Spring 2021 Summer Food Service Program 2021 Annual Sponsor Training - Delaware Department of Education

Summer Food Service Program
2021 Annual Sponsor Training
       Spring 2021

Training Agenda

•   2021 Waivers

•   Site Eligibility

•   SFSP Application Requirements (including Civil Rights and Monitoring)

•   SFSP Meal Pattern

•   Food Safety

•   SFSP Claims and Claim Deadlines

•   Administrative Reviews

•   Appeal Procedures

•   Procurement

•   Meal Counter App

2021 Waivers
•   Area eligibility for closed enrolled sites
•   Meal service times
•   Non-congregate meal service
•   First week visit
•   Meal pattern
•   Parent pick-up
•   Area eligibility
•   Sponsor monitoring*

*This waiver has been extended through September
30, 2021

ELIGIBILITY – SITES
OPEN AND RESTRICTED OPEN

Eligibility – Sites
               Open and Restricted Open Sites
•   Open Sites
(7 CFR 225.2 definitions)
Most sponsors establish site eligibility on “need and openness”. If a site is located in a needy area
where 50 percent or more of the children residing in the area are eligible for free or reduced-price
school meals and meals are made available to all children in the area on a first-come, first-serve
basis, these sites are considered open. Sponsors of open sites must take the necessary steps to
allow meal service access to all children requesting a meal at the site.
• Restricted Open Sites
(7 CFR 225.2 definitions)
On occasion, a sponsor that would normally operate an open site – meaning initially open to broad community
participation – must restrict or limit the meal site’s attendance for reasons of space, security, safety, or control. In
recognition of these circumstances, these types of sites operate as restricted open sites. The sponsors must make
known publicly that the site is open on a first-come, first-serve basis to all children of the community at large, but
that the meal service will be limited as stated above.

NOTE: Both Open and Restricted Open sites must be located in a school
attendance or census tract area where 50% or more of the children
residing in the area are eligible for free or reduced-price meals.

Eligibility - Sites
           Determining Area Eligibility
School Data
– Sponsors can qualify an open site using school data by certifying that the site
   is in the attendance area of a school where at least 50% of the children are
   eligible for free or reduced-price school meals. The school selected must be in
   the current school feeder pattern for the address.
     • https://schoollocator.doe.k12.de.us/
 Census Data
– Sponsors can qualify an open site using census data by documenting that the
   site is in a qualifying area where at least 50% of the children are eligible for
   free or reduced-price school meals. The most current census data must be
   used.
     • USDA Capacity Builder
           – https://www.fns.usda.gov/capacitybuilder
     • FRAC Summer Mapper
           – https://frac.org/research/resource-library/summer-food-mapper
*Area eligibility is waived through June 30, 2021.

Example: School Feeder Pattern

Using the address of the
Collette Center, the feeder
pattern was determined
using the school locator
tool. The tool provides the
school district and schools
in the address feeder
pattern for the current
school year. This site
qualifies based on school
data; October 2019 data
reflected a 90.09% free and
reduced percentage at
William Henry Middle
School.

Example: Census Data using
              USDA Capacity Builder

Using the same address,
the address was entered
into the USDA Capacity
Builder and the site was
determined to be eligible
using census data.

Example: Census Data using
              FRAC Summer Mapper

Using the same
address, the address
was entered into the
FRAC Summer Mapper
and the site was
determined to be
eligible using census
data.

Eligibility – Sites
                               Closed Enrolled Sites
At least 50 percent of the enrolled children must be from households that meet the
income eligibility guidelines. Sponsors must document this by:
    - Collecting income eligibility forms for each participant
        - If at least 50% of the children qualify for free or reduced eligibility, the site can
          participate.
    *Please note:
   – Area eligibility of closed enrolled sites can be used through June 30, 2021
   – Closed enrolled SFSP sites must be non-profit

Eligibility – Camps

• Residential –
   – Participants spend the duration in 24-hour supervised care
     setting.
   – Offer regularly scheduled food service for enrolled children.
• Nonresidential –
   – Must offer continuous schedule of organized cultural or
     recreational programs for enrolled children between meal
     services.

