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It's hard to believe that we transitioned to weekly program newsletters over three years ago! Over the past several months, OSPI CNS has been looking at our current practices and leaning into questioning how to best serve you by asking ourselves "Does this still work?"
Changes to Newsletters
We heard you! OSPI CNS wants to ensure the information shared in newsletters continues to be pertinent and timely.
We will continue to share information in newsletters based on program (School Meals, Child and Adult Care Food Program, Summer Food Service Program), but keep an eye out for these changes starting January 2023:
- Newsletters will come to your inbox on the 2nd and 4th Mondays every month!
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Monthly program webinars—These webinars will share important information and reminders for the upcoming month, be sure to register to attend!
By changing to this format, we hope that you'll have more time to focus on what you do best—serving children delicious meals, while also ensuring you have the information to operate your programs successfully!
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Mark Your Calendars
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 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.
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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, December 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, December 16.
Best Practice - Submit claims early in case an error comes up and you need assistance.
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 November 60-day claim deadline is January 30, 2023.
- 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
Questions? Contact your OSPI CNS School Meals Program Specialist.
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 are reported in the Verification Summary Report (VSR). The VSR must be submitted to OSPI by February 1 annually.
Thank you to all who reported an error last week impacting those who utilize standard counting and claiming. This issue is now resolved, please contact your program specialist with additional questions.
Important Details
- All sponsors are required to submit the VSR in WINS.
- Local Education Agencies (LEAs) operating CEP or Provision 2 district-wide and RCCIs with no day students are not required to conduct verification. However, the VSR must still be submitted in WINS to certify enrollment information and attest that verification was not required. Please reference the VSR – CEP/Provision 2 District-Wide and RCCIs Reference Sheet.
- The VSR must be completed and submitted in WINS by February 1, 2023.
- Sponsors will not be able to submit their January Claim until their VSR is error free and submitted in WINS.
Resources
Questions about the verification process? Please contact your School Meals Program Specialist.
Thank You for Your Feedback!
Last week, we announced the start of monthly webinars for School Meal programs! Due to your feedback, we've adjusted the dates to work around the Food Distribution Surplus Ordering periods. Webinars are now going to be held on the first Thursday of the month (excluding April due to Spring break). Thank you so much to all who brought this to our attention.
About this Webinar Series
Program operators offering the National School Lunch Program (NSLP) and School Breakfast Program (SBP) during the 22–23 school year are encouraged to join us for monthly webinars!
OSPI CNS will discuss annual program requirements, new policy guidance, important reminders, and provide an opportunity for you to ask questions.
Register for the School Meal Programs Monthly webinars here!
Dates: Monthly, January–June 2023
Time: 2–3pm PT
Please note: You only have to register once and you will receive updates and reminders for each webinar.
Reminders
- Save us on your calendar! When you register, there is an option to add us to your calendar at the bottom of the confirmation email.
- A reminder email with your link to log into the webinar is sent 1 hour before the session starts.
- Follow up emails with a copy of the slides are sent to everyone registered for the session, even if they did not attend.
- We do not post recordings to the CNS webpages.
- Please keep an eye out in your inbox for these emails, if you do not see them in your inbox please check your SPAM box.
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Breakfast Meals for Kids (Form Package 383)
This grant opportunity 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.
Application and Grant Funding Resources
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, Thursday, January 19, 2023.
Applicants are strongly encouraged to review the Evaluation Document, located on the Profile Page of iGrants, before starting the application.
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Child Nutrition Program operators can order free print materials to help kindergarten students discover MyPlate today.
Discover MyPlate: Nutrition Education for Kindergarten is fun and inquiry-based nutrition education that fosters the development of healthy food choices and physically active lifestyles during a critical developmental and learning period for kindergarten children.
Order each of the following materials now, while supplies last!
Questions? Please email the Team Nutrition inbox.
While it may not be a great time to start a school garden or plant seeds in the ground, winter is a great time to plan for future gardening efforts. Below is a list of some grant opportunities that can help increase your Farm to School programing!
