Sponsor Management Plan and Budget

Guidance to Family Day Care Home Sponsors on Minnesota Department of Education-Food and Nutrition Service Approval of Expenses for Child and Adult Care Food Program Labor

This guidance is intended to assist sponsors of family day care homes when submitting requests to the Minnesota Department of Education (MDE)-Food and Nutrition Service (FNS) for approval of hiring when creating a new position, or hiring to fill a vacant position.

FNS Instruction 796-2, Rev. 4 VIII I 23 describes labor costs as all forms of compensation earned and all forms of payment, cash and noncash, for personnel. To demonstrate that federal dollars are used prudently when requesting approval of a new position or vacant position, implement the following:

• Ensure that proper authority and organizational procedures are followed before creating a new position or filling a vacant position.
• Advertise and/or post position openings. (An exception to this may be when an agency is cooperating with a funding work program that assists applicants in finding work or a program that helps supplement wages. In these cases, the sponsor must submit justification that this is the most efficient way to use federal funding.)
• Interview applicants with qualifications that match the position description. Retain records of all applicants interviewed with documentation of the rationale for the selection decision.
• If hiring to fill a vacant position, submit to FNS a budget adjustment request with supporting documentation, including the budget worksheet updated with the new employee name and related costs such as salary, work hours and benefits. Disclose any less-than-arms-length transactions and family relationships with the individual and request specific prior written approval.
• If the position is new to the organization, include with the budget request an updated organization chart and job description.
• Get approval from MDE-FNS prior to finalizing the hiring of an individual. Disclose any less-than-arms-length relationships with the individual to request specific prior written approval from MDE-FNS.
• Submit an updated budget in the Cyber-Linked Interactive Child Nutrition System (CLiCS) after receiving approval from MDE-FNS.

The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.)

If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online on the USDA website (http://www.ascr.usda.gov/complaint_filing_cust.html), or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov.

Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (Spanish) (800) 845-6136.