NOTE CAMPS:
• BOTH Residential and Nonresidential camps MUST collect IEFs, and can only
  claim for meals served to eligible campers. Area eligibility does not apply.
• Camps are the only type of sites that can serve up to 3 meals per day.

Income Eligibility Forms
• STEP 1: List the first and last name of all students.
• STEP 2: List a case number if you or someone in your household participates in SNAP, TANF or FDPIR.
• STEP 3: Report total household members. The total must equal all names listed within the student and household members’ fields. Report all
  household income.
• Report the earnings from work for each household member.
• Provide the last four of the Social Security Number (SSN), or “Check if no SSN”. This information is not reported to anyone.
• STEP 4: Sign the application. Optional: Provide contact information for purposes of receiving eligibility notification.
• Optional: Complete the Children’s Racial and Ethnic Survey on the application.

APPLICATION
REQUIREMENTS

DENARS

• Application
  Packet
• Annual Audit
  Certification
  Form

Annual Application Forms
             All Sponsors:
•   Letter to Health Department
•   News Release
•   Procurement Standards and
    Code of Conduct
•   Menu (optional)

     Vended Sponsors Only:
• Bid documents
• Vendor contract
• Pre-Program Sponsor/Vendor
  Checklist

    Self-Prep Sponsors Only:
• Health Inspection

Annual Audit Certification Form

If your agency expended more than
$750,000 in federal funds in the previous
fiscal year you are required to submit an
audit*. The audit must be completed in
compliance with 1 CFR 200 Uniform
Guidance.
*National Clearinghouse website:
http://harvester.census.gov/facdissem/Main.aspx

If your agency expended less than
$750,000 in federal funds in the previous
fiscal year you are not required to submit
an audit. However, records must be available
for review or audit by appropriate officials of
the Federal agency, pass-through entity, and
General Accounting Office (GAO).

   DE public school districts are not
   required to submit an audit as
   they
   are part of the statewide audit.

Application Packet
• Sponsor
  Application
• Food
  Production
  Facility
• Budget Detail
• Site Field
  Trip(s)
• Site
  Application(s)

Sponsor Application

Food Production Facility

Enter Food
Production Facility
information if the
food is prepared at a
separate location
from where it is
served
  – Self-Prep Satellite
  – Vended by SFA
  – Vended by
    commercial food
    service vendor

Budget Detail
• Operating Costs
• Administrative Costs
• Sponsors are required to consider the following factors
  when determining the allow-ability of costs:
    – Costs must be necessary and reasonable for proper and
      efficient administration of the Program
    – Costs must be allocable to Federal awards applicable to the
      administration of the Program
    – Costs must be authorized and not prohibited under State or
      local laws

•   Resource: Assessing Costs in the Summer Food Service Program
•   Resource: FNS Instruction 796-4, Rev. 4; Financial Management –
    Summer Food Service Program for Children

Field Trips
• Field trips must be entered in DENARS and approved by
  the State Agency prior to the field trip taking place

• Field trips can only be entered once the application has
  been approved by the State Agency

• Note: Meal service must still be available at the original
  site

Site Application
•   Each site application must be
    completed by the Sponsor and
    approved by the State Agency
    prior to program operations
    starting and meals being served.

•   CACFP institutions that develop a
    separate food service program for
    children who are not enrolled in
    the CACFP, and meet SFSP
    eligibility criteria, may be
    approved to participate in the
    SFSP.

•   Institutions that are approved for
    both CACFP and SFSP must
    ensure that the same children are
    not served meals in both
    programs. Institutions may not
    switch back and forth between
    participation in CACFP and
    participation in SFSP to serve the
    same children.

