Nutrition Services Division Management Bulletin
|Purpose: Beneficial Information|
To: Day Care Home Sponsors
Attention: Executive Directors and Authorized Representatives
Date: May 2013
Subject: Day Care Home Expansion Funds Request for Applications
Reference: Title 7, Code of Federal Regulations, sections 226.2, 226.4(e) and (f), 226.6 (k)(vi), 226.7(h), and 226.12(b); U.S. Department of Agriculture Policy Memorandum CACFP 06-2011
This Management Bulletin (MB) notifies day care home (DCH) sponsors of an opportunity to apply for U.S. Department of Agriculture (USDA) administrative payments for outreach, recruitment, and training activities to expand participation in the Child and Adult Care Food Program (CACFP) in low income and/or rural areas.
Interested DCH sponsors must submit an Application for Day Care Home Expansion Funds to the Nutrition Services Division (NSD) by 5:00 p.m. on July 1, 2013. The Application, Instructions, and General Assurances are available on the California Department of Education (CDE) Funding Web page at http://www.cde.ca.gov/fg/fo/af/.
This process is not a competitive bid for funding. The CDE will award funding to all eligible DCH sponsors that apply. There are no requirements for matching funds. Sponsors who received expansion funds and conducted the related activities within the last 12 months are not eligible to apply. Sponsors who were awarded expansion funds in federal fiscal year 2011–12 must have completed all 2011–12 related activities and reporting requirements by July 1, 2012, in order to apply for a 2013–14 award.
Purpose of Administrative Funds
The USDA allows eligible DCH sponsors to obtain additional administrative funds to conduct outreach and recruitment activities to expand the number of DCH providers that participate in the CACFP in rural and/or low income areas. The DCH expansion funds provide payments to DCH sponsors for administrative expenses incurred to identify, recruit, train, and enroll providers in the CACFP.
DCH sponsors may request $107 for each provider that the sponsor proposes adding to their CACFP Agreement, up to a maximum of 50 new providers during the funding period. DCH sponsors can request payments for either one month or two months of administrative expenses. Therefore, the maximum amount the CDE can award to a DCH sponsor is $5,350 for one month, or $10,700 for two consecutive months (50 providers x $107 x either one or two months). The CDE will adjust the reimbursement amount per home consistent with the administrative reimbursement schedule released by the federal government in July 2013.
Time Frame for Expansion Activities
Sponsors can conduct expansion activities and claim administrative expenses for either one month, or two consecutive months between February 1 and July 31, 2014. The USDA allows sponsors to request up to two months of reimbursement to allow sufficient time for outreach, recruitment, training, and pre-operational visits to a new provider.
The CDE will not reimburse sponsors for expansion activities that occur before or after their approved award period. The sponsor must submit a final report within 30 days after completing the expansion activities. This includes a list of new providers, description of expansion activities, and a detailed final expenditure report.
DCH sponsors must meet the following criteria in order to apply for these additional administrative funds:
- Maintain private nonprofit (tax exempt) status under the Internal Revenue Code, Section 501(c)(3), or be a public agency
- Provide documentation that the newly proposed providers are located in rural or low income areas
- Assure that they have not been awarded DCH expansion funds within the past 12 months, and assure that it has been at least 12 months since they completed all requirements for any previous expansion funds award
- Be in good standing with the CDE and the USDA (i.e., sponsors with current seriously deficient status are not eligible to apply for and/or receive expansion funds)
The Request for Applications (RFA) includes additional requirements specific to the Application process.
The CDE will determine each DCH sponsor’s award based on the number of providers the sponsor proposes adding to their CACFP Agreement, and the number of months requested for expansion activities (either one or two months). The CDE will issue 50 percent of the award when the DCH sponsor signs both their Award Notification form and a Supplemental CACFP Agreement with the CDE. The CDE must approve all supporting documentation submitted by the DCH sponsor before issuing the remainder of the funding. The CDE will reimburse sponsors at the administrative rate per home or for actual expenses, whichever is the lesser amount. The CDE will post the award results on the CDE Funding Results Web page at http://www.cde.ca.gov/fg/fo/fr/.
The CDE will review all applications for content, completeness, and compliance with the requirements of the RFA. The CDE will send successful applicants an Award Notification with a supplemental agreement that outlines the specific expansion activities, time frame for the activities, and reporting requirements. DCH sponsors must sign and return these documents within 30 days of receipt. The CDE encourages DCH sponsors to sign and return the documents as soon as possible so that the CDE can review and award funding requests timely. Sponsors whose applications are denied will receive letters of denial postmarked no later than 30 days following the application due date.
The CDE must receive the Application for DCH Expansion Funds no later than 5:00 p.m. on July 1, 2013. Submit the application to the following address:
Day Care Home Expansion Funds Application
Attention: Michael Smith
Nutrition Services Division
California Department of Education
1430 N Street, Suite 4503
Sacramento, CA 95814
The CDE is not responsible for postal delays and will not accept late applications, regardless of the postmark date. The applications must be submitted with original signatures. The CDE will not accept hand-delivered applications, will not process incomplete or illegible applications, and cannot accept fax or e-mail submissions.
If you have questions about this MB, please contact Michael Smith, CACFP Specialist, by phone at 916-323-5755 or by e-mail at email@example.com.