School Meals and Food Distribution Programs Updates for the Week of 11/14

• Mark Your Calendars! No Newsletter Next Week
• Update: October Claims Due Tomorrow
• Update: Plant Based School Meals Grant Now Open in iGrants!
• Update: OSPI CNS Appeals Procedures
• Update: SCA Funds Webinar Recording Available
• Update: Modifications to Accommodate Disabilities in School Meal Programs Training on 11/29
• Reminder: Report SEFA to State Auditors by 11/30!
• Reminder: Verification Process Must be Complete by Tomorrow
• Reminder: Local Food for Schools Cooperative Agreements
• Reminder: White House Conference on Hunger, Nutrition, and Health-What’s Next?
• FDP Corner: Join the FDP Team!
• FDP Corner: Inclement Weather and Emergency Closures During SY 22–23
• Important Dates to Remember

Mark Your Calendars! No Newsletter Next Week

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 21, 2022 Monday, December 26, 2022 Monday, January 2, 2023 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.

Update: October Claims Due Tomorrow

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, Tuesday, November 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 Wednesday, November 16.

Best Practice - Submit claims early in case an error comes up and you need assistance. 

October Building Data 

• October Building Data (OBD) must be input with your October claim for reimbursement.
• If OBD is over 10% from the SY 21–22, your data must be validated or corrected. The OSPI CNS Fiscal team will override your claim once your data is confirmed.
• Please review the 10/31 October Building Data article for more details regarding OBD. 

General Claiming 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 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.
• 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, 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 22–23 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. 
• 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

• The Claims, Fiscal Information and Resources webpage.
• The Claims Reference Sheet details important information including revisions and late-claim exceptions.

Questions? Contact your OSPI CNS School Meals Program Specialist.

Update: Plant Based School Meals Grant Now Open in iGrants!

The Washington State Legislature provided $150,000 to support grant for schools seeking to implement more plant-based meal options in school year 2022–2023. These funds will be distributed as competitive grants up to $10,000 per school district to be spent during SY 2022–23.   Who Can Apply? All K-12 schools, including public, charter, and tribal compact schools, participating in the National School Lunch and/or School Breakfast Program in Washington state are eligible to apply. All districts interested in making more plant-based entrees, sides, and/or dairy alternatives available to students on their menu are encouraged to apply.   Application and Grant Funding Resources Plant Based School Meals Grant Reference Sheet Application Information Sheet  SY 22–23 CNS Grants Interest Webinar (note: this recording will be available in Zoom until December 6, 2022)   Apply Early! Consider submitting your application in iGrants as soon as possible to assist CNS in approving your application so purchases can be finalized before the June 30, 2023, deadline. Plant Based School Meals Grant (Form Package 245) due by 4pm on Tuesday, December 6, 2022.   Why Serve Plant-Based School Meals? There are a variety of benefits to serving plant-based school meal options, including: Supporting Student Health: Well-planned vegetarian diets are healthful, nutritionally adequate, and may provide health benefits for the prevention and treatment of certain diseases. Additionally, many students follow plant-based diets for a variety of reasons. Serving Culturally Appropriate Meals: Providing plant-based menu offerings can make school meals more accessible to children following halal, kosher, and other specific cultural dietary practices. Supporting Local Agriculture: Washington has a bounty of local farmers and food businesses that are growing and selling plant-based protein foods, like lentils and soy products.

Update: OSPI CNS Appeals Procedures

Appeal procedures give USDA Child Nutrition Programs sponsors an avenue to appeal when the Office of Superintendent of Public Instruction, Child Nutrition Services takes adverse administrative action as required by federal regulations.

These procedures are specific in what actions are appealable and what programs they apply to. Appeal procedures are included in Final Letters summarizing review findings; however, you may review the procedure at any time on our webpages.

• National School Lunch and Breakfast Program (NSLP/SBP) Appeal Procedures
• Child and Adult Care Food Program (CACFP) Appeal Procedures 
• Summer Food Service Program (SFSP) Appeal Procedures

Questions? Please contact your program specialist.

Update: SCA Funds Webinar Recording Available

The U.S. Department of Agriculture (USDA) recently released information regarding a third round of Supply Chain Assistance (SCA) funding.  View the Recording Now SCA funds must be used to purchase domestic, unprocessed, or minimally processed food products for the school meal programs. During this webinar, panelists from across Washington State shared examples of working with local farmers, broadline distributors and food hubs. View the Utilizing Supply Chain Assistance Funds webinar NOTE: This recording will be available until December 8, 2022. Questions? Please contact your OSPI CNS School Meals Program Specialist.

Update: Modifications to Accommodate Disabilities in School Meal Programs Training on 11/29

The U.S. Department of Agriculture (USDA) Food and Nutrition Service (FNS) invites you to participate in the Modifications to Accommodate Disabilities in School Meal Programs training!

Join the Webinar

This one-hour session clarifies general Civil Rights requirements regarding meal modifications in the School Program.

Register for the Modifications to Accommodate Disabilities in School Meal Programs webinar!*
Date: Tuesday, November 29
Time: 11 am–Noon PT

*Note: Select "WRO" as the regional office when registering.