Training
Training topics:
  – Explanation of
    Program
  – Site operations
  – Meal pattern
    requirements
  – Recordkeeping
  – Monitoring
  – Civil Rights

CIVIL RIGHTS

Civil Rights Requirements
7CFR 225.7(g) and FNS Instruction 113-1                                     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
•   Sponsors must inform potential participants of the availability of      participating in or administering USDA programs are prohibited from discriminating based on race,
    the SFSP                                                                color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any
•   Display in a prominent place at the site and at the sponsor’s           program or activity conducted or funded by USDA.
    office, the current “And Justice for All” poster
•   Take reasonable steps to ensure meaningful access to services for       Persons with disabilities who require alternative means of communication for program information
    limited English proficient persons by providing information in the      (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State
    frequently encountered, non-English languages of individuals            or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech
    eligible to be served or likely to be affected by the program           disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally,
                                                                            program information may be made available in languages other than English.
•   Ensure that translations are accurate concerning the availability
    and nutritional benefits of the program                                 To file a program complaint of discrimination, complete the USDA Program Discrimination
•   Make reasonable modifications in policies and procedures to             Complaint Form, (AD-3027) found online at:
    ensure individuals with disabilities have equal access and effective    http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter
    communication when accessing the program                                addressed to USDA and provide in the letter all of the information requested in the form. To request
•   Include the current USDA Nondiscrimination Statement, and               a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA
    instructions for filing a complaint, in their public release and in     by:
    any Program information directed to parents of participants and
    potential participants                                                  (1)     mail: U.S. Department of Agriculture
•   Ensure that meals are served to all attending children, regardless              Office of the Assistant Secretary for Civil Rights
    of their race, color, national origin, sex, age, or disability                  1400 Independence Avenue, SW
                                                                                    Washington, D.C. 20250-9410;
•   Ensure that all children have equal access to services and facilities
    at the site regardless of race, color, national origin, sex, age or     (2)     fax: (202) 690-7442; or
    disability
•   Make Program information available to the public upon request           (3)     email: program.intake@usda.gov.

                                                                            This institution is an equal opportunity provider.
Source: 2016 USDA SFSP Administrative Guidance for Sponsors, pg. 121

CIVIL RIGHTS

And Justice For All Poster

Civil Rights Enforcement Form

MONITORING

Pre-Operational Site Visit

First Week Site Visit

Site Review

Daily Meal Count Form

Weekly Meal Count Form

Adult Meals

• All children in attendance at the site must
  receive a meal before any adult meals are
  served.

• Adult meals must be counted as either
  Program adult meals or non-Program adult
  meals.

Meal Counter App

Inventory

Donation of Goods

SFSP MEAL PATTERN
  REQUIREMENTS

Allowable Meal Combinations
•   Breakfast only
•   Lunch only
•   Lunch and Snack
•   Breakfast and Lunch
•   Breakfast and Supper
•   Snack only
•   Supper only
•   Breakfast and Snack
•   Supper and Snack
•   Two Snacks

Congregate Meal
                   Requirements
• The congregate meal requirement has been waived
  through June 30, 2021.
• Parents/guardians are allowed to pick up meals for all
  children in the household.
• Children do not need to be present.

Meal Pattern

          SFSP Meal Pattern 2016 Administrative Guidance
          for Sponsors, page 154

SFSP Menu

Sponsors can submit a menu to the State Agency for
             review, but it is optional.

Dietary Accommodations

• Documented disability
  – Requires a signed note from a recognized medical authority
    that indicates the necessary accommodation
  – Sponsors must provide reasonable accommodations
  – These meals can be claimed for reimbursement

Delivery Slips

• Meal delivery slips are required for vended meal sites
• Meal delivery slips are recommended for self-prep
  sponsors.

USDA Commodities
Sponsors eligible to receive commodities include:
   • Self-Prep Sponsors
   • Sponsors Vended by a SFA
   • SFA Vended Sponsors who have competitively procured
     Program meals from the same food service management
     company from which they competitively procured meals for
     the NSLP during the last period in which school was in
     session

          Food Distribution Program – Delaware
                       Teresa Youngcourt
                 teresa.youngcourt@state.de.us
                         (302) 838-8060

Farm to Summer

       • USDA’s Farm to
         Summer Website:
       • https://www.fns.usda
         .gov/farmtoschool/fa
         rm-summer
       • Please share your
         Farm to Summer
         activities with us!

