SUMMER FOOD SERVICE PROGRAM (SFSP)
Information from State Agency
2013 Summer Information Memo
Summer Food Service Training Power-Point Presentation
Summer Food Service Program Meal Pattern
Summer Food ServiceProgram Breakfast Meal Pattern
Summer Food Service Program Snack Meal Pattern
Summer Food Service Program Lunch/Supper Meal Pattern
Interested in starting a Summer Food Service Program?
You can contact Gail Lombardi at the Maine Department of Education State Office as well 624-6843.
Summer Food Service Program Resources:
USDA Information and Links:
Note: Click on the blue 225 for the actual regulations
Seamless Summer Program:
Serving your students year round with a limited amount of paperwork. Remember hunger does not go on vacation!
Make summer program Food Service easy using the SeamlessSsummer Program.
USDA Seamless Summer Questions and Answers
USDA Seamless Summer Information
Here is a chart the compares Seamless Summer and the Summer Food Service Program
Looking for Summer Forms?
Getting Started Forms
Free and Reduced Price School Meal Application SY 2013
Enrolled Programs and Residential Camps - Sample Letter to Parents
Instructions for Completing the Summer Food Service Program Application
Instructions for Completing the Summer Food Service Program Site Information Sheet
Public Release Sample Form for Summer Food Service Program for Enrolled Programs
Monitoring Meal Sites Forms
First Week Visit
Site Monitoring Review Form
Meal Count Worksheet for Ethnicity Data
Managing the SFSP
Daily Meal Count Record for Open Sites
Monthly Meal Count Record for Residential and Nonresidential Camps and Enrolled Sites
Monthly Summer Food Service Program Open Meal Count Record
Summer Food Service Program Meal Production Record -BREAKFAST
Summer Food Service Program Meal Production Record--LUNCH/SUPPER
Summer Food Service Lunch/Supper Menu Planner
Summer Food Service Breakfast Menu Planner
Summer Food Service Menu Snack
Filing Claim Form
Instructions for Completing the Summer Food Service Program Site Detail and Claim for Reimbursement
INSTRUCTIONS for Completing the Summer Food Service Program
Obtain ID and Password from Nanci Stitt-Kittredge at 207-624-6877.
If the Legal Mailing Address or Summer or Winter Phone Number has changed from the previous year, the Sponsor must first contact DOE.
Information for the first 4 entries is automatically inserted from the information given to DOE.
Legal Mailing Address
City, State, Zip
Sponsor Phone Number: Summer
Sponsor Phone Number: Winter
1./2. Contact Person: First Name/Last Name : Enter the first and last name of the person responsible for communication between the State Agency and the Sponsoring Organization. This person should be part of the day-to-day administration of the program.
Fax Number: Enter the fax number (including Area Code) if applicable. Do not enter any hyphens (ex. 2075551212)
E-Mail Address: Enter the year-round e-mail address of the Contact Person,.
Does Sponsor Claim Non-profit Status?: Answer “YES” if the Sponsoring Organization is recognized by the Internal Revenue Service as a 501(c)3 private, non-profit entity.
Begin Meal Service (MM/DD/YYYY): Indicate the earliest day (if more than one site) that reimbursable meals will be served. (Please see 2003 Calendar on next page)
End Meal Service (MM/DD/YYYY): Indicate the latest day (if more than one site) that reimbursable meals will be served.
NOTE: The following entries: the Total Number of Projected Operating Days, the Projected Average Daily Attendance and the Total Number of Sites Submitted are automatically generated by the computer program and displayed on the completed Application.
The Total Number of Projected Operating Days includes Saturdays and Sundays, whether you are serving on these days or not. This is just an estimate and is only used to calculate Advances for those Sponsors requesting them. The actual number of operating days is used to calculate the actual reimbursement when filing the Claim later in the summer.
The information for the Projected Average Daily Attendance and the Total Number of Sites Submitted is generated from the Site Information Sheet(s) and is displayed AFTER the Sponsor has submitted all of the site information.
