Monthly Membership-Information Needed for Claim Enrollment/Income Forms Attendance Records Membership Roster Completed and signed Completed daily Completed monthly annually by Name matches Name matches Parent/Guardian or Client participant’s name on participant’s name on May have multiple Enrollment Form Enrollment Form participants on one form Totaled daily and recorded Numbers totaled at the Days and hours normally on the Record of Meals end of the month are in care and meals Served form reported on the monthly received are noted Used to cross-reference claim Sponsor use only section membership and calculate completed and signed by total daily attendance director Meal Counts-Information Needed for Claim Menus Menus, Continued Total Daily Attendance 17-9 Record of Meals Served Must meet meal pattern All must be Recorded on 17-9 daily Completed during the meal guidelines maintained served cannot be service Current posted Substitutions must be greater than the number Number of meals served must Food must be creditable at the beginning of the day. of participants in be totaled daily and monthly Copies placed in monthly attendance Total meals at the end of the folder Total Daily Attendance month are reported on the for the month is reported monthly claim on the monthly claim. Costs/Documentation of-Information Needed for ACQR Food and Non-Food Program Labor 17-8 Record of Program Small Purchase Procurement Receipts Personnel Activity Report Completed yearly; within first Expenditures Originals only Completed by Completed monthly 4 weeks of fiscal year Program related employee Food costs recorded 6 most commonly used items only Signed by employee from receipts 3 price comparisons Purchases related to Pay Stubs are used for full Amount of milk menu time food service staff (i.e. purchased is recorded Food Supply Vendor Procurement Invoices from caterers, if full time cook) using receipts Completed yearly; within applicable Program Labor recorded 4 weeks of fiscal year Delivery Tickets, if food recorded All vendor purchased items applicable from receipts 3 vendor comparisons Catering Procurement See Catering Guidance Civil Rights Public Notification System Data Collection Grievance Procedures Training And Justice for All Completed annually Documents kept in Must include Rights to Non Discrimination Includes Ethnic and Racial accessible location all people involved with food Statement Data Move complaint forward service in a timely manner (3 Required prior to start of any days) program duties Performed annually and as needed for new staff Documented and filed in appropriate folder Monitor Reviews Only necessary for sponsors with multiple Completed within first 4 weeks of participation in the program Must complete at least 3 per year per site No more than a 6 lapse between reviews (i.e. Oct., Feb., June) Timing should be varied
Monthly Membership-Information Needed for Claim Enrollment/Income Forms Completed and signed annually by Parent/Guardian or Client May have multiple participants on one form Days and hours normally in care and meals received are noted Sponsor use only section completed and signed by director Attendance Records Completed daily Name matches participant’s name on Enrollment Form Totaled daily and recorded on the Record of Meals Served form Used to cross-reference membership and calculate total daily attendance Membership Roster Completed monthly Name matches participant’s name on Enrollment Form Numbers totaled at the end of the month are reported on the monthly claim Meal Counts-Information Needed for Claim Menus Must meet meal pattern guidelines Current posted Food must be creditable Copies placed in monthly folder Menus, Continued All must be maintained Substitutions must be at the beginning of the day. Total Daily Attendance Recorded on 17-9 daily served cannot be greater than the number of participants in attendance Total Daily Attendance for the month is reported on the monthly claim. 17-9 Record of Meals Served Completed during the meal service Number of meals served must be totaled daily and monthly Total meals at the end of the month are reported on the monthly claim Costs/Documentation of-Information Needed for ACQR Food and Non-Food Receipts Originals only Program related only Purchases related to menu Invoices from caterers, if applicable Delivery Tickets, if applicable Program Labor Personnel Activity Report Completed by employee Signed by employee Pay Stubs are used for full time food service staff (i.e. full time cook) 17-8 Record of Program Expenditures Completed monthly Food costs recorded from receipts Amount of milk purchased is recorded using receipts Program Labor recorded food recorded from receipts Small Purchase Procurement Completed yearly; within first 4 weeks of fiscal year 6 most commonly used items 3 price comparisons Food Supply Vendor Procurement Completed yearly; within 4 weeks of fiscal year All vendor purchased items 3 vendor comparisons Catering Procurement See Catering Guidance Civil Rights Public Notification System And Justice for All Non Discrimination Statement Data Collection Completed annually Includes Ethnic and Racial Data Grievance Procedures Documents kept in accessible location Move complaint forward in a timely manner (3 days) Training Must include Rights to all people involved with food service Required prior to start of any program duties Performed annually and as needed for new staff Documented and filed in appropriate folder Monitor Reviews Only necessary for sponsors with multiple Completed within first 4 weeks of participation in the program Must complete at least 3 per year per site No more than a 6 lapse between reviews (i.e. Oct., Feb., June) Timing should be varied
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