FAQs

A block claim is as a Meal Count Record submitted for reimbursement by a center in which:

1. The total of meals claimed for one or more meal types—breakfast, lunch or afternoon snack—are identical for 15 consecutive days or more, within a single month.; and
2. The identical daily totals referred to above also involve identical totals within all the age groups for the same 15 consecutive days or more.

When block claiming is present, Household Contact will be conducted. The households of twenty percent of the children enrolled at the center will be contacted by phone or email.

Unfortunately, sites that have their own catering contract, are unable to change the menu included in their bid; however, if you deem it absolutely necessary you can contact our Program Director and go through the bidding process again.

All other sites who use Highland’s catering contract that wish to change their menu have the option of:

1. HFR Menu A
2. HFR Menu B no pork/no peanut
3. HFR Menu C

In order for a site to change their menu, submit a Meal Count Change form and complete the section labeled “Reason for the Change or Additional Information”.

If a problem should arise with the caterer, try to resolve the issue with the catering company if possible. If a resolution cannot be met we encourage you to fill out a Catering Deficiency Report so we may try to resolve the issue at hand.

Instances when a Catering Deficiency Report should be filled out include:

• Food being delivered after the meal time
• Missing components that were not replaced before the meal time
• Hot food that was delivered under 135° was not replaced before the meal time
• Cold food that was delivered above 41° was not replaced before the meal time
• Expired milk that was not replaced before the meal time
• Under-cooked food was not replaced before the meal time
• Burnt items were not replaced before the meal time.

In order to receive access to the Child Care Food Program you must offer the meals to all children attending your facility, including any infants enrolled.

To receive proper reimbursement for any infants feed at your facility, the following documents must be provided to Highland:

• An Infant Feeding Form for infants up to 12 months old
• A completed Meal Count Record with the infant column properly filled out for the days the center is claiming the infant
• A Standard Infant Menu with your center name and formula choice
• Receipts for infant food that has been purchased

Regardless of weekends or holidays, the completed claim package must be in our office no later than the fifth day of every month. The package may be mailed or delivered in person.

At Highland Food Resources, we consistently strive to complete our tasks with the utmost diligence and your promptness makes that possible.

To ensure accurate temperature readings, your thermometer must be properly calibrated monthly.

Follow these steps to properly calibrate your bi-metal pocket-type thermometer:

1. Fill a glass with both crushed ice and cold water and stir
2. Wait 4-5 minutes for the liquid to reach 32°
3. Hold the top of the thermometer and—with your other hand—slide the sheath up the thermometer stem until it reaches the thermometer head
4. Place the metal stem into the liquid without touching the sides or bottom of the cup
5. The temperature should read 32°
6. While the stem is still immersed, turn the sheath so the hex adjusting nut forces the thermometer pointer to move
7. Adjust the pointer to read 32°
8. Your thermometer has now been properly calibrated

Every year, millions of Americans- as many as 1 in 6-are affected by a food borne illness caused by ingesting bacteria tainted food or beverages. Monitoring the temperature of the food is imperative to reduce the risk of spreading food borne illness.

To properly take the temperature of solid food items, use your calibrated food thermometer and place it in the thickest part of the item; this ensures that the food has been cooked thoroughly. To take the temperature of a liquid, pour the liquid into a cup then proceed to take the temperature of the liquid in the cup.

In accordance with USDA requirements, hot food must be kept at 135 degrees or above; cold food must be kept at 41 degrees or below.

Centers receive dis-allowances when any meal claimed for reimbursement by a center, cannot be reimbursed. There are many different types of dis-allowances including the following:

Dis-allowances for Attendance

Occur when the number of children reported for a meal exceeds the amount of children in attendance on the same day.

An example would be if your attendance claims 30 children present for snack, but the snack total claims 35 children were fed. The center would be reimbursed for 30 snacks and receive 5 dis-allowances

Ensure that you keep accurate attendance and meal count records at all times.

Dis-allowances for Meals Delivered

Occur when the number of children being served (breakfast, lunch, or snack) is recorded as higher than the number of meals delivered.

For example, if your delivery slip states 20 snacks were delivered, but your Meal Count Record indicates you fed 28 children, you will only be reimbursed for 20 snacks.

As best practice a member of your staff can regularly check and compare that the meals ordered and delivered are sufficient for the children on attendance.

Dis-allowances for License Capacity

Occur when meals exceed the license capacity.

For example, if your license capacity allows 20 children to be at the center at one time and your snack total indicates that you fed 28 children, you will be reimbursed for only 20 snacks.

Dis-allowances for Infants

Occur when meals for infants are being claimed; however, there is information missing to support the claim.

For example, if you have documents indicating that 3 infants are allowed to be reimbursed but the Meal Count Record shows you are claiming 5 infants you will only be reimbursed for 3 infants.

You can avoid this type of dis-allowance by:

• Collecting Infant Feeding Forms for enrolled infants,
• Verifying the birth-dates on the F/R application and Infant Feeding Form,
• Sending receipts to show proof of purchase for baby food, and
• Monitoring the infant’s age—a child older than 12 months is no longer considered an infant.

Discrepancy in Monitoring

Occurs when information collected by a monitor has been altered.

For example, if a monitor indicates that 20 children were recorded eating a snack and your snack total for the same day indicates you fed 28 children; you will only be reimbursed for 20 snacks.