CNP Financial Management Alabama State Department of Education September 2016 CNP Federally funded program Federal regulations and guidance are followed for implementation Exception If State regulations, guidance or procedures are more restrictive than the federal guidance, state guidance takes precedence for program implementation Sources of Financial Information Child Nutrition Programs (CNP) Financial Management Manual Local Education Accounting (LEA) Accounting Manual Code of Federal Regulations 7CFR Parts 210 to 299 and 220 Uniform Grant Guidance (Super Circular/ OMB Circulars) 1
CNP Financial Management Sources of Financial Information Goals for Financial Management Single Inventory Equipment Local Policies Required Transfers for CNP Allowable Costs Unallowable Costs Financial Analysis of CNP CNP Financial Management Goals for CNP Financial Management Consistent Coding for all Systems Correct Coding Correct Measurement Appropriate Analysis Effective Decision Making Process for Financial Management Accounting Code Based on 27 Digit Coding/Component Structure Accounting System Components 1 2 3 4 5 6 7 8 9 / _ / / _ / / / _ / / General Ledger and Special Reporting Codes GENERAL LEDGER and SPECIAL REPORTING CODES 1. FUND TYPE and ACCOUNT GROUP 2. ACCOUNT TYPE 3. ACCOUNT CODE (FUNCTION) 4. OBJECT 5. COST CENTER 6. FUND SOURCE 7. APPROPRIATION YEAR 8. PROGRAM CODE 9. SPECIAL USE 2
Fund Types All CNP transactions must be in Fund 12 Account Types Assets [1] what is owned and due to be received Liabilities [2] what is owed Revenues/Sources [4] what is received Expenditures/Uses [5] what is paid Fund Equity [3] operating balance Accounting Codes for Assets Cash in Bank 0111 Change Cash 0115 Cash Short or (Over) 0118 Investments 0121 Accounts Receivable 0131 Interest Receivable 0132 Interfund Receivable 0133 Intergovernmental Receivable 0134 Notes Receivable 0135 Returned Check Receivable 0137 Inventories USDA 0143 Inventories Purchased Food 0143 Inventories Supplies 0146 Asset Codes (Function Codes) 0115 Change cash for cash drawers Must be distributed to each school and recorded at the beginning of each year Returned and recorded at the end of the year 0118 Cash short (over) Each cost center should monitor this balance daily to identify internal control problems Close at end of Fiscal Year Shortage 699, Other Objects Overage 6990, Other Local Sources 3
Other Asset Codes 0133 Interfund Receivables Paid and closed by year end closing 0134 Intergovernmental Receivable USDA revenues from SDE 0143 Inventories for Commodities and Purchased Food Addressed in Memo Issued 4/19/02, p. 82 83 Accounting Codes for Liabilities Salaries/Fringes Payable 0210 0219 Payroll Withholdings Payable 0220 0249 Accounts Payable 0251 Interfund Payable 0261 Deferred Revenues 0271 Accounting Codes for Fund Equity Reserved Fund Balance (0325 0349) Reserved for Encumbrances 0341 Reserved for Inventories 0342 Unreserved Fund Balance 0350 4
Fund Equity Codes 0342 Fund Balance Reserved for Inventories Adjusting entry to reflect ending balance with corresponding debit or credit to expenditure account Adjusting entry to 0350 Unreserved Fund Balance (FB) and 0342 FB Reserved for Inventories Accounting Codes for Revenues USDA Revenues USDA Food & Nutrition (5100 5199) USDA School Lunch Program Section 11 5110 USDA School Lunch Program Section 4 5120 USDA After School Snack Program 5125 USDA School Breakfast Program 5130 USDA Severe Need Breakfast Program 5135 USDA School Breakfast Program Start Up Grants 5140 USDA Food Donation Program 5160 USDA Donated Foods Rebate/SAE (Discretion of USDA) 5161 USDA Summer Food Service Program 5170 USDA Wellness 5191 USDA Fresh Fruits and Vegetable Program (FFVP) 5192 USDA Child and Adult Care Food Program 5199 Accounting Codes for Revenues Food Service Income (6700 6799) Daily Sales Lunch 6710 Daily Sales Breakfast 6720 Daily Sales A la carte 6730 Daily Sales Other 6740 Special Functions 6750 Summer Feeding Contracted/Vendor Income 6760 Other Food Service Income 6790 5
Accounting Codes for Revenues USDA Equipment Assistance Grants 4270 ARRA, 2014, 2015, 2016 Interest 6810 State Rebates SWP (purchased foods) 8993 Sale of Fixed Assets 9310 Operating Transfers In 9210 Use Special Use Code 0034 for required transfers from Foundation Program for State Mandated Raises and Fringes (Pass thru) Revenue Codes Sponsors of Summer Food Service Program (SFSP) Use Revenue Code 5170 Vending Summer Food Service Program Use Revenue Code 6760 Seamless Summer Waiver Program Same as USDA Revenue Codes for School Lunch, Breakfast, Severe Need Breakfast, Snack, and Commodities Accounting Code for Expenditures 4210 CNP, Salaries, Food Services 9340 Summer Food Service Program 9341 Child and Adult Care Program (At Risk) 3100 3999 for Operation and Maintenance expenditures per Accounting Manual instructions 6
Objects for Expenditures Salaries 001 199 Employee Benefits 200 299 Purchased Services 300 399 Auditing 323 Equipment R & M 341 Garbage/Waste 348 Telephone 361 Electricity 371 Water/Sewage 372 Gas 373 Travel 381, 382 Other 399 Objects for Food Service Expenditures Purchased Food 461 USDA Commodities 461 Food Service Supplies 463 Food Processing Supplies 464 Other Food Service Supplies 469 General/Office Supplies 471 Objects for Other Expenditures Furniture and Fixtures 492, 541 Non Instructional Equipment 493 Computer Hardware 495, 545 Dues and Fees 620 629 Other Objects 699 Indirect Costs 910 Operating Transfers out 920 7
