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Participation in United States Department of Agriculture (USDA) school meal programs requires program operators to meet certain annual requirements. These include:
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Direct Certification: Required by the USDA and must be conducted monthly by all Local Education Agencies (LEAs), including those operating CEP and Provision 2 district-wide, under Washington state law. Households must be notified in writing of their eligibility through Direct Certification. Please review the Direct Certification and Direct Certification-Medicaid Reference Sheets for more information.
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Verification of Eligibility: Begins October 1 and ends November 15. The Verification Summary Report is due to the Office of Superintendent of Public Instruction (OSPI) by February 1. The summary report will be submitted in the Washington Integrated Nutrition System (WINS).
- All sponsors who claim meals according to free, reduced-price, and paid meal eligibility must complete the annual verification process for school year (SY) 2025–26.
- Sponsors operating CEP or Provision 2 district-wide are exempt from conducting verification; however, they must annually submit the Verification Summary Report to report enrollment and certify that verification was not conducted.
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October Building Data (OBD): Report OBD on the October claim for reimbursement by December 30.
- All School Meal Program sponsors, including those operating the National School Lunch Program (NSLP), School Breakfast Program (SBP), or Special Milk Program (SMP), must report OBD. OBD documents the number of enrolled children eligible for free, reduced-price, and paid meals who traditionally have access to meals in the NSLP, SBP, or SMP.
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Onsite School Reviews: All NSLP sites and half of SBP sites must be reviewed annually by February 1. Use the On-Site Review form.
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Food Storage Evaluation: Complete by February 1. Review the Storage Facility Review Reference Sheet for additional details.
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Food Safety Inspections: Two food safety inspections by the local health jurisdiction are required for each site, each school year. If two inspections are not conducted, document a written request to the local health department for two inspections.
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Basics of Operating the School Meal Programs for Food Service | Virtual
Date: October 14, 2025
Time: 9 am–4 pm
Final Rule Best Practice Sharing Sessions | Virtual
Buy American Provision
Date: October 28
Time: 2–3 pm
Register Here
Product-Based Added Sugar Limits
Date: November 12
Time: 2–3 pm
Register Here
Resource Management: Tools & Rules for Managing Program Finances | Virtual
Date: December 4, 2025
Time: 2–3 pm
Register Here
Final Rule Best Practice Sharing Session | Virtual
Expanded Geographic Preference
Date: December 11
Time: 2–3 pm
Register Here
School Year 2025–26 Monthly Webinar Series
Monthly, beginning September 11, through June.
Register here.
USDA Food Show — Save the Date
January 26, 2026 - University Place
January 30, 2026 - Spokane
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Keep forms on file for Administrative Reviews. Completed forms do not need to be submitted to OSPI.
Reminder
The School Meal Programs have other requirements that must be completed throughout the program year. The School Meal Programs Requirements Reference Sheet and School Meal Program Monthly Requirements Reference Sheet summarize program requirements.
Instructions, forms, and tools are available on the Program Materials and Requirements webpage..
Questions? Please contact the School Meals team.
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OSPI conducted workshops in spring 2025 that focused on changes in the USDA Final Rule, Child Nutrition Programs: Meal Patterns Consistent with the 2020–2025 Dietary Guidelines for Americans affecting sponsors in SY 2025–26. As sponsors implement these changes this school year, OSPI is offering three topic-focused best practice sharing sessions as an opportunity to review changes, share best practices, and troubleshoot operational challenges with other school nutrition professionals. Register for each session separately. |
Register Here– Buy American Provision
Date: October 28
Time: 2–3 pm
Register Here – Product-based Added Sugar Limits and New Flexibilities
Date: November 12
Time: 2–3 pm
Register Here – Expanded Geographic Preference
Date: December 11
Time: 2–3 pm
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 before the first claim is 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).
- 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 conforms with the School Food Authority's (SFA’s) contract with the FSMC. 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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Private schools and Residential Childcare Institutions (RCCIs) participating in USDA Child Nutrition Programs are required to complete and submit a Child Nutrition Financial Report (CNFR) annually. This includes sponsors that participate in the NSLP, SBP, and SMP. |
The CNFR reports the net resources for state fiscal year ending 2025 (July 1, 2024, through June 30, 2025). The report is filed in WINS and is due December 31, 2025.
