The Summer Food Service Program for Children Webcast 4: Administering the Program Providing Food & Fun So Children Can Have a Fabulous Summer!

Helpful Information Have your training binder with the current manuals and attachments put together and in front of you during the webcast. If you have not received the current SFSP materials, you must request them by completing the online SFSP Training Registration that is posted to our website: Each sponsor must register for training and/or materials online in order to participate this summer. It may be helpful to print this PowerPoint prior to viewing so that you can take notes. If you have not yet printed, go back to the training website where you clicked on this presentation and click on the PowerPoint icon on the right to access the PowerPoint.

SFSP Materials Administrative Guidance Manual for Sponsors (blue) Site Supervisor’s Guide (yellow) Monitor’s Guide (pink) Nutrition Guidance Manual for Sponsors (purple) The Attachment section contains most of the forms you will need for Program documentation. If you need additional copies – you can download them from our website:

Administering the Program Program Requirements Training Civil Rights Requirements Program Payments Recordkeeping Application/Agreement Administrative Reviews

Training Tab 6 Sponsor Requirements: training of monitors training of site supervisors training of other site staff Training required for release of second advance payment does not apply to school district sponsors All nonschool sponsors wishing to receive a 2 nd advance, must complete PI-1491, under Tab 9. Training must be documented with an agenda and sign- in sheet of those attending – Sample under Tab 6.

Training Tab 6 Administrative personnel: Basic program information (purpose of program, site eligibility, recordkeeping requirements, organized site activity, meal requirements, nondiscrimination compliance) How the program will operate within the framework of the guidelines. Specific duties of monitors (conducting site visits/reviews, assigning site responsibilities, monitoring schedule, reporting, follow-up and office procedures)

Training Tab 6 SFSP Site Personnel: Topics to be covered are very dependent on the type of food service (central kitchen vs on-site meal prep) Basic for all: meal pattern requirements, menu meal counting/recordkeeping nondiscrimination policy use of leftover food sanitation and food safety issues site monitoring

Administering the Program Program Requirements Training Civil Rights Requirements Program Payments Recordkeeping Application/Agreement Administrative Reviews

Civil Rights Requirements Tab 8 Civil Rights Pre-award Compliance Review Information: Submitted as part of the Application process; done to help ensure the agency is compliant with the civil rights requirements. Racial/Ethnic Data Form: Must be collected from each site. Please ensure data collection is done by both race and ethnicity (separate count). Form found under Tab 8 Nondiscrimination Statement: Check to be sure you are using the most current statement! Must be printed on all materials which address the SFSP. Examples of materials needing the statement include: enrollment forms, newsletters, brochures, handbooks, flyers and websites. Shortened version may be used only if the print materials is one page or less and there isn’t enough room for full version. “This institution is an equal opportunity provider.”

Civil Rights Requirements Tab 8 Public Notification: Media Release: Must be completed prior to program operation. Sample found under tab 8 (front and back). And Justice for All... poster: Each site must have a full size poster on display. Outreach: For open sites, be sure you contact minority organizations in your areas. Use the outreach poster provided by DPI throughout the community. Translation: Make reasonable efforts to provide information in the appropriate translation concerning the availability and nutritional benefits of the program.

Civil Rights Requirements Tab 8 Non-Discrimination: Ensure that meals are served to all attending children, regardless of their race, color, national origin, sex, age, or disability. Ensure that all children have equal access to services and facilities at the site regardless of race, color, national origin, sex, age or disability. For More information and training PowerPoints on the topic of Civil Rights please see our website:

Administering the Program Program Requirements Training Civil Rights Requirements Program Payments Recordkeeping Application/Agreement Administrative Reviews

Program Payments Tab 9 Reimbursement Rates – updated annually Determining Potential Reimbursement –For all non-camp sites; meal reimbursement is figured by multiplying the number of meals served (by type), by the corresponding reimbursement rate. –For camp sites; meal reimbursement is based on enrollment, number of children determined as ‘needy’, and the number of meals served, by session. Allowable Program Costs Advance Payments - Certification for Second Month’s Advance (PI-1491) for Non-school agencies Claims for Reimbursement –Internet claiming is available and is the preferred method of claiming. A manual is posted on the DPI website: reimbursement reimbursement –A paper reimbursement form and instructions can be found under Tab 9 of the Attachment Section.

Program Payments Tab 9 Claim Deadlines –Prior to the start of the summer; determine the number of claims that need to be completed based on the months/days of operation and the SFSP claim guidelines. –Remember: If there are 10 days or less of operation within a given month; that month can be combined with the prior or following month, If there are less than 10 operating days in the final month of operation; that final month MUST be combined with the prior month. Funds Remaining After All Expenses Are Paid –It is possible to earn more SFSP reimbursement than what is expended. –Sponsors that operate the National School Lunch Program or Child and Adult Care Food Program may transfer remaining SFSP money into those accounts. All other sponsors MUST retain the money for use in the SFSP the following summer. Carry-over money must be reported on the SFSP budget within the SFSP Application.

Program Payments Tab 9 Audit Requirements If your agency receives over $750,000 of federal funding in total for all Programs operated, a Program specific audit is required. Application will ask for this information; if exceeding $750,000 DPI will provide a SFSP audit guide

Administering the Program Program Requirements Training Civil Rights Requirements Program Payments Recordkeeping Application/Agreement Administrative Reviews

Recordkeeping Tab 10 Point of Service Meal Count –Meals must be counted when served to the child. –Acceptable methods to count meals: Check-off or tally - using the various forms provided in your binder. Daily Meal Count Forms, Daily Reimbursable Meal Record. Token or Popsicle stick method - Count the number of tokens or sticks and record on the Daily Reimbursable Meal Record. Works well when only one server is a available. Clicker counter method –Record the number of meals served on the Daily Reimbursable Meal Record.

