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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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Seamless Summer Option (SSO) Operators
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August Operating Dates for SY 21–22
August operating dates should be included in your September claim for reimbursement. Contact your Program Specialist for instructions on adding August operating dates to your site calendars.
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Correct your Average Daily Attendance (ADA)
Meals claimed in excess of the CAP count for a site will result in a claim error. SSO sponsors should make Average Daily Attendance (ADA) revisions and have specialist approval prior to submitting monthly claims.
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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 until after the monthly reconciliation process is complete. This can take up to two business days.
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Didn't submit your claim by the 15th? That's okay! Submit your monthly claim by the 60-day deadline.
- Example: The August 60-day claim deadline is November 1, 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.
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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.
Submit your final 20–21 P-EBT upload today!
You are not required to upload. This upload is for the below unique situations:
- Students that were mistakenly not included in your School year or summer upload.
- Report students on the applicable Student Eligibility template with the upload categorized as “Full Enrollment” and/or on the applicable Student Eligibility template with the upload categorized as “Summer”.
- Students that inquired about P-EBT and were newly eligible between the last day of school and August 31.
- These students are eligible for summer benefits only.
- Please report these students on a Student Eligibility template with the upload categorized as “Summer”.
- Students not previously reported that were eligible for specific months (example: enrolled in your district in May and then moved out of district in June).
- Please report these students on the Partial Enrollment template with the upload categorized as “Partial Enrollment”.
Questions or Issues? Please email the P-EBT Support Inbox.
Do you believe in the power of good nutrition? Are you interested in assisting school districts and other institutions in providing children with healthy and nutritious meals? CNS is seeking skilled candidates for several positions. Does this sound like you? Apply to join the CNS team today!
Current Recruitments
Coming Soon
- Administrative Program Specialist – Financial
- Administrative Assistant – Food Distribution Program
Food supply disruptions and availability can materially impact LEA's contract fixed price with Food Service Management Companies (FSMCs). The U.S. Department of Agriculture (USDA) previously released COVID–19: Child Nutrition Response #90 which allows Local Education Agencies (LEAs) with FSMC contracts to adjust menus, including the meal pattern flexibilities allowed in this waiver.
Next Steps
Section 6.10 of the WA FSMC Contract Template allows both the LEAs and FSMCs to increase fixed meal prices above the Consumer Price Index due to unforeseen circumstances such as the COVID-19 emergency.
- The LEA and the FSMC must renegotiate in good faith the fixed price per meal.
- OSPI CNS must approve any material changes to the original contract.
- For school year 2020–21 and 2021–22, we waived the 10% materiality threshold requirement in our contract template due to the COVID-19 emergency. As a result, increases in fixed meal prices may exceed 10% of the LEA contract value but only with the approval of OSPI CNS.
For public schools renewing FSMC contracts or going out to bid for school year 2022–23, the 10% limit will resume. We will follow-up with districts who increased their fixed meal prices by more than 10% with the understanding that they will resume normal pricing in school year 2022–23.
Questions? Please email Jeff Booth.
Participation in U.S. Department of Agriculture (USDA) school meal programs requires program operators to meet certain annual requirements. These include:
- All sponsors who collect school meal applications must complete the annual verification process for SY 21-22.
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October Building Data (OBD)- Data must be reported on the October claim for reimbursement by December 30.
- All School Meal Program sponsors, including those operating the National School Lunch Program (NSLP), School Breakfast Program (SBP), Seamless Summer Option (SSO), or Special Milk Program (SMP), must report OBD. OBD documents the number of enrolled children eligible for free, reduced-price, and paid meals who traditionally have access to meals in the NSLP, SBP, or SMP.
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Annual Civil Rights Training - You must train all organization staff who help administer the nutrition program. Training must include your organization’s requirements and procedures as well as meet the training requirements outlined in this presentation.
Completed forms are not required to be submitted, however, you must keep them on file for Administrative Reviews.
REMINDER
The school meal programs has other requirements that must be completed throughout the program year. Please use the School Meal Programs Requirements chart and School Meal Program Yearly Calendar to assist in understanding program requirements and finding resources.
For a complete list of the Nationwide Waivers in effect for SY 21–22, please visit OSPI’s COVID-19 Nutrition Meals & Guidance webpage. Instructions, forms, and tools are available on the Child Nutrition Services website.
Questions? Please contact your program specialist.
Save the Date! Celebrating Local Foods in October
October 1–31: National Farm to School Month
October 6: Taste Washington Day & Washington’s Apple Crunch
October is National Farm to School Month! OSPI invites you to celebrate by serving local food items as part of your school meals and/or offering farm to school activities throughout the month.
Kick off the month by serving Washington-grown food on October 6 for Taste Washington Day. The statewide Apple Crunch also occurs on October 6 and purchasing local apples for the Crunch can count towards both events!