8. Did the Sponsor Participate Last Year? If the Sponsoring Organization participated in the SFSP last year, answer this question “YES”.
Does the Sponsor Provide an On-going Year-round Service to the Community? This question refers to other programs/activities/services not related to the SFSP that the Sponsor operates throughout the year. For most sponsors the answer to this question is “YES”.
Does Sponsor Receive Funding from other Federal Programs? If the Sponsor receives funds or other assistance from any other federal programs, enter “YES” in the appropriate box(es). Please be aware that the Sponsor cannot receive funds for meals served under the SFSP when it simultaneously participates in any other federally funded program.
Date of SFSP Training (MM/DD/YYYY): Training SFSP personnel must occur before meal service begins. All site personnel must be trained. There must be documentation of the agenda used and those attending. A checklist for use in training is located in the SFSP Administrative Handbook.
June, July, or August Advance: Advance payments are provided to help the Sponsor operate the SFSP. The Sponsor must plan to operate a meal service for at least 10 of any particular month, certify that all staff are trained on program requirements and have a signed Agreement with the State Agency.
Has the State Division of Health Engineering, (DHS), been notified of your intention to operate? Enter “YES” if the kitchen where you will be making the meals for the SFSP currently has an official License to Operate. If you do not have a license to operate a food service, please contact the DHS.
Will the Sponsor be using School Kitchen Facilities? Enter “YES” if you are using school kitchen facilities.
Will the Sponsor be Contracting with a Food Service Management Company (FSMC)? In Maine, the sponsor answers “YES” to this question if they have an ongoing relationship to an FSMC who is already preparing meals for the sponsoring organization. In this case the existing contract between the company and the sponsor is usually sufficient for SFSP needs if it is modified to include SFSP meal requirements. Some examples in this category include NYSP and Upward Bound programs. Please call the State Agency if you have further questions.
Did any of the personnel work for another SFSP or FSMC? Enter “YES” if any personnel worked for a SFSP under another sponsor, or if they worked for a FSMC which provided meals to another sponsor of the SFSP.
Name of Person Authorized To. . . .: Enter the name of the person(s) holding the positions listed and responsible for performing the functions listed.
Will you receive income from funding sources other than the USDA to help finance the SFSP? If “YES”, please provide the source(s) of the income and the amount of the funding in the boxes indicated. The funding source refers to all federal, state and local funds, not just SFSP funds. The total yearly expenditures from each source must be listed.
Will the sponsor limit or deny admission because of race, color, age, sex, disability, or national origin? The sponsor must ensure that all children have equal access to services and facilities at the site.
Describe how and when the Public Release Statement will be announced: All participating sponsors must inform potential participants, particularly minorities, of the availability of the SFSP. Describe how the public will be notified, the materials/medium you will be using, and the approximate date(s) the release will be made public.
21./22. PROJECTED OPERATIONAL AND ADMINISTRATIVE SALARIES
a./b. Title of Position and Number of Persons
Evaluate your proposed program and estimate the types of positions and number of persons needed to operate and administer the program. Each sponsor's staffing needs will differ based on the size of the program, the location, the type of meals served, the food preparation facilities, the skills of the available personnel, and the site(s) served. The SFSP Administrative Handbook has more information on staffing patterns.
The titles offered here are generic in nature. If the appropriate title for a position is not listed, substitute one of these, or use Other.
c. Hours per Day on SFSP Enter the average number of hours worked each day for each position.
d. Salary per Hour Enter the salary amount for each position. Salaries should be consistent with the amount paid for similar work in the local area. If the position will be filled by a volunteer, enter a “0”.
e. Number of Days The number of days each person will work depends on the length of the program.
Total Salary for the Program
The system will provide the “Total Salary for the Program” by multiplying the Number of Persons, Hours Per Day, Salary per Hour, and Number of Days columns.
If you will be working with a flat salary for the entire summer, the following is a formula to calculate the numbers needed to complete this part of the Application correctly. FOR EXAMPLE: The Head Cook is budgeted to receive $ 5000 over the summer for 60 days.
