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Head Start program reports federal monitoring memos and wins one-time exemption for April food claim
Summary
Head Start staff told the policy committee the program had received monitoring memoranda from ACF and the LDOE and that the board approved a one-time exemption for an April 2025 childcare food program claim of $30,269.50 after a submission error.
Policy committee members on Oct. 21 received an update on the Head Start program and approved a one-time exemption request to recover an April 2025 childcare food program claim that was not processed because of an administrative dual-submission requirement.
A Head Start staff member told the committee that the Administration for Children and Families Office of Head Start sent memoranda regarding the monitoring process (received Sept. 25) and addressing vacant slots (received Sept. 26). The staff member also said a Sept. 30 conversation with the Louisiana Department of Education (LDOE) clarified that claims submitted in March, April and May 2025 required dual submission in two systems; April's claim was not properly transmitted through the legacy system and therefore was not processed for payment. The April claim amount stated to the board was $30,269.50; staff asked for a one-time exemption to allow reimbursement for that claim.
The Head Start staff member told the committee that, in light of a federal lapse in appropriations, an ACF memorandum received Oct. 1 said programs may be allowed to continue drawing funds for awards received prior to a lapse; staff noted that program specialists were furloughed and a scheduled monthly meeting with a program specialist, Adrian Villafana, did not occur because of the furlough.
A motion to grant the requested one-time exemption for the April 2025 claim carried on the committee floor. The motion was made by Mr. Higginbotham and seconded by Mr. Atkinson; committee members recorded their approval by saying "aye."
Why it matters: the exemption resolves a $30,269.50 claim that would otherwise be delayed while staff and the state reconcile submission rules. The ACF guidance on continuing draws during a lapse in appropriations also affected program continuity while federal staff were furloughed.
Next steps: Head Start staff will pursue the exemption filing with LDOE and report back to the board or committee with confirmation of reimbursement and any additional findings from monitoring work.
