What Changed?
October must be used as the study month to set the rate of reimbursement. To ensure success:
Study month information may only be updated ONE (1) time per fiscal year. To ensure success:
- If an updated study month is conducted, it must be conducted at all sites. For this reason, Sponsors should assess the anticipated change in reimbursement at all sites prior to initiating a change.
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NEW! Use the study month worksheet to help calculate the difference in reimbursement when new study month numbers are entered compared to current study month numbers. To access this tool:
- Log in to WINS
- Select the 'Info' tab
- Select 'WINS Documentation and Job Aids'
- Locate the 'CACFP - FY23 Study Month Calculator Tool' and select the 'view' icon.
- The document will download—Save it to your files!
- For more details read the 6/13 Study Month for Fiscal Year (FY) 23 article and watch the CACFP Annual Updates Recorded Training (note: you will need a Moodle Account to view this training).
Renewal closing date for FY23 is June 30, 2023. To ensure success:
- Sponsors who do not have an approved CACFP application by June 30, 2023, will not be able to operate CACFP July–September 2023.
- If you do not plan to start CACFP operation in October 2022, but may operate later in the fiscal year, plan to submit your renewal application by June 1, 2023 so your application can be approved by the June 30 cutoff date.
- For more details read our 5/23 Renewal closing date article and watch the CACFP Annual Updates Recorded Training (note: you will need a Moodle Account to view this training).
Infants enrolled for care at your facility must be offered a meal that meets CACFP meal pattern requirements. To ensure success:
Operating expenditure reporting is required with monthly claims.
- This change affects all Sponsors who are required to complete a Budget in WINS and will start with your October claim. Please wait to file your October claim until November 5.
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To ensure success:
- Track and maintain documentation of all CACFP Operating expenses. This will assist in reporting actual monthly expenditures with monthly claims. To help track these expenses, use the CACFP Operating Expenditures Worksheet.
- If you have elected to use CACFP reimbursement for administrative expenses, track and maintain documentation of these expenses. This will assist you in entering monthly administrative expenses by budget line-item. To help track these expenses, use the CACFP Administrative Expenditures Worksheet
- Verify expenses have been reported in WINS as applicable when entering your claim. If not entered, the claim will not be paid.
- Please read the 6/27 Expense Reporting article and watch the CACFP Annual Updates Recorded Training for more details (note: you will need a Moodle Account to view this training).
Limited availability of CACFP waivers for FY23 as CACFP returns to normal operations. To ensure success:
- USDA has released resources and guidance to help sponsors transition to normal child nutrition operations on FNS’s webpage.
- If circumstances arise due to COVID that affect normal CACFP operation, the following waivers may be requested. Waiver requests are approved on a case-by-case basis and only for a limited duration of time.
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Non-Congregate Meal Service waiver expires June 30, 2023
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Parent/Guardian/Caretaker Meal Pickup waiver expires June 30, 2023
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Waiver of Meal Time Requirements waiver expires June 30, 2023
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Waiver of Onsite Monitoring waiver expires with the end of the Public Health Emergency
- For more information watch the CACFP Annual Updates Recorded Training.
- To request use of an available waiver, please contact your CACFP Specialist.
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, Saturday, October 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 Monday, October 17.
Best Practice - Submit claims early in case an error comes up and you need assistance.
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 September 60-day claim deadline is November 29, 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.
It may take up to 30 days to process and approve a complete application. Your CACFP specialist will reach out with clarifying questions or if parts of your renewal application are returned for edits. If follow up action is required, please respond in a timely manner to ensure eligibility to submit an October claim. Sponsors will receive a FY23 renewal approval email when all components of your renewal have been completed and approved.
For Renewal Bulletins, Checklists, Training and Resources please refer to the 8/29 Renewal Article.
What might be holding up approval of our renewal application?
- Renewal components not submitted
- Renewal components in “Created” or “Returned” status will not be approved. Check the “Current Overview” tab from your Sponsor Profile page to see what action may be needed. For more information on the Sponsor’s Renewal Checklist in WINS, refer to the WINS Sponsor Home Page User’s Manual
- SAM UEI # documentation not provided
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Updates needed to Authorized Users
- Updates needed to Sponsor Staff
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Please delete or update information of staff are listed on your Sponsor Profile page. If staff no longer have assigned CACFP roles within your organization, or their role has changed, please delete or update their information as appropriate.
- Incomplete FSMC/Vendor Fact Sheet in WINS
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Sponsors who contract with Food Service Management Companies (FSMCs) and/or vendors for program year 2022–23 must have completed and approved Fact Sheet(s) in WINS prior to filing their first claim. Please refer to the 9/12 FSMC/Vendor Fact Sheet article for more details.
- Updated Unified Permanent Agreement with OSPI not on file
- A signed Unified Permanent Agreement with OSPI must be on file. CNS administrative staff will contact you if an updated agreement is needed.
- Unresolved corrective action or fiscal action
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.