FOOD SAFETY

Food Safety
      2014 Delaware Food Code
      http://www.dhss.delaware.gov/dhss/dph/regs.ht
      ml
        Pages 58-59, 2014 Delaware Food Code
      Specifications for Receiving
      3-202.11 Temperature.
      (A) Except as specified in ¶ (B) of this section, refrigerated, TIME/TEMPERATURE CONTROL
      FOR SAFETY FOOD shall be at a temperature of 5oC (41oF) or below when received.
      (D) TIME/TEMPERATURE CONTROL FOR SAFETY FOOD that is cooked to a temperature and for a
      time specified under §§ 3-401.11 -3-401.13 and received hot shall be at a temperature of 57oC
    o
(135 F)      or above.

Food Safety
                    Time/Temperature Control
3-501.19 Time as a Public Health Control

•   4 Hours: Food can be kept with no temperature stipulations up to 4 hours, at
    which time the food must be either cooked, served or discarded.

•   6 Hours: The 6 hour Time/Temperature Control only applies when the food
    product does not exceed 70 degrees F within the maximum time period of 6
    hours. The 6 hours can be used if the internal temperature of milk does not
    exceed 70 degrees throughout the 6 hour. If not, time-maximum up to 4 hours
    will have to be used.

•   This can only be used if:
     – The sponsor has written procedures in place
     – The sites document the time of delivery and temperature of the food at
        time of delivery

SFSP CLAIMS
AND CLAIM DEADLINES

2021 Reimbursement Rates

Claims
• Claims MUST reflect:
   – Only meals that meet SFSP requirements
   – Actually served to eligible children during
     the claiming period
• Sponsors MUST:
   – Claim meals by site
   – Report the number and type of first and
     second meals served to eligible children
   – Maintain records of all operating and
     administrative costs, as well as any
     program income received.

Claim Deadlines

• The State Agency claim deadline is due on the
  10th of the month
• Claims will not be paid if they are submitted
  more than 60 days after the last day of the
  month covered by the claim
• Claim revisions must be submitted within 60
  days after the last day of the month covered by
  the claim
• One Time Exemption

ADMINISTRATIVE REVIEWS

Administrative Reviews
The Administrative Review process is completed through the
Compliance Module in DENARS and is designed to:
   • Ensure that a sponsor’s overall program is operating
     according to requirements
   • Provide technical assistance if there are questions or
     areas needing improvement or enhancement
   • Violations of SFSP requirements may result in
     withholding or recovery of reimbursement, corrective
     action, or possible termination from future SFSP
     participation

SFSP Appeal Procedures
In accordance with 7 CFR §225.13(a), each State agency shall establish a procedure to
be followed by an applicant appealing. Appeals shall not be allowed on decisions made
by FNS with respect to late claims or upward adjustments under §225.9(d)(6).

Actions Which Can Be Appealed

     A sponsoring organization, on behalf of a site under its jurisdiction, may appeal the
     following adverse actions:

           A.   Denial of application for participation;
           B.   Denial of sponsor’s request for advance payments;
           C.   Denial of a sponsor’s claim for reimbursement payments (except for late submission
                      under §225.9(d)(5));
           D.   A state agency’s refusal to forward to FNS an exception request by the sponsor for
                      payment of a late claim or a request for an upward adjustment to a claim;
           E.   A claim(s) against a sponsor for remittance of a payment;
           F.   The termination of the sponsor or a site;
           G.   A denial of a sponsor’s application for a site;
           H.   A denial of a food service management company’s application for registration; or
           I.   Revocation of a foodservice management company’s registration.

Appeal Procedures can be accessed on the DDOE SFSP Resources for Qualify Operations webpage.

PROCUREMENT

Procurement

• Procurement Reminders:
  – Procurement Thresholds
    • Purchases $10,000 or less = Micro-Purchase
       – Single transactions must be distributed equitably among
         qualified suppliers
    • Purchases between $10,001 and $24,999 = Small Purchase
       – Quotes must be obtained from qualified suppliers
       – Small purchase quote log available from DDOE
    • Purchases $25,000 and over = Formal Procurement
       – Procurement templates are available from DDOE

• Written Standards of Conduct
• Procurement Procedures and Protest
  Procedures

APPLICATION DUE DATE
FRIDAY, APRIL 30, 2021