school choice policies are in place, if the site is located in the school from which free and reduced price meal eligibility data is obtained, sponsors may always rely on the NSLP data that individual school. Additionally, where busing or school choice policies are in place, but school attendance areas are still defined, school and non-school site eligibility may be determined based on the enrollment or attendance data obtained for: The school the children attend, or The school the children would have attended (i.e., the neighborhood school where the children live), were it not for the school s busing or school choice policy. If the school district does not have defined school attendance areas, the use of school data is not permitted for non-school sites. In this case, census data must be used to determine area eligibility for NSLP and SFSP. Please note that census data may be used as a first choice for determining area eligibility for NSLP and SFSP, rather than using the options described above, even if school attendance areas are defined (SFSP Memorandum : Determining Area Eligibility Based on School Data, November 23, 2012). 9

14 SFSP Program Eligibility Con t B. Census Data Sponsors also may document the area eligibility of their proposed open or restricted open sites on the basis of census data. SFSP sites that choose to establish eligibility using census data are required to use the most recent data available (SFSP Memorandum : Use of School and Census Data, November 12, 2013). The new American Community Survey (ACS) is part of the decennial census but makes updated information available annually [ Under the ACS, new five-year estimates will be made available each year. In order to minimize administrative burden and align with other eligibility durations, however, the duration of determination for site eligibility based on census data will now be five years. Therefore, eligibility must be reassessed every five years for SFSP sites relying on census data to establish eligibility. Census Block Groups (CBGs) will continue to be the geographical unit used to assess eligibility for SFSP when using census data [ In order for a SFSP site to be eligible, 50 percent or more of the children in a CBG must be eligible for free or reduced price school meals (SFSP Memorandum : Eligibility Based on Census Data, 2012 Data Release REVISED, April 26, 2013) C. Other Data If sponsors are unable to document the need of their area or site(s) by using sources such as current-year school data, recent census tract or block group data, enrollment data, or migrant children status, they should consult with their State agency about the possibility of using other types of data (e.g., local zoning data, housing authority information, economic surveys, etc.) to document site eligibility. For example, if the proposed site is at a public housing development, and school and census data cannot qualify the site as area eligible, the State agency could assess the income eligibility requirements of the housing development. If the income eligibility requirements are less than or equal to SFSP income guidelines then the proposed site could be determined area eligible. Also, sponsors offering the program at sites located on Indian reservations may obtain and submit statistics on the population from one of the 12 Bureau of Indian Affairs area offices. Source: Documenting Area Eligibility for Open or Restricted Open Site (42 U.S.C. 1761(a)(1)(A); (7 CFR 225.6(c)) FINAL SITE ELILGIBILITY AND APPROVAL IS DETERMINED BY EACH STATE AGENCY. The location of the site in relation to other sites and the viability of the site may be determining factors. 10

15 Application Requirements All sites will be asked to submit a new application and paperwork prior to training for the Kids Cafe summer program. Information and contacts may change, and the most recent information is vital for program fluency. This information is kept in the Site s program files at Harvesters. The following will be required for each program file: Required program file paperwork for SFSP programs : Renewed application Harvesters Program Agreement (may be rolled from previous year) Child Safety Agreement (may be rolled from previous year) Background Check Verification NEW 2016 Training Documentation 501 (c)3 or Church Qualifier documentation A letter or from the 501(c)3 or Church stating they are sponsoring a specific site (if separate from the organization serving meals). Pre-Operational Visit (new sites only) Planned Daily Dated Menu (self prep sites only) Enrichment and outreach plan Your Kids Cafe Coordinator will let you know what program files are missing or need updating. Your prompt attention and response is appreciated. 11

16 Site Selection While we enthusiastically welcome all applications for Kids Cafe, our resources of staff and daily delivery room may require us to make site selections which meet the following requirements. Site Applications will be given priority by the following guidelines: Applications are returned correctly and timely. Sites willing to serve more than one type of meal per day (for example, breakfast and lunch, breakfast and supper, lunch and snack, supper and snack). Daily Delivery sites will be considered by number of meals per day served. Sites serving more than 25 children daily will be given priority on all meal types. Sites providing programming or activities to attract children. Sites serving the previous year with Harvesters. Sites serving for the duration of the summer. Sites which serve year round as Harvesters as their Sponsor. Sites which are in good standing with Harvesters Kids Cafe based on workability. (See Sites In Good Standing in this handbook.) Daily Delivery Requirements: Someone must be trained to promptly sign for and receive meals each day meals are ordered and store them in the refrigerator. Since delivery times may vary slightly depending on who has ordered and who has not, please remember we cannot guarantee an exact time. Your site must have the ability to order for your daily need online. Kids Cafe daily meals may only be ordered at Summer meals must be ordered by 2:15 pm the day before you require meals. If your site fails to place orders timely, your meals may not be sent to you. After three missed meal orders, your continued participation in the program will be evaluated on a case by case basis. 12

17 Sponsor Responsibilities As your SFSP Sponsor, Harvesters takes on Administrative Responsibility. As part of Harvesters commitment to our Sites, Harvesters agrees to the following: Act as liaison between Feeding America and the Kids Cafe Program Partners, including SFSP. Regularly deliver free, USDA approved, nutritious meals in a safe manner to each site. Provide technical support, leadership, guidance and monitoring to ensure compliance. Provide orientation, administration, and meal service training to the appropriate Program Partner site staff and volunteers. Collect data, prepare required reports, and submit claims in a timely manner. Monitor SFSP sites one time for returning sites in good standing and twice for new sites during the summer program. Management Tools and Resources The following resources are available to each Kids Cafe site: Kids Cafe Handbook And Justice for All poster Creditable Foods Guide Food Buying Guide for Child Nutrition Programs Missouri or Kansas information are available on their websites. See Federal and State Partners 3 ring binder for new sites Templates of daily meal counts and menus Kids Cafe training Monitoring visits at least once to your site each summer Please contact Harvesters Kids Cafe if you have any questions or concerns regarding Harvesters role as Sponsor in the Kids Cafe program. 13

18 Program Partner Responsibilities The primary function for Harvesters sponsored sites is the safety and the welfare of our children. Each Harvesters Sponsored Kids Cafe Site is responsible for their own meal service program. Harvesters Sponsored Sites agree to the following: Operate a program, supervised and organized. Have direct operational control over all volunteers at the Site. At least one person directly trained by Harvesters and has passed a background check must be present at each meal service. Comply with all civil rights laws/regulations and display nondiscrimination poster. Guarantee all appropriate staff, including volunteers, will be available for training by representatives of Harvesters. Verify correctness of the meals delivered, including food and refrigerator temperatures, sanitation, and the number of meals. Keep copies of all Daily Attendance and Daily Meal Count sheets. Send copies of Paperwork (Daily Attendance, Daily Meal Count, Temperature Log) sheets to Harvesters with the driver, by mail or by hand delivery the Monday following a week s service. All month s paperwork is due to Harvesters Kids Cafe by the 5 th of the month following service. Reimburse Harvesters for the cost of discarded meals due to excessive ordering (meals over 3% of the total monthly meal orders) and/or meals served out of compliance. Complete all surveys/evaluations provided by Harvesters. Order at for next day service by 2:15 during summer service for Daily Delivery sites. Contact your Harvesters Coordinator for additional meals at least one week in advance (shelf-stable meals). Operate Kids Cafe in accordance with instructions provided by Harvesters. 14

