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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, Wednesday, February 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 Thursday, February 16.
Best Practice- Submit claims early in case an error comes up and you need assistance.
General Claiming Reminders
- Verification Summary Reports (VSR) were due in WINS on February 1. January claims will not be paid until the VSR is error-free and in submitted status.
- 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 January 60-day claim deadline is April 3, 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.
On February 7, 2023, the Proposed Rule Child Nutrition Programs: Revision to Meal Patterns Consistent With the 2020 Dietary Guidelines for Americans was published in the Federal Register.
Based on the latest nutrition science and extensive feedback from school meal partners across the nation, USDA’s Food and Nutrition Service is proposing updates to the school nutrition standards in a few key areas to give children the right balance of nutrients for a healthy and appealing meals. The proposed updates reflect the goals of the most recent Dietary Guidelines, as required by law, and build in plenty of time for planning and implementation to ensure the school meals community and the children they serve are set up for success.
This proposed rule – Child Nutrition Programs: Revisions to Meal Patterns Consistent with the 2020 Dietary Guidelines for Americans is the next step in an ongoing effort toward healthier school meals that USDA and the broader school meals community have been partnering on for well over a decade.
Comments on the Proposed Rule can be submitted through the Federal eRulemaking Portal through April 10, 2023. Follow the online instructions for submitting comments. Instructions are also included for mail-in comments. Please see Section 16 of the proposed rule for a summary of the rule and a list of specific questions for which USDA is seeking public comments, in addition to any other feedback stakeholders wish to provide. For more information on submitting comments, please see Tips for Submitting Effective Comments.
Register for the Proposed Rule Webinar for School Food Authority (SFA) Staff
Date: Tuesday, February 21
Time: 11:00am-12:00pm PT
USDA Child Nutrition Program sponsors have the responsibility to inform applicants, participants, grassroots organizations, and potentially eligible persons of the program availability, changes in your programming, your rights and responsibilities as a program operator, the policy of non-discrimination, and the procedure for filing a complaint. Public notification responsibilities include websites or webpages used for the promotion of the Child Nutrition Programs (i.e., nutrition services homepage).
What is required to be posted on websites?
Sponsors must post:
- The updated USDA Child Nutrition Programs Non-Discrimination Statement
- All information materials and sources, including websites, used by program operators that inform the public about the Child Nutrition Programs must contain the full USDA nondiscrimination statement. It is not required that the nondiscrimination statement be included on every page of the program information website. At a minimum, main landing pages must either have the full nondiscrimination statement, or a link that directs to the full statement on the organization’s website.
- Nondiscrimination statements must be available in a language that users understand, include links in the target language as appropriate. The USDA Nondiscrimination Statement is in the process of being translated into 22 languages.
- Information regarding Child Nutrition Programs in languages commonly encountered
- Operators and sponsors are required to take reasonable steps to ensure program access and benefits to individuals with Limited English Proficiency (LEP). All materials vital to participation must be provided to families at no cost.
- An already translated tagline must be provided at the bottom of your documents and on webpages for families that may need interpretation services. The LEP – Important Information to Translate Notice Reference Sheet includes two tagline options that are already translated into frequently encountered languages in our state.
- Information regarding accommodating disabilities and special dietary needs in the Child Nutrition Programs
- Sponsors must make reasonable accommodations to meal(s) on a case-by-case basis to accommodate disabilities which restrict a child’s diet. Your organization’s Special Dietary Accommodations procedure and Request Form must be publicly available on a program webpage.
- Reference the Special Dietary Needs Reference Sheet for additional information on requirements. OSPI has developed a Request Form for Special Dietary Accommodations that has been translated into seven languages.
- Details on how to file a Civil Rights complaint, including complaint procedures
- Program operators must have separate procedures and logs for handling and documenting USDA Child Nutrition Program Civil Rights complaints. The Civil Rights Complaint Procedure must be publicly available on the program’s webpage.
- All civil rights complaints related to the USDA Child Nutrition Programs must be forwarded to the USDA or to OPSI for forwarding to the USDA. OSPI has developed a sample Civil Rights Complaint Procedure and Complaint Log.
Resources:
Questions? Contact your Program Specialist.
NSLP Equipment Assistance Grant (Form Package 472) is now open!
Public school districts, private schools, tribal schools, charter schools and residential childcare institutions are eligible to apply National School Lunch Program (NSLP) Equipment Assistance Grant.
For fiscal year 2022, Washington State received $977,593.70. Focus areas for this year’s grant are funding the purchase or repair of equipment that supports:
- scratch cooking
- storing fresh food from local producers
- receiving food deliveries in a more efficient manner
- serving healthier meals
- improving food safety
- improving working conditions for school nutrition staff
- providing more convenience or appeal to students
- establishing, maintaining, or expanding the School Breakfast Program
Interested in Applying?
View the recorded webinar for an overview of the application, important changes from previous year's applications, tips for your application, and grant timelines.
View the NSLP Equipment Assistance Grant Interest Webinar Recording
How to Apply
Applicants may apply for a single school or multiple schools, including central kitchens. Applications are completed in iGrants (form package 472) and are due before 4 pm PT, Thursday, March 23, 2023.
Questions? Please email the CNS Grants team.
