Planning to Operate SFSP/SSO through June?
If your meal service is approved through December 31, you must revise your calendar to reflect operations through the end of the school year. You must complete the steps below by December 31, 2020:
- Make adjustments to your SY 20-21 WINS calendar(s) to reflect your last day of operation or June 30, 2021 whichever is sooner.
- Notify your program specialist.
NOTE: Meals are only eligible for reimbursement when served during the state agency approved dates and times per 7 CFR 225.16. Calendar extensions must be approved prior to meal service.
Providing Meals for the Holiday Breaks?
If you’re planning to provide meals over the holidays, you may need to update WINS and your Meal Distribution Plan (MDP).
- Ensure non-operating days in your SY 20-21 WINS Calendar(s) are updated prior to meal service. WINS requires calendars with a NSLP/SBP October Building Data schedule to contain at least one non-operating day. A Saturday, Sunday, or the day following the last day of operation can be used as a non-operating day if the site is operating during all holidays and term breaks.
- If your Meal Distribution Plan for the Holiday Break differs from your normal operation, please notify your Program Specialist.
Changed your Meal Service Operation?
Submit a new Meal Distribution Plan to reflect your updated meal service models.
Adding or Removing Meal Service Sites?
A site application and calendar should be submitted for new meal service sites. The end date in the site calendar should be revised for sites that will cease operations.
Questions? Contact your Program Specialist.
Monthly claims are due by the 15th of each month following the claim period. All claims entered in WINS and in OK to Pay status will process for payment at the end of the month. Here are some important reminders about claiming in the Washington Integrated Nutrition System (WINS):
General Claiming Reminders
- Monthly claim data must be in "OK to Pay" status by 5:00 pm PT on the 15th.
- WINS will automatically log all users out of the system on the 15th of each month at exactly 5pm PT.
- Give yourself enough time to input all claiming data, preview errors, correct errors. Completing these steps will help you ensure the claim is in “OK to Pay” status.
- At 5 pm, the claim function is closed. This means that the system does not allow access to claims for until after the monthly reconciliation process is complete. This can take up to two business days.
- Didn't submit your claim by the 15th? That's okay! Submit your monthly claim by the 60-day deadline.
- Example: The November 60-day claim deadline is January 29, 2021.
- Claim reimbursements that are not entered into WINS or not in OK to pay status will NOT process for payment by the end of the month.
- The 20-21 Claim Processing Dates Information Sheet takes weekends and holidays into consideration for the 60-day deadlines. You may want to print or bookmark this information.
- Refer to the Claims Reference Sheet for details on what to do if you don't submit your claims by the 60-day claim deadline.
- Errors must be resolved for claims to be paid. WINS has multiple edit checks to help resolve issues before your claim is submitted.
- WINS edit checks the number of approved operating days for each site to the number of operating days entered in the site claim. If these numbers don’t match, the claim will go into error status.
- Review the Claiming Error Messages in WINS Information Sheet for more details on possible errors.
- Pro-Tip: Always select “Preview Errors” at the bottom of each site claim once information is entered.
Claiming Resources
Have Questions? Please contact Hydie Kidd, Fiscal Supervisor, or Pam Fravel, Fiscal Analyst.
There are two grant opportunities available to sponsors of the school meal programs; USDA Equipment Assistance Grant and the Meals for Kids Meal Access Grant.
Both grants are open in the iGrants system. Program operators may apply for these grants even though they are currently operating the Summer Meal Programs.
USDA Equipment Assistance Grant- $433,416.00 Form Package 472
If you are a public school district, private school, tribal school, charter school or residential childcare institution, you are eligible to apply. You are eligible even if you are operating the SFSP in the 20-21 school year.
Focus Areas for This Grant
Replacing aging equipment or updating equipment, adopting lunchroom changes that provide more convenience and appeal to students, and making meaningful impacts on student nutrition and quality of meals.
Note: Equipment must meet USDA definition of equipment with a per unit cost of $1,000 or more.
