The KANSAS AGING PROJECTS COMMODITY MANUAL (KAPCM) The KANSAS AGING PROJECTS COMMODITY MANUAL (KAPCM)
2000 FACILITY ELIGIBILITY
Each of the eleven Area Agency on Aging (AAA) in Kansas determines the project(s) that feed elderly for a part of their area. NPE projects have a choice of receiving their entitlement wholly in cash or receiving a portion of the entitlement in commodities. Those projects wishing to receive commodities must notify KDOA and SRS of that choice by April 30 with certification of their participating facilities to receive commodities to begin January 1. Those projects which choose to receive 20% of their entitlement in commodities will also receive bonus commodities which become available from USDA throughout the year (for bonus see 1102.2). Projects which choose to receive commodities must have eligibility for commodity receipt determined by SRS for each of their participating facilities. For specific information about NPE eligibility contact your local Area Agency on Aging Office. For specific information about commodities, contact the EES Food Distribution Unit, 915 SW Harrison, 681-W, Topeka, KS 66612-1505.
2100 NPE COMMODITY CERTIFICATION - An application/agreement form (see Exhibit A) must be executed between SRS and an NPE facility in order to assess the facility's eligibility to receive commodities. The form provides detailed basic requirements that participating facilities and SRS must agree to, and abide with. In addition, the form provides SRS with basic information regarding the applicant facility. Eligibility to receive commodities is based upon a facility meeting all SRS, KDOA, and federal eligibility standards, and a facility's willingness and ability to abide by all SRS, KDOA, and federal regulations. Eligibility to receive commodities must be determined before commodities will be provided to any facility.
2101 Initial Certification - Under normal circumstances, eligibility to receive commodities shall be determined by SRS within 30 days from the date a completed application, signed by an authorized facility representative and the facility's supervising project representative, is received by SRS. The determination of eligibility to receive commodities is completed as follows:
2101.1 Application forms are reviewed by SRS for completeness. If the application is incomplete and/or additional information is needed, an SRS commodity program representative shall contact the facility in writing. The facility shall be informed as to what additional information or documentation is needed in order to fulfill application requirements and a date by when the information is needed. Failure, on the part of the facility, to provide the required information by the date requested shall result in denial of the request to certify the facility to receive commodities.
2101.2 Once the application and all necessary documentation is received by SRS, an initial pre-determination screening shall be completed by an SRS commodity program representative.
If the facility is clearly ineligible based upon information contained on the application and/or other documentation, the application will be denied at that time, and KDOA notified. If the facility appears to be potentially eligible to participate in the program, an on-site pre-certification visit shall be completed.
2101.3 The on-site pre-certification review conducted by an SRS representative shall consist of the following:
meet and acquire information from various staff members including information regarding areas of the Facility's commodity responsibilities;
review the application/agreement form with facility staff and present an overview of basic commodity regulations;
explain commodity ordering, allocation of commodity delivery procedures;
explain commodity billing and payment procedures and policies;
perform an on-site review of food inventory and usage records, food preparation and storage areas, and other operating procedures;
provide technical assistance and other recommendations to facility staff regarding commodities; and
make a recommendation as to whether or not the facility should be certified to receive commodities. Any reasons for non-certification, and/or any corrective actions needed, are also noted in the recommendations.
Notify KDOA of the recommendations.
In addition to initial applicants, on-site pre-certification reviews must also be conducted for facilities reapplying because of a change in ownership or reapplying following a period of ineligibility of 12 months or longer.
2101.4 A determination is made by an authorized SRS commodity program representative as to whether or not the facility is eligible to receive commodities.
2101.5 The facility is notified in writing, within thirty (30) days from the date of the determination, as to the decision regarding eligibility to receive commodities. Facilities are informed of the decision regardless of whether or not they are determined to be eligible.
2101.6 If a facility has been determined to be ineligible to receive commodities, SRS shall notify them of the reason(s) for denial and any corrective actions necessary to become eligible. KDOA shall also be notified.
2101.7 Facilities which are determined to be eligible to receive commodities shall be informed by SRS of the following:
certification period (January 1 through December 31),
account and customer number,
any corrective actions needed including a date to have them completed by,
date of the first (next) opportunity to order/receive commodities,
a policy and procedure manual shall be provided to each approved facility.
