Nevada Department of Agriculture Fresh Fruit and Vegetable Program Webinar 2014. Presentation covers USDA cost categories, claim submission, recordkeeping, FFVP program oversight, program requirements

1. Fresh Fruit & Vegetable
Program
Nevada Dept. of Agriculture
Food & Nutrition Division

2. Webinar Overview
• Cost Categories
• Claim Submission
• Recordkeeping
• Program Oversight
• Program Requirements
– Allowable fruits and vegetables
– Buy American Provision

3. USDA Cost Categories
• Broken into two categories…
1
OPERATING COSTS
2
ADMINISTRATIVE COSTS

4. Operating Costs
• Documented costs to implement FFVP
Include:
• Cost of Fruits and Vegetables
– Low-fat / non-fat dip for vegetables only
– Delivery charges for produce (if any)
• Nonfood supplies
– (i.e.) napkins, paper plates, serving bowls, trash bags,
gloves, etc.
• Labor for preparing and serving

5. Administrative Costs
• Documented administrative costs for each
school
• Administrative costs are related to program
planning, management
• not related to the preparation and service of fruits and
vegetables
• limited to 10% of each school’s total FFVP allotment
-Includes cost of purchasing or leasing equipment

6. Budgeting of Program Costs
• To facilitate efficient management of FFVP, it’s
highly recommended that year long budget is
developed:
– spreadsheet planning out spending and ordering for
each school
• Include # enrolled + classroom teachers
• Expected nonfood items
• Any labor cost
• Same for any other prorated expenses
– Make sure your administrative expenses are reasonable and
kept to a minimum – remember 10% max for admin.
– Help to plan for offerings throughout the entire
school year

7. Poll
• Who has already submitted a claim for
FFVP on CNP?

8. Claim Submission
• Claims for reimbursement submitted in
CNP
http://nvcnp.doe.nv.gov/Splash.aspx

9. Claim Submission
• Submitted monthly
• Submitted within 60 days of the close of
the month
• Submitted by school, site claim for each
school participating

10. Claims Process
• FRUIT & VEGETABLE EXPENDITURES
– Description: Provide the fruit/vegetable
ordered along with number per case and/or
unit size.
Fruit Expenditures
Note: Total Cost is calculated as Number of Units times Cost per Unit when the Calculate or Submit buttons at the bottom of the
form are used.
Description Weight in lbs
Number of Units /
Cases
Cost per Unit / Case Total Cost
GREEN GRAPES, 60/2.5 OZ 9.38 9.00 37.20 334.80
WATERMELON CHUNKS, 60/2 OZ 7.50 9.00 37.20 334.80
CANTALOUPE/GRAPE 60 CT CASE 7.50 9.00 37.20 334.80
MANGO CHUNKS, 60/2.5 OZ 9.38 9.00 40.20 361.80
Total: 1,366.20

11. Claims Process
• DIRECT LABOR COSTS
– Employees preparing and serving of fruits &
vegetables.
• If delivering from central kitchen (or delivery site) to
district schools, the costs for driver and fuel costs
– In Description…include employee title, hours
worked, rate of pay + fringe benefits if being
claimed
Direct Labor Expenditures
Description Cost
Cook - 11.25 hours @ 11.13 per hour plus 10.72 in benefits 135.94
Sub-Cook - 4.5 hours @ 8.25 per hour plus 3.12 in benefits 40.24
Total: 176.18

12. Claims Process
• SUPPLY EXPENDITURES
– Non-food supplies that can be claimed
include:
• Paper plates, bowls, and napkins
• Sporks, spoons, or forks
• Cleaning supplies and trash bags
– Cost of non-food combined with direct labor
costs cannot exceed 25% of school’s FFVP
allotment

13. Claims Process
• Make sure to include the following in
description
– Item being ordered and number ordered
– Price and unit or case size
Supplies Expenditures
Description Cost
Hand Sanitizer, 50 @ $5.58 each 16 oz. Bottle 279.00
Tongs 7in, 26 @ 16.32, 48/cs 424.32
Napkin 9x12 in, 2 @ 28.85, 8000/cs 57.70
Total: 761.02

14. Claims Process
• INDIRECT LABOR EXPENDITURE
– This is where your administrative costs and
equipment costs are claimed
– Description to include: title, hours worked, and
rate of pay + any benefits being claimed
– Administrative Costs cannot exceed 10% of
the schools total FFVP allotment.
Indirect Labor Expenditure
Description Cost
Nutrition Director - 1 hour @ $30.00 + $13.47 benefits 43.47
Total: 43.47

15. Claims Process
• EQUIPMENT PURCHASE POLICY
– Before ordering equipment, district must
submit a written request to State Agency for
approval on district letterhead.
• Need to include reason/need for equipment as well
as breakout of equipment specs and cost
• If 100% of costs paid with FFVP funds, then
equipment cannot be shared with other school
feeding programs
• If equipment shared, the cost needs to be prorated

16. Claims Process
• Approved equipment is claimed in the
Equipment Expenditure section in CNP
– In Description, provide name and item spec.
description, quantity, and cost
• Remember…the cost of equipment
factors into your 10% Admin (indirect)
labor costs for each schools FFVP
allotment.

