Current through Register Vol. 35, No. 18, September 24, 2024
A. CYFD
reviews and approves all institution administrative budgets submitted with the
application.
(1) CYFD reviews and approves
all budget adjustment requests with adequate justification.
(2) CYFD reviews and approves all changes
made to the management plan.
(3)
Institutions are responsible for accounting for costs correctly and for
maintaining sufficient supporting documentation to demonstrate that costs
claimed have been incurred, are allowable to the program and comply with CYFD
policies, financial management requirements and with USDA's FNS instruction
796-2, Revision 3 which is distributed to all institutions upon approval to
participate in the program.
B. CYFD approves applications and issues
start-up payments to eligible institutions, and monitors the use of these
payments.
C. CYFD approves
applications and issues advance payments to eligible institutions and monitors
the use of these payments.
(1) CYFD recovers,
from future claims for reimbursement, outstanding start-up and advance payments
from institutions which, in CYFD's opinion, are not able to earn these
payments.
(2) Institutions, upon
CYFD's written approval, may claim reimbursement for the necessary and
reasonable costs of ceasing program participation in accordance with USDA's FNS
Instruction 796-2, Revision 3, Section VIII(I)(38).
D. Claims for reimbursement are submitted by
institutions by the tenth of the month following the month being claimed and
report information in accordance with the financial management system
established by CYFD.
(1) Each institution
certifies that the claim is correct and that records are available to support
the claim.
(2) Independent
proprietary Title XX centers shall document that not less that 25 percent of
enrolled participants were Title XX beneficiaries in the month claimed.
Alternatively, the center shall document that it has valid free or reduced
price meal applications on file for at least 25 percent of the enrolled
children or 25 percent of the licensed capacity, whichever is less. CYFD will
review and validate during on site reviews the Title XX documentation or free
or reduced meal applications of eligible children claimed to validate the 25
percent requirement.
(3) CYFD shall
pay all valid claims within 45 calendar days of receipt. Within 15 calendar
days of receipt of any incomplete or incorrect claim which must be revised for
payment, CYFD shall notify the institution as to why and how such claim must be
revised.
(4) The institution shall
retain all records to support the claim for a period of three years after the
submission of the final claim for the fiscal year to which they
pertain.
(5) All accounts and
records pertaining to the program are made available, upon request, to
representatives of CYFD, USDA and of the US general accounting office for audit
or review.
E. CYFD
ensures that payment is not made for meals served to participants attending in
excess of the authorized capacity of the institution.
