It’s that time of the year where many of us will take a break from busy work schedules to spend the holidays with family and friends.
OSPI Child Nutrition Services will not be releasing a weekly newsletter on the following dates:
- Monday, November 29, 2021
- Monday, December 27, 2021
- Monday, January 3, 2022
Staff will be available to answer questions and provide technical assistance.
Thank you for all you do to provide nutritious meals to children in our state, we hope you have a safe and happy holiday season.
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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.
Enter OBD for All School Sites
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Sponsors currently operating the NSLP/SBP—October Building Data (OBD) should be entered with the October claim for reimbursement.
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Sponsors currently operating the Seamless Summer Option (SSO)
- October Building Data should be entered with the October claim for reimbursement.
- When submitting the October claim for reimbursement, zeroes (0) should be entered for the NSLP/SBP meal counts. An error will populate for the zeroes entered, please continue to submit your claim.
- If you receive a Variance of 10% error, please confirm the data and add a note to each site claim with details on why the difference has occurred and that you confirm the data.
- Once the note is added to the claim, the OSPI fiscal team will need to override the error, so the claim can process for payment.
- If notes are not entered into the system in time for the OSPI fiscal team to override the error, payment for that site will not process.
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Sponsors currently operating the SMP—OBD should be entered with the October claim for reimbursement.
For more information on OBD please review the October Building Data (FY21) reference sheet and our 11/8 OBD Article.
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 October 60-day claim deadline is December 30, 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.
Verification is the process of confirming free and reduced-price meal eligibility based on an application. The verification process begins each year on October 1 and concludes November 15. Results of the verification process (Verification Summary Report) must be submitted to Child Nutrition Services by February 1, 2022.
Public school districts, private schools, and residential child care institutions that determine eligibility for meals using meal applications must conduct verification.
Verification Method Reminders
- New Local Educational Agencies (LEAs) must use the 3% focused method.
- Since the Verification Summary Report (VSR) was not collected in SY 20–21, LEAs with a 20% or greater non-response rate from verification in school year 2019–20 must use the 3% focused method.
Sponsors Who Collect Meal Applications
Both NSLP and SSO sponsors who determine eligibility for meals using meal applications should move forward with the annual verification process for SY 21–22.
Reminder: Last year we shared that the Direct Verification Process is discontinued. We encourage sponsors to familiarize themselves with the Rolling Verification process to help reduce workload.
Additional information on verification materials and timelines are outlined in our 9/27 Verification article.
Questions about the verification process? Please contact your School Meals Program Specialist.
All Local Education Agencies (LEAs) are eligible for the Safe School Meals Grant!
The Washington State Legislature provided funds to support safe school meals in School Year (SY) 21–22. Funds are awarded based on enrollment and meal participation.
All public, charter, and tribal compact schools sponsoring a school meal program during SY 21–22 are eligible for this non-competitive grant! We have simplified the application process so all applications are easy to complete (and funded)!
Application and Grant Funding Resources
Simplified Application Process
We are aware that there may be supply chain issues with receiving equipment. Consider submitting your application in iGrants as soon as possible to assist CNS in approving your application so purchases can be finalized before the new May 31, 2022, deadline.
Safe School Meals Grant (Form Package 170) due by 4pm on Tuesday, November 30, 2021.
Funds may be used to:
- Purchase equipment and supplies to increase the safety of school meals in SY 21–22. This includes, but is not limited to supplies or equipment to:
- Increase social distancing of students eating meals.
- Reduce touch points in the meal programs.
- Increase food safety.
- Increase safety in meal service.
- Provide training to increase the safety of school meals in SY 21–22.
- Provide outreach to students, families, and school staff, including translation services.
Questions? Please email the CNS Grants inbox.
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The Washington State legislature appropriated over 11 million in funds to support Child Nutrition Programs in WA during 2021–22. These funds support a variety of programs and grants.
Districts operating the Seamless Summer Option (SSO) in SY 21–22 will be provided funds to support meal access and distribution. OSPI CNS will distribute funds to these districts in January and May 2022. January's payment will be based on the number of SSO breakfast and lunches reported on the October 2021 claim for reimbursement.
Sponsors operating the National School Lunch Program (NSLP) and School Breakfast Program (SBP) will continue to be provided reduced price co-pay and breakfast assistance funding.
Questions? Please email Hydie Kidd, Fiscal Supervisor.
NSLP Equipment Assistance Grant (Form Package 472)
The United States Department of Agriculture (USDA) announced funding to states for the National School Lunch Program (NSLP) Equipment Assistance Grant.
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 the Seamless Summer Option in the 21–22 school year.
For fiscal year 2021, Washington State received $434,374. Focus areas for this year’s grant is:
- Replace aging equipment or update equipment
- Adopt lunchroom changes that provide more convenience and appeal to students
- Make meaningful impacts on student nutrition and quality of meals.
Interested in Applying?
