USDA FFVP Program Training 2013 - 2014

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USDA FFVP Program Training 2013 - 2014

• July 11, 2013

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Training Objectives

• Operate a FFVP that meets Administrative Review
  requirements.
• Implement a Financial Management and Budget Plan
  for 2 grant periods of the SY 2014 FFVP which
  uses all of the allotted funds.

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Training Objectives Cont.

• Create FFVP snack menus which include variety
  and Georgia-grown produce.
• Identify FFVP grant nutrition education
  activities and uses for resources received.

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How well do we know our Fruits Veggies?
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Candy Stripe Beets
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Artichoke
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Dragon Fruit
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Asian Pear
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Pluot
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Is there a Handbook?
http//www.fns.usda.gov/cnd/ffvp/
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What are the goals ofthe FFVP?

• Healthier food choices
  Healthier school environments

Expand variety of F/V that children experience
Increase childrens F/V consumption
Make a difference in childrens diets to impact
present future health
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Whats the History of FFVP?

• The USDA Food and Nutrition Service (FNS)
  administers the FFVP at the national level.
• Within participating states, the FFVP is
  administered through the State Department of
  Education.

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History The Beginning

• FFVP began as a pilot project under the Farm
  Security and Rural Investment Act of 2002.
• This Act authorized funds for 4 States Iowa,
  Indiana, Michigan, and Ohio, and one Indian
  Tribal Organization.

• The purpose of the pilot was to determine the
  best practices for increasing fresh fruit and
  fresh vegetable consumption in schools.
• 2004 - 4 more states( NC, MS, PA, WA) made
  permanent under NSLP.
• 2006 expanded again to add 6 more states.

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History The Beginning cont.

• The Food, Conservation, and Energy Act of 2008,
  aka, the Farm Bill, became law on May 22, 2008
  (Public Law 110-234).
• Section 4303 of P.L. 110-234 amended the National
  School Lunch Act by adding Section 19, the Fresh
  Fruit and Vegetable Program, making it a
  permanent program nationwide.

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Whats new this year??

• 156 Schools participating
• 50.08 per student allocation
• First Quarter allotment increased from 16 to
  17.5

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FFVP Allocation
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How are schools selected?Page 7

• Schools must be an elementary school.
• Schools must operate the NSLP.
• Schools must submit an application.
• Selected schools must have 50 or more students
  eligible for F/R meals.

• Highest priority must be given to schools in good
  standing with highest percentage of low-income
  students.
• Total enrollment of all schools must result in a
  per student allocation of 50 - 75 per year.

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Why 2 grant periods?
School year
July 1 Sept 30
Oct. 1 June 30
Federal fiscal year Oct. 1 through Sept. 30
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Allotment
When do I get my allotments? How do I get my
allotments?
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FFVP Accounting Codes
Fund 478  
     
Program 1861  
     
Revenue 4520  
     
     
Function 3100  
     
Objects   Description
  610 Small Supplies
  630 Fruits Veggies ( All Produce)
  184 Labor - Cafeteria employees
  191 Labor - Central Office Staff
  200 -290 Benefits Taxes
  730 Large Equipment
     
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• ALLOWABLE EXPENSES

Description
Small Supplies
Fruits Veggies ( All Produce)
Labor - Cafeteria employees
Labor - Central Office Staff
Benefits Taxes
Large Equipment
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BUDGET Example

• October-June allotment 25,000
• October-June serving days 132
• 25,000 132189.39 daily allotment
• Oct. serving days 18 x 189.393409.02
• Nov. serving days 16 x 189.393030.24
• Dec. serving days 11 x 189.392083.29
• March serving days 21 x 189.393977.19

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Claims and Reimbursement Process
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Monthly Claim for Reimbursement

• Due 20th after month end.
• Must include supporting documentation
• invoices
• timesheets with hourly wage benefits
• APPROVED Equipment Pre-Approval
• MAY INCLUDE Nutrition Ed games, fact sheets,
  lessons, photos, menus, etc.

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Monthly Claim for Reimbursement

• Operating Cost
• Fresh Fruits Veggies
• Labor to prepare snacks
• Small Supplies
• Examples napkins, paper plates, serving
  containers, utensils, knives, cutting boards, and
  low-fat dip

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Monthly Claim for Reimbursement

• Administrative Cost
• Kitchen Equipment, and also scanners, camera
  with accessories, etc.
• Leasing equipment
• Labor costs planning, budgeting, etc NOT
  serving or preparing FV snack.
• Administrative costs are limited to 10 of each
  of your 2 allotments.

