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Calendar of School Nutrition Program Requirements At A Glance Due date0
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.”
"Calendar of School Nutrition Program Requirements At A Glance Due date0"