Interested in Applying?
Complete your application in iGrants (form package 472) before 4 pm PT on Thursday, January 28, 2021.
Review the NSLP Equipment Assistance Grant Interest Webinar for an overview of the application, important changes from previous year's applications, tips and tricks, and grant timelines.
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Meal for Kids Meal Access Grant - $500,000 Form Package 383
Formerly known as the Meals for Kids Breakfast Grant, this grant is available to public school districts, tribal compact schools and charter schools.
Focus Areas for This Grant
This grant focuses on starting a new meal program, increasing participation in an existing program, improving program meal quality, and improving the equipment and facilities used in an existing program.
Interested in Applying?
Complete your application in iGrants (form package 383) before 4 pm PT on Thursday, January 28, 2021.
Review the Meal Access Grant Interest Webinar for an overview of the application, important changes from previous year's applications, tips and tricks, and grant timelines.
Questions? Please email Wendy Barkley, CNS Assistant Director.
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Prior to operation of the SFSP, an estimate of your Average Daily Attendance (ADA) was submitted and approved with your site calendar(s). WINS edit checks the number of meals claimed to the Capacity (CAP), which is auto-calculated to 120% of your approved ADA.
Fluctuations in participation are common, so it is important to monitor attendance at your site(s) and make revisions to your ADA as needed as needed prior to claiming.
Food Service Management Company (FSMC) & Vended Sponsors
Due to USDA regulation, it is especially important to monitor and update your ADA prior to submitting a claim for reimbursement. FSMC/Vended sponsors are unable to claim meals served in excess of their approved CAP. The site calendar’s ADA cannot be revised once the claim has been submitted.
If the meals claimed exceed the CAP count in your site calendar, the claim will go into error status and you will not be reimbursed for the meals above the CAP.
Unsure if a revision is needed?
Here’s a quick equation to determine whether the ADA should be revised:
Total Meals Served / Number of Operating Days = Average Number of Meals per Day
- Compare the Average Number of Meals to the approved CAP. If the Average exceeds the CAP, increase the ADA in your site calendar and email your Program Specialist.
Reminders
- Average Daily Attendance (ADA) entered in the WINS site calendar should be compared to actual attendance at SFSP sites:
- During site monitoring visits
- When consolidating monthly meal counts
- Prior to entering monthly claim
- ADA(s) must be revised when site attendance is higher than the approved ADA in WINS.
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Revisions to your ADA must be submitted and approved prior to submitting monthly claims.
- Email your program specialist once changes are made.
- Revised ADAs will not be approved for claims that go into error status due to meals claimed over the approved CAP.
Questions? Please contact your Program Specialist.
On November 25, 2020, the U.S. Department of Agriculture (USDA) published the Proposed Rule, Restoration of Milk, Whole Grains, and Sodium Flexibilities maintaining the 2018 final rule on school meals flexibilities.
The proposed rule would continue the flexibility in USDA child nutrition program meal requirements related to milk, grains, and sodium, by:
- Allowing flavored, low-fat milk in the Child Nutrition Programs;
- Allowing half of the weekly grains offered through the school meal programs to be whole grain-rich; and
- Providing schools more time for gradual sodium reduction by retaining Sodium Target 1 through the end of SY 2023-2024, continuing to Target 2 in SY 2024-2025, and eliminating the Final Target.
The proposed rule has a 30-day public comment period beginning November 25 and ending on December 28, 2020. Program operators and stakeholders can submit their comments and recommendations through regulations.gov.
Separate Rule Issued
This Proposed Rule proposes to reinstate regulations that were rescinded in the Final Rule, Child Nutrition Programs: Rescission of Milk, Whole Grains, and Sodium Flexibilities: Notice of Vacatur, which was published in the Federal Register on November 24 in response to an April 2020 court ruling vacating the previously published provisions. Due to the meal pattern flexibilities USDA has already provided in all child nutrition programs through June 30, 2021 schools do not have to change meals in response to the COVID-19 national emergency.