1. Divide the Total Salary by the Total Number of Days Worked. 5000 ÷ 60 = 83.33
2. Divide the result by the number of hours worked each day. 83.33 ÷ 8 = 10.42
3. The Head Cook is receiving $ 10.42 per hour.
4. Enter these numbers in the appropriate places on the Application (Projected Operational Salaries)
23./24. PROJECTED OPERATIONAL AND ADMINISTRATIVE COSTS
After estimating the budget (see Sample Budget Worksheet, next page) you will be able to determine the estimated costs for Operational and Administrative Costs. Not every program will need to budget costs for all the listed categories and some programs will have other costs not listed. For a detailed look at allowable program costs, please consult the SFSP Financial Guide (FNS Instruction 796-4) available from the State Agency.
Enter the estimated cost of each category for the entire program. Do not use dollar signs or commas when completing this section. Also, if you are not including a certain category in your costs, enter “0” in that box.
The amounts entered here will automatically roll forward and be listed as Total Projected Costs on the final copy of the Application.
INSTRUCTIONS for Completing the Summer Food Service Program
A Site Detail must FIRST be filed for each approved site operating during the effective month/year before a Claim can be filed.
Choose Effective Month/Year: Enter the month with the highest number of meal service days. For example, a sponsor serves meals from June 26 to July 31. (Five days in June, 20 in July) Choose July (07) as the effective month, since the most number of serving days is in July .
If the sponsor operates for less than 10 calendar days during the first or final month of operation, a combined claim may be filed. For example, a sponsor serves meals from July 5 the through August 8 th . This amounts to 25 serving days in July and 7 in August. The effective month would be July (07) and the number of meal service days would be 32. The program will not allow filing a claim for more than 41days of meal service.
1. Number of meal service days this claim period: Number of days this site operated a meal service. Count ONLY the days of ACTUAL meal service at that site.
2. Eligible Meals Served to Children: Only the meals the sponsor has been approved to serve will have a blank to complete. List the total number of eligible meals served by type (breakfast, lunch, supper and/or snack). If you are serving seconds, this total should be included in this number.
3. Residential and Nonresidential Camps Only:
Total number of all meals served (eligible and ineligible meals served):
Enter the TOTAL number of meals served at the camp during the effective month. This number includes the number of meals served to all personnel at the camp – i.e. eligible children, staff, non-eligible children, parents, etc. If you have questions about how to arrive at this total, please call the State Agency.
Continue this process until a Site Detail for each site operating during the effective month/year is filed.
INSTRUCTIONS for Completing the Summer Food Service Program
CLAIM for REIMBURSEMENT
Claims are due on the 8th day following the last day of the “effective month” (or the month being claimed). For example, a July claim is due by August 8th. Should you miss the deadline of the 8th, the final claim for July is due within 60 calendar days from the last day of the month of operation. For example, if the last day of meal service is July 31st, the final claim is due by September 29th .
Lines 1-5 are generated by the system. The following are examples of some of the things you might see.
1. Claim Status: This line will remain blank until Claim has been submitted.
Current: Claim has been submitted but not yet approved by the Legal Agent.
Approved: Claim is submitted and approved by the Legal Agent.
Processed: Claim has been paid by the system.
Inactive/Invalid: Claim is either older than 60 days or was never approved by the Legal Agent and is therefore not a part of the database system.
2. Claim Effective Month/Year: Enter the month that reimbursement is being claimed not the calendar month.
3. Check Amount: This line will remain blank until the Claim is submitted. The check amount is the amount earned on a specific claim. The amount will reflect the lesser of:
Operational costs amount vs. operational reimbursement formula amount.
Plus Administrative costs amount vs. admin reimbursement formula amount.
Please Note: The final administrative claim also considers the administrative projected budget and reimburses the lesser of administrative budget, administrative cost or administrative reimbursement.
Minus Any Advance payments made to the sponsor prior to filing this claim.
* * Please take the time to verify the Check Amount and call the State Agency if you have questions.
