A Guide to Afterschool and Summer
Child Nutrition Programs
Pennsylvania 2014
Acknowledgements
PSAYDN’s acknowledges the support of Maryland Hunger Solutions in the creation of the Pennsylvania
Guide to Afterschool and Summer Child Nutrition Programs. PSAYDN would also like to acknowledge the
support and resources provided by the Pennsylvania Department of Education, the United States
Department of Agriculture, the Food and Research Action Center, the Afterschool Alliance and the Center
for Schools and Communities.
Table of Contents
Child Nutrition Programs ............................................................................. 5
Food insecurity .......................................................................................................................................... 5
Participating in a child nutrition program ................................................................................................... 5
Afterschool Snack Program ........................................................................ 7
Participating in ASP .................................................................................................................................. 7
Qualifying for ASP ..................................................................................................................................... 7
ASP reimbursement .................................................................................................................................. 8
Applying for ASP ....................................................................................................................................... 8
Programs in action .................................................................................................................................... 9
Child and Adult Care Food Program ......................................................... 10
Participating in CACFP ........................................................................................................................... 10
Qualifying for CACFP .............................................................................................................................. 11
CACFP meal preparation ........................................................................................................................ 11
CACFP reimbursement ........................................................................................................................... 11
Applying for CACFP ................................................................................................................................ 13
Programs in action .................................................................................................................................. 13
Summer Food Service Program................................................................ 15
Participating in SFSP .............................................................................................................................. 15
Qualifying for SFSP ................................................................................................................................. 15
SFSP meal preparation ........................................................................................................................... 16
SFSP reimbursement .............................................................................................................................. 16
Applying for SFSP ................................................................................................................................... 18
Programs in action .................................................................................................................................. 18
Seamless Summer Option ........................................................................ 19
Participating in SSO ................................................................................................................................ 19
Qualifying for SSO .................................................................................................................................. 19
SSO reimbursement................................................................................................................................ 20
Applying for SSO ..................................................................................................................................... 21
Appendix A: School year meal programs .................................................. 22
Appendix B: Summer meal programs ....................................................... 23
Appendix C: SFSP meal patterns ............................................................. 24
Resources ................................................................................................ 25
End Notes ................................................................................................. 26
Child Nutrition Programs
Child nutrition programs are part of the United States Department of Agriculture’s (USDA) Food and
Nutrition Services. This guide focuses on child nutrition programs that fall outside of regular school hours.
This includes afterschool programs, summer programs, weekends or extended mid-year breaks from
school. Certain out-of-school time programs can qualify for specific meal programs depending upon their
program type, demographic and time frame. Furthermore, meals and snacks served at a Child Nutrition
Program that meet the USDA requirements are reimbursed by federal money. Although the
reimbursement is from federal funds, the actual programs are run by the state. Federally funded meal and
snack programs, such as the Afterschool Snack Program, the Child and Adult Care Food Program and
the Summer Food Service Program, specifically target children from food insecure households. These
were established as part of the core child nutrition programs under the Healthy, Hunger-Free Kids Act of
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2010.
Food insecurity
A food insecure household is defined as having limited or uncertain availability and/or access to
nutritionally adequate and safe food. However, the full scope of food insecurity cannot be simply captured
by one definition. Food insecurity is wide spread and often unseen. In Pennsylvania alone, 12.5 percent
of households experienced some kind of food insecurity during 2009-11. Of those, 5 percent were very
2
low food secure, meaning that hunger was commonly experienced and meals were often skipped.
Children living in food insecure households often qualify for free or reduced lunch through the National
School Lunch Program. However, these meals are only served during the school day.
Pennsylvania Poverty Facts (2012)
• 1,693,285 total people living in poverty
• 13.7 percent poverty rate
• 532,166 children in poverty
• 19.7 percent child poverty rate
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• 263,489 children using free and reduced meals
Participating in a child nutrition program
Feed a child who might have otherwise gone hungry – A child in a very low food secure household
might not receive an evening meal after school due to a parent working late or insufficient income to
afford another meal. Children in a food insecure household may have a more reliable source of food, but
often do not get the adequate nutrition they need to grow and perform well in school. While the students
could receive a meal through the National School Lunch Program, the meal programs outside of normal
school hours serve to fill that gap in the after school hours by providing a nutritious and free meal or
snack.
Increases participation in and success of afterschool programs – Many out-of-school (OST) time
programs find that participating in a meal program strengthens their afterschool programs and better
serves the students and community. Offering a complete meal during an OST program is more appealing
to the student, especially teenagers. By attracting the students to an afterschool program, the students
are kept safe and occupied with constructive activities. By providing the students adequate nutrition, it
allows them to remain engaged and have the mental energy to take part in the enriching and educational
programs offered.
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Bring more federal funding to Pennsylvania – Participating in a child nutrition program provides
programs with a sustainable source of federal funding to serve nutritious food. The programs are
reimbursed for the number of meals they serve based on an annual rate. For example, the
reimbursement rate for the Child and Adult Care Food Program for free meals for the year 2013 was
$1.58 for breakfast, $2.93 for lunch/supper, and $.80 for snack. Participating sites can also use the
funding to hire staff, purchase materials or offer field trips.
