Ever wonder why CACFP specialists spend so much time training sponsors on the development of the study month and then reviewing the documentation?
The study month (sometimes called the test month) sets the rate of reimbursement for an entire fiscal year. It is a snapshot of the family income of your children in attendance.
Details to Remember
- The study month must be completed between July 1 and October 31 each fiscal year.
- The study month must be 30 calendar days or 1 calendar month.
- All children in attendance must be listed on the roster during your chosen month.
- Enrollment Income Eligibility Applications (EIEAs) or Enrollment Forms (EFs) are required for all children.
- EIEAs must be signed by the parent.
- EIEAs not signed or dated by the institution’s representative are not valid.
- Complete a second review! Having a second person verify the study month for accuracy can help you avoid mistakes. As a reminder, mistakes in the study month can result in an over claim and this money will be recovered by OSPI.
Take Advantage of Trainings to Learn More!
The person responsible for compiling the study month can:
Knowing how to correctly compile your study month means you can rest assured you are getting the correct reimbursement each and every month.
Questions? Please contact your CACFP Specialist.
Learn More in Oz. Eq. 201!
So, you've completed the required Ounce Equivalents (Oz. Eq.) 101 training, but what if you make your own recipes?
This optional Oz. Eq. training will expand upon Oz. Eq. 101 training and discusses how to credit your handmade items.
Register Here!
Date: Thursday, July 22
Time: 1:30–2:30 pm PT
Questions? Please email the Community Nutrition inbox or call 360-725-6200.
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Lunch n’ Learn webinars are short, concise, high-level “power sessions” on specific CACFP-related topics. Most of the topics are based on sponsor suggestions and we will be presenting a different one each month from February through September!
Register Here
Date: Thursday, July 29, 2021
Time: 1:30 – 2:00 pm PT
During this webinar we will discuss:
- Who needs to complete a study month?
- Why does a study month need to be completed?
- When does a study month need to be completed?
- Where are study month resources located?
- What should be done with study month numbers?
Best practices will be discussed to ensure the study month is completed correctly. There will be time at the end of the webinar for Q&As.
For more information please review the 7/5 Study Month Article.
Did You Miss a Previous Lunch 'N Learn? Watch the Recording Now!
It has come to our attention that some companies have informed Child Nutrition Program sponsors in some locations across the nation that “due to labor shortages and warehouse capacity,” the companies are unable to serve sponsors in the upcoming program year. We are not aware of widespread challenges across the state of Washington.
As a reminder sponsors may use the authority found in federal procurement regulation 2 CFR 200.320(c)(3). This regulation allows sponsors to use the emergency noncompetitive procurement method to negotiate a new one-year contract for the 2021–22 program year. The situation described above is an appropriate time to use this provision as it is always available to sponsors if they determine that current emergency circumstances exist.
Questions? Please email the CNS Procurement inbox.
Don’t Be Late for a Very Important Set of Dates!
The end of June starts the preparation for the next program year that begins October 1. We have made several changes to both our annual training and renewal application process to be more accommodating to you, our sponsors!
The FY21–22 Child and Adult Care Food Program Renewal Application and components opened July 7, 2021, allowing you more time to complete your renewal! The process has changed slightly, so we have created a variety of WINS reference sheets, recordings, and presentations for instant information and guidance.
In addition, the deadline for all submissions has changed to September 1, 2021.
Specialist Insider Tips for Annual Training
Who, What, Where, and When? We encourage you to figure out the plan that works best for you to complete annual training. Use all the information provided in our weekly CNS updates (sign up here if you don’t get them!) for more information on the four W’s!
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Who should attend? Each annual training session requires 1 if not 2 attendees from your organization and is meant for specific roles.
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When should I complete it? Split it up over time or complete it all in a few days, there are various options for you to be successful.
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Where should I access the annual trainings? Make sure you complete these somewhere with a strong internet connection and install or update computer applications, like Zoom, for less technical difficulties during your training.
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When should I complete all these required trainings? Some recordings are already available! Waiting until the last minute will make the whole process that much more difficult for you to meet deadlines. So start early! With COVID, there is a plethora of information to share to ensure program integrity is maintained and help make meal service to your kiddo/adult participants a smooth and easy process.