19 Site Responsibilities Report to Harvesters anything concerning the meal service and/or Kids Cafe Program at Paperwork Make copies of your Daily Meal Count sheets and delivery receipts. Send all originals with the driver, mail, or hand deliver to Harvesters all originals by Monday or your first service day of the week for the previous week. Field Trips Submit field trip form at least two weeks in advance. All guidelines still apply: Keep meal temperature under 41 F (thermometer required) Serve at the approved time Wash hands (hand sanitizer is acceptable) Complete daily meal count form and attendance (Don t forget your Justice poster!) And Justice for All and Daily Dated Menus The And Justice for All poster and daily dated menus must be placed on a wall visible for all to see. Harvesters will provide the poster and menu to sites. Open Site You may serve food to any individual ages 1-18 that comes to your site, from anywhere in the world. Your site is eligible by location, not by the income level of participants. Alternative Meal Plan If Harvesters is unable to deliver meals or your site did not place an order timely please have a back up plan for meals. See creditable meal component guidelines. Media Opportunities Harvesters encourages community awareness about kids programs and Kids Café. Please inform Harvesters about special events and press involvement. Activities Sites providing more than meals attract more children. Harvesters has several nutrition programs available. To lean more about Kids in the Kitchen (KITK) and Teen Eats, please contact Nutrition Education at

20 Site Supervisor Responsibilities Sites Assure that all children at an open site are served meals. Assure that adults do not eat any part of a child s meal Make the site clean, attractive and appealing Provide guidance to participants on the first service day Outreach Display signs and banners Work with community partners as needed Menus Self Prep Sites Self Prep Sites Self Prep Sites Self Prep Sites Self Prep Sites Follow the menu Recognize reimbursable meals at point of service Serve one meal to one child Send menus to Harvesters for approval at least three weeks prior to service. Make corrections as requested and re-submit Complete the production record daily Notify sponsor of substitutions made Utilize information from daily meal counts and production records to adjust production as needed Assure meals served meet the meal pattern Daily Operations Attend training Document daily meal counts Serve meals within established meal service times Notify sponsor if meal times need revision Record time first and last meal served Notify sponsor if site cap needs adjustment Complete orders for food or orders for meals Monitor deliveries for accuracy 16

21 Site Supervisor Responsibilities Con t Civil Rights Attend training Post And Justice for All posters in visible area Assure that all children are being served without discrimination Make program material available to the public upon request Complete Ethnic and Racial Data Food Safety Attend training Check deliveries for safety and correct temperatures keep invoices and receipts Produce and hold foods according to food safety standards Chill and store leftovers according to procedure Meal Reimbursement Double check daily meal records and production records and Finances for accuracy Paperwork Send scanned copies of Daily Meal Count sheets to Harvesters each week Submit complete monthly paperwork by the 5 th of the month following service 17

22 Civil Rights Because Kids Cafe utilizes federal programs, Kids Cafe sites are required to comply with the following civil rights obligations: Annual Beneficiary Data Report. Complete the racial/ethnic category of enrolled participants in attendance at each site and determine the child's racial/ethnic category visually using your best judgment. The And Justice for All poster must be displayed in a prominent location visible to the public and at Point of Service. Annual Civil Rights training for SFSP volunteers and staff, completed at Harvesters training. The USDA nondiscrimination statement and civil rights complaint information required on Program material directed to the parents/guardians. If the center has a parent handbook or a policy booklet which indicates that the center is participating in the SFSP, the nondiscrimination statement and procedure for filing a complaint (updated October 15, 2015) must be included. It is included in the front cover of this handbook. Forward complaints of alleged discrimination to Harvesters, which will in turn report alleged discrimination to the State. All complaints of discrimination, written or verbal, including anonymous complaints, must be forwarded to Harvesters within three days of receipt. Provide all available information and detail. PLEASE FOLLOW ALL CIVIL RIGHTS GUIDELINES GIVEN TO YOU AT TRAINING and train all your volunteers (see A Quick Guide to Civil Rights ). They are in your packet. The Non-Discrimination Statement should be written on ALL your advertisements about this program. For posters/flyers use the short statement, This institution is an equal opportunity provider. Laminated And Justice for All posters are available. Please contact your coordinator for your laminated copy! 18

23 Daily Meal Delivery Harvesters contracts with a USDA approved vendor for meals. A Harvesters driver will bring food to the site in the Kansas City Metro Area. Sites outside the metro area may be responsible for picking up their own meals from their vendor. Regardless of the vended method, it is the responsibility of the site to promptly take responsibility for the meals and refrigerate them, keeping meals within safe temperatures. Refrigerators must keep food at or below 40 degrees F to prevent harmful bacteria growth. Each site is responsible for providing their own refrigerator thermometers. Place your thermometer in your refrigerator where the temperature can be easily seen. Upon delivery the site must: Meet the driver promptly or train an individual to receive meals according to program guidelines. Check the condition of the meals Your driver will record the temperature of meals at delivery. Sign the delivery ticket. PROMPTLY REFRIGERATE MEALS. Drivers are unable to wait while you count meals because of their schedule. After you sign for your meals, make sure the delivery ticket is correct. Contact Harvesters immediately (within 20 minutes) if meals arrive incomplete at and follow up via immediately with the exact numbers of components delivered to you and the exact components you are missing. Remember, we cannot help make a flawed order right unless we have enough time. NOTE: Drivers are not responsible for placing meals in the refrigerator; the site is responsible for refrigerating meals promptly. If meals spoil due to lack of timely food handling, the site will be billed for spoiled meals. 19

24 Daily Delivery Operations Daily Delivery sites are required to perform the follow tasks each day, week and month to ensure program success: Daily Order: Order meals by 2:15 pm (SFSP) the day evening at Delivery: Meet Kids Cafe Driver at meal site and take delivery of meals (see page 8). Prior to meal service: Sanitize tables with proper cleaning solution. Clorox wipes or one capful of Bleach per gallon of water. Supervise children during hand washing or hand sanitizer disbursement. Check refrigerator for proper temperature and record on refrigerator log. Escort children to food service area. Meal service: (Suggested Service Window: 1/2 to 1 hr) NO attendance in SFSP. Distribute entire meal to child as a unit, including one whole carton (8 oz) of milk! Complete Daily Meal Count sheet at Point of Service, as the child receives the meal. Seat child so child may consume the meal. Take unwanted food to share table. Food IS NOT to be taken from the Site. After meal service: Promptly refrigerate unused meals in refrigerator. Uncounted leftover meals are served first the next day of service. Properly dispose of trash and secure trashcan lids. Sanitize tables and clean floors. Log on to to order the next day s meal order by 2:15 pm. NOTE: If complete paperwork is not received by the deadline, your site s meal deliveries may be interrupted until we receive documentation. Also, if the final week s documentation is not received by the 5 th of the following month you may be billed for the meals that you received for that time period. 20

25 Meal Service Each site is responsible for preparing to serve their meals by: Using disinfectant to clean tables. Lysol /Clorox wipes (Kansas only), or one tablespoon of Bleach per gallon of water (Missouri or Kansas). Testing bleach water with chlorine litmus strips (Missouri). Washing hands thoroughly (workers and children) (20 seconds under warm water with soap). Outdoor sites must provide a container of water, soap and paper towels for volunteers to wash their hands. Gloves must be worn when directly handling unwrapped food. (ex: When serving apples, wear gloves because the peel will be eaten. Gloves are not required when serving bananas or oranges.) Following health and safety standards outlined by the local health department. Paperwork Attendance sheets (CACFP only) completed daily Daily Meal Count sheet at Point of Service completed daily Fill out forms completely! Online meal counts must be submitted after each meal for the online system to record the numbers! During Meal Service Serve meals only during the Service Window (1/2 to 1 hr in length) approved by Harvesters and at the approved location unless Harvesters grants prior approval for a change (see field trip information). Meals must be consumed at the location of service. No meals may be taken off approved premises except for Excessive Heat Dispensation for outdoor only sites (see Excessive Heat Dispensation). Serve one complete meal including one 8 oz serving of milk per child. Second meals are not allowed in daily delivery unless your next serving day is more than 3 days after delivery. Second meals are not allowed with shelf stable meals but are allowed with self prep meals. Share Table- Children place unwanted food on extra table for others to eat after they have been seated and gentle encouragement fails. Do not return to inventory. Keep meals 3 days after delivery or to the expiration date of components. (ex: meals delivered on Monday may be served Tuesday, Wednesday, and Thursday and then must be thrown out.) 21

