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Administration Guide Summer Food Service Program

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Administration Guide Summer Food Service Program ADMINistration Summer FOOD guide SERVICE PROGRAM 2016 1 The 2016 edition of this guidance has been revised and extensively reformatted for ease of use. The revisions to content from the 2015 version, in the pre-designed format, can be found on the USDA FNS Summer Food Service Program web page at: http://www.fns.usda.gov/sfsp/handbooks. In addition, throughout the text, references have been made to memoranda issued by the Food and Nutrition Service. The numbering system may differ from your State agency. 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) 877-8339. 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) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: MAIL: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410 FAX: (202) 690-7442 EMAIL: [email protected] This institution is an equal opportunity provider. REVISED MARCH 2016 CONTENTS −INTRODUCTION 1 Introduction 2 Additional Resources 3 Summer 2016 −CHAPTER 1: PROGRAM ELIGIBILITY 7 Sponsor Eligibility 8 Specific Eligibility Requirements for Sponsors 9 Additional Eligibility Requirements and Flexibilities by Sponsor Type 10 Sponsor Participation in Other Child Nutrition Programs 12 Site Eligibility 15 Special Types of Sites 18 Documenting Site Eligibility 23 Documenting Participant Eligibility 27 Questions and Answers −CHAPTER 2: SPONSOR AND SITE IDENTIFICATION 33 State Agency Selection Priorities for Sponsors 34 Sponsor Priorities for Selecting Sites 36 Selecting Food Service Staff 37 Ensuring Site Access through Promotion 40 Pre-Operational Requirements 43 Questions and Answers −CHAPTER 3: SPONSOR APPLICATION 47 Sponsor Training 48 Application Requirements 50 Review of Applications 51 State-Sponsor Agreement 53 Appeal Rights 54 Questions and Answers −CHAPTER 4: MEAL REQUIREMENTS 57 Number and Type of Meals 58 Meal Pattern Requirements 60 Meal Service Requirements 61 Meal Service Options 64 Serving Local Foods 65 Meal Time Requirements 66 Meal Count Forms 66 Site Caps 67 Leftover Meals or Components 69 Meals Served to Adults 70 Questions and Answers CONTENTS −CHAPTER 5: VENDING OPTIONS 75 Sponsor Meal Preparation 75 Purchasing Meals from Schools 77 Purchasing Meals from a FSMC 79 USDA Foods 79 Additional Foods 80 Questions and Answers −CHAPTER 6: PROCUREMENT AND BID PROCEDURES 83 Procurement 83 Procurement Methods 85 Food Service Management Company Contracts 96 Procurement Tips and Strategies 97 Local Procurement Strategies 99 Questions and Answers CHAPTER 7: STAFF DUTIES AND TRAINING 105 Staff Duties 107 Training 112 Volunteer Opportunities 114 Questions and Answers −CHAPTER 8: PROGRAM INTEGRITY 117 Monitoring Sites 120 Administrative Reviews of Sponsors 121 Civil Rights Requirements 124 Questions and Answers CHAPTER 9: PROGRAM COSTS AND REIMBURSEMENTS 127 Advance Payments 129 Program Reimbursements 131 Other Sources of Program Income 132 Unallowable Costs 133 Non Reimbursable Meals 134 Non-Contractible Management Responsibilities 135 Questions and Answers −CHAPTER 10: RECORDKEEPING 139 Administrative Records 141 Operating Cost Records 143 Maintaining Records of Costs and Tracking Funds 144 Questions and Answers 4 REference Materials (Attachments Listed By Program Function) PROGRAM BASICS 147 Definitions of Program Terms 153 Glossary of Acronyms 154 SFSP Meal Pattern Requirements 155 SFSP Federal Guidance 159 SFSP Site Definition & Eligibility Documentation APPLICATION AND PLANNING 161 Proactive Planning for Sponsors 163 Agreement to Furnish Food Service for the SFSP 164 Application Requirements for New and Experienced Sponsors/Sites 166 Food Service Equipment Needs 167 Sample Position Description (Cook) 168 Prototype Household Application for the SFSP 170 Planning Checklist: SFSP 172 Sample News Release: Open Sites 173 Sample News Release: Enrolled Sites and Camps 174 Sponsor/Site Agreement for the SFSP 175 Training Checklist for Administrative Staff 176 Training Checklist for Monitors 177 Training Checklist for Site Staff MANAGING THE MEAL SERVICE 179 Meal Count Worksheet for Camps 180 Inventory Control Sheet 181 Inventory Control Sheet