Child and Adult Care Food Program (Cacfp) s2

CHILD AND ADULT CARE FOOD PROGRAM (CACFP) Application Information

Federal Regulations require specific information to be collected in the application process. The following provides details regarding that information. Gather all your information and then begin completing the online and paper applications.

Institution/Sponsor Number An institution/sponsor number will be assigned by WINS when the application information is completed online. Use this number when completing the paper application forms.

Institution/Sponsor Name The institution/sponsor name is the legal entity under which the center(s) operate. Many for-profit center owners have formed corporations or limited liability companies (LLC) and that name should be used. Non-profit centers are often part of a church or other non-profit agency and should use that name as the institution.

Institution/Sponsor Contact Information Current contact information is very important so that you receive important program notices and regulation changes. The mailing address should include a street address for any bulk deliveries of materials. The CACFP program contact should be someone actively involved in the administration of the CACFP and able to respond to program questions. Accurate email addresses are important as OSPI uses email to send communications and announcements. The claim contact listed should be the person who submits the monthly claim. Make sure and update information as changes occur.

Signatures All forms requiring signatures must be signed by a person (usually identified as the “Designated Official” on the form) who has legal authority to bind the institution to a contract. This may be the owner, president, executive director, board president, member (LLC), or the pastor. Please use legal titles. Center directors, teachers, cooks, secretaries, and other staff generally are not considered the appropriate authority.

If a for-profit institution is owned by more than one person, all owners must sign all documents. If a for-profit center is owned by an out-of-state corporation, an authorized representative must sign all documents.

DUNS Numbers All institutions participating in the CACFP must have a Data Universal Numbering System (DUNS) number and have it registered on the System for Award Management (SAM) website. Both of these are free to obtain. If your institution does not already have a DUNS number, you can get one at the Duns and Bradstreet website (http://fedgov.dnb.com/webform). If you have multiple centers, you only need a DUNS number for your main center.

Once a DUNS number has been assigned, it needs to be registered on the SAM website (www.sam.gov/index.html). The questions for the registration pertain to your total business or organization, not just the CACFP.

OSPI Child Nutrition Services Attachment 1 to Bulletin No. B030-15 CNS 1 July 2015 WINS (Washington Integrated Nutrition System) Sponsor Administrator The WINS Sponsor Administrator is your organization’s authorized agent that will grant access to WINS for all other staff. The Sponsor Administrator is designated on the Attachment 2 Access Rights/User Authorization form.

Audit requirements An audit must be submitted to OSPI as part of the application process if the total amount of federal funds expended was $500,000 or more for your organization’s most recently completed fiscal year.

Public school districts, educational service districts, public universities and colleges, cities, counties, other municipalities, and federal government agencies are exempt from completing the audits section of the WINS application. However, tribal organizations, as well as other private, nonprofit organizations, must complete this section.

Federal regulations require that audits of tribal and nonprofit organizations are to be conducted in accordance with Office of Management and Budget (OMB) Circular A-133. An audit under OMB Circular A-133 is generally an organization-wide audit. A program- specific audit may be performed under OMB Circular A-133 requirements if the organization expends federal awards under only one program.

Questions regarding audits may be referred to Sherry McCulloch, Audit Specialist, at 360- 725-6287 or by email at [email protected].

Budget Information (entered in WINS) The budget is to include all revenue the center(s) receives that is available for the food service program and all expenses for operating the food service program for the year. It may be easiest to determine this information for one month and then multiply all estimates by 12. Revenue will include not only your estimate of what will be received by CACFP, but also the income from tuition, DSHS, grants, and other money that supports the food program. The CACFP reimbursement is usually not enough to cover all food service costs. For expenses, you will complete one section for estimated operating costs of the food service operation and a second section for the estimated administrative costs.

All CACFP funds must be spent on food service-related expenses. The regulations limit the amount of the meal reimbursement that can be used to support administrative costs to 15 percent. When comparing the estimated CACFP revenue to the food service operating costs, the food service operating costs must be at least 85 percent of the estimated CACFP revenue.

Statewide Payee Registration Reimbursement payments are made by electronic fund transfers through the Office of Financial Management (OFM). Once your CACFP application packet is approved by OSPI, we will send your completed Statewide Payee Registration form to OFM. Contact OFM directly at 360-664-7779 for assistance or to report any changes in payment information.

OSPI Child Nutrition Services Attachment 1 to Bulletin No. B030-15 CNS 2 July 2015 Study Month (Not required for Emergency Shelters and At-Risk Afterschool Meal Programs)

Institutions (other than Emergency Shelters and At-Risk Afterschool Meal Programs) are reimbursed based on the income levels of the families that they serve. To determine the reimbursement rate, a study month must be completed when first applying for the program and at the beginning of each federal fiscal year thereafter. Forms for completing the study month are available at http://www.k12.wa.us/ChildNutrition/Programs/CACFP/StudyMonth.aspx. Detailed instructions for completing the study month are also provided during the required Technical Assistance Workshop.

Procurement Standards Procurement is the purchasing of goods and services. CACFP regulations require that institutions participating in CACFP follow procurement standards. Attachment 8 – CACFP Procurement Standards provides details regarding the procurement standards.

OSPI Child Nutrition Services Attachment 1 to Bulletin No. B030-15 CNS 3 July 2015