26 Share Table SHARE TABLE GUIDELINES A share table can reduce the amount of waste and is especially helpful in programs with no option for participants to choose the components in their meal. A share table may be used for unopened packaged food items, fresh fruit with a nonedible peel or washed and wrapped with an edible peel, or wrapped whole grain baked items that participants do not consume. 1. Share tables must follow safe food handling procedures and follow health regulations. 2. Cold items must be kept on sealed ice or blue ice to ensure food is kept 40 degrees F and below (safe food handling). 3. Share table items are discarded at the end of their safe food expiration. 4. Participants who wish more to eat more may take food from the share table to eat on-site. 5. Adults that are not CACFP participants may not take food or beverages from the share table. 6. Share table foods may be returned to appropriate storage and served to participants on the share table at another meal. Share table foods may not be served as a meal component in another meal. 7. Share table foods may be returned to appropriate storage and donated to charitable institutions, food banks, and government-supported facilities, such as correctional facilities, child welfare facilities, homes for senior populations, institutions for the physically or mentally ill, or similar qualifying institutions. Such donations should be documented. 8. Re-service (sharing) of unopened cartons of milk is permitted if the following criteria are met: A. Within 30 minutes after an unopened container of milk is placed on the share table, the container shall be : Placed on ice for other participants to consume later in that serving period. Placed in refrigeration separate from unserved milks, and marked in some way (such as R or a slash mark) to designate that they are the returned product. Milk can be returned to appropriated storage and donated to a recognized charitable organization. B. Returned unopened containers of milk shall not be intermixed with fresh milk in storage. C. Expiration date of returned milks shall be monitored and product discarded when expiration date is reached. 22

27 Reducing Food Waste Reducing food waste is a goal for Harvesters. The following is a list of ways your site can reduce food waste at your Kids Cafe Site. Daily Delivery Only order what you will need for the next day. Just because you can order a certain number of meals does not mean you should. Check the weather, attendance trends etc to do your best to predict how many meals you will NEED for the next day. Roll leftovers to the next day. Store these uneaten meals promptly and serve them first on the next meal service day (food safety rules apply). Utilize the Share Table properly. Children should sit down and be gently encouraged to eat. When gentle persuasion does not work, unopened and unwanted items may then be placed on the Share Table. The Share Table should not be at the end of the meal line where children can deposit food before sitting down to eat. Make meals from the Share Table components. If everyone has gone through line and there are Share Table components to make a meal, you may serve these meals but not count them on the meal count sheet. Allow younger children to go through the line first. The older kids, eating later, may then enjoy their meal and items left from the younger children s Share Table. Serve Second meals the last day of your program IF it is more than two days before your next serving day. Be aware. Only 2% OF SECONDS ARE REIMBURSEABLE. Your site will be charged for food waste over 3%. PLEASE NOTE: You should have leftovers for the next day; sites should do their best to order enough meals so ALL children may receive a meal. When sites serve exactly the number they ordered each day, this is a red flag. It means the site is not complying with USDA regulations to ensure children are offered meals equally. BEFORE YOU TRASH ANYTHING ANY Share Table items which are unused and are still within their expiration dates may be donated to a local pantry or soup kitchen. Please call your local pantry to pick up excess food which has already been claimed as part of the USDA meal service and document this donation in your three ring binder with date, amount and kind donated and your signature. Please NOTE: Do NOT serve share table items as whole meals the first meal of the second day. Leftovers not counted are served first, followed by meals ordered, then, if needed to feed kids for that day, utilize share table items (without counting them). This is a Civil Rights issue. Share table items should only be used if you run out of food. 23

28 Ordering and Paperwork Timelines Timely paperwork submission is a key to program success. Please adhere to the following deadlines for ordering and paperwork: Daily: Order by 8 p.m. during the school year and by 2:15 pm during summer for the next day s service at Breakfast meals and AM Snacks are ordered two days in advance due to delivery time constraints. Record your refrigerator/freezer temperature on the appropriate log on the days you serve. Weekly: Please send electric copies weekly to your Youth Services Coordinator: Daily Meal Count forms (for sites not utilizing the online meal count) Daily Delivery Tickets (for daily delivery) Please utilize your site s name in the labeling for your paperwork. For example: Trailridge Jun1 16 or Trailridge June2 16. Send electric copies to your Youth Services Coordinator. All previous week s forms MUST be in our offices by 4:30 pm the following Monday to ensure continued service. Monthly: Please send electronic copies monthly to your Youth Services Coordinator: Daily Delivery Sites: Refrigerator and/or freezer log for all storage coolers Self Prep Sites: Refrigerator and/or freezer log for all storage coolers Child Nutrition (CN) labels for all processed foods, changes in menu. All monthly paperwork must be in our offices by the 5 th of the month following service in order to avoid receiving an invoice and disruption of service. 24

29 Submitting Your Paperwork NEW FOR 2016: All paperwork should be submitted electronically if possible. There are several ways to submit your weekly, monthly and annual paperwork electronically. 1. Scan and . Utilize the scan function on your computer and send to 2. Photocopy, scan and send. This works well for Daily Delivery Tickets and grocery Receipts. 3. Create a PDF from your smartphone. iscanner is just one app you can use to create a PDF of your individual paperwork sheets. These apps create crystal clear images of your paperwork. Please follow these guidelines when submitting your paperwork electronically: Images should be clear, complete, chronological, and classified and concise. 1. Images should be clear. 2. Include complete images. Make sure the entire image is included. Avoid partial receipts and cut off images. 3. Paperwork should be chronological. Organize your paperwork by date and type before scanning. 4. The electronic title should be classified and concise. Your Site name and date(s) and type of paperwork should be in the title IN THAT ORDER. ORGANIZE your paperwork by type and in chroni For example: Gather your weekly Daily Meal Count forms. Make sure they are completely filled out. Organize them chronologically with the earliest date first. Scan the weeks paperwork. Label in this like manner: Boone June 1-3 dailycount Save your items and send to kidscafe@harvesters.org 25

30 Health and Sanitation The health of food service workers and the sanitation of the food service site are of paramount importance. Site workers should always follow these guidelines when working with food: Health No one should work with food if they have any of the following: Diarrhea Fever Vomiting Sore throat with fever Jaundice (yellowing of the skin and eyes) Sanitation Keep food and containers with food six inches off the ground. Bare hand contact with unwrapped food is prohibited. All food service personnel must follow hand washing guidelines. Self prep Sites must wear gloves. Daily delivery personnel do not have to wear gloves; however, they must wear gloves when handling fruit in which the peel is eaten (example: apples). A thermometer must be kept in each refrigerator. Temperatures will be checked during visits: refrigerator temperatures must be lower than 40 degrees Fahrenheit and freezers must be kept below 32 degrees Fahrenheit. You must provide your own thermometer. Hot foods must be kept above 135 degrees Fahrenheit. You must have thermometers available to check. Cold foods must be kept below 40 degrees Fahrenheit. You must have thermometers available to check. All rooms in which food is served must be well ventilated. Food service facilities must have adequate hand washing sinks with hot and cold running water, soap, and paper towels. Hand washing signs must be posted above all hand washing sinks. All equipment and surfaces in the food service area must be kept clean, free of contaminating materials and/or substances conducive to insect infestation. All surfaces in the food service area where food and drink may come into contact must be kept free of cracks. Trash receptacles must be tied and covered immediately after service and disposed of after meal service. 26

