Within the memo attachment, there is a list of recordkeeping requirements and notes about which procedures can be conducted on-site and which can be done off-site. There is a chart for a state agency review of a sponsor and a second chart for a sponsor review of a sponsored site. Below, we have replicated parts of the charts from the memo attachment with additional information on how My Food Program can be utilized.
FOR STATE AGENCY REVIEW OF A SPONSOR
Requirement: Recordkeeping (7 CFR 226.6(m)(3)(i))
PROCEDURES TO BE CONDUCTED ON-SITE
N/A
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
Request a sample of records to cover the scope of the last three years plus the current year (dated invoices, training, mileage log, etc.).
HOW MY FOOD PROGRAM CAN HELP
Reports are available to assist!
Meal Count and Menu Claim Documentation
Expense Detail Report
Staff Training Report
Requirement: Meal counts (7 CFR 226.6(m)(3)(ii))
PROCEDURES TO BE CONDUCTED ON-SITE
Visits conducted to verify meal counts (accuracy/up to date) are to occur on-site.Tier 2: $1.66
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
N/A
HOW MY FOOD PROGRAM CAN HELP
Ensure that all your sites are up-to-date on meal counts using our Meal Count Overview screen. Ensure that sites are locked into point of service (centers) or daily meal counts (family child care)
Requirement: Administrative costs (7 CFR 226.6(m)(3)(iii))
PROCEDURES TO BE CONDUCTED ON-SITE
N/A
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
Request and obtain the approved budget and/or amendments, dated invoices and receipts, additional financial records, as needed.
HOW MY FOOD PROGRAM CAN HELP
While My Food Program is not an accounting system, you can run reports to determine how much reimbursement was sent and when using our Claim Payments page.
Requirement: Facility licensing and approval (7 CFR 226.6(m)(3)(v))
PROCEDURES TO BE CONDUCTED ON-SITE
The reviewer must be on-site to observe the number of children and their ages. License must be displayed, as directed by the State agency.
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
Request and obtain a photo or video of the posted license.
HOW MY FOOD PROGRAM CAN HELP
Upload a copy of the facility license in My Food Program to make this easy! Be sure to turn on the error check for Missing/Expired Facility License to ensure that you are always collecting new licenses as they are issued.
Requirement: Compliance with the requirements for annual updating of enrollment forms (7 CFR 226.6(m)(3)(vi))
PROCEDURES TO BE CONDUCTED ON-SITE
N/A
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
Request and obtain the enrollment forms for each enrolled participant. Be sure to use a secure file sharing platform to protect personally identifiable information.
HOW MY FOOD PROGRAM CAN HELP
Be sure you are making use of the error check for missing/expired enrollment forms. You can run a Participant Report to get enrollment form dates and if you upload an electronic copy of the enrollment forms, you can group them all together in a single PDF using the All income and enrollment forms effective for a given claim month report.
Requirement: If a sponsoring organization, training and monitoring of facilities (7 CFR 226.6(m)(3)(viii))
PROCEDURES TO BE CONDUCTED ON-SITE
N/A
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
Request and obtain copies of dated training materials and agendas and attendee sign in sheets. If training is conducted virtually, obtain dated confirmation. Request and obtain copies of monitoring forms, schedules, and tracking log.
HOW MY FOOD PROGRAM CAN HELP
Be sure to turn on the dashboard button for Staff Needing Training if you are using My Food Program to store training records. You can find users with missing or expired training using the Missing/Expired Training Report.
FOR A SPONSOR REVIEW OF A SITE
Requirement: The meal pattern (7 CFR 226.16(d)(4)(i)(A)) (7 CFR 226.16(d)(4)(i)(E))
PROCEDURES TO BE CONDUCTED ON-SITE
Requirement: Validate meal items/components and quantities, complete meals, and meal signage on day of review onsite.
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
Request and obtain copies of menus. Evaluate menus for compliance with meal pattern requirements.
HOW MY FOOD PROGRAM CAN HELP
Take a look at the menu calendar and look for our helpful icons to determine menu compliance.
Print a menu for a manual menu review.
Requirement: Licensing and approval (7 CFR 226.16(d)(4)(i)(B))
PROCEDURES TO BE CONDUCTED ON-SITE
The reviewer must be on-site to observe the number of children and their ages. License must be displayed, as directed by the State agency.
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
Request and obtain a photo or video of the posted license.
HOW MY FOOD PROGRAM CAN HELP
Upload a copy of the facility license in My Food Program to make this easy! Be sure to turn on the error check for Missing/Expired Facility License to ensure that you are always collecting new licenses as they are issued.
Requirement: Attendance at training (7 CFR 226.16(d)(4)(i)(C))
PROCEDURES TO BE CONDUCTED ON-SITE
The reviewer must ensure that the facility has CACFP trained staff/volunteers onsite during meal service.
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
Request and obtain copies of dated training materials and agendas and attendee sign in sheets. If training is conducted virtually, obtain dated confirmation.
HOW MY FOOD PROGRAM CAN HELP
Be sure to turn on the dashboard button for Staff Needing Training if you are using My Food Program to store training records. You can find users with missing or expired training using the Missing/Expired Training Report.
Requirement: Meal counts (7 CFR 226.16(d)(4)(i)(D))
PROCEDURES TO BE CONDUCTED ON-SITE
Visits conducted to verify meal counts (accuracy/up to date) are to occur on-site.
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
N/A
HOW MY FOOD PROGRAM CAN HELP
Ensure that all your sites are up-to-date on meal counts using our Meal Count Overview screen. Ensure that sites are locked into point of service (centers) or daily meal counts (family child care). Disallow any meals with counts that are not up-to-date.
Requirement: Menu and meal records (7 CFR 226.16(d)(4)(i)(E))
PROCEDURES TO BE CONDUCTED ON-SITE
The reviewer must observe that the dated menu is displayed at the facility. The reviewer must evaluate supporting documentation (dated invoices/receipts, delivery tickets, documentation of whole grain-rich, sugar in cereal/yogurt, etc.)
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
Request and obtain copies of dated menus and supporting documentation (dated invoices/receipts, delivery tickets, documentation of whole grain-rich, sugar in cereal/yogurt, etc.). Request and obtain a photo or video of the displayed dated menu.
HOW MY FOOD PROGRAM CAN HELP
First, ensure that you have the checkbox for Ignore Menu Validation unchecked and that your infant menu policy is accurate.
You can also require that menus be entered before meal counts if you want additional assurances that menus are entered.
Requirement: Annual updating and content of enrollment forms (7 CFR 226.16(d)(4)(i)(F))
PROCEDURES TO BE CONDUCTED ON-SITE
N/A
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
Request and obtain the enrollment forms for each enrolled participant. Be sure to use a secure file sharing platform to protect personally identifiable information.
HOW MY FOOD PROGRAM CAN HELP
Be sure you are making use of the error check for missing/expired enrollment forms. You can run a Participant Report to get enrollment form dates and if you upload an electronic copy of the enrollment forms, you can group them all together in a single PDF using the All income and enrollment forms effective for a given claim month report.
Requirement: Five-day reconciliation of meal counts (7 CFR 226.16(d)(4)(ii))
PROCEDURES TO BE CONDUCTED ON-SITE
On the day of review (on-site meal service observation) the reviewer must obtain and evaluate the daily attendance and meal counts for a fiveday period prior to the day of review.
PROCEDURES WITH OPTION TO BE CONDUCTED OFF-SITE
N/A
HOW MY FOOD PROGRAM CAN HELP
Use the My Food Program Five-Day Reconciliation Report to make this process easy if the site has their meal counts up to date.