Instructions 182 Daily Meal Count Form 184 Instructions for Meal Count Form – Daily 185 Meal Count (Weekly Consolidated) 186 Instructions for Meal Count Form (Weekly Consolidated) 187 Meal Count – Consolidation Form of First (1st) and Second (2nd) Meals Served 188 Racial and Ethnic Data Form 189 Racial and Ethnic Data Form Instructions RECORDKEEPING AND COST ACCOUNTING 190 Checklist of Records 192 Mileage Record – Administrative Staff 193 Mileage Record – Site and Food Service Staff 194 Time Report – Administrative Staff 195 Time Report – Site and Food Service Staff 196 Summary of Administrative Expenses 197 Summary of Administrative Expenses Instructions 198 Worksheet for Cost of Food Used PROCUREMENT 199 Federal Contract Provisions PROGRAM INFORMATION 202 Comparison of Programs SFSP/NSLP/SSO 206 Income Eligibility Guidelines 5 Introduction The U.S. Department of Agriculture’s (USDA) Summer Food Service Program (SFSP) relies on innovative and collaborative efforts to reach children in need. USDA encourages collaborations with valued partners at the National, State, and local levels to raise awareness about the nutrition gap low-income children face when schools close for the summer and the availability of summer meals to close this gap. The SFSP was established to ensure that low-income children continue to receive nutritious meals when school is not in session. Free meals that meet Federal nutrition guidelines are provided to all children at approved SFSP sites in areas with significant concentrations of low-income children. The SFSP operates during school vacations, primarily in the summer months – from May through September. It may also provide meals during vacation breaks in schools that are operated on a year-round basis or a continuous school calendar, or during emergency school closures from October through April. USDA’s Food and Nutrition Service (FNS) administers the SFSP at the national and regional levels. Within each state, the Program is administered by the State department of education or an alternate state-designated agency. Locally, public or private non-profit organizations that want to “sponsor” the Program apply and are approved by the State agency to operate the Program. These sponsoring organizations sign Program agreements with their respective State agencies and are responsible for overseeing Program operations. Sponsors receive Federal reimbursement from the State agency to cover the administrative and operating costs of preparing and serving meals to eligible children at one or more meal sites. 1 Additional Resources FNS has several resources available to aid individuals and organizations interested in working with the SFSP: • The main SFSP website is a great starting point to find all web-based Program resources: http://www.fns.usda.gov/sfsp/summer-food-service-program-sfsp • The SFSP Handbooks webpage includes links for Program guidance for sponsors, monitors, and site supervisors: http://www.fns.usda.gov/sfsp/handbooks • 2016 Nutrition Guidance for Sponsors: information on Federal nutrition and food service requirements. • 2016 Monitor’s Guide: information on sponsors’ monitoring role for the SFSP. • 2016 Site Supervisor’s Guide (Spanish and English versions): information on the site supervisor’s role in the SFSP. • 2016 State Monitor Guidance: information on State agencies’ monitoring role for the SFSP *New Guidance, Coming Spring 2016* • The FNS Policy Memos webpage includes up-to-date information about important Program changes: http://www.fns.usda.gov/sfsp/policy • The Legislation webpage provides an overview of government legislation impacting the Program: http://www.fns.usda.gov/sfsp/legislation • The Summer Toolkit includes tips and resources to help sponsors prepare for and improve the Program: http://www.fns.usda.gov/cnd/summer/library/toolkit.pdf • The Mapping Tools page can be used to find underserved areas and potential partners: http://www.fns.usda.gov/sfsp/mapping-tools-summer-meal-programs • The Summer Meals Best Practices webpage is full of inspiring SFSP success stories from across the country: http://www.fns.usda.gov/sfsp/best-practices • The Farm to Summer webpage includes tips on how to improve Summer Meal Programs through
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