31 Safe Food Temperatures Keep hot foods hot and cold foods cold. Hot food should be held at 135 F or hotter at all times. Cold food should be held 40 F degrees or colder at all times. 27

32 Organizing Records Complete these records daily and maintain on a clip board or binder. At end of the week, send an electric copy to your Harvesters Coordinator and file the original of your copies of the following records in the three ring binder provided: DAILY RECORDS- All Sites Retain copies of these records: Daily Meal count records documented at point of service Daily Dated Menus meals served that meet Program requirements Delivery tickets daily number of snacks and/or meals prepared or delivered (if vended) for each meal service Refrigerator and Freezer Logs MONTHLY RECORDS- Self Prep Sites Retain copies of these original records: Original machine generated dated and itemized SFSP food and milk receipts Original machine generated dated and itemized non-food Program supplies Documentation of Program labor cost Documentation of non-profit foodservice Commercially processed food documentation (CN labels) YEARLY RECORDS All Sites: Maintain these original (not photocopies) records yearly: SFSP training documentation Medical food substitution records Sanitation and fire inspection reports Background Check Verification All required records must be maintained on location during (licensed) hours of business and available for review within one hour of arrival by state officials. CFNA reviewer(s) will request SFSP records for one month or more and have the authority is disallow up to 12 months of claims. SFSP records must be retained for three years after the end of the fiscal year to which they pertain. The fiscal year is October 1 through September

33 Monitoring Guidelines A Harvesters staff member will visit sites to observe the meal service. This will happen thrice in the school year and once(returning sites) or twice (new sites) during the summer. Visits will be announced and unannounced per USDA regulations. Monitors will look for the following procedures: Meals served during serving window. Meal count form documented at point of service. Children s meals should not be eaten by adults. All meals should be eaten on site. Only one meal given to each child at a time. Meals served as a unit. Inaccurate or falsification of records. Sanitation and hand washing. Refrigerator and meal temperature. Before leaving the site, the monitoring checklist will be reviewed for accuracy by monitor and site staff. All corrections will be made immediately on site if possible. Retraining of staff will occur on site when possible. If necessary a follow up visit will be scheduled. A written Corrective Action Plan will be required for violations. Visits to sites may also be conducted by the Missouri Department of Health and/or USDA. Please send Harvesters a scanned copy of the monitoring form if a State, Local or Federal monitor visits your site. We must keep all copies of any monitoring in your program files for audit purposes. Remember: BY LAW, YOU MAY REQUEST TO SEE THE IDENTIFICATION OF ANY MONITOR. Please do not hesitate to contact Harvesters Government Programs immediately if you have questions or concerns. 29

34 Areas of Concern Non Compliance Issues If your site is found outside compliance from Harvesters staff, drivers or monitors, please take steps to immediately address these concerns. Your site may be asked to complete a Corrective Action Plan. If your site is found non-compliant please follow these steps: Discuss the compliance issues with your staff. Develop methods of dealing with the concerns immediately. Determine who will be responsible for doing each part of the plan with a date of completion. Develop methods and procedures which will keep the non-compliant finding from happening again. Harvesters with a short paragraph outlining the above WITHIN ONE WEEK of being asked to complete a Corrective Action Plan. For example: At Bad Apple Summer Site, we discussed the issue of milk being out of temperature on the serving table and on the share table. We developed the following solutions: Front line staff will monitor milk temperature. Milk will not be on serving table until 5 minutes before serving. We will only take out the milk we need to complete meals, leaving milk in the refrigerator until needed. Milk will be put back into the refrigerator within 15 minutes of non-use. The share table bucket will have ice packs to keep milk cold. These changes were made on July 4, 2015 and were discussed and agreed upon with front line staff and volunteers. Post Expectations: In order to be proactive, please consider posting signs at your site with the following information: NO CHARGE FOR MEALS Serves ages 1-18 One Meal Per Youth This a child feeding program of the USDA, Summer Food Service Program for YOUTH ONLY. 30

35 Child Nutrition To help children develop healthy eating habits Harvesters will provide USDA approved meals and nutrition education materials. The Site can help by doing the following: Maintain a regular schedule for consuming meals and snacks. Never force or bribe a child to eat food he/she does not like. Teach orderly and positive eating. This includes eating slowly, sitting down at the table, and limiting influences that distract from eating. Help children trust their own internal signals of hunger and satisfaction. Allow each child to determine how much to eat, or whether or not to eat. Never make children clean their plates! 31

36 Meal Pattern Requirements Meal Pattern Requirements The meal pattern requirements assure well-balanced, nutritious meals that supply the kinds and amounts of foods that children require to help meet their nutrient and energy needs. You must make sure that meals served at your site meet the meal pattern requirements listed on the following page. Compare the menus of the meals to be served at your site with these requirements and learn to recognize incomplete meals. For a Meal to be Reimbursable, it Must Contain: Breakfast Lunch or Supper Snack One serving of milk One serving of milk; Must contain two food items from different components. However, juice cannot be served when milk is served as the only other component. One serving of a Two or more servings Vegetable or fruit of vegetables and/or fruits; or a full-strength juice; and One serving One serving of grain or bread. of grain or bread; A meat or meat One serving of meat alternate is optional. or meat alternate. 32

37 Breakfast Meal Pattern Breakfasts are served during the summer only. Summer meals sites may serve two meals, choosing from breakfast, snack and lunch/supper. The following is a description of a creditable breakfast: Breakfast Meal Pattern Select All Three Components for a Reimbursable Meal 1. 1 milk 1 cup fluid milk 2. 1 fruit/vegetable 1/2 cup juice, and/or vegetable 3. 1 grains/bread 1 slice bread or 1 serving cornbread or biscuit or roll or muffin or 3/4 cup cold dry cereal or 1/2 cup hot cooked cereal or 1/2 cup pasta or noodles or grains Fruit or vegetable juice must be full-strength. 2. Breads and grains must be made from whole-grain or enriched meal or flour. Cereal must be whole-grain or enriched or fortified. 33

38 Lunch/Supper Meal Pattern Lunches/Suppers Summer are served during school year and summer. During the summer, sites may serve two meals, choosing from breakfast, snack and lunch/supper. At-Risk After School programs are served suppers. The following is a description of a creditable lunch/supper: Lunch or Supper Meal Pattern Select All Five Components for a Reimbursable Meal 1. 1 milk 1 cup fluid milk 2. 2 fruits/vegetables 3/4 cup juice, 1 fruit and/or vegetable 3. of 2 different kinds 4. 1 grains/bread 2 1 slice bread or 1 serving cornbread or biscuit or roll or muffin or 1/2 cup hot cooked cereal or 1/2 cup pasta or noodles or grains 5. 1 meat/ meat alternate 2 oz. lean meat or poultry or fish 3 or 2 oz. alternate protein product or 2 oz. cheese or 1 large egg or 1/2 cup cooked dry beans or peas or 4 Tbsp. peanut or other nut or seed butter or 1 oz. nuts and/or seeds4 or 8 oz. yogurt Fruit or vegetable juice must be full-strength. 2 Breads and grains must be made from whole-grain or enriched meal or flour. Cereal must be whole-grain or enriched or fortified. 3 A serving consists of the edible portion of cooked lean meat or poultry or fish. 4 Nuts and seeds may meet only one-half of the total meat/meat alternate serving and must be combined with another meat/meat alternate to fulfill the lunch or supper requirement. 5 Yogurt may be plain or flavored, unsweetened or sweetened. 34

