N.M. Admin. Code § 8.2.3.15

Current through Register Vol. 36, No. 1, January 14, 2025

Section 8.2.3.15 - MANAGEMENT RESPONSIBILITIES OF SPONSOR

A. Sponsors operate the food service in accordance with provisions set forth in federal regulations, any instructions and handbooks issued by FNS, and any instructions and handbooks issued by the state agency.

B. Each sponsoring organization is solely responsible for the administrative and financial management of the program. Sponsoring organizations may not contract out for management of the program.

C. Sponsors, to the maximum extent feasible, utilize their own food service facilities or obtain meals from a school food service facility.

D. Based on approval of its application, or any adjustment in the approved levels of meal service for its sites, vended sponsors shall inform their food service management company of the approved level at each site for which the food service management company will provide meals.

E. Sponsors plan for and prepare, or order, meals on the basis of participation trends with the objective of providing only one meal per child at each meal service. In recognition of the fluctuation in participation levels which makes it difficult to estimate precisely the number of meals needed, and to reduce the resultant waste, sponsors may claim reimbursement for second meals which do not exceed two percent of the number of first meals served to children for each meal type during the claiming period.

F. Sponsors maintain accurate records which justify all costs and meals claimed. The sponsor's records are available at all times for inspection and audit by representatives of USDA, the Inspector General of the United States, and CYFD for a period of three years following the date of submission of the final claim for reimbursement for the fiscal year. All final claims are submitted to CYFD within 60 days following the last day of the month covered by the claim.

G. Sponsors conduct Program training sessions for administrative and site personnel and do not allow any site to operate until personnel have attended at least one of these training sessions.

(1) Sponsors visit each of their sites at least once during the first week of Program operation and promptly take actions that are necessary to correct any site deficiencies.

(2) Sponsors review food service operations at each site at least once during the first four weeks of Program operations, and thereafter maintain a reasonable level of site monitoring.

(3) When a site is approved for more than one meal service, such as breakfast and lunch, the sponsor shall follow the requirements of paragraph one and two of subsection G of 8.2.3.15 NMAC for the lunch meal service and conduct one additional monitoring visit for the other meal service within the first four weeks of that meal service operation.

H. Sponsors annually announce in the media serving the area from which it draws its attendance, the availability of free meals.

I. Each sponsoring organization must provide adequate supervisory and operational personnel for monitoring and management of the program.

J. Each sponsoring organization must establish procedures to collect and maintain all necessary program records as described in 7 CFR 225.15(c).

K. Each sponsoring organization is required to maintain appropriately staffed offices and phone lines to permit accessibility by program clients and CYFD staff.

N.M. Admin. Code § 8.2.3.15

8.2.3.15 NMAC - Rp 8 NMAC 2.3.15, 11-30-01