Local Education Agencies (LEAs) who do not submit their CNFR in WINS by December 31 will receive a claim error when submitting claims after this date. Claims will remain in error status until the CNFR is in approved status.
Reminders:
- Report only food service-related revenue and expenses.
- Reimbursements for meals served are federal funds and must be reported under federal revenue, not state revenue.
- Common revenue sources:
- Student and adult meal sales **(Note, if operating the SMP and part of a pricing program, revenues must be reported.)
- Catering, special events, and general fund support
- Common expenses:
- Food, supplies, salaries, and benefits
- Utilities, maintenance, contracted services, and indirect costs
- If expenses exceed revenue, identify the additional funding source under “Other Program Revenue.”
- Nonprofit food service account balances should not exceed three months average expenditures.
Resources
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Hillshire Brands Company and Foster Farms recalled corn dog products that may be contaminated with extraneous materials, specifically pieces of wood in the batter.
Recalled products were not part of food distributed by the USDA for NSLP. However, products may have been purchased by some schools commercially. Schools who have purchased these products should not consume them. Product should be thrown away or returned to where it was purchased.
See USDA announcement and recalled products here:
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OSPI is hosting a USDA Foods show for School Meal programs sponsors. The food show will include education sessions relevant to USDA Foods and a tasting event to sample USDA Foods available to order.
Registration opens in November. Watch OSPI newsletters in early November for registration information.
Dates:
- January 26, 2026 — University Place
- January 30, 2026 — Spokane
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As we start a new school year, review these important reminders for submitting August and September meal claims in WINS. |
August Operating Days
- If your district had more than 10 operating days in August, a separate August claim is required.
- A separate claim may also be needed if your school operated NSLP or SBP for summer school in August.
- If your school had fewer than 10 operating days, include those August meal counts in the September claim instead.
- WINS will not allow you to file a separate August claim in this case.
Enrollment Data Reminder
- For August and September claims, WINS uses October Building Data from the previous school year because current-year enrollment data isn't submitted until the October claim.
What if There’s an Error?
- If meal claims exceed enrollment-based limits, WINS will flag an error.
- Entering updated enrollment data is allowed, and WINS will verify it using an edit check.
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Program operators offering the NSLP and SBP during SY 2025-26 are encouraged to join us for monthly webinars.
OSPI will discuss annual program requirements, new policy guidance, important reminders, Summer-EBT uploads, and provide an opportunity to ask questions.
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Register for the School Meal Programs Monthly Webinars here!
Next Webinar: October 9, 2025
Time: 2–3 pm
Please note: Register once to receive updates and reminders for each webinar.
Other Training Opportunities
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Processing CNEEB Applications – Recorded Webinar
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Resource Management: Tools & Rules for Managing Program Finances
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
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October 9
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School Meals Monthly Webinar | 2–3 pm | Register Here
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October 14
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Basics of Operating the School Meal Programs | Virtual
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October 15
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September Claims due in WINS by 2pm
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October 28
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Final Rule Best Practice Sharing Session | Buy American Provision | 2–3 pm | Register Here
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October 30
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August 60-Day Claim Deadline
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ALL STUDENTS PREPARED FOR POST-SECONDARY PATHWAYS, CAREERS, AND CIVIC ENGAGEMENT.
Led by State Superintendent Chris Reykdal, OSPI oversees K-12 public education in Washington state. Our mission is to provide funding, resources, tools, data and technical assistance that enable educators to ensure students succeed in our public schools, are prepared to access post-secondary training and education, and are equipped to thrive in their careers and lives.
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ADA NOTIFICATION FOR OSPI CHILD NUTRITION SERVICES EVENTS
To arrange accommodations for persons with disabilities for OSPI Child Nutrition Services events, please contact the Child Nutrition Services Team at 360-725-6200, TTY 360-664-3631, or by email, child.nutrition@k12.wa.us at least three business days before the event. Please note that the Americans with Disabilities Act (ADA) does not require OSPI to take any action that would fundamentally alter the nature of its programs or services, or impose an undue financial or administrative burden.
This Institution is an Equal Opportunity Provider.
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