Application Process
The renewal application is a two-step application process involving the Washington Integrated Nutrition System (WINS) and the School Meals Annual Renewal Tasks (SMART) form. Use the SY 2025–26 National School Lunch Program & School Breakfast Program Application Checklist for step-by-step instructions.
- Submit Sponsor Application, Site Application(s), and Site Calendar(s) in WINS.
- Complete the School Meals Annual Renewal Tasks (SMART) Form.
- This form will collect information on Paid Lunch Equity compliance, Milk Substitutes, Buy American Accommodation Requests, and Meals for Washington Students training.
Review the renewal bulletins for information about the annual renewal process.
Resources
Questions? Contact your School Meals Program Specialist.
USDA released the Child Nutrition Programs: Meal Patterns Consistent with the 2020-2025 Dietary Guidelines for Americans Final Rule in April 2024 as part of ongoing efforts to promote healthier eating habits among students. Program operators are required to make changes to their menus beginning in SY 2025–26:
🍬 Added Sugars: Product-Based Limits
To reduce added sugar intake, schools must meet the following product-based limits:
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Breakfast cereals: ≤ 6grams (g) added sugars per dry ounce (oz)
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Yogurt: ≤ 12g added sugars per 6 oz (2g/oz)
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Flavored milk: ≤ 10g added sugars per 8 fluid ounce (fl oz), or ≤ 15g per 12 fl oz for competitive beverages in middle and high schools
- Product-based limits also apply to Smart Snacks.
🍎 NSLP Afterschool Snacks
Changes to the Afterschool Snack meal pattern include:
- Fruits and Vegetables are now two separate components.
- No more than 50% of weekly fruit/vegetable offerings may be juice.
- At least 80% of grains offered must be whole grain-rich.
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Grain-based desserts (except sweet crackers like graham or animal crackers) do not count toward grain requirements.
🩺 Meal Modifications for Students with Special Dietary Needs
- LEAs must accept medical statements from Registered Dietitians (RD/RDN) requesting meal modifications for students with special dietary needs. This ensures inclusive access to school meals.
🥦 Vegetable Substitution at Breakfast
- Schools may substitute any vegetable (including starchy ones) for fruit once per week.
- If substituting two or more times per week, vegetables must come from at least two different subgroups.
🗽 Buy American Provision
- Non-domestic food purchases must not exceed 10% of total annual commercial food costs.
- LEAs may request temporary accommodations through the SMART Form submitted with the NSLP/SBP Renewal Application if they are unable to meet this threshold.
Resources to Support Implementation
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Starting SY 2025–26, the new State Breakfast Assistance rate will be $0.35 per free and reduced-price breakfast. The intent of these funds is to support access to school breakfast.
This new rate will be monitored monthly and is subject to change. Program operators will be updated if the rate changes through the C.A.R.E. newsletter, monthly webinars, and WINS alerts.
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Important Requirements and Information
- Sponsors who contract with Food Service Management Companies (FSMCs) and/or vendors for program year 2025–26 must complete the FSMC/Vendor Fact Sheet in WINS. The fact sheet must be submitted and approved the first claim can be entered in WINS, or the claim will go into error status.
- Sponsors who contract with FSMCs must maintain signature authority over reimbursement claims in WINS. FSMC employees may prepare the claims and provide supporting data, but sponsor staff must review, approve, and submit the claims for reimbursement in WINS per 7 CFR 210.16(a)(5).
- Review the FSMC Contract Monitoring Reference Sheet for more information on oversight requirements for sponsors contracting with FSMCs.
LEAs contracting with an FSMC must retain control of the quality, extent, and general nature of food service and ensure that the food service operation is in conformance with the SFA’s contract with the Food Service Management Company (FSMC). Furthermore, SP 05-2020 clarifies that a school district employee must fulfill the role of the Food Service Director (FSD) and thus meet the hiring standards and training requirements for Professional Standards outlined in 7 CFR 210.30.
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The USDA issued SP 18-2025: Guidance on Fees for Electronic Payment Services in the School Meal Programs, a revised policy memo that updates guidance on fees charged when families use electronic payment services to add money to student meal accounts. This memo rescinds SP 04-2025 (issued November 1, 2024) and supersedes earlier guidance from SP 02-2015.
🔍 What’s New?
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Families may be charged fees for using electronic payment services only if LEAs also offer a free and accessible method for all families to add money to student meal accounts.
- SFAs must clearly notify families of all available payment options and any associated fees in ways that are easy to find and understand.
- SFAs must ensure payment options are inclusive of families who:
- Do not have access to a computer
- Do not have a bank account
- Prefer to pay by cash or check
💡 Best Practices Encouraged
To reduce barriers and improve transparency, SFAs are encouraged to:
- Include payment option details in the meal charge policy distributed at the start of the school year and to transferring families.
- Accept cash or checks at school or by mail as free alternatives.
- Use school food service account funds or other funding sources to cover online payment service costs when feasible.
Questions? Contact your School Meal Programs Specialist.
OSPI is offering several live, virtual training sessions this fall.
School Meal Programs Monthly Webinars
Processing Child Nutrition Eligibility & Education Benefit (CNEEB) Applications
Verification of Applications
Basics of Operating the School Meal Programs for Food Service
Resource Management: Tools & Rules for Managing Program Finances
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Listen to Annual Updates!
If you were unable to attend the Annual Updates session at Annual Training on August 5-6, you can listen to OSPI Annual Updates for 2025–26 through September 11.
Additionally, recorded trainings on program requirements, such as meal pattern, Community Eligibility Provision (CEP), and Meals for Washington Students (HB 1238), are available on the School Meal Programs Canvas Course. Please note, you must have a Canvas Account to access these trainings.
Questions? Contact the School Meals team.
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USDA recently release the Value of Donated Foods rates for July 1, 2025 – June 30, 2026.
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For NSLP the effective SY2025–26 NSLP rate is $0.45 (the sum of the per meal rate ($0.3050 cents) plus the 12% provision dollars and the $20M breakfast monies). The Planned Assistance Level (PAL) is based on the Total Lunches Served from the previous school year.
- The CACFP per meal cash in lieu of USDA foods rate is $0.3050.
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