- Please note, the renewal budget must be approved prior to incurring reimbursable expenses in the new fiscal year. For example, if the budget is not approved by October 1, your organization will not be eligible for meal reimbursement until the date the budget is approved.
Questions? Please contact your CACFP Specialist.
October 1-31: National Farm to School Month
Everyone can celebrate National Farm to School Month!
Farm to school empowers children and their families to make informed food choices and contribute to vibrant communities. Celebrate by offering farm to school activities at least once or all month long! Some ideas include: taste tests, nutrition education, farm visits, and garden harvest parties!
Serving local food items as part of your menu is another great way to celebrate! More ideas and specific resources are found on National Farm to School Network’s website.
OSPI and USDA support the use of Farm to School activities in your program. In fact, they’re considered a best practice!
Did you celebrate Farm to CACFP Week? Send your pictures and stories to Nichole Garden, OSPI Farm to Child Nutrition Program Specialist
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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!
Common Questions
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Does this training meet our FY23 CACFP Renewal (Annual Training) requirements? No. This training is an optional training that does not count toward your annual training requirements. Please review our 9/19 Annual Training article for details on completing your training requirements for FY23 renewal.
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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!
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Can we register more than one person from our organization? Yes! We encourage you to invite those who have responsibilities surrounding the training topics to join the training. Please note: OSPI CNS does not conduct training for FDCH providers.
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How do we register more than one person from our organization? Each participant must register for the event using their own pdEnroller account, please have each person create a free pdEnroller account if they do not have one already, and have them register for the event.
Questions about which sessions might be most applicable for your organization type? Please contact your CACFP Specialist.
The Washington Farm to School Network hosts a monthly community of practice call for early learning providers and partners. This is a great opportunity to connect with other early learning providers interested in bringing local foods, gardening, and agriculture education into their early learning and child care programs.
Register now to attend the Next Community of Practice Call
Date: Tuesday, October 25
Time: 3 pm PT
You can view the recording of the last meeting using this link.
Register now to attend free, live, interactive training sessions for child nutrition professionals offered by the Institute of Child Nutrition (ICN). These virtual training sessions feature individual lessons led by ICN's expert trainers on important topics for child nutrition professionals in child care programs.
Trainings will be held in October–December 2022. Some of the child care trainings include:
- Food Safety in Child care (4 hours)
- Introductions to Happy Mealtimes in Child Care Settings (4 hours)
- Norovirus in Child Care (2 hours)
- Training Culturally Diverse Groups (4 hours)
- Basic Culinary Math (4 hours)
For a list of trainings as well as training dates and times, please visit ICN’s VILT Registration page.
Registration is limited to 25 participants per session, and training sessions will fill up quickly.
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Since 2010, Vermont FEED has hosted the Northeast Farm to School Institute, a unique year-long professional learning opportunity for school, district, and early childhood teams to build robust, sustainable farm to school programs.
The FTS Institute builds capacity in school communities to create a culture of wellness while improving educational, environmental, and community outcomes, and it is rapidly becoming a national model. Cross-sector teams come together in a summer intensive to build relationships, skills, and a farm to school action plan, then spend the school year implementing their plans with the support of an experienced coach.
Join an Informational Meeting
Discover more about this impactful training model, the evidence base behind its design, the key components of farm to school sustainability, and how the FTS Institute is being adapted across the country, with support.
Register for the Driving Sustainable Farm to School Initiatives Through the Farm to School Institute Model webinar
Date: Tuesday, October 11
Time: 10–11 am PT
More Details
In partnership with USDA FNS, VT FEED initiated a longitudinal evaluation to understand key components to farm to school staying power and how the Institute model creates a foundation for sustainability. Other states and communities have been learning from this model and implementing their own FTS Institutes to spread and scale more robust farm to school programming.
Washington WIC gives families access to nutritious food and provides health screening, risk assessment, nutrition education, breastfeeding support, and referrals to health and social services. The program provides essential services for pregnant people, new and breastfeeding persons, infants, and children under five. Most pregnant people and young children on Medicaid or Basic Food (SNAP) qualify for WIC services.
To meet the needs of families during the pandemic there have been important changes to the program:
- WIC enrolls new applicants, provides nutrition education and breastfeeding support, and issues food benefits by phone or video chat.
- WIC expanded the choice of foods allowed for purchase using WIC benefits.
- Participants now shop for WIC foods using a WIC card, which makes shopping easier.
- The WICShopper app guides shoppers, and provides recipes and parenting tips!
Given layoffs and other economic consequences related to COVID-19, people may be seeking WIC services for the first time.
What Can You Do to Help?
Help the families you serve by sharing information about the benefits of WIC. The Department of Health has a great handout you can share (see image) that is available in 14 languages. You can order it from myPRINT.wa.gov so you can offer them to families.
Find WIC Services in Your Area
Resource: WIC, Healthy Food and A Lot More!
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