Note that these restrictions do NOT apply to infant rosters.
You can also add a leeway percentage if your state agency allows for one. Meals and snacks that are disallowed for a milk shortage appear on the Disallowed Meals Report with error code “Disallowed by Sponsor – Milk Shortage” and are also viewable as disallowed on the meal count screen. The claim adjustments made for milk shortages will be summarized on the Milk Audit page after the claim is created.
In the example below, the center was short by 13% on 1% milk. Therefore, the number of breakfasts, lunches, and snacks with milk were reduced by 13% in each FRP category. The center was short by 9% on whole milk, so each breakfast, lunch and snack with milk was reduced by 9% across each FRP category.
Sponsors will find these options in Sponsor Setup.
You can click on the report for your specific site type below to see an updated full report sample!
NOTE: if a Sponsor Reporter runs the report it will include only the sites assigned to them.
See a sample of this report here >
Expenses recorded in these categories will also be grouped together in the Expense Detail Report.
Choices for expiration date:
Sponsor policies on enrollment form effective and expiration dates are in Sponsor Setup. This is the new screen displayed when enrollment forms are created:
Choices for Expiration Date:
Sponsor policies on income form effective and expiration dates are in Sponsor Setup. This is the new screen displayed when income forms are created:
During our meal validation process, the software will look at the combination of children checked in for each shift for each meal. If the combination of children is in compliance with a license, then no meals are disallowed. If a combination of children passes for one license but fails for another no meals will be disallowed. If the combination of children is out of compliance with the license(s) associated with that provider, then meals are disallowed to bring them in compliance with one license while disallowing the fewest meals possible. When meals are disallowed we record which meals were disallowed and which license type the combination was ultimately in compliance with.
See below for video instructions to walk you through the process of setting up either method for Licensing Capacity Checks. You can also download the training pages here.
Be warned that if you run a large sponsorship, it may take several minutes for the report to generate.
After setting the sponsor policy, the process will be automatic and your Participant Report and Claim Summary Report will provide an participant count based on your sponsor policy.
Any milk purchases entered using our Expense feature will be automatically pulled into the report. Users also have the option to manually increase milk amounts to reflect an opening balance or purchase not entered in our Expense tracker. Users can manually decrease amounts if there is spoilage/waste or additional servings of milk. See below for a sample report as well as video instructions to walk you through the process. You can also download PDF instructions here.
This option is configurable in Sponsor Setup:
Also, if a provider is Tier I, then ONLY the enrollment form is generated. If the provider is Tier II, then the combination income and enrollment form is generated. Parents may, of course, decline to provide income information and simply sign the form.
To create an enrollment or combination income/enrollment form for a household, click on Participants & Rosters, select the parent/guardian name and then click the blue “Create Participant Registration Form” button.
Remember that you MUST enter menus before generating food production records!
In addition, we put a large statement at the top of the screen to confirm that meals have been submitted to the sponsor. This is what the new screen looks like:
At My Food Program, we work hard to design software that catches errors before they happen. That’s why we have the following safeguards in place for infant menus:
It lists the site name, site identification number and user name of any site-level user who does not have Civil Rights and training on CACFP required elements recorded in My Food Program or their training on these topics has expired.
You will be asked to select a category before you can run the reports. While we were working with the report page, we also re-named a few reports to better describe their functionality.
The leftovers and substitutions for special dietary needs then flow through to the new report “Daily Meal Production Record with Leftovers and Dietary Accommodations”
We hope this is helpful to you in tracking and managing participants and households!
On the final page is a full reconciliation by day. We start with the “Payable” meals that made it to the claim and then also list the number of meals:
These meals will be excluded from the claim and will appear on the disallowed meals report as “Disallowed by Sponsor”. Click here for instructions on how to disallow meals. At this time, the disallow feature is only for sites using meal count by name (roster-based) meal count entry. We will be creating this feature for headcount meal count sites in the near future.
We’ve added the following new features to existing reports:
In order to accommodate sponsors that wish to require attendance to be taken before entering meal counts, we are introducing a new feature!
After the upgrade has taken place*, you will see a new checkbox in “Site Details” called “Attendance Records kept outside of My Food Program”. After the upgrade, all of your sites will have this box checked by default. If the box is:
If the box is UNCHECKED, the really exciting part is that only participants that are checked in for attendance will appear on the meal count list! For those sponsors that struggle with sites checking in the wrong participants for meals or have lengthy rosters, this could be a great option. However, be sure to train your sites carefully as they may be tempted to create a duplicate participant if they forget to mark a participant in for attendance and therefore don’t see them on the meal count list.
Simply select the claiming method used in your state (blend rate or actual meal count by type), select the month/year* and click “View Claims”. If you are going to print the report, we recommend you click “Download PDF” instead of trying to print directly from the web browser.
*The reports will only populate correctly for claims created after this feature was implemented. Disregard any reports for prior months.
*Note that My Food Program has never allowed a participant to be checked in for the same meal twice. This new feature provides the information up-front. Prior to this update, if you tried to check a participant in twice for the same meal, an error message would appear and the duplicate count would need to be adjusted prior to saving the meal count. This new feature will prevent that problem from occurring in the first place!
To modify these feature, go to the “Site Details” page and you’ll see the following: