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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.
General Claiming Reminders
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FSMC & Vended Sponsors – Correct your SFSP Average Daily Attendance (ADA) Before Claiming
- Meals claimed in excess of the CAP count for a site will result in a claim error. SFSP sponsors must make Average Daily Attendance (ADA) revisions prior to submitting monthly claims. Specialists must approve revisions before claims can process for payment.
- Revised ADA's will not be approved for claims that go into error status due to meals claimed over the approved CAP.
- 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.
- Here is a quick equation to determine whether the ADA should be revised: Total Meals Served / Number of Operating Days = Average Number of Meals per day.
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Working with a Food Service Management Company (FSMC) or Vendor? FSMCs and Vended Sponsors cannot be reimbursed for any meals above the 120% of the ADA. Update the ADA prior to submitting the claim for the excess meals to be reimbursed.
- Monthly claim data must be in "OK to Pay" status by 5:00 pm PT on the 15th.
- Didn't submit your claim by the 15th? That's okay! Submit your monthly claim by the 60-day deadline.
- Errors must be resolved for claims to be paid. WINS has multiple edit checks to help resolve issues before your claim is submitted.
- Pro-Tip: Always select “Preview Errors” at the bottom of each site claim once information is entered.
For more detailed reminders and resources, please review the Claim Reminder in our February Update.
Have Questions? Please contact Hydie Kidd, Fiscal Supervisor, or Pam Fravel, Fiscal Analyst.
We have been working with the Washington Integrated Nutrition System (WINS) team to correct a Community Eligibility Provision (CEP) application error. We are happy to announce that the application is now open!
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Unfamiliar with CEP?
You can explore our CEP webpage and read our CEP Reference Sheet.
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Unsure if your schools are eligible for CEP?
You can look at the 2020-21 CEP-Eligible LEA & School Report to get an idea if your schools will be eligible.
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SY21–22 Deadlines
USDA released COVID–19: Child Nutrition Response #82, which allows flexibility for the date for calculating the Identified Student Percentage (ISP), and an extension for the deadline to apply for CEP .
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Data used to calculate ISP- Use dates any time between July 1, 2020, and June 30, 2021.
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Application deadline- August 31, 2021.
Questions? Please contact your Program Specialist.
The SY 21–22 P-EBT Summer Extension upload is due 6/14!
Summer P-EBT is anticipated to be available for ALL students eligible for free and reduced-price meals who are enrolled in a school (as of June 2021) that typically offers the National School Lunch Program (NSLP). Schools are considered “closed” during the summer months.
Summer Months Upload Information
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May 24 – June 14: P-EBT Upload Portal Open
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Data Needed: Student Eligibility for all students F/R Eligible in SY 20–21 and enrolled in your district in June 2021.
- Include graduating seniors.
- Include schools that did not upload during year because students were on campus.
- No school level benefit information needed—this is a statewide benefit amount.
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Upload Classification: “Summer”
More Information on Summer P-EBT
Communications Coming Soon!
New and updated communication materials are being prepared. In the meantime, we recommend districts to encourage families to make sure their address is up to date and to submit free and reduced-price meal applications before the end of the school year.
Districts can use the ‘It’s More Than a Meal Application’ toolkit to encourage families returning meal applications. This resource is located on the NSLP Meal Application and Verification webpage, under the ‘It’s More Than a Meal Application Toolkit’ dropdown.
Stay Up To Date
To stay up to date about P-EBT, we recommend to follow the Washington State DSHS Facebook page for additional updates and answers to questions.
For additional information, please refer to the FAQ on dshs.wa.gov/PEBT or call the P-EBT Contact Center at 833-518-0282.
Sponsors who contracted with Food Service Management Companies (FSMCs) for school year 2020-21 are required to submit reconciliation of USDA foods received.
This report must be submitted to OSPI Child Nutrition Services (CNS) before the last day of your 2020–21 FSMC agreement. If CNS does not receive your reconciliation, we may not approve your FSMC Fact Sheet for school year 2021–22.
The following compliance requirement is documented in each sponsor's original FSMC agreement:
- Sponsors must conduct a reconciliation at least annually (and upon termination of the FSMC contract) to ensure that the FSMC has credited it for the value of all USDA donated foods received for use in the sponsors food service in the school year including USDA Direct Foods, the DOD fresh fruits & vegetable program and USDA Foods diverted for processing. [7 CFR 250.51(a)]
How to Submit
Submit your reconciliation via email to Jeff Booth, Audit and Financial Manager, and cc Marlon Hopkins, Foods Distribution Supervisor.
Questions? Please emailJeff.Booth@k12.wa.us.
All public school districts and private schools must conduct outreach for summer meals each school year as required by the United States Department of Agriculture (USDA).
The outreach is to advertise the availability of summer meals before the end of the school year. Even if there won’t be a summer feeding program in your community, you must share resources that allow households to locate summer meals in the area.
Outreach includes distributing locations, meal times, and contact information through your regular communication channels.
There are a number of resources, in both English and Spanish, to raise awareness in your community.