Most Federal child nutrition programs are designed to serve children and youth under the age of 18 from
the start of the program. Some programs extend services to older individuals with mental or physical
disabilities. Unless otherwise specified, such as in the case of income eligibility or migrant status, the
USDA prohibits the exclusion or discrimination of any customer based on race, age, color, national origin,
disability, sex, gender, religion, familial status, sexual orientation, income, or political beliefs.
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Afterschool Snack Program
Afterschool Guide
The Afterschool Snack Program (ASP) is a federal reimbursement program established by the U.S.
Department of Agriculture (USDA) as a part of the National School Lunch Program (NSLP), also known
as the School Nutrition Programs (SNP). The NSLP offers cash reimbursements to help schools serve
snacks to their students after the school day ends. Afterschool is a great time to give children and youth a
crucial nutritional boost. Also it may draw students into activities that are not only fun and enriching, but
also keep the children and youth safe and occupied. The Afterschool Snack Program must be school
district operated; retaining financial and management responsibilities for the program and snacks must be
claimed through the foodservice department or the School Food Authority.
Participating in ASP
Feed children who might otherwise be hungry – In 2013, approximately 1,064,934 children received
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free and reduced lunches through the NSLP in Pennsylvania. By providing an afterschool snack, these
same children receive the nutritional boosted needed for afterschool homework, learning and socializing.
Easy transition from National School Lunch Program – If a school already takes part in the National
School Lunch Program, adding a snack in the afterschool hours is simple because the Afterschool Snack
Program is included in the NSLP.
Brings more federal funding to Pennsylvania – Participation in the After School Snack Program
provides programs with a source of sustainable federal funding. Reimbursement can then be used to fund
other program amenities. Funding for the Afterschool Snack Program can add up. For school year 2013–
14, participating sites received $.80 per free snack served. An afterschool program serving a snack to 50
children five days a week during the school year of 180 days could receive more than $7,200 in federal
funding.
Schools (public or private), residential child care institutions and any boarding school may be eligible to
participate in the Afterschool Snack Program. Participating sites must meet the following guidelines:
• Entities may participate as long as they offer the National School Lunch Program
• Must provide the children and youth with regularly scheduled educational or enrichment activities in a
supervised environment
• The program is “open to all”; due to this, organized interscholastic athletic programs are not eligible to
participate in the program
• Only serve children and youth up to age 18 (students who turn 19 during the school year still qualify)
and individuals with disabilities; must not limit membership for reasons other than space and security
• Program is in operation during regular school year, which may include summer sessions and year
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round schools, on days when school is in session
Qualifying for ASP
Regular ASP is based on the same income guidelines as the National School Lunch Program,
which determines reimbursement in paid, free and reduced categories. These reimbursements are based
on student’s family income.
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Area Eligible ASP provides snacks free to all students in qualified attendance area. A qualified
attendance area is eligible for this program if the site has 50 percent or more of enrolled children
approved for free or reduced price meals.
In order to run the Afterschool Snack Program, the school, residential child care institution or boarding
school must be fully capable of managing a food service program, following regulations and maintaining
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financial and administrative responsibility for the running of one or more programs.
ASP reimbursement
Reimbursement will be calculated based on the youth’s meal eligibility category (free, reduced or paid).
An organization will not be reimbursed for serving ineligible children, serving more food than needed or
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serving snacks that do not meet the USDA nutritional guidelines.
USDA nutritional guidelines
A snack must include two of the following:
• 1 cup fluid milk
• 1 oz or one serving size of meat or meat alternative
• 6 fl oz 100 percent juice or ¾ cup fruit or vegetable
• one serving size of bread and/or grain
Reimbursement rates July 2013 through June 2014
8
Rates are adjusted annually.
Paid
Reduced price
Free
Snack $.07
Snack $.40
Snack $.80
Documentation
The following documentation must be maintained in order to claim snacks for reimbursement:
Regular ASP
• Documentation of free or reduced price eligibility for all children for whom free or reduced price
snacks are claimed
• Snack counts by eligibility type (free, reduced or paid)
• Documentation of individual children’s attendance on a daily basis
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• Documentation of compliance with meal pattern requirements, including production records
Area eligible ASP
• Documentation indicating the site is located in an area served by a school in which at least 50 percent
of the enrolled students are eligible for free or reduced price school meals
• Total snack counts
• Documentation of individuals children’s attendance on a daily basis
• Documentation of compliance with meal pattern requirements, including production records
Applying for ASP
Go to www.pears.ed.state.pa.us
• Click on New Sponsor Application Package
• Click on GO! National School Lunch Program (NSLP)
• Necessary forms to apply can be found under Application Information for New Sponsors – SNP
• For step-by-step instructions reference the Check List for New Sponsors of SNP
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Webinar “Funding to serve healthy meals: afterschool and summer”
This prerecorded webinar from the Pennsylvania Department of Education and the Food Research Action
Center discusses federal reimbursement programs for meals and snacks during afterschool and summer
programs. Benefits of offering healthy meals and snacks, requirements for reimbursement, information on
how to get started and resources to guide you in the application process are being shared.
