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Most calendar revisions require specialist approval. To ensure that site data on the U.S. Department of Agriculture (USDA) Summer Meal Site Finder Map is up-to-date, sponsors must submit meal service time revisions by 5:00 pm every Friday. This allows sufficient time for your assigned specialist to review and approve any changes, so they are reflected in the updated map the following Thursday. The Summer Meal Site Finder Map is updated weekly throughout the summer.
Please plan accordingly. Specialists may not be able to accommodate late submissions due to being out in the field conducting administrative reviews.
Questions? Please email your assigned SFSP/SSO specialist.
All meals must be served at approved sites during State Agency approved dates and times.
If a site has a planned field trip with meal service, notify OSPI by close of business the day before field trip.
Submit notifications using our online form: Submit a Field Trip Notification. Find this link on our SFSP Requirements and Materials page.
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Ensure:
- There will be a point-of-service meal count.
- Staff taking the meal count have been trained.
- Consider and plan for any food safety issues.
- If your organization has 30 or more planned field trips with meal service this summer, you can request the Running Field Trip Log.
Keep in mind the field trip site is a temporary site and all SFSP rules must be followed. The person taking the meal counts must be trained and that training must be documented.
To request the Running Field Trip Log, email summermeals@k12.wa.us
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 United Way of King County and OSPI are excited to provide high quality marketing materials to Summer Meals Providers and Champions statewide! If you are a sponsor, site, or community partner looking to promote Free Summer Meals in your community, please use this form to request physical outreach materials be mailed to you for FREE!
Promotion at the start of summer is key to maximizing awareness in your community. Take two minutes to place an order for FREE yard signs, flyers, stickers, bookmarks, door hangers, and more TODAY to ensure quick delivery!
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The USDA requires SFSP sponsors to have appropriate arrangements for food service during periods of inclement weather 7 CFR 225.6(g)(1)(viii). Although all outdoor sites are not required to have an alternate temperature-controlled site, sponsors should have a contingency plan for dealing with extreme weather conditions such as thunderstorms, excessive heat, or poor air quality.
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Using a tent to provide extra shade on extremely hot days.
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Partnering with a housing community to use an air-conditioned lobby or community room on extremely hot days.
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Discontinuing meal service if safety is a concern.
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If safety for staff and families is a concern and you plan to discontinue meal service, or the meal service will take place at an alternate site, plans must be in place for how the community will be notified. Sponsors are encouraged to plan for emergency situations in advance to ensure a rapid response.
If you plan on using a backup site that is not already included in your SFSP application, reach out to the Summer Meals Team and request the site be added in WINS. Backup sites must meet SFSP area-eligibility requirements.
OSPI and USDA are aware that concerns regarding physical safety at Summer Meal Program sites have increased in recent years, with sponsors indicating a need for additional technical assistance and Program flexibilities in this area.
USDA is now allowing submission of safety and security waivers to allow for non-congregate feeding at SFSP sites experiencing any real-time safety and security events. If you experience any security and/or safety issues during SFSP operations, complete a FY24 SFSP/SSO Waiver Submission Survey. The survey has directions on the documentation and information needed to apply.
Please note that these waivers will be provided on a case-by-case basis and issued per site. No blanket sponsor, county, city, or community waivers will be considered. The approval will be issued by USDA and not OSPI, which means a lengthier review period.
The safety of sponsors, staff and participants is our priority. If you need additional assistance or need help with your waiver submission, please reach out to your assigned SFSP/SSO specialist.
Questions? Email the Summer Meals Team.
Comments may be submitted by any of the following methods:
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Mail: Send comments to Community Meals Policy Division, USDA Food and Nutrition Service, 1320 Braddock Place, Alexandria, VA 22314.
All comments submitted in response to this proposed rule will be included in the record and will be made available to the public. Please be advised that the substance of the comments and the identity of the individuals or entities submitting the comments will be subject to public disclosure. The USDA will make the comments publicly available on the internet via https://www.regulations.gov.
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As your Summer Food Service Program (SFSP) operation is coming to a close for the year, here are a few closing reminders:
Submit your August & September claims!