- USDA Resources
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Summer Meals Locator- Promote this tool in English or Spanish.
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USDA National Hunger Hotline- can be reached Monday–Friday
- Families can call 1-866-3-HUNGRY (1-866-348-6479)
- For Spanish, families can call 1-877-8-HAMBRE (1-877-842-6273)
- No Kid Hungry Resources
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The OSPI Communication Toolkit located on the SFSP Resources webpage, under the 'Promote the SFSP' dropdown. There you'll find:
- Social Media Graphics and Sample Social Media Posts
- Marketing Materials such as flyers, door hangers, and a banner image
Sponsors will not need to complete the Verification Summary Report (VSR) in WINS for SY 20–21.
Reminders
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All Sponsors operating SFSP/SSO or NSLP in SY 20–21, verification must have been completed by February 28, though the report will not be submitted.
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Sponsors operating NSLP in SY 20–21
- Reminder: All NSLP/SBP sponsors will continue to see the current claim go into error status since the VSR report has not been submitted.
The OSPI CNS fiscal team will continue to override the claim error in regard to the VSR report. Thank you for your patience.
Questions? Please contact your OSPI CNS Program Specialist.
Coding SY20–21 Summer Food School Program (SFSP) reimbursements to Program 98 vs Program 89
After discussions and input from districts, we are providing updated guidance and information. This guidance is effective retroactively to the beginning of the current school year, September 1, 2020.
Transfer Reimbursements from Code 89 to Code 98
OSPI is modifying revenue classifications on the Apportionment Report. SFSP reimbursements will be reclassified as a variation of Revenue Code 6198 School Food Services. School districts should transfer all prior 2020–21 SFSP revenue, originally coded 6189 O COMM SERV to revenue code 6198 School Food Services.
Food Service Expenditures
All SY 2020–21 school district food service expenditures should be accounted for in Program 98 School Food Services. This includes all SFSP activities. SFSP expenditures must be accounted for in Program 98. School districts must correct any SFSP accounting entries made during the year which transferred costs to Program 89. All costs must stay in Program 98.
This change in the SFSP accounting process is effective from the beginning of the school year, September 1, 2020.
Update to Guidance for SY 20-21
- SFSP revenue (reimbursements) were deposited to Revenue 6189
- Transfer SFSP reimbursements from Revenue 6189 to Revenue 6198
- Retain all Food Service expenditures (including SFSP) in Program 98
Changes for SY 21-22
- All USDA Child Nutrition Program reimbursements will be deposited to Program 98
- All expenditures related to USDA Child Nutrition Programs should remain in Program 98
Questions?
For SAFS questions, please email Paul Stone.
For CNS questions, please email Hydie Kidd.
See you on 6/16 for our next Bi-Weekly Call for program operators offering the National School Lunch Program (NSLP)/ School Breakfast Program (SBP), Seamless Summer Option (SSO), and Summer Food Service Program (SFSP) during the SY20–21.
Register Here
Dates: Every other Wednesday through 6/30/2021
Time: 2–3 pm PT
Reminders
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Follow up emails are not sent after the meeting. If you missed the previous webinar, you can watch the recording from our 6/2 meeting here.
- 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.
Questions? Please contact your OSPI CNS Program Specialist.
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Sponsors must complete and submit a Food Distribution Sponsor Application annually to receive USDA foods.
Submitting your Application
- Review the Sponsor Application Instructions - they describe how to review, update and submit your application
- Log in to CNP Web.
- Submit your application by June 14, 2021.
IMPORTANT: You will not be able to place USDA Food orders until the application is submitted and approved.
CNP Staff Accounts
Do you need a staff member added to CNP? Or need a previous staff members account deactivated?
Complete and return a USDA Foods User Authorization form for any personnel changes throughout the year.
Delivery Location or Contact Person
Notify us of any changes to the delivery location or delivery contact person. You can request those changes using the Delivery Updates Form.
Questions? Please email Trisha Santee or call 360-725-6204.
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Fill out the SY20-21 Carryover form by June 18!
Sponsors who use diversions can request carryover of this year's processor pounds by submitting the Carryover Request Form. Sponsors will have the entire 2021-22 school year to utilize awarded carryover pounds. Carryover is not automatic, requests must be submitted if you would like to use pounds next year.
Submit Your Carryover Request Form Here
Reclaiming Diverted USDA Foods Reference Sheet
Note: Carryover is not automatic, requests must be submitted if you would like to roll forward your pounds
Questions? Please email Trisha Santee or call 360-725-6204.
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June 14
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Annual Food Distribution Sponsor Application Due in CNP Web.
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June 15
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May Claims Due in WINS.
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June 16
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Bi-Weekly Webinar - Register Here
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June 18
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FDP Carryover Request Form Due - Complete Yours Today!
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June 29
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April Claim 60-day Deadline - if you haven't already, submit your claim!
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July 7–14
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August Order Period Open in CNP Web.
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August 11
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SY21-22 NSLP Annual Updates Webinar - Register Here
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