Cost Center NO COST CENTER REQUIRED 0000 NON SCHOOL SITES (Special Population) 0001 SCHOOL SITES 0002 5000 VOCATIONAL CENTERS 6000 6999 COST CENTER POOLS 8000 8999 NON REGULAR INSTRUCTIONAL COST CENTERS 9000 9997 Fund Source All CNP transactions default 5101 Appropriation Year Current Year 0 LEA Carryover 1 July September (Federal) 2 Prior Year State Encumbrances 9 Program Code CNP Expenditures Program Code 8420 Special Use Foundation Program Transfer to CNP 0034 Fresh Fruits and Vegetable Program 0074 All CNP transactions MUST be posted to a Cost Center. All Central Office expenditures should be allocated and posted to each school do not maintain a CNP Central Office Cost Center permanently. Required Transfers, Indirect Costs, Interest Income, Rebates, all CNP Central Office expenditures should be distributed preferably on a monthly basis but if not distributed monthly, quarterly basis at a minimum is allowed. This will allow monitoring of financial status of CNP at school and district in the most effective manner. A la Carte and contracts must be posted separately from daily sales lunch and breakfast. A la carte consists of all items, including adult meals, that are priced and sold separate from the reimbursable meals. Contracts for Pre K and Head Start must be posted separately also. 8
Single Inventory Concept USDA directive Eliminate the requirement for separate commodity inventories (commodity and non commodity) Must monitor complete inventory Valuation USDA use Commodity File Price List Purchased use current bid price/order guide Uncertain use current bid price/order guide Addressed in Memo Dated 4/19/02, p. 82 83 Single Inventory Record all inventories to Accounting Code for Assets 0143 Inventories Food Record revenue for commodities using value of commodities received to Revenue Code 5160 Commodities Single Inventory All purchased food and the value of commodities used must be recorded to Expenditure Code 461 Food Total of 461 for year Beginning Inventory of 0143 + Purchased & Value of Commodities Received Ending Inventory = Food Expenditures 461 9
Equipment Equipment costing $5,000 or more Must be approved by the CNP Program Coordinator before it is purchased Must follow the requirement for Fixed Assets Inventory Records Must be capitalized Addressed in Memos dated 12/27/01 and 2/26/02 Local Policies Procurement Policy Every school district must develop and implement a procurement policy which is in with the federal, state and local guidance The most restrictive guidance is to be included and followed. Local Policies Worthless Checks Minimum Requirements Must have policy and exercise due diligence in accepting checks and collecting bad debt Can collect a fee to cover all expenses and worthless checks Must ensure only fees or nonpublic local funds are used to cover costs Should maintain a log of transactions, fees, etc. to document that the public fund has not incurred a true cost Record fees as applicable to 6930, 7260, 7610, etc. Addressed in Memo dated 2/25/02 10
Local Policies Charged Meals BOE may NOT lend credit to individuals (Sec. 94, State Constitution) BOE must have policy that is enforced at the school level by administrator for children only with full documentation to reflect the status of charged meals BOE must have procedures in place to ensure students in grades K 3 and special needs students are not denied a meal Nominal meal must be reimbursable to be claimed for USDA reimbursement Uncollected charged meal is an unallowable cost to CNP It is not permissible for Adults to charge meals Local Policies Student Meal Prices typically approved at a BOE meeting prior to a new school year. Price Lunch Equity (PLE) Provision Compare the average weighted price for paid lunches to the difference between the per meal Federal reimbursement for free and paid lunches If calculated difference is more, no increase needed If calculated difference is Less, Increase the average price charged for paid meal OR Add non Federal funds to the food service account Local Policies Student Meal Prices Price Lunch Equity (PLE) Provision Increase the average price charged for paid meal OR Round down to the nearest 5 cents Maximum increase required is 10 cents 11
Local Policies Student Meal Prices Paid Lunch Equity (PLE) Provision Adding non federal funds to the food service account SFAs can request to CNP Program Coordinator requesting an exemption from the paid lunch equity requirement if the SFA: Has been certified as meeting the meal pattern Can demonstrate that the required increase to paid lunch prices or revenue contributions would cause the SFA to exceed the 3 month operating balance limit, and Demonstrates there are no other clearly necessary or desirable uses for the funds to meet Program requirements and goals, or to address deficiencies in Program operations Local Policies Student Meal Prices Comparison SFA Weighted Average meal cost $2.30 PLE tool $2.45 Student Meal Reimbursement Rates Free $3.15 Paid $0.37 Price of Student Meal $2.70 Required price $2.40 Local Policies Adult Meal Prices Minimum Price Price of Student Paid Lunch $2.40 + Value of Commodities.24 + Reimbursement for Paid Meal.37 Minimum Required Price $3.01 USDA reimbursements/student sales may NOT be used to supplement adult meals BOE may choose to supplement adult price 12