39 Snack Meal Pattern Snacks are served during the summer, either in the AM or the PM. Summer meals sites may serve two meals, choosing from breakfast, snack and lunch/supper. The following is a description of a creditable AM or PM snack: Snack (Supplement) Meal Pattern Select Two of the Four Components for a Reimbursable Snack 1. 1 milk 1 cup fluid milk 2. 1 fruit/vegetable 3/4 cup juice, 1 fruit and/or vegetable 3. 1 grains/bread 2 1 slice bread or 1 serving cornbread or biscuit or roll or muffin or 1/2 cup hot cooked cereal or 1/2 cup pasta or noodles or grains 4. ½ meat/ meat alternate 1 oz. lean meat or poultry or fish 3 or 1 oz. alternate protein product or 1 oz. cheese or ½ large egg or ¼ cup cooked dry beans or peas or 2 Tbsp. peanut or other nut or seed butter or 1 oz. nuts and/or seeds or 4 oz. yogurt Fruit or vegetable juice must be full-strength. Juice cannot be served when milk is the only other snack component. 2 Breads and grains must be made from whole-grain or enriched meal or flour. Cereal must be whole-grain or enriched or fortified. 3 A serving consists of the edible portion of cooked lean meat or poultry or fish. 4 Yogurt may be plain or flavored, unsweetened or sweetened. 35

40 Dispensations Harvesters realizes you may experience changes in meal service times and places due to staff changes, field trips, excessive heat etc However, with proactive planning, your Harvesters Youth Services Coordinator can help keep your site in compliance. As with any unforeseen circumstance, please let your Harvesters Coordinator know immediately if there is a change in meal location, time or day. We will notify the State immediately. Field Trips Your site may utilize Kids Cafe meals in conjunction with field trips. Please make sure you fill out a field trip request form at for daily delivery sites or all other sites my request a copy from your coordinator. Due to State regulations, Harvesters must notify the State at least one week in advance of the field trip for approval. Meals must be kept at appropriate temperatures and the Justice for All poster must be displayed at Point of Service. If you do not notify us of a field trip at least one week in advance and you go on a field trip, you may be out of compliance. You may be financially liable for that day s meals if Field Trip procedures are not followed. Excessive Heat Dispensation During the summer only, sites that serve only out doors (city parks, pools) which do not have an option to serve indoors may request an Excessive Heat Waiver. During days when the National Weather Service issues a Heat Warning, sites may give one meal to each child which comes to take the meal home. Please note: you must notify our offices ASAP if your area is experiencing excessive heat and you request a dispensation. A copy of the National Weather Service notification for your area must be sent to us for your files. 36

41 Sites in Good Standing An Kids Cafe Site In Good Standing is a site which demonstrates the following requirements: USDA/ MDHSS/ KDOE/Harvesters Guideline Adherence. The site adheres to program guidelines set forth by Harvesters, MDHSS and KDOE as explained in seasonal mandatory training. Online Ordering. Daily Delivery sites order by 8:00 pm for next day delivery in CACFP and by 2:15 pm for SFSP. Failure to do so will result in no meals being delivered. After three times of no orders being placed during a program year, the site will be placed on hold with the possibility of contract termination. See Three Strikes Policy. Transportation. The site takes responsibility to receive, sign for, count and store meals in a timely manner. Communication. Good communication is a key component for any site. Site coordinators need to provide Harvesters Kids Cafe contact information for timely communication. Changes are made via to Kids Cafe staff. Sites must prepare themselves to respond to Kids Cafe requests for additional reporting. Weekly and Monthly Reporting. All weekly reporting is correctly submitted by the first service day following a serving week, and all monthly reporting is correctly submitted by the 5 th of the month following service. Sanitation and food handling. Sites must adhere to proper sanitation, food handling, and food storage procedures as described in training or as mandated by the local health department. Training. All sites must send appropriate staff to Harvesters for training. Harvesters trained CACFP staff may train additional staff on site; SFSP regulations mandate a sponsor trained personnel must be on site during meal service. Childhood Nutrition. Sites will provide proper supervision to provide program participants with an orderly, stress free and appropriate atmosphere, in accordance with training regulations. Site Staffing: Staffing considerations will be enough to maintain a Kids Cafe site and provide the appropriate guidance for participant behavior. This includes providing a safe, stress free, bully free and drug free atmosphere. Site Management: Site management will maintain accurate and complete records, in accordance with Harvesters and State requirements. Monitoring Findings. All sites will provide professional, courteous and appropriate assistance during monitoring visits performed by MDHSS/KDOE/USDA/Harvesters. Sites should not contain Critical Violations and will submit corrective actions taken by the required deadline. Harvesters Mission Driven: All sites will provide an atmosphere that fosters appropriate respect for Harvesters mission to feed the hungry. This includes, but is not limited to, minimizing food waste and appropriate physical handling of food by participants (no throwing food). 37

42 Service Disruptions Timely orders and paperwork are essential. Late orders and paperwork may disrupt service, delay reimbursements and cause financial loss. While Harvesters understands there may be occasional circumstances for late order and paperwork, this should not be a reoccurring concern for your site. Timely submission needs to be a priority as part of our partnership agreement. A few examples of situations which disrupt service are: Applications and Required Paperwork- Your partnership is appreciated and valued. Partnerships are also two way relationships. Please return required paperwork timely. Daily Fresh Meal Orders- Please place Daily Delivery site orders by 11:59 pm for next day delivery in CACFP and by 2:15 pm for SFSP. Failure to do so will result in no meals being delivered. After three times of no orders being placed during a program year, the site will be placed on hold with the possibility of contract termination. Meal Delivery- Please be prepared to meet the driver, open the facility for meal delivery and sign for meals. Delivery delays may not effect you but it will effect deliveries after yours. Daily Meal Count and Attendance -Please have all weekly forms filled out legibly and correctly. Scan them to your coordinator by 4:30 pm the following Monday. Self-Prep Sites- Please have all end of month paperwork into our offices by the fifth day of the month following service. Our finance department will not process ANY reimbursement checks until ALL cost reports have been reconciled. Meal Waste- It is everyone s responsibility to reduce food waste. While it is not always possible to utilize each meal, site coordinators are responsible for checking daily meal count sheets and attendance logs to make sure meals are accounted and for ordering according to the need. Order Flux- When a site orders 30 meals and then places an order for 3 meals the next day, it is difficult for the vendor to estimate usage, and it increases delivery cost. Please try to keep your orders as consistent as possible. Order for special events ahead of time, and keep your Harvesters Coordinator aware of upcoming meal order flux via . When a site doesn t complete one of the above timely, it s a strike. After three strikes, your site may be placed on hold, disrupting food service, until the situation can be resolved. Repeated strikes may lead to the termination of the program agreement. 38

43 File Retention and Privacy Harvesters complies with all State and Federal privacy requirements. In order to satisfy USDA and State requirements, Harvesters will file and retain the following paperwork for seven full fiscal years: Daily Meal Count forms Daily Delivery Tickets (for daily delivery) Refrigerator Log Receipts Background Check Verification All file information pertaining to your site operation Harvesters respects your privacy and takes active measures to protect private information. All files are secured on site at Harvesters in a locked file in an access only department. Your personal information will not be shared with anyone outside the State and Harvesters Agency Services. At the end of seven years, your information will be disposed with a secure shredding service contracted by Harvesters. Please contact Harvesters Government Programs Manager if you have any questions or concerns. Please keep any forms securely for three years at your Site or organization. 39

