| Nutrition Services Division Information Alert NSD-CACFP-07-2007 |
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| To: Child and Adult Care Food Programs |
Number: NSD-CACFP-07-2007 |
| Attention: Food Program Director |
Date: October 2007 |
| Subject: Disaster Relief Provisions — Frequently Asked Questions |
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This Information Alert is to provide those agencies (day care home sponsors, center sponsors, and independent centers) participating in the Child and Adult Care Food Program (CACFP) and located in the seven California counties declared federal disaster areas with answers to frequently asked questions. The Nutrition Services Division (NSD) will continue to work with the United States Department of Agriculture (USDA) to answer questions related to the disaster and will update this document periodically.
1. Regularly scheduled monitoring visits - can they be delayed and for how long? Both we and the USDA understand that monitoring visits may need to be delayed for providers/centers in zip codes that were affected by the disaster.Once we know from a particular sponsor how many homes/centers were affected by the disaster, we will be able to determine a reasonable timetable to delay monitoring visits.For example, it may be appropriate to approve a delay in monitoring visits for homes in affected disaster zip codes for 15 to 30 days depending on circumstances.We are commited to working with USDA to develop reasonable timeframes on a case by case basis, but will not be providing a blanket delay for all sponsors in affected counties.
2. Block claiming 60 day visits - can they be delayed and for how long? Yes, we are taking the same approach as outlined above; these visits can be delayed for homes in affected zip codes and not for all homes/centers with a particular sponsor. We cannot determine the extent of the allowed delay until we hear from individual sponsors the specific number of homes that are impacted.
3. Provider October claims - can they be submitted later than Nov 10? We anticipate providers/sponsors in the affected disaster areas may need additional time to file claims for reimbursement. It is hard to tell how much of a delay may be needed since each sponsor will experience varying challenges. We believe it is reasonable to provide an additional 30 days for claim submittal by affected agencies but the sponsoring agency has the authority to go beyond that in situations such as a disaster for participants in affected areas.
4. What is the policy regarding burned records - e.g., October meal counts and menus? First, a provider, sponsor, or independent center will need to provide proof of the loss of the records by submitting a report from fire or insurance inspectors stating that the home or office burned down. You also will need to report the extent of the damages (i.e., one month’s records or all records) and we will advise you on recreating a claim using historical data.
As a general rule, the claim should be based on the average number of meals claimed during the past several months (e.g., if a provider claimed on average 300 meals per month during the past several months, the October claim should not claim 700 meals. Also, if the provider's home burned down on October 19, the claim should not include meals past that day. We will compare an agency’s submitted claims against its records to confirm the average number of meals.
5. If a provider has to move to a new location what about relicensing and when might she be able to begin claiming at the temporary home? Please let us know if you encounter this situation and will do everything we can to ensure a seamless operation.
Please continue to e-mail your CACFP Administrative Specialist or your Field Services staff with any questions or requests you have that you believe will assist you in operating your program during this devastating disaster.
The California Department Education is compiling a resource page on our Web site where we will be posting updated information and guidance as it is made available by the United States Department of Agriculture.
Please check the CDE Web site periodically for updates at:
If you have questions regarding this information or need additional guidance, please contact one of the CACFP Administrative Specialists for your program component at 800-952-5609 or 916-445-0850.