4. Scheduled Payment Date: This is the date scheduled for the effective month's claim check to be processed.
5. Claim Revision Number: 0: Indicates an original claim.
1: Indicates the claim has been revised after payment.
2: Indicates the Revised Claim was revised again after the first revision.
If any information changes on the claim after being approved by the Legal Agent, a revised claim may be submitted. The revised claim must be submitted within 60 calendar days from the last day of operation indicated on the original claim. For example, if July 31 was the last day of operation on the original claim, an adjusted claim must be filed by September 29th. A sponsor would follow the same steps used to file an original claim.
6. Is this a final claim? Check “YES” if this is the final claim for the summer. If you are filing only one claim for the summer the answer to this question is “YES”.
Lines 7-12 are generated by the system.
7. Approved Sites: The number of sites approved to operate during this claim period.
8. Number of Sites Reported this Month: The number of sites for which a Site Detail was filed.
9. Number of meal service days this claim period: The system takes the number of days from each meal site and displays the highest number. (It does not add the numbers.)
10. Average Daily Attendance (ADA) (lunch only): The system calculates the ADA by taking the total number of lunches served and dividing that number by the number of meal service days this claim period. (# 9 above) The result is the average number of children served by the sponsor on a typical day during the claim period.
11. For Residential and Nonresidential Camps Only: This number rolls forward and is the total from the Site Details. See # 3 from the Site Detail Instructions.
12. Eligible Meals : The system generates a total of the number of Eligible Meals Served from each of the Site Details filed.
Maximum Operational and Administrative Reimbursement: The amount of reimbursement is automatically generated by the computer using the current SFSP reimbursement rates. This amount is displayed after the Claim has been “Success”fully submitted.
13. Actual Operational Costs:
Food: Enter the total amount of receipts for purchasing food and any beginning inventory.
Actual Operational Costs (continued):
Nonfood Supplies: The cost of all nonfood supplies (i.e. – paper goods, cleaning).
Kitchen/Site Labor: Wages and fringe benefits paid to employees actively participating in the preparation, delivery, service and supervision of the food service operation.
Meal Delivery: The costs associated with transporting food to children.
Utilities: Cost incurred for utilities used in the kitchen or at the site.
Rental: (Truck, Equipment): Costs incurred for rental of delivery trucks, etc.
Other: Any other costs related to meal preparation and service for the SFSP.
Minus other Income : Enter the total amount of income received from the sale of adult meals or any other income, if applicable. (The computer will automatically subtract this amount from the total on the completed claim).
Minus Inventory on Hand: Enter the amount of the ending inventory, if applicable. (The computer will automatically subtract this amount from the total on the completed claim).
14. Actual Administrative Costs:
Administrative Salaries: Wages and fringe benefits paid to employees actively participating in the planning, organizing and management of the SFSP.
Office Supplies/Copying: Costs associated with office materials used for SFSP.
Telephone/Postage: Expenses incurred for communication and mailings.
Transportation: Costs for travel regarding the SFSP (travel, per diem, etc).
Audit Fees: Costs incurred for auditing purposes.
Other: Any other costs related to the planning and management of the SFSP.
Click on the REVIEW button to review the totals entered for costs. Click again to reach “Success” . It's a good idea to print a copy of the Claim for your records.
Make sure the Legal Agent approves the claim.
INSTRUCTIONS for Completing the Summer Food Service Program SITE INFORMATION SHEET
ADD/INSERT NEW SITE
* * If the sponsor is new or is adding a new site (one that was not on the program last year) they will need to complete the following steps.
* * If a sponsor is using the same sites as the previous year, they do not need to complete this step, and can go directly to entering a New Site Information Sheet.
1. Name of Meal Service Site: Enter the name of the new site.
2. Site Type: Depending on the Sponsor type, you are given a drop-down box with site types applicable to the Sponsor type.
