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Annual Audit Status Certification Form


Nutrition Services Division Management Bulletin

Purpose: Action Required, Beneficial Information

To: All Child Nutrition Program Sponsors

Number: NSD-CNP-01-2007

Attention: Food Program Managers, Executive Officers, and Business Officials

Date: October 2007

Subject: Annual Audit Status Certification Form

Reference: Title 7, Code of Federal Regulations, Parts 3016, 3019, and 3052.

This Management Bulletin clarifies the requirement for all agencies participating in the federal child nutrition programs administered by the California Department of Education (CDE) to annually report to the CDE the total amount of federal financial assistance expended during the agency’s preceding fiscal year.

A fiscal year is a twelve-month period (i.e., July 1 through June 30, April 1 through March 31, or January 1 through December 31, etc.) The agency must notify the CDE of the starting and ending dates of the agency’s fiscal year, and must report to the CDE the amount of federal financial assistance expended during that time period. The CDE is required to obtain an annual audit from each agency that expends $500,000 or more in federal financial assistance during the agency’s fiscal year.

Federal Financial Assistance means federal assistance that agencies receive or administer in the form of grants, loans, loan guarantees, property (including donated surplus property), cooperative agreements, interest subsidies, insurance, food commodities, meal reimbursements, direct appropriations, and other assistance. This does not include amounts received as reimbursement for services rendered to individuals such as child care subsidies, Medi-Cal care fees, or Medicaid service fees.

To ensure that the CDE is able to identify and track all of the required annual audits, the CDE’s Audits and Investigations (A&I) Division sends an Annual Audit Status Certification (AASC) form to each agency that received funding during the previous year for the National School Lunch, School Breakfast, Afterschool Meal Supplement, Special Milk, Child and Adult Care Food, Summer Food Service, and/or the Commodity Supplemental Food Programs. This form is generally mailed to child nutrition agencies during the summer months, and must be returned as indicated on the form.

The information requested on the AASC form pertains to the agency’s preceding fiscal year. An individual who has knowledge of all of the organization’s financial contracts and programs should complete this form. Inaccurate information on the AASC form could erroneously require an agency to have an organization-wide audit conducted and/or jeopardize the agency’s participation in the CDE’s programs.

If the information requested on the AASC form no longer applies to the agency for reasons such as cancellation, termination, or voluntary discontinuation of CDE’s programs, authorized representatives must still sign, date, and return the form with a notation stating the reason it does not apply.

Failure to submit this form jeopardizes an agency’s continued participation in any program administered by the CDE. If the form is not received in a timely manner, the CDE will declare an agency to be seriously deficient in the management of the program(s) in which the agency participates and must ultimately terminate the agency’s program agreement with the CDE.

Additional information regarding the AASC form and other audit requirements can be found at:

http://www.cde.ca.gov/fg/au/pm

If you have questions about the AASC form, please contact Robert Hoyer, Staff Services Analyst, A&I Division, at 916-323-5577 or by e-mail at rhoyer@cde.ca.gov. You may also contact your Nutrition Services Division, Field Services Consultant or Program Administration Specialist at 916-445-0850 or 800-952-5609.

Questions:   Nutrition Services Division | 800-952-5609
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