Site Calendar Revisions
Any changes to mealtimes and/or service days must be approved by OSPI. Maintaining continuous communication with site staff is essential to ensure all changes are reported in a timely manner. To keep site information on the USDA Summer Meal Site Finder Map and UWKC text line up to date, sponsors must submit meal service time revisions by 5 pm every Friday. This allows sufficient time for your assigned specialist to review and approve any changes. Please plan accordingly. Specialists may not be able to accommodate late submissions due to being out in the field conducting administrative reviews. Meals/snacks served outside of the approved calendar in WINS are not eligible for reimbursement.
Sponsor and Site Staff Contacts
Please ensure that site staff contacts are accurate in WINS. Site supervisors are responsible for all administrative and management activities at the site and must remain on site for the duration of the food service, with the exception of non-congregate meal service sites using delivery services.
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SFSP site closures may be needed for many reasons. Cancellations require updates to WINS records and communication with the local health jurisdiction and other community partners.
To cancel an SFSP site after OSPI approval, notify OSPI of the site cancellation and include whether the site has operated at all during the current summer. Including whether the site has operated helps OSPI make the appropriate updates in WINS accurately and promptly.
Reminder: Daily Meal Count Forms
SFSP sponsors should ensure that daily meal count forms are filled out completely and correctly, including completing all fields, even if the response is "0".
Resources
- Point of Service Meal Counting and Claiming module in the 2025 Summer Food New & Returning Sponsor Training Modules Canvas course.
As the 2025 Summer Meals season winds down, follow these important steps to help close out the year successfully.
Final Claims: August & September
- Before submitting the claim, make sure all site calendar updates are submitted and approved in WINS.
- Claims placed in “error” status due to missing calendar changes will result in corrective action.
- Sponsors using Food Service Management Companies (FSMCs) or Vendors:
- Be sure to update Average Daily Attendance (ADA) before you claim. Claims that include meals served above 120% of the ADA won’t be reimbursed unless the ADA has been corrected beforehand.
- To be considered for payment, claims must show as “OK to Pay” in WINS by 2pm PT on the 15th of the month.
Deadline Extensions
Didn’t submit by the 15th? You can still submit claims within the 60-day window:
- August claims must be submitted no later than October 30, 2025
- September claims must be submitted by November 29, 2025
Need help? Check out the Claims Reference Sheet for detailed instructions on late claim submission.
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Double-Check for Errors
WINS includes built-in edit checks to help avoid common claim mistakes.
👉 Tip: Use the “Preview Errors” function at the bottom of each site’s claim entry page to catch and resolve issues before submitting.
Record Retention Requirements
SFSP program records must be kept for three years following the end of the fiscal year, and longer if any audits or investigations are pending until the issues raised by the audit or investigation have been resolved. Always follow the most restrictive retention policy. Be sure to check your local and state guidelines. Washington public school sponsors should refer to the official K–12 Records Retention Schedule.
Questions? Reach out to your program specialist.
Appeal procedures give USDA Child Nutrition Program sponsors an avenue to appeal when OSPI takes adverse administrative action as required by federal regulations.
Appeal procedures define what actions are appealable and the programs to which they apply. Appeal procedures are included in Final Letters summarizing review findings and available on the SFSP Resource webpage under the Appeals Tab.
Questions? Please contact your program specialist.
Summer may be winding down, but OSPI is already thinking ahead to next year. Please complete the 2025 SFSP Sponsor survey to give feedback on this season and express interest in participating next summer.
The 2026 Summer Meals application opens on March 1. We’ll share training opportunities and updates in early spring to prepare for the 2026 season.
A heartfelt thank you to all Summer Meals sponsors for your dedication to feeding Washington kids. We look forward to partnering again in 2026!
Questions? Contact the Summer Meals Inbox.
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