GENERAL INSTRUCTIONS
RENEWING ADULT CARE INSTITUTIONS
FISCAL YEAR 2014
Read the instructions carefully prior to completing this renewal process. Submit all online
materials at www.ccglink.com/washington.
Sponsor Information (Complete Online)
Last year’s information will “roll forward.” Review the information and make appropriate
changes. Be sure that all contact names and e-mail addresses are correct. Racial/Ethnic Data
does not need to match the study month data. A visual count taken during meal time may be
reported here.
The Audits section at the bottom of this section helps identify which institutions must submit an
A-133 Audit Report. If required, a current audit must be on file or the application will not be
approved.
Center Application (Complete Online)
Last year’s information will “roll forward.” If adding a new site, call your program specialist to
add a new online Center Application. Review the information and make appropriate changes.
In the section, Meal Service Information, the start and end times of the meal service must be in
15-minute increments and must start and end on the quarter hours. Round down for the start
time and round up for the end time.
Center Budget (Complete Online)
Last year’s Budget will “roll forward.” Review the information and make appropriate changes.
For institutions with two or more sites, regulations limit the amount of meal reimbursement that
can be used to support administrative costs to 15 percent. This means at least 85 percent of
the meal reimbursement must support operating costs.
Administrative costs are those costs incurred by an institution related to planning, organizing,
and managing a food service under the CACFP and allowed by the OSPI financial management
instruction.
Operating costs are those costs incurred by an institution in serving meals to participants under
the CACFP and allowed by OSPI. Operating costs include food purchases, labor related to
meal service, nonfood supplies, and other miscellaneous costs related to the meal service.
Center Management Plan (Complete Online)
Last year’s Management Plan will “roll forward.” Review the information in each section and
make appropriate changes.
If your organization had been an independent center (one site only) and has added new sites,
your classification will change to “center sponsor.” You will also need to complete the
monitoring page of the Management Plan and update the sponsor information section.
OSPI/Child Nutrition Services
Attachment 2 to Bulletin No. 031-13 CNS
August, 2012
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Sponsors of centers must have the equivalent of one full-time employee (FTE) performing
monitoring duties if they sponsor 25–100 centers.
Procurement Standards (Form SPI CNS 1136PS)
The Federal Small Purchase Threshold has been increased to $150,000, replacing the previous
threshold of $100,000. This increase in the threshold will allow for more small purchase
procurements to be conducted using relatively simple and informal methods for securing
services, supplies, or other property. Regardless of the amount, all procurements must be
conducted in a manner that ensures free and open competition.
State and local agencies are allowed to set a lower small purchase threshold and impose more
restrictive procurement procedures on their agencies and these local requirements still apply.
Due to this change in regulations, the Procurement Standards form has been revised. Please
read carefully, sign, and return to OSPI. An individual with signature authority for the institution
must sign it. Please keep a copy for your records.
Food Service Agreement for Vendors (Form SPI CACFP 1269SA)
If contracting for vended meals, submit a signed copy (not the original – you will need this for
your files) of the OSPI Food Service Agreement for Vendors. Institutions contracting with food
service management companies must use this agreement. This form is available electronically
at www.k12.wa.us/bulletinsmemos/.
User Authorization (Form SPI CACFP 1136 User Auth)
Submit the User Authorization form only if there has been a change from last year. The
authorized signatures are limited to three names for security purposes. Institutions must
identify whether each individual has access to make application changes, submit
reimbursement claims, or both.
When adding a new user, the revised form must include all individuals with access even if
previously submitted. Revisions supersede any currently on file. The authorized representative
who signed the agreement must sign at the bottom of the User Authorization form. (Two forms,
with original signatures should be submitted to the appropriate program specialist.)
Changes That May Affect Your Agreement Following Fiscal Year 2014 Approval
During the year, institutions must notify OSPI when the institution:
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Changes name, address, or phone number.
Adds, drops, or moves sites.
Has a new director or owner.
Sells the center.
Closes the business.
Contact your program specialist to determine what parts of the application need to be updated
and what documents need to be submitted.
OSPI/Child Nutrition Services
Attachment 2 to Bulletin No. 031-13 CNS
August, 2012
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In certain cases, it may be necessary for OSPI to terminate the current agreement and issue a
new application packet.
Failure to comply with this responsibility could result in the recovery of funds.
Adding Sites and/or Changing Meal Services
When adding a new site(s):
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Contact your program specialist to add a new online Center Application.
Revise the Management Plan online.
Update the Sponsor Information online.
Complete a revised study month.
Enter the results of the new study month on the next claim for reimbursement.
Meals may not be claimed for a new site until the new site has been approved by OSPI. Failure
to complete the above instructions will result in recovery of meal reimbursement for all meals
claimed at the new site prior to approval by OSPI.
Whenever adding or deleting meal or snack services after the original completed Site
Application has been approved, you must revise the online Center Application. OSPI will review
the information prior to approval.
A Center Application revision made any time during the month will be effective the first of that
month. For example, if the revised Center Application is submitted online by May 25 and is
accurate and approved, the site application will be effective May 1.
Study Month Forms
Instructions and forms for the enrollment/income-eligibility process were provided to you on
June 21, 2013 in Bulletin Number 013-13. The bulletin and forms are available on the OSPI
Web site at www.k12.wa.us/bulletinsmemos/. Scroll down to B013-13 to access the forms. It is
possible to complete the agreement renewal process before your study month is completed. It
is important not to wait.
OSPI/Child Nutrition Services
Attachment 2 to Bulletin No. 031-13 CNS
August, 2012
3