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gtgtgtgt SNO FFVP Invoice Application ltltlt

• https//portaluat.doe.k12.ga.us/SchoolNutrition.as
  px?pageCSAaclAoid46048

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Claims and Reimbursement Process
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SNO Navigational Instructions

• Multi-page full color document
• Provides step-by-step instructions how to submit
  your claim
• Print and review reports before submitting to
  avoid REJECTED

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SNO instructions includes general information
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Step-by-step and screenshots
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Detailed Monthly Expenditure Report
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BREAK

• Please return promptly in 15 minutes

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How do schools purchase fruits and vegetables?

• Local Procurement Policy
• Produce Bid
• (Bid Supplies Equipment, too)

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Equipment Pre-Approval Request Required
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How is LABOR reported/claimed? Time
and Effort

• The FFVP is a separate federal program
• Time and Effort is required for multiple programs
• Maintain TE at the district office
• Check with your business manager for guidance

• To be allowable, salaries and benefits charged to
  a federal award include
• Actual employee time
• For each pay period
• For all programs
• Documented
• Signed by employee and supervisor
• If NOT being paid by FFVP, then Semi-annual
  certification will suffice.

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Time sheet Prototype Example
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Prototype continued
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Prototype continued
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Time and Effort cont..

• Q. Where can I find the regulations?
• A. Per OFM OMB Circular A-87, Attachment B,
  Section 8.h

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What about Food Safety?
Tonya D Gray, MPA, RS Food Safety and
Security School Nutrition Program Georgia
Department of Education 1662 Twin Towers East 205
Jesse Hill Jr. Drive, SE Atlanta, GA 30334 Phone
404-463-6928 E-mail tgray_at_doe.K12.ga.us Web
Page http//www.ga.doe.org/fbo_nutrition.aspx
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LUNCH

• Lunch Buffet -----Enjoy!
• Please return promptly in 45 minutes

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Casaba Melon
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Jicama
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Donut Peaches
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Kiwi Berries
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Red Grape Tomatoes
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When are Administrative Reviews scheduled?

• Administrative Review, FFVP Portion
• (1900 - 1910)
• FFVP Self-Monitoring encouraged

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How are you serving fruits vegetables in your
school?
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MENU PLANNING
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MENU PLANNING

• Calen____ Por___
• Deli______ T____e
• Holi_____
• Staf_____ Var____
• Tes______ Pac____
• Seas______ Freq___
• ________ D/Sl___

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MENU PLANNING

• Calendar Portion sz.
• Deliveries Time serv.
• Holidays
• Staffing Variety
• Testing dates Pack?
• Seasonal Frequency
• No. of serv. Dice/Slice

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Who can receive fruit vegetable snacks?Page 10

• All children who normally attend the school.
• Children enrolled in a Head Start, split-session
  kindergarten, or child care center located in
  your school are eligible to receive fruit and
  vegetable snack.
• Encourage teachers to model healthy eating. NOT
  other adults including those attending a school
  function

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When can fruit and vegetable snacks be served?
Page 12

• During the school day including at a school
  activity during the school day.
• Snacks cannot be served before school or during
  afterschool programs.
• The FFVP cannot be served as part of summer
  school sessions. Year round schools OK.
• Snacks cannot be served during the NSLP or SBP
  meal service periods .

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Where can fruit and vegetable snacks be served?
Page 12

• Inside classrooms
• In hallways
• At kiosks
• In free vending machines
• As part of nutrition education activities

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What can be served?

• Foods allowed
• Foods not allowed

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Which Fruits and Veggies to serve?Page 14

• Introduce children to new and different fruit and
  vegetables (ex kiwi, star fruit, kohlrabi,
  jicama)
• Show varieties examples of apples i.e. such as
  Honey Crisp, Golden Delicious, Braeburn
• Serve in natural state without additives

• Serve fruits and vegetables in easily
  recognizable forms.
• Make connections with veggies without dip i.e.,
  (sweet sugar snap peas or asparagus.)