The Annual Updates Recording is now available! For more information about Annual Training requirements and how to get your certificates, please review the 7/12 Annual Training Update.
Specialist Insider Tips for Completing Renewal
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Bring your annual training and renewal questions to your specialist’s monthly office hours! Come and ask questions about the process and hear from other sponsors as well. They could have thought of a question you hadn’t. Teamwork makes the dream work! 😊
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The newly created renewal resources will be the best, fastest, and easiest way to get the information you need to complete renewal at your pace and time. Please review the 7/12 Renewal Article for links to these resources.
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It is all in the planning! Looking at these materials early on after annual training, reviewing all the application components in WINS, and ensuring you have a plan for completion is essential.
As always, feel free to email your program specialist with any specific questions or concerns you have. We are here for you!
Completing the Meal Distribution Plan and Waiver Request Survey
To support school nutrition and child & adult care professionals efforts to connect children and adults with nutritious meals throughout the (COVID-19) pandemic, the Food and Nutrition Services (FNS) established nationwide waivers to streamline access, enhance program flexibility, and reduce administrative burden for School Year 2021–22 (SY 21–22) and Fiscal Year 2022 (FY22).
The CACFP Meal Distribution Plan & Waiver Request Survey (MDP) is for program operations between July 1, 2021, and September 30, 2022.
Use this Checklist prior to beginning the survey. If you exit the survey before it is submitted, your progress will be lost.
The MDP Survey must be submitted for the following flexibilities:
- Grab-and-Go Meal Service
- Off-site Monitoring
- Meal Pattern Flexibilities
- Area Eligibility for Family Day Care Home Providers
Requests for Area Eligibility for At-Risk Afterschool Care Programs must be submitted in WINS and do not need to be submitted in the MDP.
More MDP Information
- Your MDP must be submitted and approved prior to utilizing available waivers granted by U.S. Department of Agriculture (USDA). Approval may be made retroactive in emergency circumstances when prior approval cannot be made.
- FNS expects schools and child care providers to use the flexibilities for only the duration and extend that they are needed.
- Waiver use will be approved on a case-by-case basis and only for a limited duration of time.
- Once you complete the MDP you will be sent an email confirmation of submission.
- Your program specialist will contact you regarding approval status of your organization's plan and waiver request(s).
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To request use of additional waivers or extensions for approved waivers, program operators should notify their program specialist and submit an additional MDP for approval.
Reference Sheets, FAQ's, and Other Resources
Questions? Please contact your CACFP Specialist.
CACFP specialists are hosting office hours in the coming months. These meetings may be conducted as facilitated discussions highlighting several topic areas, or as a platform for Questions & Answers and open dialogue.
Office hours are meant to be a safe space to learn more about CACFP operations from discussion topics or from the questions other sponsors bring forward. You are welcome to bring your questions or just plan to listen in.
Register to attend an upcoming session!
- Jessica Condron – Open Q and A
July 19, 10–11 am
- Megan Harlan – Open Q and A
July 19, 1–2 pm
- Terri Adolfson – Study Month
July 19, 2:00–3:30 pm
- Nicki Christoferson – Open Q and A
July 30, 2:30–3:30 pm
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Farm to Early Care and Education (ECE) Community of Practice Call – Learn from your peers!
Hear from champions across Washington State on how they have built and grown farm to ECE programs in their communities. Speakers will present three new farm to ECE success stories recently published on the Department of Health website.
Participants will also have the opportunity to ask questions and share stories and updates about their work.
Register Here
Date: Tuesday, July 27
Time: 3–4 pm PT
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NEW Farm to Early Care and Education (ECE) E-Training: Growing Minds and Healthy Appetites
Learn about the three components of Farm to ECE with a deep dive into experiential education, how to apply farm to ECE in CACFP, and how to engage your early learning community.
This new FREE online professional development course is hosted by Nourished and Active in Early Learning through the University of Washington and offers 2 STARS credits.
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July 30
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May Claim 60-day Deadline - if you haven't already, submit your claim
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August 15
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July Claim Due in WINS!
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September 1
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FY22 Renewal applications due in WINS - Make sure your training requirements are complete!
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