Continue celebrating throughout the month with taste tests of other local products, farm visits, garden harvest parties, and nutrition education events! Resource and ideas can be found on the National Farm to School Network's website.
Questions? Please email the CNS Inbox or call 360-725-6200.
Applications for the National School Lunch Program (NSLP), School Breakfast Program (SBP), and Seamless Summer Option (SSO) are due by August 30 for Residential Child Care Institutions (RCCI) and September 30 for Local Education Agencies (LEA).
Please follow the instructions provided in the bulletins to ensure the renewal process is complete. A Renewal Information Guide is also available to assist you in this process.
For links to bulletins and their attachments, please review the 8/23 Renewal Article.
General Reminders
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SY 21–22 Meal Distribution Plans (MDP) The SY 21–22 Meal Distribution Plan must be submitted, in addition to the WINS application. Within the survey, you may apply for specific waivers. Waivers may be implemented “only for the extent and duration needed" and approval will be on a case-by-case basis. Sponsors should wait to submit their MDP until operational plans have been determined.
- The MDP and WINS application should align. If operation is unclear and the MDP does not align with WINS, applications will be returned and a new MDP may be required.
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Meal Service Schedules A separate meal service schedule should be created in the WINS site calendar to capture "grab and go" meal distribution times at open and closed enrolled sites. The schedule’s end date should reflect the date of waiver expiration (December 31, 2021 or sooner depending on waiver request).
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August Operating Dates Please contact your Program Specialist for instructions on how to add August to your site calendar.
Resources
Questions? Contact your Program Specialist.
The Washington Department of Health (DOH) recently released updated guidance on K-12 COVID-19 Requirements for Summer 2021 and the 2021–2022 School Year. Updates in this version reflect recently released Center for Disease Control's (CDC) recommendations for schools and seek to achieve two primary goals:
- Minimize transmission of COVID-19 among students and staff in K–12 schools and to their families and broader community.
- Maximize in-person instruction.
Summary of Changes
- Updated recommendations for fully vaccinated individuals identified as close contacts of a person with confirmed COVID-19 in alignment with updated CDC guidance.
- Vaccination and face coverings/masks are the most effective tools to prevent transmission of COVID-19.
- All staff and students must continue to wear face coverings/masks, regardless of vaccination status.
- Physical distancing requirements have been updated to support full time in-person instruction.
- Information on how schools should “layer” mitigation strategies for the best outcome is provided.
- Quarantine protocols have been updated to reduce student exclusions from instruction.
- Expanded information on diagnostic and screening testing is provided.
- Updated links to relevant Labor & Industries orders are provided.
- General alignment updates to COVID-19 language are made.
Overview of Prevention Measures
For SY 21–22, schools must plan to provide full time in-person education for all interested students with the following required mitigation measures: face coverings/masks, physical distancing, improving ventilation, handwashing and respiratory etiquette, cleaning and disinfecting, staying home when sick and seeking evaluation, testing as indicated, contact tracing in combination with quarantine and isolation, responding to cases of COVID-19, and meeting the reporting requirements to public health.
Resources
As vendors and processors continue to have challenges with production capacity and transportation, we are experiencing delays and shortages with various products.
For the most current product updates please see the CNP web homepage.
Estimated September Availability
W287- Breakfast Sandwich
W869- Diced Pears
W870- Mixed Fruit
Estimated October Availability
W109- Beef Rib Patty (TBD)
W132- Beef Teriyaki Dippers (TBD)
W274- Cheddar Cheese Omelet (TBD)
W289- French Toast Sticks (TBD)
WIW400- Beef & Cheese Taco Snack (TBD)
WIW502- Whole Grain Pepperoni Pizza Bagel (TBD)
WIW518- Mozzarella Pinwheel (TBD)
WIW519- Whole Grain Turkey Pepperoni Pinwheel (TBD)
110242 - Blueberries
Estimated November Delivery
W527- 4x6 Cheese Pizza
100256- Strawberry Cups
110911- Turkey Ham
110110- Turkey Deli
Estimated January 2022 Availability:
W281- Whole French toast IW (TBD)
W288- Cheese Tortilla Wrapped Omelet (TBD)
100364- Vegetarian Beans (Delay in Western Washington Orders Only)
100365- Pinto Beans (Delay in Western Washington Orders Only)
100370- Red Kidney Beans (Delay in Western Washington Orders Only)
110361- Applesauce Cups
111100- Cereal Bowls (USDA unable to find a supplier)
USDA Unable to Provide During during SY 21–22
100935- Sunflower Seed Butter (East Only)
110080- Chicken Oven Roasted
110721- Sweet Potato Fries
110854- Peanut Butter Individuals (West Only)
110851- Pollock Fish Sticks
111230- Mixed Vegetables
Please continue to utilize surplus for substitutions.
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