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Reviews
Monitors must submit a review report form
for each site review during the first 4 weeks of program operations, and for
site reviews throughout the summer. This form will contain much of the same information
as the Site Visit Form plus information concerning meal preparation and delivery
schedules, the quality of site records and record-keeping, the regular adjustment
of meal orders, and whether changes are made in menus.
Retention of Records
As a sponsor, you must maintain all records for three years following
the submission date of the final claim for reimbursement for the fiscal
year. These records must be accessible to federal and Florida Department
of Education personnel for audit and review purposes. Further, these
records can only be disposed of if there are no unresolved audit findings
or the program is not under investigation.
Administering the Program: Administrative Reviews
During the course of the summer, the Florida Department of Education
will complete an administrative review of most sponsors program
operations. This administrative review will involve visits by Florida
Department of Education personnel to the sponsor's site(s) and
office. The reviews are designed to ensure that a sponsor's overall
program is operating according to requirements and to provide assistance
and advice to a sponsor if there are questions about program operations.
Review Procedures
A Florida Department of Education review of site operations will involve
observing the meal service operations and the record-keeping at the
site. A review at the sponsor level will involve a review of how the
claim
for reimbursement is assembled and a review of the records maintained
by the sponsor. Regardless of the specific administrative review procedures,
all sponsors must make their records available for the Florida Department
of Education's review and must proceed with the corrective actions
recommended, if there are any. The results of an administrative review
may affect the amount of reimbursement a sponsor will receive.
Statistical Monitoring
The Florida Department of Education may elect to use statistical monitoring
procedures when it conducts administrative reviews of sponsors and
may use the results to determine the sponsor's reimbursement.
The Florida Department of Education will inform the sponsor if it plans
to use statistical
monitoring and will provide the sponsor with the necessary information
on its procedures for conducting statistical monitoring.
Violations
Violations of program requirements may result in withholding or recovering
reimbursement, temporary suspension, or termination and exclusion from
future program participation.
Corrective Action Plan
When the Florida Department of Education finds violations during a
sponsor or site review, it will require the sponsor to correct the
problems found.
If the Florida Department of Education finds a high level of meal service
violations at a site, it will immediately require the sponsor to follow
a specific corrective action plan. A follow-up system will be initiated
to ensure that sponsors take the specific action (as outlined in the
plan) for correcting site violations.