See You on Wednesday!
Local Education Agencies (LEAs) offering the National School Lunch Program (NSLP)/ School Breakfast Program (SBP), and Summer Food Service Program (SFSP) this fall are encouraged to join us for these webinars.
Register Here
Date: December 16
Time: 2 - 3 pm PT
Reminders
- Save us on Your Calendar! When you register, there is an option to add us to your calendar at the bottom of the confirmation email.
- A reminder email with your link to log into the webinar is sent 1 hour before the session starts.
- Weekly follow up emails with a copy of the slides are sent to everyone registered for the session, even if they did not attend.
- We do not post recordings to the CNS webpages.
- Please keep an eye out in your inbox for these emails, if you do not see them in your inbox please check your SPAM box.
Miss last week? You can review the recording from our 12/2 meeting here..
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Earn 4 hours of Professional Standards Credits!
Food Allergies for School Nutrition Managers and Staff is an in-depth training on managing food allergies in school nutrition programs.
Food allergy management personnel who take this course will create an outline of a food allergy management plan or have an opportunity to strengthen their existing plan.
This course includes information about food allergies, food intolerance, reading food labels, avoiding cross contact, accommodating students with food allergies, laws regarding food allergies, and educating the school community about food allergies.
Register Here
Date: Thursday, December 17
Time: 11am - 3pm PT
ICN is conducting Virtual Instructor-Led Training for anyone who would like to attend. The sessions are about 4 hours long and certificates are provided for participation.
The Institute of Child Nutrition (ICN) is the only federally funded national center dedicated to applied research, education and training, and technical assistance for child nutrition programs.
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Are you in need of additional entitlement for the remainder of the School Year? If so, now is your chance!
Complete the SY20-21 Additional Entitlement Request form starting Wednesday!
The request form opens at 8am on Wednesday, December 16, and closes at 4pm PT on Friday, January 15, 2021.
Important Information Regarding Additional Entitlement
- Requests are awarded on a first come, first serve basis.
- Allotted amounts could range from zero (0) to the total amount requested.
- Must be used during the February, March, & April order periods.
- May be used with DOD.
Requests received after 4:00pm on January 15, 2021, may not be considered for additional entitlement funds.
Questions? Please email the FDP Team.
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Winter weather is upon us! We realize that inclement weather or other events may unexpectedly affect your hours of operation, staff availability, and access to buildings.
Are Local Education Agencies required to serve Summer Food Service Program (SFSP) meals during inclement weather?
There are no requirements that Local Education Agencies (LEAs) serve SFSP meals. Please make sure to consider your unique circumstances and consult with school administrators. LEAs should communicate meal service changes to households.
Important Reminder - USDA Foods Deliveries
Notify your carrier as soon as possible if you need to cancel or change your delivery of USDA Foods. Deliveries combine orders from multiple LEAs, loaded in the order they will be delivered. Early notification to your carrier allows for adjustments so other LEAs may still receive their order.
If your LEA experiences unexpected closures and your delivery cannot be accepted, please contact the Empire Distribution System (IEDS) carrier that delivers your USDA Foods:
- Holman Transportation – 253-867-0682
- Fastway Transportation – 509-534-9351
- Peninsula Transportation – 800-942-9909
- Oak Harbor Transportation – 253-288-8370
Loading docks and delivery areas must be clear of snow and ice to allow for safe deliveries. Please work with your facilities department to ensure your delivery area is ready.
Thank you for assisting the carriers that serve you!
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December 15
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November Claims Due in WINS
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December 16
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SY20-21 Food Service Operations for NSLP and SFSP Sponsors Webinar - Register Here
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December 30
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October Claim 60-day Deadline - if you haven't already, submit your October Claims!
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December 31
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October Building Data Due in WINS
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December 31
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Child Nutrition Financial Report (CNFR) due for RCCI's and Private Schools
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December 31
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Form 1505 due for Food Service Management Company (FSMC) Sponsors
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