Double the Health Inspection Reimbursement 

• In prior summers, School Food Authorities (SFAs) could request reimbursement for the cost of the second health inspection conducted at schools that participated in the Summer Food Service Program (SFSP). 
• SFAs that operated the SFSP (not Seamless Summer Option) during the 2020-21 school year may request reimbursement for the cost of the two health inspections conducted during the school year. The schools must have been approved to participate in SFSP during the 2020-21 school year or the 2021 summer. 
• For additional information, and to request reimbursement, check out the Reimbursement for Health Inspection Funds form. 
• MDE is unable to reimburse for the cost of the food and beverage license, which usually includes the cost of the first inspection. The reimbursement form requests documentation of the cost of the second inspection. MDE will double that cost when providing reimbursement to SFAs. 
• Requests must be submitted by September 1, 2021. 

• Include the required food components in the proper minimum amounts for each reimbursable meal being claimed. Note: Flour is not a food component, it is an ingredient. Meals served with flour as the only creditable grain cannot be claimed for reimbursement. 
• Ensure that food items are clearly identifiable as making up reimbursable meals based on the menu. 
• Provide menus with directions indicating which items are to be used for each meal and the portion sizes. 

Operators should also consider that children are of different ages and vary in skills for meal preparation. Thus, operators should ensure that only minimal preparation (i.e., refrigeration or reheating) be required and that food is not provided as ingredients for recipes that require chopping, mixing, soaking, or cooking to prepare each meal. 

View the Team Nutrition COVID-19 Resources (USDA) for guidance documents to assist sponsors with providing multiple meals at one time.  

Meal Service Documentation 

Meal service documentation must be maintained to show that meal pattern requirements were met for all meals and snacks served at each site. Meals and snacks that do not meet meal pattern requirements cannot be claimed for reimbursement. Documentation must include: 

• Dated Summer Food Service Program monthly menus that meet meal pattern requirements. 
• Records to show which food items were offered for each meal service and the portion size offered for each item. 
• Records to show how food items credit toward the meal pattern (i.e., Child Nutrition labels, product formulation statements and recipes, as applicable).
• Receipts and invoices for food purchases.  

Schedule Site Visits and Reviews 

Program monitoring is an essential part of a successful Summer Food Service Program. Sponsors must monitor their summer food sites regularly to ensure the programs meet requirements and operate smoothly. The minimum requirements for sponsors’ monitoring visits to SFSP sites are described below. 

Monitoring Visit Requirements for new SFSP sites (sites that did not provide SFSP meals last summer or during the school year) and sites that had operational challenges in the prior year: 

• One monitoring visit conducted before the site begins operating, during which the Pre-Operational Visit form should be completed. 

• One monitoring visit conducted in the first week of program operation, during which the Site Visit form should be completed. 
• One monitoring visit conducted some time during the summer. Complete the Site Review form during this visit. It is recommended that this monitoring visit be conducted within the first four weeks of program operation (as is normally required when we are not operating under COVID waivers). 

Monitoring Visit Requirements for returning SFSP sites: 

• One monitoring visit conducted some time during the summer. Complete the Site Review form during this visit. It is recommended that this monitoring visit be conducted within the first four weeks of program operation (as is normally required when we are not operating under COVID waivers). 

The Nationwide Waiver of Onsite Monitoring Requirements for Sponsoring Organizations in the Summer Food Service Program Extension 2 allows monitoring visits to be conducted offsite (e.g., through desk audit) if necessary to minimize potential exposure to COVID-19. 

Allowable Costs 

• The primary purpose of the SFSP is to provide nutritious meals to children.  

• Program reimbursement may only be spent on costs that are reasonable and necessary for the operation of the SFSP, and funds must be expended efficiently, economically, and in accordance with applicable laws and regulations. 
• Refer to the following resources for more information about allowable costs: 

• The Administrative Guidance for Sponsors includes information about allowable costs for SFSP (see the Program Costs and Reimbursement section, which starts on Page 126).  
• The SFSP Financial Management Instructions 796-4 (USDA) provides information about financial management in the SFSP and allowable/unallowable costs. (Note: there is a reference to being paid the lesser of costs versus meals times rates; disregard that information as it has changed since the document was published.)  
• 2 CFR 200 provides government requirements for receiving and using federal awards. 2 CFR 200, Subpart E specifically addresses cost principles.