Transcript Fresh Fruit and Vegetable Program

Fresh Fruit and
Vegetable Program
AUGUST 2013
What it FFVP ?
 The Fresh Fruit and Vegetable Program (FFVP) is a
federally assisted grant program providing free fresh
fruits and vegetables to students in participating
elementary schools during the school day.
 The Goal:
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Create healthier school environments by providing healthier
food choices
Expand the variety of fruits & vegetables children experience
Increase children’s consumption of fruit & vegetables
Make a difference in children's diets to impact their present &
future health
History
 Initiated as a pilot project in 2002 for 8 states,
Alaska began participating in the FFVP during
school year 2008-2009.
 Grown substantially each year
 For School Year 2014 , two new districts and 16 new
schools for a total of 38 districts and 224 schools will
participate this school year.
To Be Selected For Participation
 Your school must:
Be an elementary school
 Participate in the National School Lunch Program
 Have a high percentage of low-income children
 Serve free fresh fruit and vegetables outside of the NSLP
& SBP meal periods
 Serve fresh fruit and vegetables during the school day
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Program Benefits
 No meal count
 No required portion size
 All children served
 Teachers participate as positive role models
How Funding Works
 Elementary schools participating in the
program receive between $50.00 ‐ $75.00
per student for the school year.
 Example:
A school has an enrollment of 100 students.
 They are funded at $50 per student
 100 x $50 = $5,000 for the year
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 Schools unable to fully spend grant will
receive lower per-student funding in
subsequent years
Grant Awards
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July – September
Approximately 15% in Grant Award #1
Funds must be spent, encumbered, or obligated by
September 30
 All documentation for funds expended after September 30
must be maintained to show proof of timely encumbrance
 Revised September claim showing encumbered
(obligated) amounts paid in Oct/Nov must be submitted
by December 15
 Final claim must be closed out & received by CNP by
December 15
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October – June
Approximately 85% in Grant Award #2
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Final claim must be closed out & received by CNP by June 15
Carry Over (Obligated) Funds
 “Carry over” funds are the funds from the first grant that
will be used (obligated) to purchase produce for delivery
in October or November. The funds are not
automatically rolled over and available to use after
September 30th.
 You must obligate the funds before September 30th and
send to our office the documentation to confirm that the
order was obligated before the September 30 deadline
for delivery in October or November.
 The September FFVP claim must be revised in CNPWeb
to receive reimbursement once items are delivered and
paid for.
What Can You Spend The Funds On?
 Operating Costs:
 Fresh fruits and vegetables, non-fat dip for vegetables only
 Nonfood items like napkins, paper plates, serving bowls and trays, and trash bags
 Pre-cut produce and ready-made produce trays
 Labor cost for staff who prepare and serve the FFVP snacks
 Shipping cost
 Administrative costs
 Purchasing or leasing equipment
 Salaries of employees who compile claims, prepare menus, and order produce
and supplies
Operating Costs
1) Fresh fruits or vegetables ;
cannot be canned, frozen, dried, or dehydrated;
vegetables may be served cooked once a week if
• food is identifiable
• is part of nutrition education
2) Shipping costs
3) Direct Labor - labor used in preparing and serving fresh fruits and
vegetables
4) Small Supplies/Other: napkins, dips for vegetables, paper plates,
utensils, bowls, pans, trays, baskets, trash bags
Administrative Costs
 Include equipment purchases over $300, all
equipment purchases must be pre-approved.
 Labor costs that are not directly related to the
preparing and serving of fresh fruits and vegetables
but are necessary to administer the program.
 The 10% limit on administrative funds is based on
the total funding available for the school district, and
not on the funds actually spent during the
month/year.
Student Eligibility
 For the purpose of the Fresh Fruit and Vegetable
Program we will follow the following guidelines for
service:
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Traditional elementary grades K-6, however if a school serves prekindergarten, those students will be allowed to participate.
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If a school serves K-8, all students will be eligible to participate.
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If a school serves K-12, only grades K-8 will be eligible to participate.
