The Summer Food Service Program for Children

The Summer Food ServiceProgram 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: http://fns.dpi.wi.gov/fns_training. Each sponsor must register for training and/or materials online in order to participate. • 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. • Display features are located at the bottom right of the screen.

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: http://fns.dpi.wi.gov/fns_market2

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

TrainingTab 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 2nd advance, must contact DPI to obtain a form to complete. • Training must be documented with an agenda and sign-in sheet of those attending – Sample under tab 6.

Training • 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 (how meals are provided, delivery schedule, records/forms used) • Specific duties of monitors (conducting site visits/reviews, assigning site responsibilities, monitoring schedule, reporting procedures, follow-up procedures, office procedures)

Training • Site Personnel • Topics to be covered are very dependent on the type of food service operation (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

Civil Rights RequirementsTab 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, websites. • Shortened version may be used only if the print materials is a page or less and there isn’t enough room for the full version. “This institution is an equal opportunity provider.”

Civil Rights RequirementsTab 8 • Public Notification: • Sample Media Releases: Must be completed prior to program operation. Sample found under tab 8 (front and back). • and Justice for All . . .poster: Please contact DPI for posters. 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. • 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 Training Opportunities website at: http://fns.dpi.wi.gov/fns_training

Program PaymentsTab 9 • Reimbursement Rates • Determining Potential Reimbursement under Simplified SFSP • 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 under the Simplified SFSP • Internet claiming is available and is the preferred method of claiming. A manual is posted on the DPI website: http://fns.dpi.wi.gov/fns_fincou3. Password letters will be mailed out along with the Application approval letter for NEW sponsors only. • A paper reimbursement form and instructions can be found under Tab 9 of the Attachment Section.

Program Payments • 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 is 10 days or less of operation within a given month; that month can be combined with the prior or following month, • If there is 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 • With the Simplified SFSP it is possible to earn more SFSP money 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 • Audits Requirements • If your agency receives over $500,000 of federal funding in total for all Programs operated, a Program specific audit is required • Application will ask for this information; if exceeding $500,000 DPI will provide a SFSP audit guide

RecordkeepingTab 10 • Point of Service Meal Count • All meals, including field trips, must be counted at the point in which the meal is served to the child. Back-out systems such as tray counts are not acceptable. • Acceptable methods to count meals: • Check-off at the end of the line using the various forms provided in your binder. Daily Meal Count Forms , Daily Reimbursable Meal Record • Token or Popsicle stick method – have the children pick-up a token or stick at the beginning of the line and deposit in a receptacle at the end of the line. The last server ensures that the token or stick is placed in the container. Different colored tokens or sticks could be used to account for second meals and adult meals served. 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 – click off as each child receives a complete meal. Will require a separate counter or method to account for 2nd meals and adult meals. Record the number of meals served on the Daily Reimbursable Meal Record.

RecordkeepingTab 10 • Point of Service Meal Count continued… • Forms must be complete and available in order for the meals to be claim for reimbursement. • Ideas for organizing meal count forms for sponsors with multiple sites and meal services: • 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. Example: breakfast – yellow, lunch – pink, supper – green, snacks – blue. • Request that forms be returned by a specific day/time in the week. • 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.

RecordkeepingAttachments 38-45 • Field Trips • Field Trip Request Form—This must be documented at the sponsor level in order for meals to be claimed. If field trips have not been documented, meals will be 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 the Agendas provided in the binder. All persons attending the training must sign in. May use Summer Food Service Program Training Documentation Sample found under Tab 6.

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 may be found on: http://fns.dpi.wi.gov/fns_market2. • The on-line application instructional manual is posted on the Application and Qualifications for the SFSP page at: http://fns.dpi.wi.gov/fns_howtoapply.

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, inactivate 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 ProcessLogging in…

Application ProcessTab 5 • Application Attachments to be e-mailed/faxed/mailed: • 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 Tab 5 Permanent Agreement/Policy Statement • Located under Tab 5 of the Attachment Section and posted on the DPI website: http://fns.dpi.wi.gov/fns_market2 . • Only needs to be signed by non-school sponsors that have had a change in the Authorized Representative since last summer. • School sponsors do NOT have to submit a SFSP Agreement/Policy Statement. The school year Agreement/Policy Statement contains all of the SFSP language. 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 24-26 • 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. Once submitted, you will need to contact us to have it unlocked to make revisions. DO NOT submit unless you are ready to have DPI review your application.

Administrative Reviews, Corrective ActionTab 5 and Tab 11 • Reviews are conducted once 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 in 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. • 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 Additional Resources http://fns.dpi.wi.gov/fns_market2 • LOTS of resources are available from DPI • Door Hangers • Community Posters • Yard Signs • Food Buying Guides • Meal Pattern Posters • 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 2nd week of June!! • http://teamnutrition.usda.gov/library.html • www.211wisconsin.org/ Resources

The Summer Food ServiceProgram for Children Webcast 4: Administering the Program Providing Food & Fun so Children Can Have a Fabulous Summer! In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992 (Voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.

The Summer Food Service Program for Children