REFERENCE: 2024-101
REPEAT FINDING REFERENCE: 2023-001
CFDA NUMBER: 10.558 – CHILD AND ADULT CARE FOOD PROGRAM
U.S. DEPARTMENT OF AGRICULTURE - FOOD AND NUTRITION - 2024
PASSED THROUGH ARIZONA STATE DEPARTMENT OF EDUCATION
GRANT NUMBER 6AZ300003
QUESTIONED COSTS N/A
CONDITION
The following errors were noted during testing of FDCH Site Claims, the Sponsor’s Meal Served Report and 40 Day Care Home provider files for the months of July 2024 and September 2024:
1. For 3 of 40 provider files tested, menus were clerically inaccurate and did not support the meals claimed. This error occurred in both months tested.
2. For 2 of 40 provider files tested, meals were claimed when the provider’s children were the only children present. This error occurred in September 2024.
3. For 1 of 40 provider files tested, meals were claimed when no children were indicated as being present for the meal. This error occurred in July 2024.
4. For 1 of 40 provider files tested, more than 2 meals and 1 snack or 2 snacks and 1 meal were claimed for a child. This error occurred in September 2024.
5. For 1 of 40 provider files tested, meals were incorrectly disallowed based on the provider’s income eligibility. This error occurred in September 2024.
These errors resulted in the following revised meal counts:
These variances resulted in an under payment (known questioned costs) of $62. However, after projecting the various types of errors over six meal categories for the entire year, likely under reported costs totaled $2,958.
CRITERIA
In accordance with the Arizona Department of Education, Day Care Home Compliance Manual, Revised June 2019, Chapter 6 New Provider Eligibility Requirements, 6.3 Provider’s Own, at least one non-residential child must be enrolled and receiving care by the provider in order for the provider to qualify as a family child care home for CACFP eligibility purposes. Payment may be made for meals served to the provider's own children only when:
• Such children are enrolled and participating in the child care program during the time of the meal service,
• Enrolled nonresident children are present and participating in the child care program, and
• The provider is eligible for Tier I reimbursement and providers' children are eligible to receive free or reduced-price meals.
In accordance with the Arizona Department of Education, Day Care Home Compliance Manual, Revised June 2019, Chapter 10, Meal Requirements, Section 10.7 Other Meal Requirements, in order to claim a meal, the provider must abide by the following criteria:
• The provider must serve a fully reimbursable meal that meets the meal pattern requirements and are supported by complete and up to date attendance, meal count, and menu records;
• The child must be present and participate in the meal service;
• All meal components must be served together;
• The meal must be fully consumed on the premises in a congregate setting. Meals sent home with a child due to the parent picking up the child during meal service cannot be claimed;
• Meal must be served during approved meal service time;
• The provider can be reimbursed for a maximum of two meals and one snack or two snacks and one meal per child, per day;
• Only children who are enrolled can be claimed and the number of children cannot exceed the allowable ratio;
• Payment may be made for meals served to provider’s own child(ren) or foster children only when:
Their child(ren) are enrolled and participating in the child care program during the time of the meal service;
At least one enrolled, non-resident child is present and participating in the child care program;
The provider meets the family size income standards for free or reduced price meals;
• Seconds may be served but are not reimbursable; and
• If a school age child receives a breakfast, lunch or afterschool snack at school, a provider may not claim the same meal.
In accordance with the Uniform Guidance, Compliance Supplement, Part 6 – Internal Control, the 2 CFR section 200.303 requires that non-federal entities receiving federal awards establish and maintain internal control over the federal awards that provides reasonable assurance that the non-federal entity is managing the federal awards in compliance with federal statutes, regulations, and the terms and conditions of the federal awards.
EFFECT
Program requirements were not complied with. Additionally, meal reimbursements were clerically inaccurate and the providers were incorrectly reimbursed.
CAUSE
Although the internal controls were adequately designed, there were deficiencies in the execution of the controls. Most errors occurred on paper menus, which have a higher risk of errors.
RECOMMENDATION AND BENEFIT
Menus should be reviewed to ensure all meals are claimed, and provider meal count sheets should be reviewed for clerical accuracy and completion, prior to the preparation of the reimbursement claim. Additionally, income affidavits income affidavit information should be entered into the system timely to ensure that meals are properly claimed. These reviews should be documented. This will help ensure that program requirements are complied with and only eligible meals served to eligible participants are claimed for reimbursement.
VIEWS OF RESPONSIBLE OFFICIALS
See Corrective Action Plan.