Open Sites: These are geographic areas where at least 50 percent of the local children are eligible for free or reduced price meals, based on information provided by local school officials; or in geographic areas where 50 percent of the population is shown to be below 185 percent of the poverty level based on information provided by welfare or education agencies, zoning commissions, census tract data, or other appropriate sources. At open sites, meals are served to all children 18 years old and under with no registration or enrollment procedures required. Examples include: schools, playgrounds, churches, etc.
Enrolled Sites: Sites that serve only identified groups of children, as opposed to the community at large. At least 50% of the enrolled children at the site must be eligible for free or reduced price school meals under the National School Lunch Program. Eligibility is based on income applications. Examples include: Boys and Girls Clubs, YMCAs, etc.
Nonresidential Day Camps: Sites that offer a regularly scheduled food service as part of a daily organized camping program for enrolled children. Camps are reimbursed only for meals served to children who meet the income eligibility criteria.
Residential Camps: Sites where enrolled children stay overnight. Sponsors may claim reimbursement only for those meals served to children at the camp who meet the income eligibility criteria.
NYSP – National Youth Sports Programs: A day camp sponsored program.
For more information regarding eligibility, please refer to the SFSP Administrative Handbook.
Migrant Sites: Open sites where a majority of the children being served are the children of migrant workers.
SITE INFORMATION SHEET
The name and address of the Site automatically rolls up to the Site Information
1./2. Site Supervisor First Name/Last Name: Enter the first and last name of the person trained by the Sponsor to be responsible for the operation of the meal service at the site.
3. Beginning Date of Meal Service: Indicate the first day reimbursable meals will be served at this site.
4. Ending Date of Meal Service: Indicate the last day reimbursable meals will be served at this site.
5. Number of Meal Service Days (May/June/July/August/September): Indicate (by month) the total number of days reimbursable meals will be served. DO NOT count days when meals are not served – such as holidays or weekends, when applicable. The Total Meal Service Days will automatically roll up to the final Site Information Sheet.
6. If this site is a residential camp, please list camp schedule below: This information is collected to ensure that DOE administrative reviews (if applicable) are scheduled when camp is in session. Please do not list Daily Schedules. We are looking for CAMP SESSIONS ONLY.
Site Type: See explanation in # 2 on previous page.
7. Select appropriate eligibility data for this site: Check only one category to describe the data used to document site eligibility.
National School Lunch Data: This data is used to qualify open sites located within a one-mile radius of the school from which data is obtained.
Enrollment: Enter the total number of children enrolled at the school.
Eligible for Free and Reduced: Enter the number of children eligible for both free and reduced price meals.
School: Enter the name of the school from which the data arises.
** The percent eligibility will be automatically calculated. The percentage should be 50% or over to qualify as eligible to operate an open site.
Census Tract Data: This data is not as recent as the National School Lunch Data but will work if School Data is not available. Census tract data shows that the median family income in the area is equal to or less than the reduced price school lunch criteria.
County/City: Indicate the County and/or City for which the data pertains.
%: Indicates the number and percentage of children, ages 0-18 years, households with income below 185% of poverty.
Census Tract #/Block Group #: Indicate the Census Tract number and Block Group number for which the data pertains.
Enrolled Sites: All enrolled sites must establish the eligibility of the participating children using the Income Eligibility Application provided by the State Agency. Residential camps are reimbursed only for those meals served to children eligible for free and reduced price school meals.
Enrollment: Enter the total number of children enrolled at the site.
Eligible for Free and Reduced: Enter the number of children eligible for free and reduced price meals (according to the applications).
* * If the information is not available at the time of application, the State Agency will designate this site as “Pending” until the actual information is received. In the meantime, choose “Other Data” and explain that eligibility will be determined before the program begins.
Other Data: Choose this category if you will be using other appropriate data to document site eligibility (for example: local zoning data, housing authority information, economic surveys), or if you are waiting for the eligibility information (as described above in Enrolled Sites).
8. Meal Service
Column (a) Type of Meal Served: All meals are listed here. Complete only those you will be serving.
