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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.
WINS will be available to input claims until 5:00 pm PT, Thursday, September 15. At 5 pm, WINS will log sponsors out of the system in order to run the monthly payment process and will not be available until after noon on Friday, September 16.
Best Practice - Submit claims early in case an error comes up and you need assistance.
Working on Renewal?
If your organization is working on your SY 22–23 renewal application, you will be logged out at 5 pm PT on Thursday, September 15. Make sure to save your progress before 5 pm. You will be able to continue working on your application once claims processing is complete on Friday, September 16.
Best Practices for Submitting Claims
- Submit your claim by the 10th of the month. This will ensure your claim is in “OK to Pay” status prior to 5:00 pm PT on the 15th.
- Always select “Preview Errors” at the bottom of each site claim once information is entered.
- Review the Claiming Error Messages in WINS Information Sheet for more details on possible errors.
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Common Errors
- Total Attendance is entered with the claim and is the sum of children in attendance each day during the month. Meals claimed in excess of Total Attendance will result in a claim error.
- 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.
- When you are experiencing issues with submitting your claim or when your claim is in error status, please contact your CACFP Specialist to assist you. Your Specialist will help to troubleshoot what the issue(s) may be. Do not reach out to CNS’s Fiscal Department or the WINS team directly.
General Claim Reminders
- 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 5pm PT.
- Ensure to give yourself enough time to input all claiming data so the claim is in “OK to Pay” status.
- Once WINS closes down the claiming option users are not allowed to input claim data until after the monthly claim reconciliation process is complete. This can take up to two business days.
- Didn't submit your claim by the 15th? That's okay! File your monthly claim by the 60-day deadline.
- Example: The August 60-day claim deadline is October 31, 2022.
- 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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Administrative Expenses
Sponsors may elect to use CACFP reimbursement to cover administrative expenses in their Food Service Budgets this fiscal year. Please review our 11/8 Entering Administrative Expenses article.
- Errors must be resolved for claims to be paid. WINS has multiple edit checks to help resolve issues before your claim is submitted.
- Common Errors
- Total Attendance is entered with the claim and is the sum of children in attendance each day during the month. Meals claimed in excess of Total Attendance will result in a claim error.
- 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.
- Pro-Tip: Always select “Preview Errors” at the bottom of each site claim once information is entered.
Claiming Resources
Questions? Please contact your CACFP Specialist.
The Food and Drug Administration (FDA) issued a public health alert advising parents and caregivers not to buy or give Mothers Touch Formula to infants under their care. The product is being marketed as an infant formula without the required pre-market notification to the FDA.
The FDA has determined that Mother’s Touch Formula does not follow the FDA’s infant formula regulations. This product is not tested to determine if it meets the nutrient requirements for infant formula. Consumption of this formula has the potential to cause nutrient deficiencies or toxicity in infants. In addition, the product was not fully tested for the presence of potentially harmful bacteria.
Recommendations for Consumers
Parents and caregivers of infants who have purchased this product should discontinue use and throw it away. Parents and caregivers of infants who have used this product and are concerned about the health of their child should contact their health care provider.
To report a complaint or adverse event (illness or serious allergic reaction), you can:
For More Information
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Authorized Users and Sponsor Staff must be up to date in WINS. If this is not current, CACFP FY23 renewal applications will not be approved.
Steps to Take
If Staff are listed on your Sponsor Profile page who no longer have assigned CACFP roles within your organization, or their role has changed, please delete or update their information as appropriate.
Review the “Adding And Removing WINS Users” guide for details on updating users.
- If an Authorized User has not logged into WINS in over a year, you must remove that user.
- Authorized Users must not share their WINS passwords with other staff members to allow access to WINS.
- If a staff member has taken on a role that requires access to WINS, they must be added by the Sponsor-Admin to the Authorized User section.
What can Authorized Users do?
- Sponsor-Admin
- Add study month
- Submit claims
- Create, revise and submit all components of the renewal application
- Add or remove Sponsor- Admins and Sponsor-Users
- Sponsor-User
- Add study month
- Submit claims
- Create, revise and submit all components of the renewal application with the exception of the budget
 Who Should be Listed as Sponsor Staff?
Individuals within your organization that have assigned roles in the administration of CACFP or those that are considered “responsible principals”. Responsible principals are ultimately responsible for the administration of the CACFP and are accountable for their agency’s serious deficiencies.
For detailed instructions on how to update Authorized Users, review the “Adding And Removing WINS Users” guide.
Questions? Please contact your CACFP Specialist.
What happens next?
It may take up to 30 days to process and approve a complete application. Your CACFP specialist will reach out to you if clarification is needed, or if parts of your renewal application have been returned for edits. If follow up action is required, please respond in a timely manner to ensure eligibility to submit an October claim. When all components of your renewal have been completed and approved, Sponsors will receive a FY23 renewal approval email notification.
What might be holding up approval of our renewal application?
What happens if we submit our renewal after September 1?