REFERENCE: 2024-102
CFDA NUMBER: 10.558 – CHILD AND ADULT CARE FOOD PROGRAM
U.S. DEPARTMENT OF AGRICULTURE - FOOD AND NUTRITION - 2024
PASSED THROUGH ARIZONA STATE DEPARTMENT OF EDUCATION
GRANT NUMBER 6AZ300003
QUESTIONED COSTS N/A
CONDITION
The following errors were noted while testing the Category Detail Reports, Sponsor Claim and Child and Adult Care Food Program (CACFP) expenses for July 2024 and September 2024:
1. The hourly timesheet for one employee in September 2024 was clerically inaccurate.
2. Contracted services for September 2024 were double claimed.
These errors resulted in the following revised amounts:
These errors resulted in an over reporting of total Administrative Costs (known questioned costs) of $183. However, after projecting the various types of errors over operating costs for the entire year, likely questioned costs totaled $943.
CRITERIA
In accordance with the Uniform Guidance, Compliance Supplement, Part 6 – Internal Control, the 2 CFR section 200.303 requires that non-federal entities receiving federal awards establish and maintain internal control over the federal awards that provides reasonable assurance that the non-federal entity is managing the federal awards in compliance with federal statutes, regulations, and the terms and conditions of the federal awards.
In accordance with the Arizona Department of Education, Day Care Home Compliance Manual, Revised June 2019, Chapter 5 Sponsor Responsibilities, Section 5.2 Sponsor Recordkeeping Requirements, sponsoring organizations are required to maintain records to fully support the monthly claim for reimbursement and compliance with program regulations. All sponsoring organizations must have a written policy pertaining to their recordkeeping procedures. All records shall be retained for a period of five years after the date of submission of the final claim for the fiscal year to which they pertain.
EFFECT
Program requirements were not complied with. Additionally, administrative costs were over reported.
CAUSE
Although the internal controls were adequately designed, there were deficiencies in the execution of the controls. Costs were not correctly summarized and reported on the Sponsor Claim.
RECOMMENDATION AND BENEFIT
The Organization’s monthly administrative cost report and supporting documentation should be reviewed for accuracy prior to completing the reimbursement claim. Any review should be documented. This will help ensure that program requirements are complied with and that administrative costs are accurately reported.
VIEWS OF RESPONSIBLE OFFICIALS
See Corrective Action Plan.
REFERENCE: 2024-101
REPEAT FINDING REFERENCE: 2023-001
CFDA NUMBER: 10.558 – CHILD AND ADULT CARE FOOD PROGRAM
U.S. DEPARTMENT OF AGRICULTURE - FOOD AND NUTRITION - 2024
PASSED THROUGH ARIZONA STATE DEPARTMENT OF EDUCATION
GRANT NUMBER 6AZ300003
QUESTIONED COSTS N/A
CONDITION
The following errors were noted during testing of FDCH Site Claims, the Sponsor’s Meal Served Report and 40 Day Care Home provider files for the months of July 2024 and September 2024:
1. For 3 of 40 provider files tested, menus were clerically inaccurate and did not support the meals claimed. This error occurred in both months tested.
2. For 2 of 40 provider files tested, meals were claimed when the provider’s children were the only children present. This error occurred in September 2024.
3. For 1 of 40 provider files tested, meals were claimed when no children were indicated as being present for the meal. This error occurred in July 2024.
4. For 1 of 40 provider files tested, more than 2 meals and 1 snack or 2 snacks and 1 meal were claimed for a child. This error occurred in September 2024.
5. For 1 of 40 provider files tested, meals were incorrectly disallowed based on the provider’s income eligibility. This error occurred in September 2024.
These errors resulted in the following revised meal counts:
These variances resulted in an under payment (known questioned costs) of $62. However, after projecting the various types of errors over six meal categories for the entire year, likely under reported costs totaled $2,958.
CRITERIA
In accordance with the Arizona Department of Education, Day Care Home Compliance Manual, Revised June 2019, Chapter 6 New Provider Eligibility Requirements, 6.3 Provider’s Own, at least one non-residential child must be enrolled and receiving care by the provider in order for the provider to qualify as a family child care home for CACFP eligibility purposes. Payment may be made for meals served to the provider's own children only when:
• Such children are enrolled and participating in the child care program during the time of the meal service,
• Enrolled nonresident children are present and participating in the child care program, and
• The provider is eligible for Tier I reimbursement and providers' children are eligible to receive free or reduced-price meals.
