[X] Action Required
[ ] Informational
June 16, 2008
TO: Child and Adult Care Food Program (CACFP) Head Start Sponsors
RE: Automatic Free Meal Eligibility for Oregon Head Start and OHS PreK Enrollees
Effective December 12, 2007, all children enrolled in Head Start became automatically eligible for
free meals in Child Nutrition Programs, even if the child did not qualify for Head Start based on
income. All reimbursable meals served to children enrolled in Oregon Head Start PreKindergarten
(OHS PreK) programs may be claimed at the free rate, which will provide increased income and
reduced paperwork.
Background:
Since 1995, Head Start programs have been able to automatically claim children for free meals
when they were enrolled in Head Start and qualified for Head Start based on income.
On December 12, 2007, President Bush signed “The Improving Head Start for School Readiness
Act of 2007” (PL 110-134) which amended the eligibility criteria in section 645 of the Head Start Act
(42 U.S.C. 9840). Public Law 110-334 also amended sections 9(b)(12)(A)(iii) and 17(c)(5) of the
National School Lunch Act to correspond with the new eligibility criteria. The USDA Food and
Nutrition Service informed the Oregon Department of Education Child Nutrition Programs (ODE CNP)
of this change several weeks ago.
ODE CNP Payment System:
The October One Month Attendance Report (OMAR) establishes each program’s unique meal
reimbursement rate (blended rate), by site, for the federal fiscal year. The reimbursement rate only
changes during the year if the sponsor develops a new OMAR for a later month, or ODE CNP
changes the OMAR based on an administrative review or audit.
This fiscal year, the October 2007 OMAR will be in effect for Head Start sites for October and
November. Since ODE CNP pays on a blended rate, USDA is allowing ODE CNP to adjust
reimbursement claims so all meals will be paid at the free rate back to December 1, 2007.
Action:
By the end of June 2008, ODE CNP will adjust reimbursement claims from December 2007 to the
present so all participants will be recorded in “free” category and all meals will be paid at the free
rate. After the reimbursement claims are adjusted, OHS PreK sponsors with OMAR changes will
receive additional funds through the selected method of payment: check or direct deposit.
To track OMAR and reimbursement claim changes, sponsors may check the “Claim” and
“Payments” tabs in CNPweb. Authorized users have access to log into the system and view this
information. After ODE CNP adjusts all reimbursement claims for affected sites, the ODE CNPentered
OMAR will be in the system and future meals will be paid at the free rate.
If ODE CNP has questions or concerns regarding the claim adjustment for a particular site,
sponsors will be contacted. If the sponsor had an administrative review that affected the October
2007 OMAR at a site(s), ODE CNP will pay the October and November 2007 claims based on the
OMAR established during the administrative review, and adjust the December 2007 reimbursement
claim so all meals will be paid at the free rate from December 2007 to present.
How Head Start Can Help Child Care Programs
ODE CNP will inform child care centers and home providers that if they care for Head Start
children, the children may be automatically eligible to be claimed in the free category on the One
Month Attendance Report (OMAR). If an OHS PreK participant is in care at a child care center or
home, the center or home may claim the child in the free category without a completed Confidential
Income Statement if they have an official document stating the child is currently enrolled in the
OHS PreK program.
ODE CNP requests that sponsors provide parents and guardians of participants with an official
document stating that their child is enrolled in the program. For example, the letter could state:
| |
Maria Smith is enrolled in the (name of sponsor) OHS PreK program for the 2008-2009 school
year. If she is also in a child care home or center that participates on the Child and Adult Care
Food Program, present this document as a certification that your child is enrolled in OHS PreK
and you will not be required to complete a Confidential Income Statement. |
ODE CNP is also aware that some Head Start programs transport children to centers or homes. If
this is the case, the Head Start program may provide the center with an official document which
lists the names of the OHS PreK-enrolled children, the school year (e.g. 2008-2009), on the
sponsor’s letterhead. The document must be signed and dated by a Head Start official.
Future Confidential Income Statements and OMARs and Reviews
Due to the new change in the law, OHS PreK sponsors will not be required to collect Confidential
Statements or develop One Month Attendance Reports. ODE CNP will not send Confidential
Income Statements or parent letters to OHS PreK sponsors this year or in the future.
On the October 2008 reimbursement claim for each site, sponsors will enter in the total number of
enrolled Head Start Children in the “free” category and will report “0” children in the “reduced price”
and “above scale” categories. However, sponsors will enter in the total number of enrolled children.
When ODE CNP specialists conduct administrative reviews, OMARs or Confidential Income
Statements will not be reviewed since neither item will be required. ODE CNP is excited about this
policy change as it provides increased financial support for many programs and significantly
reduces paperwork for Oregon OHS PreK sponsors.
If you have any questions, please contact me at (503) 947-5892.
Sincerely,
Lynne Reinoso
Manager, Community Nutrition
Child Nutrition Programs
Office of Finance & Administration