Please work to submit your renewal application as soon as possible. It is possible that Sponsors who submit their application for approval past the September 1 deadline may not be approved in time to receive reimbursement for meals served during October 2022.
If your organization is working on your SY 22–23 renewal application, you will be logged out at 5 pm PT on Thursday, September 15. Make sure to save your progress before 5 pm. You will be able to continue working on your application once claims processing is complete on Friday, September 16.
For Renewal Bulletins, Checklists, Training and Resources please refer to the 8/29 Renewal Article.
Questions? Please contact your CACFP Specialist.
OSPI Child Nutrition Services invites you to participate in WA Farm to CACFP Week October 3–7, 2022!
Including fresh, local foods in the menus increases meal quality and supports local farmers. Nutrition and agriculture enrichment activities have been shown to increase kids’ consumption of fruit and vegetables and willingness to try new foods.
You can engage children and families by including fresh, local foods in your CACFP menu and offering food-related enrichment activities to your program participants during the week of October 3–7, 2022.
Take the Pledge
Take the pledge to participate in Farm to CACFP Week! You can plan to serve at least one local food item, offer at least one food-related educational activity, and share your efforts over social media or another communication method.
How to Participate
- Don’t know where to buy local? Try the Washington Food & Farm Finder.
- Want a recipe idea? This Local Harvest Bake uses fresh vegetables that are currently in season and should be easy to find at most farmers’ markets.
- Nourished and Active in Early Learning’s Farm to Early Care and Education training provides information for early learning professionals about using food education, gardens, and local foods to promote learning, development, and healthy eating habits. This training provided two STARS continuing education hours and can help you get started making local foods a part of your program.
Questions? Please email Nichole Garden, OSPI Farm to Child Nutrition Program Specialist or join her office hours on September 28 from 3:30–4:30 pm PT dedicated to answering your Farm to CACFP questions.
Important Requirements and Information
As annual requirements are due, we wanted to remind you of some important information when working with a Food Service Management Company (FSMC) or vendors.
Questions? Please email Jeff Booth, Audit and Financial Manager or Hydie Kidd, Fiscal Supervisor.
OSPI Child Nutrition Services annual training is mandatory for sponsors to maintain eligibility to participate in CACFP. At a minimum, the person responsible for oversight of the CACFP must attend. All CACFP sponsors must certify they will complete all training requirements when submitting their FY 2022–23 (FY23) sponsor application in WINS.
Who Must Attend Annual Training?
- All institutions participating in the CACFP.
- All institutions planning to participate in the CACFP in FY23.
- At a minimum, the person responsible for oversight of the CACFP must attend.
- This training is intended for CACFP directors and administrators.
How to Complete Your Training Requirements
CACFP Annual Training is located on our CACFP Annual Training Moodle Course. To complete training requirements, you must enroll in the course and complete all applicable training requirements. Use the FY23 How to Get Training Certificates Information Sheet for a guide with images on completing annual training requirements.
A. Create a Moodle Account to view this training if you do not have one already.
B. Go to the CACFP Child Care Centers and Family Day Care Home Sponsors Annual Training Moodle course and select ‘Self Enroll’ at the bottom of the page.
C. Watch Required Trainings Applicable to Your Organization Type
D. Complete Moodle Requirements and Obtain Your Certificates.
- Once you have watched the required video, you must certify completion of each training topic by submitting a questionnaire. Note: By submitting this questionnaire you are certifying you have reviewed the corresponding training topic.
- Once submit the questionnaire, a training certificate will be available to print.
- You may download and print your certificates. Retain this documentation for your records.
- We will not ask for a copy of your certificate during renewal but may ask for it during administrative reviews.
- The person completing the FY23 sponsor application will certify that sponsor staff completed all required annual training in the Washington Integrated Nutrition System (WINS) Sponsor Application.
Resources
For more details upcoming changes in FY23, watch the “What’s New in CACFP” recorded webinar.
Questions? Please email the Community Nutrition team!
The optional Administer CACFP Like a Pro! Workshop will be hosted in-person around the state this October!
This optional, in-person training will be hosted around the state with the goal to give you hands-on experience and time to connect with others so you can administer CACFP like a pro!
Training topics include Meal Patterns, Staff Training, and Financial Management. Join breakout sessions based on your organization sponsor type (Multi-Site/ Affiliated Sponsors; Independent Center Sponsors; At-Risk Program Sponsors; Family Day Care Home (FDCH) and Unaffiliated Sponsors.
*Please note: FDCH and Unaffiliated Sponsors sessions will only be offered in Ellensburg.
Who Should Attend?
This training is meant to enhance your knowledge about the CACFP and allow time for you to connect to other CACFP Operators around the state.
Important Details
- Training is free to attend; however, participants must pay for meals, parking, and any overnight stays.
- OSPI CNS is unable to provide coffee or meals when providing training. We recommend participants to bring snacks, water, or coffee as needed.
- Ensure to pay attention to registration information. We will send additional messaging out regarding parking fees, nearby restaurants, and accommodation information through pdEnroller after you register.
