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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 be processed for payment at the end of the month.
WINS will be available to input claims until 5:00 pm PT, today, August 15. At 5 pm, WINS will log sponsors out of the system in order to run the monthly payment process.
Best Practice - Submit claims early in case an error comes up and you need assistance.
General Claiming Reminders
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FSMC & Vended Sponsors – Correct your Summer Food Service Program (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.
- Calendar revisions for changes in meal service operations, such as operating days, must be submitted prior to or on the same day of the meal service change.
- Monthly claim data must be in "OK to Pay" status by 5:00 pm PT on the 15th of the month.
- 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.
Claiming Resources
Have Questions? Please contact Hydie Kidd, Fiscal Supervisor, or Trisha Santee, Fiscal Analyst.
Each legal entity that received funds from the U.S. Government was required to have a unique identifier called a DUNS number. On April 4, 2022, the federal government moved away from the DUNS Number as its official entity identifier and toward the new Unique Entity ID (UEI), which will be generated in SAM.gov.
What You Need to Do
All Child Nutrition Sponsors should already have their DUNS number registered at SAM.gov. If you do not know your SAM ID or have never registered for one, you can go to the Sam.gov website to register for a new account and request your UEI.
Each entity must get a UEI through SAM.gov.
If you are in the validation process now and have submitted a validation service ticket through SAM.gov, you must log into SAM.gov to receive correspondence for that ticket. If you have been contacted in SAM.gov about an open ticket, follow-up must be received from you within 5 days, or the ticket will be closed.
Details
The validation process is a critical piece of the federal awards ecosystem. It prevents improper payments, procurement fraud, and helps ensure the integrity of government contracts and grants processes, representing trillions of dollars in taxpayer funds each year.
This Entity Validation Service independently verifies the uniqueness of an entity. SAM.gov verifies that there is no existing registration for the legal business name and physical address as part of this validation process.
Informational Webinar
General Services Administration (GSA) hosted a Discussion on the new Entity Validation Process in SAM.gov on August 3, 2022. This webinar covered the various steps of the entity validation process, reviewed requirements for documentation, and addressed the most common user questions. This session focused on assisting entities that have begun the registration process or are currently renewing their registration.
You can now download the presentation slide deck and view a recording of the program.
GSA will be holding additional sessions in the near future specifically for entities that are planning to update their SAM.gov registration or submit a new registration in the coming weeks or months. These training sessions will cover the entity validation process phase of SAM.gov registration.
Please visit fsd.gov for resources on upcoming trainings on validating your Entity.
Questions? Please email the Summer Meals Team.
The USDA's Food and Nutrition Service (FNS) is recently shared the Transitioning to Standard Operations in the Child Nutrition Programs and the Keep Kids Fed Act of 2022: Follow-Up Questions and Answers related to summer 2022 operations.
On July 7, 2022 the FNS hosted a webinar with national allies to discuss the child nutrition program operations for summer 2022. Questions and answers are regarding the nationwide waiver flexibilities issued through the Keep Kids Fed Act of 2022.
Access the Recorded Webinar Here
Additional resources for Child Nutrition Flexibilities for Summer 2022 and School Year 2022-23 are located on the USDA School Year 2022–23 webpage.
As a reminder, all SFSP sites must have adequate staff and space for congregate feeding.
If your sites are facing challenges keeping participants on site, the Non-Congregate Feeding Waiver is available for additional flexibility this summer. Please email the summer meals team to request a link to the Meal Distribution Plan to request this waiver. Congregate feeding requirements must still be communicated to all participants.
This past May, the U.S. Department of Agriculture (USDA) announced changes to the USDA nondiscrimination statement.
OSPI CNS has ordered updated “And Justice for All Posters”, we are currently waiting to receive these items and will announce when distribution will begin. Until you receive the updated posters, please continue using the 2019 “And Justice for All” poster in areas where participants may see it.
Questions? Please email the Child Nutrition inbox so we may assist.
Sponsors, who contract with Food Service Management Companies (FSMCs), must maintain signature authority over reimbursement claims in WINS. FSMC employees may prepare the claims and provide supporting data but sponsor staff must review, approve, and submit the claims for reimbursement in WINS per 7 CFR 210.16(a)(5).
Questions? Please email Jeff Booth, Audit and Financial Manager or Hydie Kidd, Fiscal Supervisor.
As a reminder, open sites must be accessible to the community and have signage where the meal service is located. There must not be any barriers preventing all children from receiving meals offered at the site. If safety is a concern, please reach out to the Summer Meals Team to explore options. Banners, feather flags and sandwich boards are a great way to grab the attention of the public. Make sure the signage is out the entire time of the meal service!
Tools to Promote Your Sites
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Promo Kit- If you ordered an SFSP Promo Kit this year, materials should already be delivered to the sponsoring organization—Make sure to distribute materials to your sites! Sites should post materials in locations that will attract attention to their sites, as well as high-traffic areas where potential participants may see the information.
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Banner: Use this banner to promote your site throughout the summer months.
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Stickers: Stickers can encourage participants to come to your site and try new foods!
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Bookmarks: Learning does not stop during the summer months! Inspire participants to read and spread the word with these double-sided bookmarks.
- USDA Resources
- Families can call 1-866-3-HUNGRY (1-866-348-6479)
- For Spanish, families can call 1-877-8-HAMBRE (1-877-842-6273)
- Summer Meals Locator- Promote this tool in English or Spanish.
- USDA National Hunger Hotline- can be reached Monday–Friday
- No Kid Hungry Resources
- Texting Line - Families may text "Food" or "Comida" to 304-304 to find free summer meals near them.
- Meal Site Locator - Promote the NKH Meal Site Finder.
Need More Materials?
We encourage you to use a printer of your choice to have additional items produced. You can use the images and graphics on the SFSP Resources webpage at no charge to you.
Questions? Please email the Summer Meals Team.
| August 15 |
July Claims Due in WINS - Make sure to adjust your ADA's before submitting your claim! |
| August 29 |
June 60-day Claiming Deadline - if you haven't already, submit your claim |
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