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All Sponsors must submit and have all calendar changes approved before the claim enters “error” status. If an entered claim is in error status due to site calendar changes, this will be corrective action.
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Food Service Management Company (FSMC) & Vended Sponsors – Correct your SFSP Average Daily Attendance (ADA) before submitting claims.
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FSMCs and Vended Sponsors cannot be reimbursed for any meals above 120% of the ADA. Update the ADA prior to submitting the claim for the excess meals to be reimbursed.
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Monthly claim data must be in "OK to Pay" status by 5:00 pm PT on the 15th.
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Didn't submit your claim by the 15th? That's okay! Submit your monthly claim by the 60-day deadline.
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August claims must be submitted by October 30, 2024, and September claims must be submitted by November 29, 2024.
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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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Errors must be resolved for claims to be paid. WINS has multiple edit checks to help resolve issues before your claim is submitted.
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Pro-Tip: Always select “Preview Errors” at the bottom of each site claim once information is entered.
Store program records according to Record Retention requirements!
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Federal retention requirements are three years following the end of the fiscal year and until all audit and investigative findings have been resolved.
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The most restrictive retention requirement must be followed —check both the state’s and your local organization’s retention policies to determine if records must be retained for longer than three years.
Watch for next year’s program updates!
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Annual training opportunities will be hosted in early spring and the SFSP application will open March 1, 2025. SFSP Updates will end in September and should resume early next year!
Thank you to all SFSP sponsors for your work to provide nutritious meals to the children in your community! We’ll “see” you next year.
Meal service locations and operations often change throughout the summer. As a reminder, meals served at unapproved sites or outside of the approved meal service schedules may be disallowed from the claim for reimbursement.
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If meal times or dates change, ensure your WINS site calendar is updated prior to the change in operation. Meals are only eligible for reimbursement when served during the State Agency approved dates and times per 7 CFR 225.16. Calendar revisions must be approved prior to meal service.
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For new sites, submit a site application and calendar, as well as update the budget to include the site’s projected operating costs. Email your program specialist if the site needs to be added to WINS.
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Site applications and calendars for new sites must be submitted prior to beginning meal service.
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For sites stopping operations, revise the site calendar with the last meal service date.
The United States Department of Agriculture (USDA) is pleased to share the availability of the Turnip the Beet 2024 Nomination Packet. The Turnip the Beet Award recognizes outstanding summer meal program sponsors across the nation who work hard to offer high quality meals to children that are appetizing, appealing, and nutritious during the summer months. Please consider promoting the opportunity to apply for a Turnip the Beet award. More information can be found on the Turnip the Beet webpage.
Developing a plan to complete all required site monitoring is an important aspect as summer operations continue. Review our SFSP Monitoring Requirements Reference Sheet for additional details on the types, timeframes, and individual requirements for each monitoring visit.
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If you need additional support or explanation of monitoring requirements and options, we encourage you to review the Monitoring training module located in our SFSP Canvas Dashboard. If you don’t have access to the SFSP training courses, enroll yourself in the SFSP Training Course using this link.
Questions? Please email your assigned SFSP specialist.
Farm to Summer Survey
Thank you so much for participating in OSPI Farm to Summer Celebration Week. Please take five minutes to provide us information on your summer program by completing this survey.
This survey will provide us updated information on how many sponsors participated in the Farm to Summer Celebration Week. The survey will give us a better understanding of sponsor’s successes, challenges, and needs in conducting Farm to Summer activities. It will also provide a snapshot of statewide Farm to Summer activities that may be used to celebrate and promote this work.
If you did not participate in the Farm to Summer Celebration Week as planned and would like to share why please contact Adriana Gutierrez at farmtocnp@k12.wa.us.
Farm to Summer Focus Group
We are seeking summer sponsors who are willing to share about your Farm to Summer efforts to join a Farm to Summer Focus Group. If you are interested, please join our zoom call on August 21, at 2:30pm.
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Harvest of the Summer
To support sponsors in integrating local foods into Summer meals, OSPI is excited to feature Harvest of the Summer resource sheets. Each week for the month of July and August we will highlight one local food that will be in season. The resource sheets include fun facts, nutritional information, selection and storage tips, recipe ideas, and educational resources/activities.
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