Recordkeeping Tab 10 Point of Service Meal Count continued… –Forms must be complete. –Organize meal count forms by: Provide sites with forms pre-printed with their site name, number (if applicable), and meal type. Copy meal count forms for the various meal services on different colored paper – using light colors if forms are faxed. Request that forms be returned by a specific day/time. Set up procedures that will be followed in advance for sites that do not return meal count forms. Make sure sites are aware of the established consequences if meal count forms are not returned.

Recordkeeping Tab 10, Attachments Field Trips –Field Trip Request Form — Must be documented at sponsor level in order for meals to be claimed. If field trips have not been documented, meals disallowed. –Field Trip Meal Count Form Expenditures –Operational Records (food, food service labor, non-food supplies, utilities, etc.) –Administrative Records (admin labor, supplies, utilities, etc.) –Operational and Administrative expenses do not have to be separated out but must be on file to support total expenses for the Program. –Reminder for Public School Districts: SFSP has been assigned WUFAR Project Code 586 within Fund 50. Site Changes –Site Change Form – Can be used by sites to notify sponsor of changes. All changes to site information must be done on-line by the Sponsor. Training –Training must be documented annually. May use Summer Food Service Program Training Documentation Sample found under Tab 6.

Administering the Program Program Requirements Training Civil Rights Requirements Program Payments Recordkeeping Application/Agreement Administrative Reviews

Application Process On-line Sponsor/Site Application Please refer to the letter your agency received with the mailed SFSP Training materials for this year’s specific due dates! Due mid April if requesting commodities and/or an advance Due mid May if not requesting either. The on-line SFSP application will be ready to accept updates beginning in March. Remember the USDA Foods Contract must be updated as well if requesting USDA Foods! Instructions can be found on: The on-line application instructional manual is posted on the Application and Qualifications for the SFSP page at:

Application Process On-line Sponsor/Site Application Continued… Information from the previous year will be rolled-over. Review and update carefully! Remember to update each site. If a site is not operating this summer, delete it. The session page is the last page of the site application – it must be updated!! PRINT OUT A COPY of the Application for yourself when finished. An approved copy will NOT be sent to you with the approval letter. When updates are made throughout the summer you may wish to print a copy of the page updated with a date stamp to verify date submitted to DPI.

Application Process Tab 5 Application Attachments to be submitted: –Letter to Health Dept – EVERYONE –Federal Tax Exempt Status (if there has been a change) –Equipment/Office Space Rental Agreements (if needed) –Media Release (if not using DPI prototype) –Vendor Agreement (Vended sponsors only) –Invitation to Bid and Bid Schedule (if required) –Meal Pattern Variation Request (usually only needed if serving very young children) –Migrant site certification (only required for non-DPI Education sites and for migrant sites not sponsored directly by a Migrant Organization)

Application Process Permanent Agreement/Policy Statement Posted on the DPI website: nutrition/sfsp/market. nutrition/sfsp/market Only needs to be signed by non-school sponsors that are new to the SFSP. School sponsors do NOT have to submit a SFSP Agreement/Policy Statement. Your agreement on this contract is based on the 3 bulleted items at the top of the Certification page only. All other sponsors must “Agree” to the SFSP Permanent Agreement/Policy Statement as posted.

Application Process Tab 5, Attachments Once you click the submit button, you’ll get this message, “Your agency’s contract information has been successfully submitted to the Department of Public Instruction (DPI) and is now LOCKED for review by an assigned consultant. Contract changes will become effective after they have been reviewed and approved by the DPI consultant. If needed, the consultant will contact your agency to resolve issues with your contract prior to approval.” Please note that your application will be LOCKED for review by DPI upon submission. DO NOT submit unless you are ready to have DPI review your application.

Administrative Reviews & Corrective Action Reviews are conducted every 3 years, unless there are problems noted during a review. Larger sponsors may receive a review annually. The list of agencies to be reviewed this summer are located behind Tab 11. This list is subject to change. Sponsors will be contacted by a DPI consultant prior to the review and will receive a letter outlining the documentation that must be made available during the review.

Administrative Reviews & Corrective Action If corrective action is required due to review findings, it is usually due within 30 days, unless the finding is critical and needs immediate correction in order for the sponsor to continue to operate. Sponsors will be provided with Appeal Procedures, found under Tab 5, if financial adjustments are required and/or it is determined that meals were claimed in error. Serious problems may result in a sponsor being declared seriously deficient (see Tab 5).

Additional Resources LOTS of resources are available from DPI –Door Hangers –Community Posters –Yard Signs –Food Buying Guides –Basics at a Glance (measurements poster) –Outreach Toolkit for Sponsors and Feeding Sites Consider Using the school district’s Auto Dialer Advertise SFSP Week-Usually the 2 nd week of June!!

The Summer Food Service Program for Children In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) foundUSDA Program Discrimination Complaint Form online at: and at any USDA office, or write a letter addressed to USDAhttp:// and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) Submit your completed form or letter to USDA by: (1)mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C ; (2) fax: (202) ; or (3) This institution is an equal opportunity