 Co-located private preschools and/or Head Starts are
not eligible for participation
Recordkeeping Requirements
 Records to maintain are:
 Copy of monthly claim
 End of year reports
 Contracts & addendums
 Contact information
 Invoices
 Purchase Orders
 As with all USDA programs, maintain records for the
current year plus 3 years
Partnerships
 USDA encourages partnerships in to support the
FFVP
 Examples of partnerships are:
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local grocers, purchasing your
produce from your local
grocer is a great alternative to
ordering from FSA or other
produce vendors
local farms, purchase locally
grown produce
public health,
tribal health,
Cooperative Extension
The Spending Plan
 Resource to ensure the program funding stretches
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the entire school year
Helps to document and plan carry-over from the first
grant into the second grant period
Carry over funds from the first grant to the second
grant must be shown on your Spending Plan
Carry over funds from the first grant are not
automatically rolled over to the second grant
Due each year by August 30
Monthly Claim for Reimbursement
 Claims should be submitted 10 days after the end of the
month
 Claims follow the USDA 60/90 days rules
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After 60 days you must submit a one-time request for processing
with corrective action to ensure you will not file late again
Once an exception has been granted, all other late claims will be
denied
 On line claims are divided into administrative cost and
operating cost.
 On line claims must be submitted with the NSLP claim in
CNP Web
FFVP Application in CNP Web
FFVP Information on NSLP Application
 Select Months of FFVP Operation on NSLP Site
Information Sheet for each FFVP school
FFVP Information on Application
The Claim Process in CNP Web
FFVP Monthly Claims on CNPWeb
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Administrative Reviews
Off-Site Review Procedure
 Off-site Review Procedures
 The
state must validate one Claim for
Reimbursement for each FFVP school selected
for review.
 The state may select any month in which a school
has submitted a claim in the current school year.
 If a school has not submitted a claim for the
current school year, the state must select a claim
from the previous school year.
Validation
 The state validates the school’s FFVP Claim for
Reimbursement for the selected month by;
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Comparing the total cost claimed for reimbursement against
the total cost established by the supporting cost
documentation.
If these two totals are the same and the reported cost are
allowable, then the state validates the claim and the FFVP
school is complaint.
If these two totals are not the same or contain unallowable
cost, then the state does not validate the claim and the FFVP
school is out of compliance.
Documentation
 The supporting cost documentation must
support that the FFVP school is;
 Using
the majority of funds to purchase fresh produce
 Prorated equipment purchases
 Keeps labor cost and all other non-food cost minimal
 No more than 10% of the total grant is charged toward
administrative costs.
On-Site Review Procedures
 The state must observe the FFVP operation in each
of the selected schools during the review in the
following areas;
The FFVP is available to all enrolled eligible children
 The FFVP is free of charge
 The school offers FFVP within the school day, but outside the meal
service times of the NSLP and SBP
 The school widely publicizes the FFVP
 The school does not allow frozen, canned, dried, and other types of
processed fruits
 The school does not allow the following products: fruit/vegetable
juice, nuts, cottage cheese, trail mix, fruit or vegetable pizza,
smoothies, fruit strips, fruit drops or fruit leather
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Continue of On-Site Review Procedure
The school provides dip for vegetables only and is either low-fat or
fat-free and servings are no larger than two tablespoons
 The school does not provide fresh fruits and vegetables to adults
except for teaches who are in the classroom with students during
the FFVP food service
 The school offers cooked vegetables no more than once per week
and only when included as part of a nutrition education lesson
 The FFVP food service follows HACCP principles and applicable
sanitation and health standards.
 If the state’s observation contradicts any of the above areas, the
FFVP school will be noncompliant
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Corrective Action
 The state will find the school district noncompliant if
the district does not meet any of the requirements we
have reviewed.
 The state must issue corrective action to bring the
school district into compliance.
 The state may suspend or terminate the FFVP for
repeated failure to meet program requirements.
Fiscal Action
 The state must disallow any portion of a claim for
reimbursement and recover any payment made to
the school district that was not properly payable
according to the FFVP requirements
Q&A
If you have any questions or comments please
contact:
Sue Lampert
FFVP Program Coordinator
@ 907-465-8710
or
[email protected]