44 GiveLunch GiveLunch is a shelf stable snack sack which is available as Harvesters has supply. GiveLunch is a supplemental product and is not designed to take the place of Kids Cafe creditable meals. GiveLunch contains some of the same elements as the shelf stable meals, but is not creditable by CACFP standards and is counted differently. When is GiveLunch appropriate for use? Your site may utilize GiveLunch During periods of no service, including the months of August and September between the SFSP and CACFP Kids Cafe programs Prior to school breaks or vacations On the last week day of service to be utilized as a weekend snack GiveLunch should not be utilized as As a reward For only a select group of normal CACFP meal participants Food for adults GiveLunch must be recorded on a separate sheet of paper with GiveLunch clearly written at the top of the page with your site s name Your initials The date A CIRCLED total with tally marks for each GiveLunch given For example: GiveLunch, Wild West Library AJ, September 21, 24 //////////////////////// AJ, September //////////////// At the end of the month following service, please keep your original tally sheets and your Kids Cafe Coordinator with the number of GiveLunch served. Please DO NOT utilize the Kids Cafe Daily Meal Count sheet for marking GiveLunch. Please note: You must be prepared to take your entire GiveLunch order when it is delivered. Please make room in your facility to store the GiveLunch 6 inches off the floor. Please check the expiration date on all GiveLunch and follow First Expired First Out (FEFO) practices. 40

45 Food Substitutions and Variations If the institution serves children that have disabilities or special dietary needs that lead to alterations of the meal pattern, ensure that these children are being served meals in accordance with their needs and confirm that the appropriate documentation has been obtained and retained to support claiming the meals. Medical Statements In order to claim a meal that does not conform to the regulatory meal pattern, there must be a medical reason or a special dietary need and a signed statement on file. Use of CACFP-227 Medical Statement to Request Special Meals and/or Accommodations form is recommended; however, an equivalent medical provided form which documents the requirements is acceptable. Please contact your Harvesters Coordination for appropriate forms and if you have questions. Disabilities If an institution is serving a child with a disability and that disability directly affects which food(s) the child can consume, the parent and/or guardian must submit a medical statement signed by a licensed physician. The medical statement (medical food substitution record) must be kept on file, handled confidentially, and must describe: The participant s disability and an explanation of why the disability restricts the participant s diet; The major life activity affected by the disability; The food or foods to be omitted from the participant s diet, and; The appropriate food substitutions. Substitutions must be made only when supported by a written statement signed by a recognized medical authority (licensed physician, physician s assistant or nurse practitioner). Reference: CACFP policy memo (April 26, 2013) describes disabilities that affect major life activities and major bodily function. Special Dietary Need All Harvesters vended meals are pork, nut and peanut free. However, we cannot accommodate for each preference. Substitutions may be made on a case by case basis, at the discretion of Harvesters, for a participant who is unable to consume a food item because of a non-disability medical or other special dietary need when accompanied by a signed and specific parental note. But in most cases, if there is not a medical disability, the child will be asked to place the unwanted items on the share table and utilize the share table to accommodate their preferences. All Harvesters Shelf Stable meals are peanut free. However, please check each individual item to see a list of ingredients. WE CANNOT PROVIDE A DIFFERENT MEAL ITEM UNLESS WE HAVE A WRITTEN DOCTORS NOTE. Otherwise, we are in violation of Civil Rights of accommodating some rather than others. 41

46 Commercially Processed Food Documentation Some self prep sites choose to purchase commercially processed meat/meat alternate products rather than prepare these main dish items on site (homemade or cooked from scratch ). Some reasons a center may purchase these convenience items is due to lack of skilled labor, inadequate kitchen preparation equipment or time constraints. The quality of commercially processed foods varies greatly from manufacturer to manufacturer and from product to product. Because the meal pattern contribution(s) for commercially processed foods cannot be verified, all at-risk centers are required to maintain documentation to verify the meal pattern contribution to the Child and Adult Care Food Program. Two types of processed food documentation can be used in the CACFP: Child Nutrition (CN) label; or manufacturer s product formulation statement. It is not enough just to have the CN label, product formulation statements or center analysis documentation. The product information (product yield) must be used to determine the portion size/amount you must serve in order to provide enough meat/meat alternate for the age groups at the site. Processed food documentation must be maintained at the center to verify that creditable meals are served. All documentation regarding processed foods must be maintained in the center files. If no information is available at the time of a monitoring review, meals containing the processed foods may be disallowed. Child Nutrition Label (CN Label) The Child Nutrition Labeling Program is a voluntary federal labeling program. CN Labeled products ensure that the food provides the stated contribution toward the CACFP meal pattern requirements. These foods are processed under a Quality Control plan using guidelines provided by USDA s Food and Nutrition Service (FNS). CN Label documentation provides information on how the purchased product contributes to the meat/meat alternate and any other component(s) (grain/bread and fruit/vegetable, if applicable) in frozen products such as: breaded beef patties, breaded chicken nuggets, breaded fish sticks, pork tenderloin/fritter, pizza, burrito, BBQ rib patty, egg rolls and canned ravioli. 42

47 Commercially Processed Food Documentation Con t NEW Per Policy Memos CACFP and CACFP , acceptable and valid documentation for the CN Label includes: The original CN Label removed from the product carton; or A photocopy of the CN Label shown attached to the original product carton; or A photograph of the CN Label shown attached to the original product carton. (CN Labels that are photocopied or photographed must be visible and legible.) NOTE: If none of the required documentation is available, Program operators may provide the Bill of Lading (invoice) containing the product name and: a hard (or electronic) copy of the CN Label with a watermark displaying the product name and CN number provided by the vendor. A CN label with a watermark is used when the CN logo and contribution statement are used on product information other than the actual product carton and is presented as a separate document. Manufacturers may provide schools (not common for CACFP providers) with a CN label with a watermark during the bidding process. (Original CN labels on product cartons will not have a watermark.) The CN label will must contain the following information: The CN logo has a distinct border USDA authorization A 6 - digit product identification number* The month and year of approval** For example: Each pizza serving contains 2.00 meat/meat alternate ½ cup serving of vegetable and 1 ½ servings of grain/bread The Site would just need to serve 8 oz of fluid milk and ¼ cup fruit or vegetable (of a different kind) with this 5 oz mini pizza in order to serve a creditable meal. 43

48 Commercially Processed Food Documentation Con t Product Formulation Statement (Product Analysis) The Product Formulation Statement is documented on the manufacturers letterhead and signed by a company representative. The product statement (example on next page) documents how the processed product contributes to the child nutrition meal pattern requirement(s) and is not commonly used by centers. It is the institution s responsibility to request and verify that the processed food documentation is accurate prior to purchasing processed products. A Reviewer s Checklist (It should be noted that a Product Formulation Statement does not provide any warranty against audit claims. The product analysis/formulation statement is a detailed information sheet from the product manufacturer. It identifies the weight of the food components and the product s contribution to the meal pattern. The analysis sheet contains: Product name and effective date Food components in the product that contribute to the meal pattern Product s total contribution towards the meal pattern Statement of vegetable protein product contained in the product Original signature of a company official and date Examples of Commercially Processed food items commonly used at self-prep sites: Chicken Nuggets Burrito Breaded Fish Sticks Canned Ravioli Pizza 44

