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Calendar of School Nutrition Program Requirements At A Glance Due date0

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Calendar of School Nutrition Program Requirements At A Glance Due date0

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									     Wisconsin Department of Public Instruction - Calendar of School Nutrition Program Requirements
 To insure program compliance please distribute a copy of this calendar to each of the staff responsible for completing the
 following tasks related to the NSLP/SBP operation. All required program related materials must be retained by the School
 Food Authority (SFA) for 3 prior school years plus the current year of operation for audit compliance.
             Information                                        DUE DATE                              Submit to DPI/File at SFA
Public Release for Free and                Send to media and community agencies who                   File at SFA copy of materials
Reduced Price Meals/Free Milk              work with low-income families prior to the                 sent (Required to send to media,
(prototype available on DPI website)       beginning of each school year                              not required to pay to publish.)
Applications for Free and Reduced          Distribute to all households at beginning of each          File at SFA: Approved & denied
Price Meals/Free Milk/Direct               school year after July 1 but within 4 weeks of             applications, all direct
Certification/Homeless & Migrant           start of school and process within 10 school               certification lists, list of students
Status (if applicable)                     days after date of receipt. Obtain direct                  designated as homeless by
                                           certification match at least once each school              public school district’s liaison,
(Updated prototype posted each year        year and send Eligibility Notification letter to           and list of students designated
at http://dpi.wi.gov/fns/fincou1.html )    households with students who are categorically             as migrant by migrant
                                           eligible for free meals.                                   coordinator (if applicable)
Annual School Nutrition Contract           June 1 of each year                                        Submit to DPI annually &
Renewal (Must be updated for each          (Actual approval of contracts will not begin until         update during the year via on-
school year)                               after DPI system roll-over in July.)                       line services; refer to on-line
                                                                                                      manual
Food Service Management                    June 30 of each year; DPI must approve                     Mail or fax to DPI completed &
Company Contract – New and/or              before on-line contract approval                           signed document for review &
Renewal                                                                                               approval
Annual Financial Report                    August 31 (For prior school year) The October              Submit to DPI via on-line
Side 2 of PI-1409 – Section 5              lunch claim may not be entered on-line until the           services
                                           Annual Financial Report data is submitted
Wisconsin School Day Milk                  August 31 (For prior school year) The October              Submit to DPI via on-line
Program (WSDMP) Claim (complete            lunch claim may not be entered on-line until the           services
annually)                                  WSDMP claim is submitted
Elderly Nutrition Improvement              August 31 (For prior school year) The October              Submit to DPI via on-line
Program (EN) Claim – Side 2 of             lunch claim may not be entered on-line until the           services
PI-1409 (complete annually)                EN claim is submitted
Federal October Data (FNS 10)              November 1 – The October lunch claim may not               Submit to DPI via on-line
(Enrollment and approved free and          be entered on-line until the FNS 10 data is                services
reduced students as of the last            submitted
operating day of October)
Civil Rights Compliance Self               Complete on/before October 31 based on one                 File at SFA
Evaluation Form (PI-1441)                  day of student enrollment Download from
                                           website at: http://dpi.wi.gov/forms/doc/f1441.doc
Eligibility Verification Process           Verification Process should be completed by                File at SFA all verification
(must be done annually based on new        November 15 (Submit Eligibility Verification               materials and results
applications approved by/on October 1 )    Summary Report on-line as noted below.)
Eligibility Verification Summary           November 15 - The Agency will be in withholding            Submit to DPI annually
Report Instructions available on-line      after this date until the report is submitted. Claims      between Nov. 1-15 via on-line
from DPI Contact DPI in writing if         cannot be entered on-line or paid until the Verification   services; File paper copy at
extension of submission date is needed.    Summary Report is submitted.                               SFA.
On-site Monitoring Documentation           Complete monitoring visits & document results              File at SFA completed forms –
(Required only if there is more than       including any follow up for all sites by                   if required (Download from
one school /meal service site in the       February 1 annually. Download Prototype on-site            Documents and Forms website)
SFA as designated on contract              monitoring documentation form is posted at:
                                           http://dpi.wi.gov/fns/doc/on_site_monitr_form03_06.doc
with DPI)
Daily Participation Record/Edit            Obtain daily counts and consolidate prior to               File at SFA with monthly claim
Check                                      submitting monthly claims                                  materials
Menu Production Records - Records          Record Daily; Documentation to show what is                File at SFA. Required to keep
are required by USDA, but no required      prepared and served for each meal program                  for 3 prior school years plus the
standardized format. Prototype of forms    (daily production plans, standardized recipes, Child       current school year.
and supporting materials from DPI School   Nutrition Labels or Product Specifications for food-
Nutrition Team are on DPI website          based menu systems)
                                                                  th
Meal Reimbursement Claim                   Submit on-line by 15 of the following month                Submit to DPI via internet
                                           Claim cannot be paid if submitted more than 60             NOTE: Only June claim may be
                                           calendar days following the end of claim month.            submitted after last meal serving
                                           (One exception may be allowed per program every            day during the claim month
                                           three years.) See chart on next page for deadlines.

 July 2010     See next page for Claim Reimbursement Deadlines and Commodity Distribution Program
                 60 Calendar Day Cut-off Deadlines for Submitting Claims for Reimbursement
Claims for reimbursement for meals/milk served under the National School Lunch Program (NSLP), School Breakfast
Program (SBP), After School Care Snacks, and Special Milk Program (SMP) must be submitted to DPI on-line for
payment within 60 calendar days after the end of the claiming period. The following chart gives that deadline date
for each monthly claim period.
                 Claiming Month                              Last Day for Receipt/Postmark of Claim
                      January                                       April 1 (March 31 on leap years)
                      February                                                   April 29
                       March                                                     May 30
                        April                                                   June 29
                        May                                                      July 30
                        June                                                   August 29
                        July                                                  September 29
                       August                                                  October 30
                     September                                                November 29
                      October                                                 December 30
                     November                                                  January 29
                     December                                      March 1(February 29 on leap years)
Claims for Reimbursement cannot be submitted during the claim month of operation. The only exception is the June
claim which can be submitted in June after the end of meal service.

Claims for two months cannot be submitted at the same time. One claim must be approved for payment before a second
claim can be submitted (usually about one week).

                                             Commodity Distribution Program
           Information                                              DUE DATE                                Submit to DPI/File at SFA
Annual Commodity Order Survey                     January 15 – February 10 (Dates may be                    Submit to DPI annually via
(order commodities for the entire upcoming        subject to change per USDA requirements)                  on-line services
school year)
Commodity Fair Share/Bonus                        Offered monthly pending availability                      Submit to DPI monthly to
Surplus Order                                                                                               via on-line services
Commodity Invoice for Total Fees Due              Available monthly on – line                               File at SFA
Fees deducted from monthly
reimbursement claims
July 2010

Wisconsin Department of Public Instruction Child Nutrition Program website is located at: http://www.dpi.wi.gov/fns/




            “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 Civil Rights, 1400 Independence
            Avenue, SW, Washington, DC 20250-9410 or call (800)795-3272 (voice) or (202)720-6382 (TTY).
            USDA is an equal opportunity provider and employer.”

								
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