Do you need an alternative format or accessibility tools to help you participate in this event? Automated Closed Captioning will be offered during this training. Participants who require different accessibility tools to participate should email Sheila Kopczynski by November 15 for assistance.

Reminder: Report SEFA to State Auditors by 11/30!

The Accounting Manual for Public Schools requires all school districts receiving federal funds to report in a specific manner. This includes USDA federal grant expenditures on the Schedule of Expenditures of Federal Awards (SEFA).

State auditors use this information to determine which federal programs to audit. The SEFA is included in the audit report and must be complete and accurate. The district is not required to include the Federal Award Identification Number (FAIN) on the SEFA for USDA grants passed through OSPI Child Nutrition Services to public schools but we are required to provide the FAINs to public schools (2 CFR 200.332(a)).

For school fiscal year ending 8/31/2022 report the following Federal Award Identification Numbers (FAINs):

Please review the CNS Accounting Reporting Codes Reference Sheet for more details. 

Questions? Please email Jeff Booth, Audit and Financial Manager.

Reminder: Verification Process Must be Complete by Tomorrow

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, 2023.

All Local Education Agencies (LEAs) that determine eligibility for meals using meal applications must conduct verification.

Please review the 9/26 Verification article for more information on Verification methods and materials to complete this requirement. 

Timeline

Please use the Timeline for Completing Verification Tasks for complete details of completing this process.

Beginning of the school year to October 1: Process applications and run the direct certification list often. Ensure you have the most up to date information from the LEA Homeless Liaison and Head Start/ECEAP program administrators. Remove and file separately, paper applications for students that are directly certified for Basic Food, TANF, Migrant, FDPIR, Homeless, Head Start/ECEAP.

• October 1
• Count newly submitted applications for SY 22–23.
• Determine the Verification Method and select appropriate sample.
• Conduct a Second Party Confirmation Review or, if applicable, print waiver.
• October 1 – November 15 Send Verification notices. Conduct follow up attempts and send letters of adverse action as applicable
• Last Operating Day in October Count and record the number of newly eligible students in SY 22–23, who are:
• Directly certified for Basic Food
• Directly certified for Medicaid Free
• Directly certified for Medicaid Reduced
• Directly certified for TANF, Foster, FDPIR, Migrant, Homeless, Head Start/ECEAP 
• Eligible for free meals; paper applications with case numbers and foster child
• Eligible for free meals; paper application – household size and income
• Eligible for reduced-price meals – household size and income
• Prior to February 1 Complete and submit the Verification Summary Report
• Stay tuned for an update announcing when Verification opens in WINS. 

Questions about the verification process? Please contact your program specialist. 

Reminder: Local Food for Schools Cooperative Agreements

Child Nutrition Services was awarded $3.6 million for Local Food For Schools from the USDA Agricultural Marketing Service. The purpose of the project is to purchase domestic, locally grown foods from local producers, small businesses, and socially disadvantaged farmers/producers for distribution to schools operating the NSLP.

Our approved plan includes purchasing frozen and dry storage food products utilizing the Food Distribution Program systems and processes for storage, ordering, and delivery of these products to schools in school year 2023–24. Proposed foods to be purchased includes:

• Frozen food- raw animal protein products and frozen fruit
• Dry Storage- whole-grain flour and dried pulses

This project is in the early stages of development and we plan to share more information and plans as they become available. 

Please visit the USDA Local Food for Schools Cooperative Agreements webpage for more information. 

Reminder: White House Conference on Hunger, Nutrition, and Health-What’s Next?

The White House Conference on Hunger, Nutrition, and Health was a great success due to valuable input provided by conference participants across the country. For more information about the conference, action steps and goals moving forward, please review the following:

• Biden-Harris Administration National Strategy on Hunger, Nutrition, and Health Executive Summary
• White House Strategy on Hunger, Nutrition, and Health-Conference action steps
• Leveraging the White House Conference to Promote and Elevate Nutrition Security: The Role of the USDA Food and Nutrition Service is the Food and Nutrition Services (FNS) report which highlights the agency’s work and plans for leveraging the conference to accomplish goals
• Missed a conference session? You can now watch every session from the White House Conference on Hunger, Nutrition, and Health on the Conference website.

Post-Conference Updates

To keep momentum of the Conference, please join the Biden-Harris administration for their first post-Conference monthly update.

Register for the White House Conference on Hunger, Nutrition, and Health Monthly Update session
Date: Wednesday, November 23
Time: 12:30 - 1:00 pm PT

FDP Corner: Join the FDP Team!

Do you believe in the power of good nutrition? Are you interested in assisting school districts and other institutions in providing children with healthy and nutritious meals? CNS is seeking skilled candidates for several positions. Does this sound like you? Apply to join the CNS team today!   Current Recruitments Fiscal Analyst 3- Recruitment closes November 27, 2022

FDP Corner: Inclement Weather and Emergency Closures During SY 22–23

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.   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 Hernandez Transportation – 425-305-7051 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!

Important Dates to Remember