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Register to attend the first ever regional Farm to School Roadshow: Connecting Local Producers and School Buyers.
Co-hosted by OSPI CNS and WSDA Regional Markets Program, this in-person training and networking event will bring together Washington school nutrition professionals and agricultural producers in an effort to promote and facilitate Farm to School purchasing relationships.
In this one-day, in-person training, school nutrition professionals will attend training sessions focused on procurement and culinary techniques for safe meat preparation, hear from local leaders about successful Farm to School partnerships, and engage in a facilitated producer-buyer networking session. Don't miss this event for building your Farm to School program!
Tuesday, March 21- Northeast Washington ESD 101, Spokane
Tuesday, March 28- Mount Vernon Northwestern Washington Research and Extension Center, Mount Vernon
Thursday, March 30- Capitol Region ESD 113, Tumwater
All trainings will take place from 8:30 am–4:15 pm PT. Follow the registration link to view the full training agenda.
Deadline to register is March 6, 2023
Questions? Please email the CNS Farm to Child Nutrition Programs team.
While it may not be a great time to start a garden at your school or plant seeds in the ground, winter is a great time to plan for future gardening efforts. Whole Kids Foundation’s Garden Grant Programs can help your center turn outdoor spaces into powerful hands-on learning gardens that connect kids with food, spark their curiosity and support classroom curriculum.
Check out the Garden Grant FAQs for basic information about the program and how to apply for the grant. Whole Kids Foundation is hosting a Garden Grant Q&A Webinar on Wednesday February 15, 2023 12 PM PST where you can get your application questions answered.
Did you know you can purchase produce from a school garden or farm to use in a reimbursable meal? Sponsors with a garden or farm operated and owned by their district or organization can form an interdepartmental agreement with the garden or farm to provide products to their child nutrition program. The normal procurement process does not need to be followed when an interdepartmental agreement is in place. However, the cost of the products purchased from the garden or farm should be reasonable compared to the market pricing for the same products.
Prior to utilizing this food in your cafeteria, it is important to develop protocols and procedures that will ensure the food produced from the school gardens or farms are safe. Slow Food USA and the Whole Kids Foundation teamed up to create a Garden to Cafeteria Toolkit that can help you navigate starting a Garden to Cafeteria program at your schools. It is important that you check with your local health department to ensure the protocols and procedures meet any local regulations
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The 2022-23 Washington Public School Data for Area Eligibility Report is now available.
This report may be used to establish area eligibility for the Child and Adult Care Food Program (CACFP), Summer Food Service Program (SFSP), the Seamless Summer Option (SSO), and the Afterschool Snack Program (ASP). Area eligibility may be assigned if school data indicates that the proposed meal site is located in an attendance area of a public school where at least 50% of the children are eligible for free or reduced-price school meals.
The Area Eligibility in Child Nutrition Program Reference Sheet provides more details on area eligibility.
Questions? Please contact your program specialist.
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:
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, February 22 Time: 12:30 - 1:00 pm PT
National School Breakfast Week (NSBW) starts March 6! How are YOU going to construct the perfect celebration?
This year, the #NSBW23 theme is “Dig in to School Breakfast.” And now is the time to get a head start on promoting your program!
Why should you participate?
Recognizing NSBW in your district or cafeteria helps you:
- Increase student participation in your program.
- Spread the message to parents that you’re serving a healthy, tasty breakfast at school each day.
- Connect with teachers and administrators at your school, and throughout the district, to spread the word that school meals are healthy and delicious.
- Earn media coverage from local papers, blogs, and TV stations.
How can you participate?
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Promote National School Breakfast Week Download SNA's Marketing & PR Resources and Social Media resources to increase awareness of #NSBW23!
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Use the NSBW toolkit to plan your event The NSBW Toolkit has prompts to help you plan your event(s), tips for engaging students, decoration ideas, and more!
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Share the NSBW Activity Sheets during meals The NSBW Activity Sheets include puzzles, coloring pages, and more!
Visit the School Nutrition Association and USDA webpages for ideas and resources
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What is the Pre-Order?
The Pre-Order Survey is your commitment and a preliminary order for the upcoming 2023-24 school year. The survey informs OSPI Food Distribution about the volume and types of foods we need to order for the entire 2023-24 School Year.
Who must complete the Pre-Order?
Local Education Agencies (LEAs) who plan to participate in the USDA Food Distribution program for SY 2023-24.
What do you have to do?
- Complete your initial survey by February 17th. The final submission is due on February 24, 2022.
- On February 21st, OSPI FDP will tally the states total quantity of products requested and remove any items that do not meet the state minimum truck load requirement.
- Starting 2:00 p.m. (2/21), you will need to review and revise your order for items that did not meet state truck load minimums and reallocate your entitlement dollars to other products.
- You will have until February 24th to finalize and complete this process. If you do not reallocate the entitlement dollars for these items, your entitlement will be returned to your account.
Reminder:
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20 case minimum is required – This means your frozen order must have a minimum of 20 cases, and each dry order must have a minimum of 20 cases for delivery.
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No August Delivery – The first delivery period is September 2023 and the final will be May 2024.
Here are some helpful tools:
Product Information Sheets
Questions? Email Sarah Davis or call 360-725-6215
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