W. Va. Code R. § 126-85-86

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 126-85-86 - Guidelines for Purchase of Computers for Automation of School Food Service Functions

86.1. Computers may be utilized to assist with several tasks related to the operation of child nutrition programs at both the school and sponsor levels. Administrative functions may include, but are not limited to, approving free and reduced price meal applications, maintaining a master list of students, assisting with point-of-service count, producing daily and monthly reports and documenting revenues and expenses. Meal service functions may include maintaining inventory records, documenting food production, calculating meal costs and assisting with menu planning.

86.2. Adequate documentation must be maintained to justify expenditure of program funds for both computer hardware and software.

86.3. Sponsors should approve all purchases made by individual school programs to ensure that hardware and software purchased with program funds will be compatible with the sponsor's plan for automation of child nutrition reporting.

86.4. Child nutrition program funds may be used to purchase hardware, software and supplies at 100% of the cost or pro-rated. Adequate documentation is required for either of these.

86.5. To comply with procurement regulations, CFR 7 Part 3016, pro-rated costs must be documented by time/usage records on the equipment.

86.6. If child nutrition funds purchase equipment at 100% of the cost, the hardware (including printers and modems) and software must be accessible at all times for use by personnel who are responsible for the various food service tasks.

86.7. If child nutrition funds purchase equipment on a pro-rated basis, the hardware and software must be located in a "general use" area of the school for accessibility. (For example, private offices and classrooms would not be considered "general use" areas.)

86.8. For pro-rated usage, records must be maintained to document usage by time (or other means) for food service functions. The records must justify the pro-rated portion of expenditures for hardware, including printers and modems, software and other supplies paid by child nutrition funds.

W. Va. Code R. § 126-85-86