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As the summer foods newsletters come to an end, we want to make sure you stay connected and continue receiving important updates. Here are other newsletter options as we head into the new program year:
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If your organization operates the National School Lunch Program (NSLP) or School Breakfast Program (SBP) in SY 24–25, you may already be receiving the School Meals and Food Distribution Newsletter. Please refer to the School Meals and Food Distribution newsletter for important program reminders and updates.
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If your organization operates the Child and Adult Care Food Program (CACFP), you may already be receiving the CACFP Newsletter. Please refer to the CACFP Newsletter for important program reminders and updates.
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If your organization only operates the SFSP, you will no longer receive a newsletter until we start communicating about summer 2025 operations. Thank you for all your hard work this summer!
Not Receiving Newsletters?
There are two ways to be on the list for our newsletters.
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Be a program contact in the WINS application. USDA requires OSPI to share mandatory information to program sponsors. If you are listed as the program contact in the WINS Application you will receive a newsletter.
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Self-Subscribe to our newsletters. You can manage the updates you receive by editing your subscription preferences through our GovDelivery subscription system. You may subscribe to any of our newsletters for program information.
Questions? Please email the Summer Meals inbox.
Sponsors of USDA Child Nutrition Programs enter into a permanent agreement with OSPI when initially approved to operate. This agreement remains in effect as long as the annual program renewal is approved. OSPI has recently updated the permanent agreement to reflect the following changes:
- Replaced all references to Catalog of Federal Domestic Assistance (CFDA) with Assistance Listing Number (ALN).
- Added information about Vended Meals and clarified Sponsor responsibilities in the Food Service Management Company (FSMC) Section.
- Updated the language for clarity and to reflect federal updates to 2 CFR 200 in the Federal Award and Audit Requirements Section.
- Moved the requirement for electronic funds transfer (EFT) payments from the NSLP section to the Claims for Reimbursement section, making it a requirement for all sponsors.
These updates do not change the nature of the agreement, so new agreements between Sponsors and OSPI are not necessary. To review the changes, please visit the Child Nutrition Programs Updated Permanent Agreement Terms and Conditions on our New Sponsor Webpage.
USDA has released policy memo CACFP 12-2024, SFSP 16-2024: Questions and Answers Related to Collection of Race and Ethnicity Data.
The guidance is intended to assist program operators with the collection of race and ethnicity information from program participants, as required by Federal rules. It offers clarification on earlier policies, including CACFP 11-2021,09-2022 SFSP 07-2021, 05-2022, as well as examples of best practices and challenges sponsors might face, along with useful talking points. Please remember that using visual identification to collect this data is no longer allowed. Some key points to note below:
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Importance of Data Collection: Collecting race and ethnicity data helps ensure compliance with Civil Rights requirements and improves outreach to eligible populations.
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Alternative Data Collection Methods: If self-reporting isn't possible, sites can use aggregate data, such as school enrollment or census data, specific to their service area.
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State and Program Operator Roles: State agencies must ensure annual data collection and maintain it for three years, while Program operators are responsible for collecting and maintaining this data at their sites.
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Timing of Data Collection: Data must be collected annually for each program site or center, with specific guidelines for timing depending on the type of program.
For more information, please review the guidance from USDA.
The Crediting in the Child Nutrition Programs Tip Sheet series has been updated to match the new guidance in the Final Rule, Child Nutrition Programs: Meal Patterns Consistent With the 2020-2025 Dietary Guidelines for Americans. This series includes seven tip sheets covering the five meal components: fruits, vegetables, meats/meat alternates, fluid milk, and grains (three separate tip sheets). The updates show the menu-planning flexibilities beginning July 1, 2024 and changes for the coming school years in a quick-reference format
View the tip sheets here.
The Spanish series will be available online in September and print copies of both the Spanish and English tip sheets will be available at a later date!
Monthly claims are due by the 15th of each month following the claim period. All claims entered into WINS and in “OK to Pay” status will process for payment at the end of the month.
New Deadline: Starting November 15, 2024, claims data must be entered into WINS by 2 pm PT on the 15th of each month to be processed and paid by the end of that month. WINS will automatically log all users out of the system on the 15th of each month at exactly 2 pm PT.
All claims that are in "OK to Process" status will process for payment in the same month.
Didn't submit your claim by the 15th? That's okay! Submit your monthly claim by the 60-day deadline.
NEW! Claim Due Dates 2024-25
Best Practice: Submit claims early in case an error comes up and you need assistance.
Claiming Resources
Visit our Claims, Fiscal Information, and Resources webpage for essential tools and guidance. The Claims Reference Sheet provides key details, including updates and late-claim exceptions. The WINS Claim Status Guide offers solutions for common claim errors.
For any fiscal-related questions, including claims or grant payments, reach out to our Child Nutrition Services Fiscal Team via our shared inbox at CNSFiscalServices@k12.wa.us. We're here to help!
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As your Summer Food Service Program (SFSP) operations are closing for the year, here are a few closing reminders:
Submit your August & September claims!
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Calendar Changes: 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 require 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 Claims: Claim data must be in "OK to Pay" status by 5pm on the 15th.
- If you miss the 15th, you have until the 60-day claim deadline to submit your claim.
- 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.
- 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.
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.
Thank you so much for participating in OSPI Farm to Summer Celebration Week. We ask that you 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 with the OSPI at farmtocnp@k12.wa.us.
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For those who may be unaware, I’ve decided to step down from my leadership position and pass the baton to our new Director of SFSP & Farm to CNP, Petra Colindres. It has been a pleasure leading this team over the last two years. I’m happy to share that I will remain on the team, but in a different role. Your dedication and passion for serving nutritious meals to your communities is inspiring and I’m excited to continue working with you all. Happy end of summer!
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September 15
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August Claims Due in WINS by 5 pm
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October 15
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September Claims Due in WINS by 5 pm
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October 30
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August 60-Day Claim Deadline—be sure to submit your claim
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November 29
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September 60-Day Claim Deadline—be sure to submit your claim
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