2102 Certification Period - Once an NPE facility has been determined eligible to receive commodities, a certification period is assigned. The certification period establishes the length of time a facility may actively order and receive commodities. Certification periods are established for a period of twelve (12) months from January 1 through December 31 of any calendar year a facility is determined eligible to receive commodities.
2103 Recertification - Once the initial certification period has expired, a facility must be recertified in order to continue to receive commodities. The recertification process is as follows:
2103.1 SRS shall mail each participating facility a recertification application/agreement form (see Exhibit A) prior to the end of the current certification period.
Recertifications are completed once each year by December 31st. Information received on recertification forms is used to:
determine ongoing (continued) eligibility to receive commodities;
update SRS records regarding the facility;
provide a self-monitoring tool for facilities to review commodity activities and requirements; and
provide SRS information for reporting purposes.
2103.2 Participating facilities must complete, sign and submit a recertification application in order to continue to receive commodities beyond the expiration date of any previous certification period. The application should be read carefully and completed by a person or persons having knowledge of the facility's operations and authority to sign on behalf of the facility. It is preferred that the same person who signed the agreement form also sign the recertification application form. The facility's supervising project must also sign the facility's recertification application.
2103.3 All recertification applications for receiving commodities must be processed by SRS, resulting in the approval or denial of the facility's continued eligibility to receive commodities. Under normal circumstances eligibility shall be determined by SRS within 30 days from the date the completed and signed commodity recertification application form is received by SRS. KDOA will be notified of any facilities that are not recertified to receive commodities. Processing commodity recertification applications includes the following:
Application forms are reviewed by SRS for completeness. If the application is incomplete and/or additional information is needed, an SRS commodity program representative shall contact the facility in writing. The facility shall be informed as to what additional information or documentation is needed in order to fulfill commodity application requirements and a date indicating when the information is needed. Failure, on the part of the applicant facility, to provide the required information by the date requested shall result in denial of the recertification application to receive commodities.
A review of the commodity applicant's recertification application and other information is performed by an SRS commodity program representative. Information provided by the commodity applicant is assessed to assure participation requirements are met.
A determination is made by an authorized SRS commodity program representative as to whether or not the facility is eligible to continue to receive commodities.
The commodity applicant is notified in writing, within thirty (30) days from the date of the determination, as to the decision regarding the continuation of eligibility to receive commodities. Commodity applicants are informed of the decision regardless of whether or not they are determined to remain eligible to receive commodities.
If a facility has been determined to be ineligible to receive commodities, SRS shall notify them of the reason(s) for denial and any corrective actions necessary to become eligible to receive commodities. KDOA shall be notified.
Facilities which are determined eligible to continue to receive commodities shall be informed by SRS of the following:
certification period (January 1 through December 31);
any corrective actions needed including a date to have them completed by; and
any other applicable program/policy information.
2104 Use of Food Service Companies - Projects or facilities which employ food service companies for the feeding of recipients will be eligible to receive commodities. The project will present the contract to SRS for approval before the projects' facility can be certified as eligible to receive commodities. The terms of the contract must be in effect for no longer than one year, may be extended at the option of both parties for four additional one-year periods, and may be terminated for cause by either party upon 30 days notice. All state and federal regulations regarding the processing of foods will have to be met before SRS will approve any food service/processing contract. Do not under any circumstances provide commodities to processors or food service companies without prior approval of the SRS Food Distribution Unit. Any commodities received by the facility and made available to the food service company shall be used only for the benefit of the facility's feeding operation. The books and records of the food service company pertaining to the feeding operation of the facility shall be available for a period of three (3) years from the close of the Federal fiscal year to which they pertain for inspection and audit by representatives of SRS and USDA. A Food Service Company Contract Addendum (See Exhibit F) must be executed between the project and the food service company before such company may agree to prepare USDA food. This Food Service Company Contract Addendum must be completed with and be attached to the application/agreement form. The addendum form provides detailed basic requirements for participating facilities that utilize food service companies in preparing commodities. A new Food Service Company Contract Addendum is required for each subsequent certification period.
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This page was last updated: 02/16/2001 01:43 PM