Other Local Policies Wellness Policy to be administered by superintendent and principal designee (not to be led by CNP Director) Total Wellness of ALL School Programs Physical Education Healthy Snacks in Vending Machines USDA Guidelines Wellness Coordinator Required Transfers for CNP Pass Thru Transfers Use worksheet provided each year with Budget Instructions Prepare a worksheet using payroll data for the current year Keep worksheet and documentation and bring forward every year Document how information was obtained for formula Required Transfers for CNP Pass Thru Transfers Transfer of state mandated raise amount + actual fringes each month Fringes are calculated on the current worksheet Available on CNP website If BOE has permanent reduction of positions (not individuals) Make a percentage adjustment to recognize that the positions are no longer funded Pass Thru can only be withheld Approval must be requested Cannot withhold more than pass thru amount less approved equipment request 13
Required Transfers for CNP Indirect Costs Use Approved Indirect Cost Rate as a Maximum for LEA) Calculate Indirect Costs Indirect Costs = Total Direct Costs Excluded Costs* x Rate *Excluded Costs Purchased Foods Food Processing Supplies Equipment ($500 or more) Capital Outlay Transfer at least quarterly Addressed in Memo dated 8/23/01 Required Transfers for CNP Nonprogram Food Revenue USDA Nonprogram Food Revenue Tool Annual evaluation of nonprogram food revenue and cost Revenue percentage must be greater or equal to cost percentage If not, additional funds should be transferred to the CNP fund Total Nonprogram Food Revenue > Total Nonprogram Food Cost Total Program Revenue Total Purchased Food Cost Allowable Costs Consistent with other programs and policies Consistent treatment may not be recorded to CNP as direct cost if any other like cost has been considered an IDC to CNP or any other program or fund 14
Allowable Costs Distinguish Food Processing Supplies and Regular Supplies Disposal and used up during service Improvement of Facilities Request Permission Follow procedures to avoid disallowed costs Construction that adds square footage is not allowable Improvement can be relocated if building is no longer used Unallowable Costs Worthless checks and uncollected charges Fines and penalties Unapproved and unallowable capital expenditures Entertainment Individual memberships Other Issues Costs Salaries Time sheets are required if CNP employee is tasked to two different departments or is a part time employee for CNP i.e. CSFO also serves as CNP Director; Maintenance staff not dedicated to CNP Direct Expenditure Identified specifically with CNP Program equipment and repair and maintenance for program equipment are direct expenditures CNP Revenue Restricted for use in CNP Food Service operation only Use of District Credit Card CNP required to receive their fair share of rebates and discounts, if applicable 15
Other Sales Foods that do not meet USDA Smart Snack in Schools Standard Cannot be sold during school meal hours Exception request required to be submitted July 1 and January 1 to principal Competitive Foods Can only be sold by CNP during meal service times Must meet USDA minimum nutritional guidelines Alabama Implementation of USDA Smart Snacks in School and Fundraising Activities Nutrition Implementation Guidelines School Settings (Cafeteria and Vending Machines, March 27, 2015) Financial Analysis Review printouts for accuracy and unallowable costs Calculate fund balance Calculate meal per labor hour (MPLH) Calculate price per meal cost Calculate indirect cost and pass thru Compare to amount recorded to actual calculations Financial Analysis of CNP Net Results = Revenues minus Expenditures Percentage of Expenditures to Revenues Meals per Labor Hour (Recommend 16 19 MPLH) Per Meal Costs Food Costs Labor Costs Total Costs Financial Profile 16
Increase Revenues Meal Prices Consider increasing meal prices PLE Increase Participation Activities to promote child nutrition programs Survey students Expand Meal Service Operations, options, menus, a la carte, etc. Provide nutritional items that students will purchase Improve the serving lines and dining atmosphere Decrease Expenditures Labor if MPLH are not met Reallocate, Not Rehire, and Release Labor Food Use less prepared foods Implement inventory safeguards Equipment Maintain for extended use and longer life by developing a maintenance program for all schools Monitor temperatures daily. Purchase refrigeration alarm system to alert when the freezer compressor or condensing unit fail Questions Carolyn Rhodes Phone: (334) 242 8224 Email: crhodes@alsde.edu or June Barrett Phone: (334) 242 1988 Email: jbarrett@alsde.edu 17