Column (b) Expected ADA (Average Daily Attendance):
Project the average daily attendance (ADA) for each meal at every site. If the site was used in the SFSP before, actual attendance data from the previous year may be used. If the site was not used before, estimate the ADA.
To estimate the ADA, first estimate the maximum number of children you expect to serve at each meal for each site. Second, adjust this number downward. For programs with open sites, the ADA is usually about 2/3 of the maximum attendance. Enrolled programs and camps can expect smaller variations in their attendance. This adjusted number is the expected ADA.
Column () Est. Number of Eligible: This column is to be completed only by Residential Camp sponsors. If you are not a Camp Sponsor, insert a “0” (zero) in this box. For Residential Camp sponsors, estimate the number of Eligible Children to be served at the site based on the number from the year before.
Columns (d) and (e): Time of Meal Service Begin/End:
Indicate the starting and ending times for each type of meal. The meal service period is limited to two hours for Lunch and Supper and one hour for Breakfast and Snack. There must be three hours between the beginning of one meal service and the beginning of another.
9. Method of Meal Preparation:
Self-preparation - meals are prepared by the sponsoring organization itself.
Vended - the sponsoring organization is under contract with an outside organization to produce the meals for the SFSP.
10. Was this a site last year? Enter “Yes” or “No” accordingly.
11,/12. Name of person conducting the pre-operational site visit and date of visit: Prior to approval of the application, sponsors must visit all new sites and any
sites that had operational problems last year. These visits are to determine that the site has the facilities to provide meal service for the anticipated number of children and the capability to conduct the proposed meal service. These visits are NOT to be confused with the required site visits during the first week of program operation. Please see the SFSP Administrative Handbook for a sample form that can be used to record the visits made.
13. Will the offer vs. serve option be used? (For Schools only): This provision allows children at school sites to refuse certain meal components based on the school's menu planning system.
14. Is this site in a rural area? Answer is “YES” unless the site is located in Portland, Bangor, or Lewiston/Auburn.
15. Will meal delivery be within one hour of meal service? If meals are delivered to a satellite site away from the point where the meals are made, the meals must be at the site within one hour of meal service.
16. Meals will be stored until the time of meal service: Check the appropriate space or describe the procedure and equipment to be used.
17. Any excess meals will be: Check the appropriate space or describe the procedure and equipment to be used. Please refer to the SFSP Nutrition Handbook for guidance regarding the safe handling of food.
18. Is there shelter in case of inclement weather?: Check “YES” if the site is protected from the elements and will not be affected by bad weather. Check “NO” if the opposite is the case. Meals do not have to be served if the weather prevents outdoor service.
19. Are there regularly scheduled organized activities at this site? A planned function at a site that takes place before or after the SFSP meal service.
20. How will the site supervisor communicate with the sponsor to adjust the number of meals served? Check the appropriate space or describe how the Site Supervisor will notify the sponsoring organization or kitchen of the number of meals required.
21. How will the meal service be supervised? Provide a short description of the method of meal service and who is responsible for meal counts and ensuring each meal contains all the required components.
22. Give dates on which the following monitoring visits will be conducted:
a. First Week's Monitor Visit: To be conducted before the end of the first week of operation.
b . Second Monitor Review: To be conducted before the end of the fourth week of site operation (by the 28th calendar day). The monitor must be at the site during the complete meal service at which time the ethnic (beneficiary data) count is taken as required by Federal regulations .
Maine Department of Education, Child Nutrition Services
In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discrimination on the basis of race, color, national origin, sex, age, gender identity, religion, or disability, reprisal and, where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or if all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at firstname.lastname@example.org. USDA is an equal opportunity provider and employer.
This institution is an equal opportunity provider. In accordance with State law this institution is prohibited from discrimination on the basis of race, color, national origin, sex, age, sexual orientation or disability. (Not all prohibited bases apply to all programs.)
To file a complaint of discrimination, write Maine Department of Education, Civil Rights Officer, 23 State House Station, Augusta, ME. 04333, or call (207)624-6820. Maine is an equal opportunity provider and employer.