Documentation of Shifts of Care for DCH Providers
Nutrition Services Division Management Bulletin
Date: May 2014
To: Child and Adult Care Food Program, All Day Care Home Sponsors
Attention: Food Program Director
Reference: California Department of Education (CDE) Management Bulletin NSD-CACFP-01-2013; CDE template form Permanent Agreement Between a Sponsor and a Day Care Home Provider (Form ID DCH 16); Title 7, Code of Federal Regulations, sections 226.7(l), 226.18(c), and 226.18(e); U.S. Department of Agriculture’s Family Day Care Homes Monitor Handbook
Subject: Documentation of Shifts of Care for Day Care Home Providers
This Management Bulletin (MB) clarifies the requirements for Child and Adult Care Food Program (CACFP) Day Care Home (DCH) providers documenting shifts of care.
Pursuant to Title 7, Code of Federal Regulations (7 CFR), Section 226.18(e), “Reimbursement may not be claimed for meals . . . served at any one time to children in excess of the home’s authorized capacity.” In addition, the U.S. Department of Agriculture’s Family Day Care Homes Monitor Handbook states that some providers may claim more than three meal types per day, such as those offering 24-hour care. However, providers may only claim reimbursement for up to two meals and one snack or one meal and two snacks per child, per day (7 CFR, Section 226.18[c]).
In order to ensure that providers do not claim more than the allowable number of meals, providers must maintain documentation that shows the provider is never over their authorized capacity (7 CFR, Section 226.7[l]). Previously, the California Department of Education (CDE) required providers to keep daily time-in/time-out sheets when their meal counts indicated that the provider was serving meals in excess of the provider’s licensed capacity. These time-in/time-out sheets included children’s names, parent’s or guardian’s signature, and the specific times of day that each child arrived for and left care.
Providers must maintain documentation that shows they are never over their authorized capacity. Some examples of acceptable documentation are:
- Paper time-in/time-out sheets that include children’s names, parent’s or guardian’s signature, and the specific times of day that each child arrived for and left care
- Program management software that allows providers to record whether they offer shifts of care and, if so, during which shift each child was served a meal
- An electronic sign-in/sign-out system that records the time children are dropped off and picked up by parents/guardians
Permanent Agreement Between a Sponsor and a Day Care Home Provider
A CDE template form for a Permanent Agreement Between a Sponsor and a Day Care Home Provider (Agreement) is available in the Download Forms section of the Child Nutrition Information and Payment System (CNIPS) (Form ID DCH 16). The Agreement includes two clauses in the “The Provider Agrees to” section that refer to the documentation of shifts of care. This MB clarifies that providers are not restricted to one form of documentation, but may comply with these requirements through any documentation that indicates when the child was in care.
Some DCH sponsors may wish to modify their Agreements to clarify the documentation requirements specific to the shifts of care. If they choose to modify the Agreement, sponsors may use the template language below to replace one or both of these sections in their existing Agreements (modified language emphasized by bold font):
The Provider Agrees To:
8. Maintain daily records of the following . . .
8c. Children and/or infants in attendance, including appropriate documentation if providing shifts of care
15. Claim for meals and/or snacks within the limits of the licensed capacity, and maintain appropriate documentation if providing shifts of care
Sponsors that use this exact template language to modify their Agreements, and do not make any additional modifications, are not required to have the modified Agreement approved by their DCH Program Specialist. However, if a sponsor modifies this template language, or any other language in their Agreement, they must obtain approval prior to using the Agreement by following the procedures outlined in MB NSD-CACFP-01-2013.
If you have any questions regarding this MB, please contact your CACFP Specialist. A contact list of CACFP Specialists is available in the Download Forms section of the CNIPS, Form ID CACFP 01. You can also contact Nancy Charpentier, CACFP Unit Office Technician, by phone at 916-327-2991 or by e-mail at firstname.lastname@example.org to be directed to your CACFP Specialist.