Captain Planet Foundation and Delta Airlines, Project Learning Garden
Captain Planet supports garden programs through Project Learning Garden grants that provide garden supplies and a mobile cooking cart. Applications are due by December 15, 2022.
USDA's Farm to School Grant
The U.S. Department of Agriculture (USDA) awards competitive Farm to School grants. These grants support planning, developing, and implementing farm to school programs by supporting state, regional, and local organizations. Applications are due by January 6, 2023. Learn more Farm to School Grant Program Applicant Resources webpage.
2023 GroMoreGood Grassroots Grant
The GroMoreGood Grassroots Grant, brought to you by The Scotts Miracle-Gro Foundation and KidsGardening, is designed to bring the life-enhancing benefits of gardens to communities across the United States. 160 programs will be awarded in 2023. Application Period: January 3, 2023 - February 10, 2023.
Let’s Move Salad Bars to Schools
Through this program, schools can apply to receive a salad bar in their cafeteria. Applications are received year round and filled as funds become available. Applications are due by February 3, 2023.
OSPI Outdoor Education Grant
Schools and school districts are eligible to apply for grants of $35,000 or less to implement outdoor learning on or near school grounds or to attend outdoor school for the 2022-23 school year. Apply through iGrants (FP 357) by June 30, 2023.
Action for Healthy Kids
Providing schools and districts the resources for students to be healthy in body and mind, and be better prepared to learn. The application period for 2022-2023 District Partnership Grants is now open!
Green Our Planet School Garden Grants
Green Our Planet is providing grants to 200 public or charter schools in the United States to help fund Green Our Planet’s Hydroponics STEM Program and/or Green Our Planet’s GardenConnect STEM program this fall. Applications open on a rolling basis.
The Fruit Tree Planting Foundation
This foundation provides high-quality fruit trees and shrubs, organic soil amendments, equipment, planting volunteers, and on-site orchard design work, and more, with the goal of improving the surrounding environment and providing a source of healthy nutrition. Applications open on a rolling basis.
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December orders opened Wednesday, December 7, and closes Wednesday, December 14, at 4 pm.
Surplus orders will open Thursday, December 15, at 1pm for groups 1 - 3, and 2 pm for all other groups. Surplus closes Friday, December 16, at 4 pm.
For more information on your group number, please review the SY 2022–23 Order and Delivery Schedule.
Ordering
- To place an order - log-in to CNP Web.
- Your Food Distribution Application must be completed (including certified and submitted) before you can place an order
- Ordering Instructions
- Review the messages on the CNP Web message board for a current list of product availability and shortages
- New Fees - Delivery Fee Schedule for SY 2022–23
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New - Minimum 20 cases per warehouse (dry vs frozen).
The Ordering and Receiving webpage has multiple resources to assist you in placing your ordering including; instructions, order and distribution schedule.
Important Reminders
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Confirmation of USDA Foods—If you’re scheduled to receive a USDA Foods Delivery, you should receive an appointment confirmation from the carrier. Please remember to reply to the carrier confirming receipt of appointment.
- Deliveries
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To update or change your delivery contact person, please complete the Delivery Updates Form.
- Standard USDA food deliveries are wrapped and stacked on pallets no higher than approximately five feet and left at your loading dock for you to remove.
- Carriers will drop pallets at dock or just inside the threshold of your facility if the entrance can accommodate. Any request for removal of product from the pallet or asking the driver to enter the facility will require additional cost and must be arranged in advance.
- If there are delivery discrepancies or damages, you may return those cases with the driver.
Questions? Please email the Food Distribution Office or call 360-725-6204.
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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 SY22–23 Additional Entitlement Request. The request form closes at 4pm PT on Friday, December 23, 2022.
Important Information Regarding Additional Entitlement
- Allotted amounts could range from zero (0) to the total amount requested based on your usage and state availability.
- This form must be completed by the Program or Ordering contact listed in CNPweb.
- May be used for the following FDP Programs:
The FDP team will review requests during the week of December 27, 2022.
Questions? Please email Sarah Davis or call 360-725-6215.
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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!
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