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Federal regulations require the Office of Superintendent of Public Instruction (OSPI) to gather enrollment data representative of the last operating day in October, documenting the number of children eligible for free, reduced-price, and paid meals.
October Building Data (OBD) must be submitted with your October claim for reimbursement.
If OBD has increased more than 10% from school year (SY) 24–25, the claim will go into error status. To resolve the error, please add a note to the claim confirming accuracy of enrollment data and rationale for the increase. The OSPI Child Nutrition Services (CNS) Fiscal team will override the claim error once your data is confirmed.
Resources
An updated Child Nutrition Programs Accounting Reporting Codes Reference Sheet is now available to assist program operators in identifying the correct reimbursement codes and completing accurate program reporting.
This reference sheet is an essential tool for sponsors of USDA Child Nutrition Programs, ensuring accurate accounting and documentation of both federal and state funds received through OSPI School Apportionment or the Agency Financial Reporting System (AFRS). Accurate coding supports transparency, accountability, and continued funding for vital child nutrition services.
📌 Resources
Questions? Contact the OSPI CNS Fiscal team for support with program codes and financial reporting requirements.
To receive reimbursement at the end of each month, submit your claim by the 15th of the following month. If you can't submit your claim by the 15th, you may submit your claim within 60 days of the original due date. The Claim Due Dates Reference Sheet 2025-26 identifies all claim deadlines for the school year.
WINS closes for claims submission at 2 pm PT on the 15th of each month. Claims must be in "OK to Pay" status by that time to be processed for payment.
Best Practice: Submit claims early in case you need assistance with errors. Fiscal and program staff are available until 2 pm on 15th or the last business day before the 15th.
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Monthly claim data must be in "OK to Pay" status by 2 pm PT on the 15th.
- WINS will automatically log out all users of the system on the 15th of each month at 2 pm PT.
- Allow enough time to input all claiming data, preview errors, and correct errors. This will help ensure the claim is in “OK to Pay” status.
- The system may be slower during periods of heavy use.
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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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There are multiple edit checks in the claim for reimbursement. Edit checks identify claim errors. Errors must be resolved to receive reimbursement.
- Claims that were incomplete or in error status are held and will not be paid until completed/corrected.
- Use the Claiming Error Messages in the WINS Information Sheet to resolve errors.
- Pro Tip: Always select the "Preview Errors" tab at the bottom of each site's claim once information is entered.
Claim Resources
Questions? Contact your School Meals Program Specialist or the OSPI CNS Fiscal Team at CNSFiscalServices@k12.wa.us.
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There are two more virtual sessions to discuss practical tips for implementing Final Rule changes! We will review topics covered in previous trainings and offer opportunities to share best practices with colleagues. If you have questions about implementation of the Final Rule, have great ideas to share, or want to gather ideas from your peers, these interactive sessions are for you! Register for each session separately. |
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
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Program operators offering the National School Lunch Program (NSLP) and School Breakfast Program (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: November 6, 2025 Time: 2–3 pm
Please note: Register once to receive updates and reminders for each webinar.
Other Training Opportunities
- Processing CNEEB Applications – Recorded Webinar
- Resource Management: Tools & Rules for Managing Program Finances
Additionally, recorded and interactive, online 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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