Audit 355395

Child and Adult Care Food Program, Passed Through New York State Department of Health, AL #10.558; for the Year Ended December 31, 2024 Criteria: CACFP requires the Organization to perform a minimum of three provider monitoring visits in each provider year for each provider, with no more than six months between visits. Condition: There were nine providers that did not receive three monitoring visits in the last complete provider year. Context: A sample of 25 files were tested from a population of 270. The test found that nine providers did not receive the minimum number of monitoring visits. Effect: The required number of provider monitoring visits were not performed for nine providers. Cause: The Organization is not sufficiently monitoring the work performed by CACFP program employees. One employee working remotely reported to their supervisor that they were behind on entering visit details into the tracking database. The employee actually did not perform the number of visits required. Recommendation: The Organization should ensure that provider monitoring visits are entered in the database in a timely manner, and the number of monitoring visits performed are accurately recorded and reviewed by management. Views of responsible officials and planned corrective actions: The Organization has put new procedures in place requiring the data for visits completed each week to be entered into the database every Friday, along with completing the mileage form. Supervisors will monitor completion each Friday. Data from all visits for a month must also be entered into the database no later than the last workday of the month. The five-month report will be generated on the first workday of each month to ensure there are no more than five months between visits for all providers to ensure the CACFP requirement of no more than six months between visits for all providers is met.

Child and Adult Care Food Program, Passed Through New York State Department of Health, AL #10.558; for the Year Ended December 31, 2024 Criteria: The Organization is required to have a process in place to reasonably ensure that the required number of provider monitoring visits are performed, and that there are no more than six months between visits. Condition: Since the verification process of the number and timing of required provider monitoring visits was not occurring throughout the year, there were nine providers that did not receive the required number of monitoring visits in the last complete provider year. Context: The review to ensure the number and timing of required provider monitoring visits was not occurring throughout the year for all providers. Effect: Nine providers did not receive the required number of monitoring visits. Cause: The Organization was not sufficiently monitoring the work performed by CACFP program employees by not requiring the provider monitoring visits to be entered into the database in a timely manner. Recommendation: The Organization should have review processes in place to ensure that provider monitoring visits are entered in the database in a timely manner, and the number of monitoring visits performed are accurately recorded and reviewed by management. Views of responsible officials and planned corrective actions: The Organization has put new procedures in place requiring the data for visits completed each week to be entered into the database every Friday, along with completing the mileage form. Supervisors will monitor completion each Friday. Data from all visits for a month must also be entered into the database no later than the last workday of the month. The five-month report will be generated on the first workday of each month to ensure there are no more than five months between visits for all providers to ensure the CACFP requirement of no more than six months between visits for all providers is met.

Child and Adult Care Food Program, Passed Through New York State Department of Health, AL #10.558; for the Year Ended December 31, 2024 Criteria: CACFP requires the Organization to perform a minimum of three provider monitoring visits in each provider year for each provider, with no more than six months between visits. Condition: There were nine providers that did not receive three monitoring visits in the last complete provider year. Context: A sample of 25 files were tested from a population of 270. The test found that nine providers did not receive the minimum number of monitoring visits. Effect: The required number of provider monitoring visits were not performed for nine providers. Cause: The Organization is not sufficiently monitoring the work performed by CACFP program employees. One employee working remotely reported to their supervisor that they were behind on entering visit details into the tracking database. The employee actually did not perform the number of visits required. Recommendation: The Organization should ensure that provider monitoring visits are entered in the database in a timely manner, and the number of monitoring visits performed are accurately recorded and reviewed by management. Views of responsible officials and planned corrective actions: The Organization has put new procedures in place requiring the data for visits completed each week to be entered into the database every Friday, along with completing the mileage form. Supervisors will monitor completion each Friday. Data from all visits for a month must also be entered into the database no later than the last workday of the month. The five-month report will be generated on the first workday of each month to ensure there are no more than five months between visits for all providers to ensure the CACFP requirement of no more than six months between visits for all providers is met.

Child and Adult Care Food Program, Passed Through New York State Department of Health, AL #10.558; for the Year Ended December 31, 2024 Criteria: The Organization is required to have a process in place to reasonably ensure that the required number of provider monitoring visits are performed, and that there are no more than six months between visits. Condition: Since the verification process of the number and timing of required provider monitoring visits was not occurring throughout the year, there were nine providers that did not receive the required number of monitoring visits in the last complete provider year. Context: The review to ensure the number and timing of required provider monitoring visits was not occurring throughout the year for all providers. Effect: Nine providers did not receive the required number of monitoring visits. Cause: The Organization was not sufficiently monitoring the work performed by CACFP program employees by not requiring the provider monitoring visits to be entered into the database in a timely manner. Recommendation: The Organization should have review processes in place to ensure that provider monitoring visits are entered in the database in a timely manner, and the number of monitoring visits performed are accurately recorded and reviewed by management. Views of responsible officials and planned corrective actions: The Organization has put new procedures in place requiring the data for visits completed each week to be entered into the database every Friday, along with completing the mileage form. Supervisors will monitor completion each Friday. Data from all visits for a month must also be entered into the database no later than the last workday of the month. The five-month report will be generated on the first workday of each month to ensure there are no more than five months between visits for all providers to ensure the CACFP requirement of no more than six months between visits for all providers is met.