Menu Record Requirements
After School At-Risk Meals and
Snacks Programs
Menu records must support the
Claim for Reimbursement
• 7 CFR Part 226
• “…each institution shall certify …that
records are available to support the
claim…Failure to maintain such
records shall be grounds for the
denial of reimbursement for meals…”
Menu Record Requirements
Why are menu records required?
• Certify each meal claimed contains all
required components in at least the
minimum quantity required
Menu Record Requirements-Overview
• Food receipts to substantiate food on menus
• Working menus showing food actually served
• CN labels or Product labels for commercial
combination foods or Manufacturer’s
Product Analysis Sheet if no CN Label on
product
• Recipes for homemade combination foods
Food Receipts
When program purchases food & prepares meals:
• Dated receipts (make sure date is legible)
• Only CACFP food on receipts, or foods purchased
for other purposes clearly marked
• Non-Food costs noted
Vended Meal programs need:
• Daily Vendor Receipts for all meals
• Invoices showing charges for CACFP meals
• Contract showing price per meal determination
Menu Documentation
Requirements
• Site location
• Date menu is served
• All food items actually served (include
substitutions)
For ODE review of menus:
• Notation for homemade combination foods (HM)
• Notation for commercial combination foods (CP)
“Working” Menu
All food items actually served must be
documented on “working” menu:
• Milk served at all meals when it is a required
component (Supper)
• Any meal pattern component food(s) substituted
• Actual food, not food group
(example: peaches, not “fruit”)
• Actual foods served on “Cooks Choice” days
“Planned” vs. “Working” menu
Planned Menu:
• Market your nutrition program
• Control food cost – efficient shopping tool
• Nutrition overview of week/month
• Review for compliance with meal patterns
Working Menu:
• Required documentation
• Show actual foods served (purchasing/delivery changes)
• Assure meals claimed are reimbursable (review before
preparing claim)
Cycle Menus are recommended
A cycle menu is a series of planned menus, written in
advance and repeated on a regular rotating schedule.
Recommendation: Four - six week cycle of menus
Requirements:
• Cycle menus must be dated when used
(document the week the menu is served)
• Must have “working” (“dirty”) version of each menu
showing all changes to planned menu - include
actual food items served each day
Combination Foods
►Combination foods – Menu items that contain foods from
more than one meal pattern component group:
● Commercially manufactured
● Homemade
► Combination foods can only count for 2 components in
the meal
► Combination Foods supporting documentation is
required:
● Recipes for homemade combination foods
● CN labels or Manufacturer’s Product Analysis
Sheet for commercial combination foods if not CN
labeled
● Product labels for Commercial Combination Foods
with Standards of Identity
CN Labeling
• Federal USDA labeling program for the Child
Nutrition Programs – manufacturer’s submit
product formula to USDA for crediting
• Only products analyzed & approved by USDA
can make CN Labeling claims regarding
crediting
• CN Label provides a warranty against audit
claims, if used according to the manufacturer's
directions stated on the CN Label
Child Nutrition (CN) Labels
Distinct label on the product certifying the
contribution of each meal pattern component in the
product. Printed on the product’s packaging in this
format:
Refer to Big Red, Page 23.12
CN Labels
• Only need 1 CN
Label on file for
product, even if
serve multiple times
• Check to make sure
CN label on file
applies to product
actually being served
• Only counts for 2
components, even if
crediting
information given
for 3 components
Manufacturer’s Product
Analysis Sheet (MPAS)
If serving commercially prepared
combination food without a CN-label:
must have MPAS on file showing meal pattern
contribution:
● Difficult to obtain
● Not the product label or Nutrition Facts
● Must contact the manufacturer to obtain
Manufacturer’s Product
Analysis Sheet (MPAS)
Must be an official statement from the manufacturer
showing the formulation of the product, the amount of
each ingredient credited toward a pattern component
•
•
•
•
A description of all ingredients, i.e. grain products
must be specified whole grain or enriched;
The ingredient weight per serving of each ingredient
to be credited;
The weight of ingredients specified as raw or
cooked weight;
The weight or volume of the product serving size,
or the number of pieces per serving.
Memorandum: September 2, 2005
Commercial Combination Foods
with Standards of Identity
• The Food Buying Guide for Child Nutrition
Programs, Nov 2001 edition, provides
meat/meat alternate crediting info for
some standardized combination foods
Handout, Memo 9/2/05
Combination Foods
with Standards of Identity
To credit commercial combination foods in the
without a CN label or MPAS:
• The name of the food on the product label must
exactly match the name of the product listed
• Must maintain on file an actual product label or
photocopy of the product label showing the
name exactly matches
• The product is credited for the meat/meat
alternate only (except for breaded fish products)
Combination Foods
with Standards of Identity
Example:
• Chili con Carne with
Beans
• FBG states:
– ¾ cup provides 1 oz
m/ma
– 1 ½ cups provides
2 oz m/ma
Homemade Combination Foods
Need Recipes
Must have a recipe on file showing meal
pattern contribution component ingredients:
● Homemade combination foods made in
Sponsor’s own kitchen(s)
● Homemade combination foods made by
a vendor you purchase meals from
Use USDA
Recipes whenever
possible –
- Crediting
information is
provided for each
recipe
- No other
documentation is
required
http://www.nfsmi.org/Information/cc_recipe_index_alpha.htm
Section 1
Working With Recipes
• Ingredients
• Portion Size
• Yield
• Adjusting Recipe Yields
Section 2
Information Cards
Weighing & Measuring
Ingredients
• Common Weights &
Measures Tables
• Can Sizes
• Substituting Ingredients
USDA Recipes for
Child Nutrition Programs
• Updated recipes from the 1988 Quantity Recipes
for School Food Service and the 1995 Tool Kit
for Healthy School Meals
• Edited and reflect the changes made in the
newest edition of the Food Buying Guide for
Child Nutrition Programs.