17. Claims Process
• EXPENSE SUMMARY
– Remember that allotments for each school
are broken into two award periods.
• July – Sept: This award period is usually 1 month
of overall award for each school; can request more
if needed in writing w/reason for request
• Oct – Jun: Remaining total award funds
– Need to be careful to not overspend first
award period.
– Expense Summary and Historical Summary
will help you keep track

18. Claims Process
OCT - JUN Claim Expense Summary
Operating Costs Monthly Claim
Accumulated Claims
Input
in Grant Period
JUL - SEP Claim Totals
Fruits and Vegetables: 1,559.00 0.00 1,559.00
Direct Labor: 146.24 0.00 146.24
Supplies: 0.00 0.00 0.00
Total Operating Costs: 1,705.24 0.00 1,705.24
Administrative Costs
Indirect Labor: 43.47 0.00 43.47
Travel and Training: 0.00 0.00 0.00
Equipment: 0.00 0.00 0.00
Total Administrative Costs: 43.47 0.00 43.47
Claim Totals
Total Claim Costs: 1,748.71 0.00 1,748.71
Historical Summary
OCT - JUN Award OCT - JUN Total Claims
OCT - JUN Remaining
Award
JUL - SEP Award Total Fiscal Year Award
23,069.43 1,748.71 21,320.72 2,097.22 25,166.65

19. Claims Process
• SITE CLAIM
– Claims for each school site are entered first
• Make sure to save if entry takes longer than
30min. as CNP will time
• After everything if correctly entered, make sure to
click the submit button
• Save button does not submit the claim

20. Claims Process
• CONSOLIDATED CLAIM
– Once all the site claims are submitted, you
need to consolidate claim
• The consolidated screen will appear with all the
data fields populated based on your individual
school site claims
• Review for accuracy and then select authorized
signer from drop down menu at the top of the claim
form
• Click “submit”

21. Claim Process
Consolidated Monthly Claim Form for Reimbursement
Fresh Fruit and Vegetable Program
Monthly Claim Form
Sponsor Name Agreement Number Month Claimed Revision No.
CARSON CITY SCHOOL DISTRICT N-13-11 10/1/2011 0
Submission Type: State Employee Original Claim Received Date: 12/29/2011
Authorized Signature: Authorized Signature must match Created By
I acknowledge that I am the school food authority responsible for reviewing and analyzing the Fresh Fruit and Vegetable Program Grant claim
to ensure accuracy as specified in the grant assurances, Fresh Fruit and Vegetable Handbook and policy memorandums. I acknowledge that
failure to submit accurate claims will result in the recovery of an over claim and may result in the withholding of payments, suspension or
termination of the program grant. I acknowledge that failure to submit accurate claims may reflect embezzlement, willful misapplication of
funds, theft or fraudulent activity, and all applicable penalties shall apply.
I have read the instructions for filing the claim and am aware that if the claim is not submitted by the claim deadline the claim may not be paid.
Created By: Created Date: 3/20/2012 1:19:58 PM Modified By: Modified Date:

22. Records Needed
• Make sure to have the following:
– Policy Memoranda and Addendums
– Contact information for each school
• Include who has program responsibility
– Invoices and Receipts
– Monthly Claims
– PO Information
– Vendors / Local Farmers
• Keep records on hand for 3 years plus the
current year

23. Oversight & Monitoring
• Ensure FFVP is operating properly in
participating schools
– State Agency will provide TA upon request or as
needed
• Review all claims for reimbursement to ensure
that expenditures are appropriate for each
school
• Unallowable costs will not be reimbursed
• FFVP now part of the Administrative Review

24. Program Requirements
• Maintain full and accurate FFVP records
– 3 years plus current
• Longer if your school has any unresolved audit findings
• Program Staff should be trained at the start of
the school year
– Record keeping
– Serving fruits and veggies
• Not during meal times
• Only teachers can be served fruits and veggies as well
• Must serve fruits or veggies 2x per week

25. Program Requirements
• Must conduct Nutrition Education
• Grant funds can not be used for Nutrition Ed
• Explore partnerships
– UNCE
• TONS of existing resources
– UNCE currently distributes fact sheets for schools in
Northern Nevada
– Harvest of the Month fact sheets:
http://www.gethealthyclarkcounty.org/eat-better/ffvp.php
http://www.harvestofthemonth.cdph.ca.gov/download.asp
http://www.ode.state.or.us/search/page/?id=3294
https://www.sde.idaho.gov/site/cnp/farmToSchool/fom.htm

26. Allowable Fruits and Vegetables
• Must be a fresh fruit or vegetable
– A cooked vegetable can be offered once a
week
– Dried fruit, dried vegetables, vegetable
“chips”, juice, fruit leather are not allowed
– Low fat dips are only allowed for veggies
• No fruit dips

27. Buy American Provision
• The basics:
– Fruits and vegetable must be grown in the US unless:
• Domestic item isn’t available (bananas)
• Domestic item is cost prohibitive
– What about exotics?
• For many kids, especially those in low income areas any
fresh fruit or vegetable is “exotic”
• Kids need repeated exposure to accept fruits and vegetables
• Try interesting version of things already on the lunch menu
– Rainbow carrots
– Yellow cauliflower
– Purple bell peppers
– Melon varieties
– Summer squash varieties

28. What About Buying Local?
• USDA and FNS encourage local purchasing
by schools for FFVP
• School Food Authority decides who is an
approved vendor
• Handle local whole produce the same way
you handle whole produce from a regular
distributor

29. What About Buying Local?
• Ask your produce vendor what is available
locally
• FFVP allows you to purchase items you
would not otherwise be able to put on the
menu
• Let’s keep those Federal $$ local!

30. Frequently Asked Questions
• I’ve been told I can only use one vendor, is
this true?
– No, you can utilize a variety of vendors such
as your food distributor, Costco, local grocery
store, or local farmer
• Do I have to serve twice a week?
– Yes, you are required to serve fruits or
veggies at least twice a week

31. Any Questions?

32. Thank You!