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50 Self Prep Sites Resources Harvesters is pleased to offer several options for obtaining foods for self prep sites. Donated Items: By USDA regulations, only fresh fruits and vegetables may be donated to your site. If utilizing donated foods outside Harvesters, the donator must sign a Donated Produce receipt (attached) saying they have not used consumption harmful pesticides in the growing of their fresh fruits and vegetables. Sites may not have home canned or any canned fruits and vegetables donated. This donation is for fruits and vegetables only. Harvesters Resources: Shopping Floor: By USDA regulations, only fresh fruits and vegetables may be DONATED to your site. Harvesters shopping floor in Kansas City is available to self-prep sites without appointment during the following times: Mondays: 6:30 am to 1:30 pm Tuesdays-Fridays: 11:30 am to 1 pm In Topeka, Sites must call Mary Wynne ( ) to see what is available and make appointment for pick up. Sites must utilize their KC number and NOT their pantry numbers. Sites MAY NOT procure other items from the shopping floor such as bread, canned goods etc Harvesters WILL NOT readjust receipts and items other than fresh fruits and vegetables. By regulations, Sites may not be reimbursed for meals with ingredients obtained by no cost other than fresh fruits and vegetables. Sites must itemize their receipts from Harvesters shopping floor; when submitting your receipts, write down what kinds of fresh fruits and vegetables you obtained and how much (in pounds). Our invoices are not itemized; the site must do this on their own. 46

51 Non-Creditable Foods The foods listed below are non-creditable in the CACFP because they do not meet the requirement as a component in the meal pattern. Non-creditable foods cannot be counted toward meeting the requirements for a reimbursable meal. The alphabetical list is not all-inclusive. Use of a product brand name is not an endorsement but is used for clarity. Refer to the Creditable Foods Guide for a more comprehensive list of creditable and non-creditable food. Acorns Baco-bits Bacon BBQ sauce Beef Jerky Candy Carmel corn Carob Catsup Certified raw milk Cheese, imitation Cheese powder in boxed mac & cheese Cheese Products Chestnuts Chili sauce Chitterlings Chocolate bars Chocolate covered raisins Coconut Crab, imitation Cracker Jacks Cranberry juice cocktail Cream Cream cheese Cream soups Cream sauces Custard Dairy substitutes Dairy whip Drinkable yogurt Egg nog, made with raw eggs Egg substitutes Evaporated milk Fiddle Faddle Five alive Fruit drinks for fruit punch Fruit leather, commercial Fruit roll-ups Fruit spreads Frozen yogurt Fudgesicles Funyuns Gatorade Gelatin Goat s milk Half & Half Ham hocks Hawaiian Punch Hi-C Home-canned foods Hominy Honey Hot chocolate, with water Ice cream Iced tea Infant dinners, commercial Imitation cheese Jam, jelly, preserves Jell-O Kool-aid Lemonade Low-iron infant formula Marshmallows Milk, imitation Molasses Mustard or mayonnaise Nectar Neufchatel cheese Non-fat dry milk Nut or seed meal/flour Oxtails Pickle relish Pig s feet Popcorn Pop Tart filling Pork skins Potato chips Potted meats Powdered cheese Pringles Pudding Pudding pops Puffed cheese snacks (ex. Cheetos) Reconstituted Non-fat dry milk Sherbet or sorbet Shoe string potatoes Sizzalean Soft drinks Sour cream Soy milk Surimi Syrup Tang Tapioca Tofu Velveeta cheese product Vienna sausage Vitamite Water, bottled. 47

52 Self-Prep Reimbursement Procedures Self-Preparation sites (where meals are made and served on site) are reimbursed a set amount per meal served to eligible children. Please refer to the following guidelines to receive your maximum reimbursement: A. Only children s meals qualify for reimbursement. Students must be 18 and under. B. A USDA creditable meal must be served to each student. 8 oz of fluid milk served at breakfast and lunch. See Creditable Foods for component guidelines. C. Harvesters will reimburse for two of three meals served (breakfast, lunch or snack). D. Meal count taken at each meal on a meal count sheet. One sheet per meal per day. E. Reimbursement given for each creditable meal served. How do I receive reimbursement? 1. Monthly menus must be sent to your Kids Cafe Coordinator at least two full weeks prior to start for approval and MUST be submitted on Kids Cafe menu templates. 2. Harvesters will reimburse for two meals served during summer (pick two of breakfast, lunch/supper and snack) and one meal (supper) during the school year. 3. The most reimbursement each site receives from Harvesters is equivalent to the number of first meals served and 2% if second meals served (2 nd meal reimbursement in SFSP only). For Example: If a site serves 1000 first lunches for a month, the MOST reimbursement they will receive is: 1000 (lunches) x $ (reimbursement) = $ total potential reimbursement. 4. YOU WILL NOT RECEIVE ADDITIONAL FUNDS MORE THAN THE MEALS SERVED TIMES THE REIMBURSEMENT RATE. Your bills may total more, and additional receipts may be needed to show your non-profit business dealings, but you will not receive more. 5. All meals and menus must be creditable by USDA standards. If only z servings of milk are purchased, then only 900 meals can be reimbursed, not This is also true for fruits, protein servings, etc. 48

53 Self-Prep Reimbursement Con t Self Prep Continued: 6. Each site must show itemized receipts to receive their total potential reimbursement. This is the evidence showing the non-profit of the money reimbursed to a site. Receipts must be itemized and clearly show what foods were purchased and exact amounts. a) Approximately ½ of the reimbursement must be food receipts. b) ONLY FRESH FRUITS AND VEGETABLES MAY BE DONATED and an itemized receipt must be submitted. c) ALL OTHER FOOD ITEMS MUST HAVE A DOLLAR COST AND MUST HAVE A RECEIPT. You will not be reimbursed for meals served which do not have a dollar amount associated with foods other than fresh fruits and vegetables. d) The rest of the reimbursement may be current feeding program costs such as paper products, trash bags, light bills, salaries any cost of running the feeding program. Building debts and debts are NOT allowed. 7. Offer sites must be able to feed all kids all menu items at each meal. Receipts must reflect adequate amounts. 8. Please group purchase of items on receipts by kind and like (all green beans together, milk together etc...). This allows for easier reconciliation by staff. 9. Menu changes must follow creditable meals guidelines and must be clearly marked on your menu. Notify Harvesters of changes to your menu within two days of making this change. IF YOU MAKE A CHANGE IN YOUR MENU AND IT IS NOT CREDITABLE, YOU WILL NOT BE REIMBURSED FOR THAT ENTIRE MEAL. 10. All paper work (daily meal count forms, receipts, refrigerator logs, CN labels) must be turned into Harvesters by the 5 th of the next month. Failure to do so may result in lack of reimbursement. 11. Meals with processed foods which do not have a Child Nutrition (CN) Label or Manufacturer s Statement which clearly states the amount of component weight or measurement will not be reimbursed (see CN Labels and Manufacturer s Statement Page). 12. A worksheet and cover sheet must accompany your claim. 13. All discrepancies/readjustments/concerns of your reimbursement check are to be made by within 30 days of the check date. Readjustments after 30 days may or may not be paid. 14. It may take over 120 days to receive your reimbursement according to State deadlines. Harvesters is not required to issue reimbursement checks until five days of receipt of funds from the state. Harvesters has 60 days after month s service to claim reimbursements with each State, and each State has an additional 60 days to pay each claim. Your program must be financially able to function without the reimbursement. Harvesters is generally able to process your check within 60 days of receipt of paperwork, but it cannot be guaranteed. 15. All menus and meals must be in compliance with USDA and State minimum regulations. Failure to do so may result in lack of reimbursement. Please call your Kids Cafe Coordinator immediately if you have any questions or concerns at