• Available on the Web--from NFSMI
http://www.nfsmi.org/Information/school_recipe_index_alpha.html
Adjusting USDA Recipe Yields
Recipes in USDA Child Care Recipe manual are
developed to produce 25 servings or 50 servings.
If you need to make a different number of servings, you
can change the number of servings without changing the
crediting information*
=
Number of servings you want to make
Number of servings USDA recipe makes
Factor
(number you will
use to multiply
each ingredient in
USDA recipe)
* When recipes are adjusted using this method, the portion size stays
the same and the crediting information is still accurate.
To increase the number of servings in a USDA recipe****
Calculate the factor you will use to increase each ingredient:
Number of servings you want to make
Number of servings USDA recipe makes
=
Factor (number you will use
to multiply each ingredient
in USDA recipe)
Example: USDA Recipe for Vegetable Frittata makes 25 Servings.
You want to make 35 servings
You want to make 35 servings
USDA recipe makes 25 servings
=
1.4 (number you will use to
multiply each ingredient in
the USDA recipe)
****The portion size stays the same so the creditable amount of components in each
portion is accurate.
(Handout)
Example:
35 (number of servings you want to make)
= 1.4 (Factor)
25 (number of servings USDA recipe makes)
Multiply each recipe ingredient by 1.4
35
x 1.4
4.55lb
x 1.4
8.4 oz
x 1.4
18.2 oz
(Handout)
Homemade Combination Foods,
must have written recipe on file
Recipes must include:
• Name of the recipe (must match name on the menu)
•
•
•
•
•
•
List all ingredients with weight or volume
Form of the ingredient
Serving Size (must be a reasonable size)
Yield (total # of servings, or total bulk amount)
Component Contribution (two maximum)
CN Label or MPAS (when an ingredient is a commercial
product with more than one component)
Food Crediting
Standard Reference Tool
• Official reference
manual to determine
the number of servings
of meal pattern
components in foods
as purchased
• ODE uses to determine
creditable amount of
meal pattern
component foods in
recipes
Food Crediting
Standard Reference Tool
• Sponsors use to document
creditable servings sizes in
recipes, purchased foods.
Example:
Ham, fully cooked, ready to eat
boneless w/water added,
• 1 lb. yields .82 lb cooked lean meat
Food Buying Guide is
available on the
Web—see address below
Pen and Ink Changes—
Refer to April 19, 2006
memo
Order form is in your
packet or see ordering
info on the Web
http://teamnutrition.usda.gov/Resources/foodbuyingguide
html
(Handouts—2)
New Mexico Food Purchasing and
Production Guide
Reference for sponsors who prepare 5
to 100 servings (in increments of 5
servings)
Available on the web—see address
below
http://www.ode.state.or.us/services/nutrition/cacfp/pdf/
2006/new_mex_food_guide.pdf
ODE
Recipe
Form
Optional form,
documents all
required recipe
information.
If Sponsor uses
own form, must
document all
required
information.
(Handout)
Documenting
Recipes:
Most important!
Document on
recipe form what
you actually do
when making the
recipe & number
of servings recipe
makes
After writing
down recipe as
you make it,
find crediting
info in USDA
Food Buying
Guide for
components
Sample 2-week Supper Cycle
Menu
January 2007
Monday
8
Chicken nuggets**
CN label
Sweet potatoes I-12
Green salad
Bread & butter
Milk
Monday
Pizza Burger F-6
Broccoli w/ranch dip
Tomato slices
Milk
Tuesday
9
Egg salad sandwich
F10
3 bean salad E-4
Vegetable soup H-11
Milk
15
Tuesday
Bean burritos D-21
Chopped lettuce &
tomato
Tangerine sections
Milk
Wednesday
10
Cheese pizza D-23a
Cherry tomatoes
Spinach salad
Milk
16
Wednesday
Spaghetti with meat
sauce**
(recipe)
Cole slaw E-9
Grapes
Milk
11
Thursday
Beef & rice casserole
D-7
Glazed carrots I-12a
Apple wedges
Milk
17
Thursday
Tuna Melt
F-1
Orange slices
Oven fries I-5
Milk
18
Friday
12
Submarine Sandwiches**
(recipe)
Pineapple tidbits
Carrot sticks
Milk
Friday
19
Vegetable lasagna D-27
Green salad
Bread & butter
Milk
(Handout)
Activity: Find the Menu
Problems
• Find Handout in your packet
• Work with one or more classmates to find
any errors with the sample menus—take a
couple of minutes
• We’ll review answers as a group
(Handout)