Format for this Workshop
This workshop will be held from 9:30 am– 4 pm PT. All attendees will be in a general session at the beginning of the day for all sponsor types. After the general session, participants will split up into breakouts by organization type (Multi-Site/ Affiliated Sponsors; Independent Center Sponsors; At-Risk Program Sponsors). View the FY23 Administer CACFP Like a Pro! Schedule for details.
Sponsor different types of programs? No worries, you can register for whichever sessions apply the most to you.
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Additional Learning Opportunities at this Training
Does your organization procure items? (hint: we all do!)
How does submitting my claim after the 15th of the month impact my reimbursement?
Stop by the information tables outside of the classrooms where you can chat with our CNS procurement and fiscal specialists! Some dates may have additional drop-by tables—We can't wait to see you there!
Registration Information
Registration helps us know how many people to anticipate for each training - register early!
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Each participant must have their own pdEnroller account to sign up for the training if you do not have one currently. You may use this link to create an account, if needed. Review the 8/29 Workshop article for more details on how to register.
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Are STARS Credits Available for this Training?
- Yes! The Department of Children, Youth, and Families (DCYF) has specific requirements for which trainings can offer STARS credits. We will be offering STARS credit for the first session of the workshop.
- Make sure to bring your STARS ID with you to training!
Questions about registration? Please email Sam Brueske, Training and Communications Specialist.
Questions about which sessions might be most applicable for your organization type? Please contact your CACFP Specialist.
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.
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Documentation of valid SAM UEI number along with the expiration date must be provided to your Program Specialist. Renewal applications will not be approved without this.
- SAM UEI numbers must be renewed annually
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 contact your CACFP Specialist.
Are you passionate about ensuring high-quality, healthy school meals for Washington students? Do you enjoy helping to maximize individual and program potential? If so, Northeast Washington Educational Services District (NEWESD 101) has the dream job for you!
As part of the Team Nutrition Grant awarded to Washington state, NEWESD 101 is accepting applications for Child Nutrition Cooperative Mentors.
Apply Today
NEWESD 101 is hiring three Child Nutrition Cooperative Mentors! This role will provide training and mentorship to school food service directors participating in the USDA Team Nutrition Training Grant-funded mentorship program in ESDs 105, 113, 123, and 171. Positions are based in Tumwater at ESD 113, Pasco at ESD 123, and Wenatchee at ESD 171.
All positions close at 12 pm PT on Friday, September 16.
Links to position descriptions and application information:
Questions about the 2022 Team Nutrition Mentorship Grant? Please email Erica Lamson, Team Nutrition Grant Director or Abby Miller, ESD 101 contact.
As a sponsoring organization (CACFP sponsors with 2 or more sites) are you familiar with:
- CACFP’s Performance Standards and requirements specific to financial viability?
- The purpose and importance of monitoring, monitoring review elements, and best practices for conducting monitoring reviews?
- The purpose of the serious deficiency process and the six steps of the serious deficiency process for day care home providers?
Training Designed for You!
The CORE team is pleased to announce availability of the CORE online training courses. Each online course is designed to train on these importance Program Requirements. The courses are animated, self-paced, interactive, and informative.
Available courses include:
- Financial Viability
- Monitoring and Oversight
- Serious Deficiency (intended for day care home Sponsors only)
The online courses can be accessed using a desktop, laptop, or Android or iOS mobile app. Register for CORE training today!
The USDA Farm to School & Early Childhood Education program helps child nutrition program operators incorporate local foods into meal programs, supports the integration of agriculture and community food systems education into curriculum, and assists state agencies in deepening farm to school engagement in their communities.
As farm to school efforts continue to grow across the country, we invite you to spread the word by ordering these fun stickers - at no cost to you!
 Order these fun 2-inch stickers to share with students to encourage them to go “Loco for Local”!
Stickers come in rolls of 200 stickers per roll and sponsors can order up to 3 rolls.
Place your order today!
Use the user ID and password below to log in:
- User ID: USDAFNS
- Password: Local!
Questions? Please reach out to the USDA Farm to School team.
Team Nutrition’s CACFP Halftime: Thirty on Thursdays webinar on “Breakfast Basics” recording is now available!
Receive Your Continuing Ed Certificate
Once you’ve viewed “Breakfast Basics”, please visit the National CACFP Sponsor’s Association (NCA) learning center webpage for a personalized certificate and to track or submit your continuing education credits. Your certificate should arrive within a week of viewing the recorded webinar.
The Academy of Nutrition and Dietetics Commission on Dietetic Registration has also approved this webinar for 0.5 hours of Continuing Professional Education Units (CPEUs). RDNs who are interested in receiving a certificate can email the Team Nutrition inbox with their full name, CDR registration number, title of the webinar, and date of viewing.
Resources
To stay up-to-date on all things Team Nutrition, sign up for the Team Nutrition GovDelivery distribution list or follow on Twitter @TeamNutrition.
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