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Items NOT allowed Page 14

• Processed or preserved fruits and vegetables
  (i.e., canned, frozen or dried, Grapples)
• Dip for fruit
• Fruit or vegetable juice

• Jellied fruit
• Trail mix
• Nuts
• Cottage cheese
• Flavorings

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Items not allowed Page 14

• Snack-type fruit products such as fruit strips,
  fruit drops, fruit leather
• Most non-food items, (except those allowed under
  administrative/operational costs)

• Fruit or vegetable pizza
• Smoothies
• Carbonated fruit

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FFVP Limits Page 15

• Dip for vegetables
• If dip is served with vegetables, choose low fat,
  yogurt-based or other low-fat dips. Amount of
  dip used should be a common serving size 1 2
  tablespoons.
• Prepared vegetables
• Fresh vegetables that are cooked, must be limited
  to no more than once per week and always be part
  of a nutrition education lesson.

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Allowable or Not Allowable

• Fresh Herbs
• Fat Free Dip
• Applesauce
• Fresh Peach
• Trail Mix
• Jell-O w/Fruit
• Vegetable Pizza
• Raisins
• Bell Pepper
• Juice Box

• Yogurt
• Dried Apricots
• Peanut Butter
• Fruit Smoothie
• Regular Dip
• Fruit Roll Up
• Fresh Tomato
• Peanuts
• Caramel Dip
• Blended Fruit

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What kind of production records are required?

• Date
• Item served
• Number of servings (students/teachers)
• All students in attendance that day
• Cannot deny snack as a form of discipline
• Teachers who are directly responsible for serving
  the F/V snack to the students

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FFVP Production Record Prototype Example
Date Day of Projected Servings - Students of Projected ServingsTotal Serving Size Food Items Used Amount of Food Prepared Leftover Unit Cost Total Cost
9-16-13 Monday 460 500 1 Apple-Honey Crisp (125/cs) 4 cases 0 35.00 140.00
9-17-13 Tuesday 460 500 2 oz. 1 Celery (100 2 oz. ind. Packs) Ind. FF Ranch Dressing (100/cs) 5 cases 5 cases 0 0 30.00 8.54 150.00 42.70
9-18-13 Wednesday 460 500 1 Pluots (100/cs) (Dinosaur Egg) 5 cases 0 30.00 150.00
9-19-13 Thursday 460 500 1 Pre-Packed Fresh Pineapple (100/cs) 5 cases 0 40.00 200.00
9-20-13 Friday 460 500 1 Pears (GA Grown) (150/cs) 4 cases 100 25.00 100.0
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BREAK

• Please return promptly in 15 minutes

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NUTRITION EDUCATION

• Must be included with cooked vegetable snacks
• No funds allowed for supply purchases for
  Nutrition Education

• Refer to Handbook,
• pp. 20-21, and 28-30
• Connect with school Curriculum Department

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Nutrition Ed Handouts

1. Availability Chart of GA Grown
2. FFVP State Links
3. Nutrition and Health Resources Links
4. F V Word find
5. FFVP Parent Brochure
6. Latest Fruit News
7. Newton Co. radish education
8. Spring Mix nutrition education
9. Kingsburg Orchards

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BEST PRACTICES
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• What may we clarify?

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Remember . . .

• Congressional intent and primary purpose of the
  FFVP is to provide fresh fruits and vegetables to
  school children.
• This purpose should not be diminished.

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EVALUATION

• SY 2013-2014
• Fresh Fruit Vegetable Program Training
• Please complete the evaluation!
• Your ideas help us improve.

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Thank you for participating !
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• In accordance with Federal Law and U.S.
  Department of Agriculture policy, this
  institution is prohibited from discriminating on
  the basis of race, color, national origin, sex,
  age, or disability. To file a complaint of
  discrimination, write USDA, Director, Office of
  Adjudication, 1400 Independence Avenue, SW,
  Washington, D.C. 20250-9410 or call toll free
  [phone] (Voice). Individuals who are
  hearing impaired or have speech disabilities may
  contact USDA through the Federal Relay Service at
  [phone] or [phone] (Spanish). USDA
  is an equal opportunity provider and employer.
• In accordance with State and Federal law, the
  Georgia Department of Education prohibits
  discrimination on the basis of race, color,
  religion, national origin, sex, disability, or
  age in its educational and employment activities.
  Inquiries regarding the application of these
  practices may be addressed to the General Counsel
  of the Georgia Department of Education, 2052 Twin
  Towers East, Atlanta, Georgia, 30334, (404)
  656-2800.