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, 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.
OBD Reminder
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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 21–22 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.
One week left to apply for a Farm to School Purchasing Grant!
The Farm to School Purchasing Grant is available to schools, child care centers, and summer meal program operators for the purchase and use of Washington-grown foods in child nutrition programs. Multiple program tracks will be funded according to program type and size.
Apply Soon!
The grant is currently open in iGrants and closes December 20, 2021! Application resources are available on the Farm to School Purchasing Grants website. How to complete an application:
- Create an account in iGrants, if you do not already have one. You can use the Grant Application Guide for more details. Note: it can take up to 48 hours to set up a new account.
- Use the Application Guide to prepare your responses. The Application Guide includes the information and questions that will be asked in the application.
- Submit responses in iGrants by 4:00pm PT on December 20, 2021.
Resources
Questions? Please email the WSDA Farm to School inbox or Kendra Vandree, OSPI Farm to Program Specialist.
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Meal Distribution Plans (MDPs) approved for school year 21–22 will expire on December 31, 2021.
We continue to hear of the ongoing challenges around school closures, food order cancelations, delays, and shortages.
Steps to Take
To streamline the process for current waiver extensions, sponsors who have approved MDPs on file will receive an e-mail in the coming weeks asking if you would like to extend your approved waiver requests through June 30, 2022 or your last operating day, whichever comes first.
To continue to utilize the available flexibilities and waivers through the end of the program year, sponsors will have to request a waiver extension through email instructions prior to January 31, 2022.
To request additional waivers or to apply for new waivers due to school closures or supply chain disruptions, please update your SY 21–22 Meal Distribution Plan (MDP).
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 include invoices or delivery receipts showing missing items from the planned menu, emails, or letters from your vendors and distributors, as well as 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.
Meal Access Grant (Form Package 383)
Formerly known as the Breakfast Meals for Kids 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?
View the recorded webinar for an overview of the application, important changes from previous year's applications, tips for your application, and grant timelines.
View the Meal Access Grant Interest Webinar
How to Apply
Applicants may apply for a single school or multiple schools, including central kitchens. Applications are completed in iGrants (form package 383) and are due before 4 pm PT, Tuesday, January 18, 2022.
Applicants are strongly encouraged to review the Evaluation Document, located on the Profile Page of iGrants, before starting the application.
Questions? Please email the CNS Grants team.
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House Bill 1660 (2020) introduced new requirements around fee waivers for students eligible for free or reduced-price meals or students enrolled in the College Bound Scholarship Program.
Associated Student Body (ASB) clubs and other extracurricular activities are considered local education programs. Annual parental consent is required before free or reduced-price eligibility information can be shared. This includes students who are eligible for fee waivers via their enrollment in the College Bound Scholarship Program (as eligibility for College Bound is based on eligibility for free or reduced-price meals).
Check out our updated resource, Implementing HB 1660 – Nutrition Services [ADD LINK] for more information and helpful tips.
Questions? Please email Mikhail Cherniske, CNS Legislative Specialist.
Breakfast After the Bell (BAB) will be returning in SY 22–23 and is required in high-needs schools. High needs schools are defined as any public school where at least 70% of the total students are eligible for free or reduced-price meals; or, if operating the Community Eligibility Provision (CEP), the school has a free claiming percentage of 70% or more. RCW 28A.235.200
Eligibility for this program is based on upcoming 2021–22 October Building Data.
Child Nutrition Services will be releasing new resources, guidance, and a planning tool in the new year, stay tuned!
Questions? Please email Mikhail Cherniske, CNS Legislative Specialist.
Join Us for a Webinar!
Join OSPI CNS as we discuss the state plan for Pandemic EBT (P-EBT) for SY 21–22.
Register for the P-EBT for SY 21–22 Webinar
Date: Wednesday, January 12, 2022
Time: 2–3 pm PT
Child Nutrition Financial Report (CNFR)
The CNFR reports the net resources for state fiscal year ending 2021 (July 1, 2020, through June 30, 2021). The report is filed in Washington Integrated Nutrition System (WINS) and is due by December 31, 2021.
Private schools and residential child care institutions (RCCIs) participating in United States Department of Agriculture (USDA) Child Nutrition Programs are required to complete and submit a Child Nutrition Financial Report (CNFR) annually. This includes sponsors that participate in the National School Lunch Program, School Breakfast Program, and Special Milk Program.