Join us for a webinar! We will provide overview of the application, important changes from previous year's applications, tips for your application, and grant timelines.
Register for the NSLP Equipment Assistance Grant Interest Webinar
Date: Wednesday, November 17
Time: 1–2 pm PT
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Meal Access Grant (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?
Join us for a webinar! We will provide overview of the application, important changes from previous year's applications, tips for your application, and grant timelines.
Register for the Meal Access Grant Interest Webinar
Date: Tuesday, November 23
Time: 1–2 pm PT
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Applications will open in iGrants system in the coming weeks.
Questions? Please email the CNS Grants inbox.
Over the past five years, OSPI Child Nutrition Services partnered with Cybersoft to bring the PrimeroEdge Menu Planning and Nutrient Analysis (MPNA) software to our state. During this time program operators have taken advantage of the training and software.
As we move forward, OSPI CNS will not be continuing to offer the system at the state level.
Questions? Please email the Child Nutrition Services inbox.
We continue to hear of the ongoing challenges around school closures, food order cancelations, delays, and shortages. To request additional waivers due to school closures or supply chain disruptions, please update the SY 21–22 Meal Distribution Plan (MDP). The MDP may look differently than previous links as we have updated to streamline the process.
School Closed?
The following Operational Flexibility Waivers allow LEAs to safely provide meals when school is closed due to a COVID outbreak:
In the event that a school is closed, please also notify your School Meals Program Specialist.
Experiencing Continued Shortages?
The Meal Pattern Flexibility Waiver allows LEAs to apply for a waiver of:
- Vegetable Subgroups
- Milk
- Serve Only with Age/Grade Group and serving size limitations
- 100% Whole Grain Rich Requirements
- Dietary Specifications for Sodium
Please continue to submit MDPs and document supply chain disruptions. This documentation could look like invoices or delivery receipts showing missing items from the planned menu, emails or letters from your vendors and distributors, and updated production records showing components served.
If flexibilities outside of the MDP are needed, please email your program specialist with a description of the disruption and how the Meal Pattern requirements will be met to the maximum extent practicable.
Questions? Please contact your School Meals 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 K-12 school outbreak definition in alignment with CDC.
- Inclusion of outdoor classrooms in K-12 close contact exception definition.
- References added for new Symptom Decision Tree and Contact Tracing Checklist for K12 Schools and COVID-19 Contact Tracing Guide and FAQ for K-12 Schools tools.
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
The U.S. Department of Agriculture (USDA) Team Nutrition has released resources to help with operation of Child Nutrition Programs.
Training guides and resources on topics such as menu planning ideas and crediting tips can be found on the Team Nutrition webpage.
Procurement and Supply Chain Resources
Additional Resources
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Offering Smoothies as Part of a Reimbursable School Meals Grades K-12 Smoothies are a fun, delicious menu item that is creditable towards a reimbursable meal! Details included on this training guide:
- Fluid milk in the smoothie may credit towards the Milk requirements.
- Yogurt may credit as a Meat/Meat Alternate.
- Pureed fruits & vegetables may credit as juice.
- Note: Juice may only credit for up to 50% of the meal pattern requirements for the Fruit and Vegetable components during the week.
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Offering Meats and Meat Alternates at School Breakfast Meat/Meat Alternates (M/MA) can contribute additional protein and essential vitamins and minerals to breakfast! This training guide reviews:
- M/MA may credit toward the weekly grain requirements after the 1oz daily grain minimum has been met.
- Offer M/MA that are low in added sugar and sodium to comply with dietary specifications for calories, saturated fat, and sodium.
- Serve creditable M/MA at breakfast.
- Note: Cream cheese, bacon, and egg whites are not creditable M/MA.
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Back-to-School Water Safety Resources As schools prepare for SY 21–22, ensuring water safety is an important part of back-to-school plans. When reopening a school building after any closure, it is important to check the safety of the water. Actions may need to be taken to ensure the water is safe for drinking, handwashing, and meal preparation.
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Water: It's a Great Choice Water is a great drink choice for kids because it doesn’t contain added sugars or caffeine. Preschoolers need extra water to drink when they are physically active or when it is hot outside. This Team Nutrition tool is great to share with families!
Questions? Contact email the Team Nutrition inbox.
Standard USDA food deliveries are wrapped and stacked on pallets no higher than approximately five feet and left at your loading dock for you to remove. The carrier will drop pallets at dock or just inside the threshold of your facility if the entrance can accommodate. If there are delivery discrepancies or damages, you may return those cases with the driver.
Accommodations
Any request for removal of product from the pallet or asking the driver to enter the facility will require additional cost and must be arranged in advance. Additional delivery accommodations are estimated to be $0.65 per case, with a minimum of $40.
To update your delivery contact information or request additional delivery services, please complete the Delivery Updates Form.
Resources
Questions? Please email the Food Distribution Office or call 360-725-6204.
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