In accordance with the Arizona Department of Education, Day Care Home Compliance Manual, Revised June 2019, Chapter 10, Meal Requirements, Section 10.7 Other Meal Requirements, in order to claim a meal, the provider must abide by the following criteria:
• The provider must serve a fully reimbursable meal that meets the meal pattern requirements and are supported by complete and up to date attendance, meal count, and menu records;
• The child must be present and participate in the meal service;
• All meal components must be served together;
• The meal must be fully consumed on the premises in a congregate setting. Meals sent home with a child due to the parent picking up the child during meal service cannot be claimed;
• Meal must be served during approved meal service time;
• The provider can be reimbursed for a maximum of two meals and one snack or two snacks and one meal per child, per day;
• Only children who are enrolled can be claimed and the number of children cannot exceed the allowable ratio;
• Payment may be made for meals served to provider’s own child(ren) or foster children only when:
Their child(ren) are enrolled and participating in the child care program during the time of the meal service;
At least one enrolled, non-resident child is present and participating in the child care program;
The provider meets the family size income standards for free or reduced price meals;
• Seconds may be served but are not reimbursable; and
• If a school age child receives a breakfast, lunch or afterschool snack at school, a provider may not claim the same meal.
In accordance with the Uniform Guidance, Compliance Supplement, Part 6 – Internal Control, the 2 CFR section 200.303 requires that non-federal entities receiving federal awards establish and maintain internal control over the federal awards that provides reasonable assurance that the non-federal entity is managing the federal awards in compliance with federal statutes, regulations, and the terms and conditions of the federal awards.
EFFECT
Program requirements were not complied with. Additionally, meal reimbursements were clerically inaccurate and the providers were incorrectly reimbursed.
CAUSE
Although the internal controls were adequately designed, there were deficiencies in the execution of the controls. Most errors occurred on paper menus, which have a higher risk of errors.
RECOMMENDATION AND BENEFIT
Menus should be reviewed to ensure all meals are claimed, and provider meal count sheets should be reviewed for clerical accuracy and completion, prior to the preparation of the reimbursement claim. Additionally, income affidavits income affidavit information should be entered into the system timely to ensure that meals are properly claimed. These reviews should be documented. This will help ensure that program requirements are complied with and only eligible meals served to eligible participants are claimed for reimbursement.
VIEWS OF RESPONSIBLE OFFICIALS
See Corrective Action Plan.
REFERENCE: 2024-102
CFDA NUMBER: 10.558 – CHILD AND ADULT CARE FOOD PROGRAM
U.S. DEPARTMENT OF AGRICULTURE - FOOD AND NUTRITION - 2024
PASSED THROUGH ARIZONA STATE DEPARTMENT OF EDUCATION
GRANT NUMBER 6AZ300003
QUESTIONED COSTS N/A
CONDITION
The following errors were noted while testing the Category Detail Reports, Sponsor Claim and Child and Adult Care Food Program (CACFP) expenses for July 2024 and September 2024:
1. The hourly timesheet for one employee in September 2024 was clerically inaccurate.
2. Contracted services for September 2024 were double claimed.
These errors resulted in the following revised amounts:
These errors resulted in an over reporting of total Administrative Costs (known questioned costs) of $183. However, after projecting the various types of errors over operating costs for the entire year, likely questioned costs totaled $943.
CRITERIA
In accordance with the Uniform Guidance, Compliance Supplement, Part 6 – Internal Control, the 2 CFR section 200.303 requires that non-federal entities receiving federal awards establish and maintain internal control over the federal awards that provides reasonable assurance that the non-federal entity is managing the federal awards in compliance with federal statutes, regulations, and the terms and conditions of the federal awards.
In accordance with the Arizona Department of Education, Day Care Home Compliance Manual, Revised June 2019, Chapter 5 Sponsor Responsibilities, Section 5.2 Sponsor Recordkeeping Requirements, sponsoring organizations are required to maintain records to fully support the monthly claim for reimbursement and compliance with program regulations. All sponsoring organizations must have a written policy pertaining to their recordkeeping procedures. All records shall be retained for a period of five years after the date of submission of the final claim for the fiscal year to which they pertain.
EFFECT
Program requirements were not complied with. Additionally, administrative costs were over reported.
CAUSE
Although the internal controls were adequately designed, there were deficiencies in the execution of the controls. Costs were not correctly summarized and reported on the Sponsor Claim.
RECOMMENDATION AND BENEFIT
The Organization’s monthly administrative cost report and supporting documentation should be reviewed for accuracy prior to completing the reimbursement claim. Any review should be documented. This will help ensure that program requirements are complied with and that administrative costs are accurately reported.
VIEWS OF RESPONSIBLE OFFICIALS
See Corrective Action Plan.