54 Self Prep Rememinders: Self-Prep Reimbursement Con t Your receipts must be original, itemized in detail, and be more than the reimbursement. Copies of receipts are accepted in KANSAS ONLY ONLY FRESH FRUITS AND VEGETABLES may be donated. Enough 8 oz of fluid milk for EACH meal claimed must be evidenced in receipts 1% or skim only during the school year CACFP, ANY KIND for summer SFSP HIGHLIGHT YOUR MILK PURCHAES ON YOUR RECEIPTS. If a meal contains non-creditable items in place of creditable items, the entire meal is not reimbursable. Otherwise, non-creditable items may be an Extra. Incomplete paperwork or paperwork received AFTER the 5th of the month following service may result in a lower reimbursement or non-reimbursement. It may take up to 120 days for States to process reimbursement claims. Harvesters has up to five days after claims are processed to reimburse your site. However, we generally can process your reimbursement within 60 days of receiving your complete paperwork, but this is not guaranteed. Organize EVERYTHING by taping it to a sheet of paper. Receipts may be lost easily Harvesters Shopping Floor: Self Prep sites MAY utilize Harvesters shopping floor in Kansas City and Topeka. However, please remember these guidelines. You must make an appointment to use the shopping floor. Please call (Kansas City) or (Topeka) to schedule an appointment. You may call ahead of time to ask what items are available. FRESH FRUITS AND VEGETABLES ONLY may be obtained on the shopping floor for your reimbursable meals. Other items, such as bread, may NOT be obtained from the shopping floor because they are at no charge. Only fresh fruits and vegetables may be obtained at no charge, according to State regulations. YOU must ITEMIZE shopping floor items on your own. Harvesters does not provide itemized receipts. Write on the back of the invoice the kinds and amounts of fresh fruits and vegetables obtained. You MAY receive EXTRA items at no charge from the shopping floor, such as ice cream and cupcakes. However, they may not be served in place of creditable meal items. 50

55 Offer vs. Serve Offer vs. Serve Offer vs. Serve (OVS) means that children are offered all the components of the meal pattern, but are not required to take all of them. OVS can help to minimize food waste and teach children to make choices. Children choose the food they intend to eat and can decline some of the food offered at the SFSP breakfast, lunch or supper meals. OVS cannot be used with snack services, vended meals, daily delivery, or shelf stable meals. ONLY SITES WHICH HAVE PARTICIPATED IN THE SFSP FOR MORE THAN TWO YEARS WITH HARVESTERS AND HAVE THE CAPACITY TO STAFF AND COORDINATE SUCH A FOOD SERVICE MAY ASK TO BE TRAINED IN OVS. OVS SITES MUST REQUEST THIS OPTION IN WRITING AND MUST COMPLETE SPECIAL TRAINING BY HARVESTERS. Please be advised, if OVS guidelines are not followed, your reimbursement may be effected. 51

56 Background Check Verification The safety and wellbeing of the children served is our #1 priority. Harvesters is excited to announce we have partnered with backgroundchecks.com to provide your program with an inexpensive and easy way to meet the Background Check Verification requirement. Volunteers with repetitive and direct contact with children must pass a background screen of the National Sexual Offender and Criminal History record search. At least one screened staff or volunteer must be present at each meal service. Agencies must limit the volunteer involvement of any one-time or non-regular volunteer who has not been subject to a national background check strictly to open and supervised activities. A child should never be alone with a single staff member or volunteer. How does your agency obtain background screens for $3 per person? Please go to the landing page at the link below: Your agency will have to register for an account. Each Agency will have access to the Self-Order process which will allow you to create a URL to distribute to potential candidates to order and pay for their reports. A welcome will be sent to each Agency upon registration. The will include contact information, invitation to provide assistance with system training, report ordering, report retrieval, understanding reports, invoicing and much more. Print and keep a copy of the background screen with your Harvesters records. Questions? Backgroundchecks.com Client Relations Team is available Monday-Friday, 7:30am-5:30pm CT. You can call them at or them at service@backgroundchecks.com. Your organization is responsible for paying for this screen. Your site must obtain copies of those background checks at your site and complete the Background Check Verification form of those people who have successfully passed background screens. A copy of this form must be sent to Harvesters for your Site files. If you have people who have passed background screens with other agencies, please note this in your files, complete the form with their names and send to Harvesters. Multi-Jurisdictional Criminal Convictions $3.00 Database (US OneSEARCH ) Access more than 550 million criminal records including Nationwide Sex Offender Search and Global Threat List files. 52

57 Daily Meal Count Forms Fewer forms are more important than the Daily Meal Count Form. Without a correctly completed form at each meal service, Harvesters will not be reimbursed for these meals and your site is financially accountable for meals served at each meal. Please look at this example (right). At the beginning of each meal service, the meal counter must write in the following: Site, Day & Date, Meal Type Meal Counter (their name) The Site s Approved Meal Time (as listed on State Website ). The time the first meal is served. The Meal Counter will then place an X in the box ONLY at the end of the serving line when a child has received a complete meal. It is the Meal Counter s job to make sure all appropriate components are served! ( X by numeric order!) At the end of the meal service, the Meal Counter will Write down the Time Last Meal Served (estimate the time the last meal was served, which will probably NOT be the end of the approved meal time). Total the 1 st Meals Served and 2 nd Meals Served and write them in the appropriate blanks. Your Site Name Name of person counting meals Circle one Write the total number of spoiled or incomplete meals (if a tray was dropped or item was delivered damaged.) The Site Supervisor MUST review, sign and date each meal service form. Each X must be completed for each individual child participant. Sites cannot wait for all children to go through line then mark this form. A straight line may not be drawn through several numbers at once (blocking is illegal). Sites may be held financially accountable for any meals served if these procedures are not followed correctly. 53

58 Beneficiary Data Form The Beneficiary Data Form is a requirement by the USDA and should be filled out by the Site Coordinator and submitted to Harvesters within the first two weeks of summer service. Do your best to determine Ethnic and Race Categories by sight. This form is two separate readings of the total participants. First, tally by Ethnic. Tally the number of children you think are of Hispanic or Latino background and those that are not. The total of Part I will be the total of all the children eating at your site on the day you complete this form. Secondly, tally the Races of all the children participating the day you complete this form. NOTE: White includes Caucasians, Latinos, and Middle Eastern. If you have 20 children participating, you should have 20 TOTAL in Part I and 20 TOTAL in Part II. Remember to fill out your Site Name and Sight Address and Sign and date the form. 54

59 Shelving and Storage Keep storage areas: Temperature controlled; between 50 F -70 F is best. No extreme temps! Keep your food storage area and shelves clean! Well ventilated and dry. Store cleaning agents and chemicals away from food items. Reduce pest access: Keep shelves 6 off floor and 4 away from walls. Away from pipes, heating ducts or water lines. 55

60 Refrigerator Storage Ready to Eat Pre-cooked Raw Keep refrigerators between 32 F and 40 F and freezers at 0 F or below. 56

61 Food Storage FEFO and FIFO should be used in fresh meal, self-prep and shelf stable meals options! irst xpired irst ut irst n irst ut Shelf food with older dates behind product expiring first! Then distribute food from the front first. 57

62 Transporting Food in Unrefrigerated Trucks Keep drive times in unrefrigerated vehicles to 30 minutes or less. Check the temperature of refrigerated food upon reaching destination. Use coolers with ice packs if needed! Document temperatures Use Freezer blankets or coolers. 58