New for SY 21–22
Local Education Agencies who do not submit their CNFR in WINS by December 31 will receive a claim error when submitting claims after this date. Claims will remain in error status until the CNFR is in submitted status.
Resources
Questions? Please contact your program specialist.
Report 1505 for School Districts with FSMC
Child nutrition sponsors with Food Service Management Companies (FSMC) and those with inter-district agreements are required to complete and submit a Financial Information Report (Form 1505) annually.
The financial information gathered in Form 1505 is used to complete the 1800 Report. The 1800 Report is a compilation of reports and statistics for public schools to evaluate the performance of their food service operations.
Form 1505 records the distribution of FSMC expenditures for school fiscal year ending August 31, 2021.
Submit your 1505 report to Hydie Kidd by December 31, 2021.
OSPI Child Nutrition Services has developed a new guide to feeding students who are in quarantine due to possible COVID-19 exposure or illness.
We encourage you to continue providing access to meals, as many students rely on school meals for nutritional support. Providing meals to quarantined students is a local level decision. Though there is no USDA requirement to provide or deliver meals during school or classroom closures, we encourage district leaders to consider all options available to support students
Ways to support students in quarantine:
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District Provides Meals - The District ensures quarantined students have access to school meals through meal delivery or pick-up. This approach best supports students and should be used if feasible.
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Local Governments/ Community Food Banks/ Community Based Organizations provide meals - If the district cannot facilitate getting meals to quarantined students, consider partnering with your local government, a local food bank or other Community Based Organization (CBO) to ensure students have access to food. This requires families to voluntarily release information.
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Provide Information to Families – Direct families of quarantined students to local food resources.
Check out the Feeding Students in Quarantine Guide to learn more about each of these methods and how to get started.
Questions? Please email the OSPI Child Nutrition team.
Winter weather is upon us! We realize that inclement weather or other events may unexpectedly affect your hours of operation, staff availability, and access to buildings.
Are Local Education Agencies required to serve Summer Food Service Program (SFSP) meals during inclement weather?
There are no requirements that Local Education Agencies (LEAs) serve SFSP meals. Please make sure to consider your unique circumstances and consult with school administrators. LEAs should communicate meal service changes to households.
Important Reminder - USDA Foods Deliveries
Notify your carrier as soon as possible if you need to cancel or change your delivery of USDA Foods. Deliveries combine orders from multiple LEAs, loaded in the order they will be delivered. Early notification to your carrier allows for adjustments so other LEAs may still receive their order.
If your LEA experiences unexpected closures and your delivery cannot be accepted, please contact the Empire Distribution System (IEDS) carrier that delivers your USDA Foods:
- Holman Transportation – 253-867-0682
- Fastway Transportation – 509-534-9351
- Peninsula Transportation – 800-942-9909
- Oak Harbor Transportation – 253-288-8370
Loading docks and delivery areas must be clear of snow and ice to allow for safe deliveries. Please work with your facilities department to ensure your delivery area is ready.
Thank you for assisting the carriers that serve you!
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Are you in need of additional entitlement for the remainder of the School Year? If so, now is your chance!
Complete Your SY21–22 Additional Entitlement Request. The request form closes at 4pm PT on Friday, December 24, 2021.
Important Information Regarding Additional Entitlement
- Allotted amounts could range from zero (0) to the total amount requested based on your usage and state availability.
- Must be used during the January, February, March, and April order periods.
- May be used with DOD but you must also complete a 2021-22 DoD Allocation Adjustment Form
- This form must be completed by the Program or Ordering contact listed in CNPweb.
The FDP team will review requests during the week of December 27, 2021.
Questions? Please email the Food Distribution team.
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December 15
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November Claims Due in WINS
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December 23
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SY21–22 Additional Entitlement Request Due by 4pm PT
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December 27
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No Weekly CNS Newsletter
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December 30
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October 60-day Claiming Deadline - if you haven't already, submit your claim
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December 31
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Child Nutrition Financial Report and Form 1505 Due
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January 3, 2022
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No Weekly CNS Newsletter
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January 5–12
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February USDA Foods Order Period Open in CNP Web
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January 13–14
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February USDA Foods Surplus Order Period Open in CNP Web
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