• Recording assets.center-school.org/recordings/psaydn/2013-04-24.jar
• PowerPoint Presentation www.psaydn.org/content/FundingToServeHealthyMeals.pdf
Questions
If you have questions regarding the Afterschool Snack Program, contact the Pennsylvania Department of
Education, Food and Nutrition Services at [email protected] or (800) 331-0129.
Programs in action
st
Site: Lebanon High School 21 CCLC Program
Grades served: 9-12
Enrollment: grades 6-12
Free/reduced: 75 percent
st
Lebanon High School’s 21 CCLC Program is heating up the kitchen in after school time. Lebanon’s
afterschool program runs Monday through Thursday and supports a wide variety of students through
enrichment activities and tutoring services.
Lebanon’s high school students have been recognized locally on their work done with recipes and their
cooking skills. The project began with a small group of students finding nutritious recipes to create a
complete meal and it culminated into a complete cook off. About a dozen of the students’ main dishes
were compared with others. Students began making a case for why their recipe should be chosen to
compete in the cook off. After these debates took place, a consensus was made on the top two dishes:
Spanish chicken and mango chicken.
Although the project had started out as a contest, the students came together and worked as teams. It
was decided that the winning recipe of the competition would be featured in the school’s cafeteria at the
st
end of the week. The judges consisted of middle school students also involved in the 21 CCLC program,
teachers and the school principal. The mango chicken was victorious in the competition. However, the
Spanish chicken team was surprised to learn that their recipe would be featured in the school’s kitchen
later that month.
The idea of this project was suggested by an intern with the Lebanon School District who is working with
the Nutrition Group, the company that provides meals to the district. She believes that now with the new
federal guidelines having been put in place that involving students with the food they serve and helping
them understand why it is selected and prepared gives them a stake in what they eat. Also, allowing
students being involved in the process of making food makes them feel more ownership for what they eat.
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Child and Adult Care Food Program
At-Risk Afterschool Guide
The Child and Adult Care Food Program (CACFP) is a federal reimbursement program established by the
U.S. Department of Agriculture (USDA) and run by the Pennsylvania Department of Education, Division of
Food and Nutrition. When school is out and parents are still at work, children need a safe place to be with
their friends, with structured activities, supportive staff and good nutrition. Afterschool programs that
participate in the Child and Adult Care Food Program give children and youth the nutrition they need
while drawing them into constructive activities that are safe, fun and filled with new opportunities for
learning. In addition to the afterschool day the Child and Adult Care Food Program provides support
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during the weekends, school vacations and holidays to eligible students.
Participating in CACFP
Feed children who might otherwise be hungry – During FY 2012, 138,870 children were served
through CACFP in Pennsylvania alone. For many of these children, this was their only meal for the
evening.
Flexibility – This program allows organizations to serve meals without connection to a school. Programs
connected to schools, however, are still eligible as long as they meet the CACFP requirements.
Extra help – The Pennsylvania Department of Education provides nutrition education materials to sites to
display and distribute. Annual training and workshops are hosted to enrich the programs.
Bring more federal funding to Pennsylvania – Participation in the Child and Adult Care Food Program
provides programs with a source of sustainable federal funding. Reimbursement can then be used to fund
other program amenities. Funding for the Child and Adult Care Food Program can add up. For school
year 2013–14, participating sites receive $2.93 per supper and $.80 per snack served. An afterschool
program serving a meal to 50 children, who received free meals, five nights a week during the school
year of 180 days could receive more than $26,000 in federal funding. If a program serves a snack in
addition to the meal, the program could receive an extra $7,200.
Any licensed child care center, school building, nonprofit organizations (including faith based) and “atrisk” afterschool care programs may be eligible to participate in the Child and Adult Care Food Program.
These sites may be independent or provided by through a sponsor. Once a site is determined to be
eligible for CACFP, the eligibility lasts 5 years. Participating sites must meet the following guidelines:
• Must be located in an attendance area of a public school in which 50 percent or more of the students
receive free or reduced meals to achieve area eligibility
• Sites that do not meet area eligibility may qualify as an Outside School Hours Care Center; see
Outside School Hours Care Center section
• Must provide the children and youth with regularly scheduled educational or enrichment activities in a
supervised environment, however, children receiving meals are not required to take part in the
activity; contact the state agency to determine if activity is eligible
• Program is open to children under 18, students who turn 19 during the school year and children with
disabilities; does not limit membership for reasons other than space and security
• Sports programs under an overarching educational or enrichment program meal take part in the
program; organized interscholastic or community sports leagues do not qualify
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• Program is in operation during the regular school year, which include weekends and breaks
10
Qualifying for CACFP
The CACFP reimbursement method is primarily based off of school districts data. In order to qualify for
reimbursement the public elementary, middle, junior/senior high school must have 50 percent or more
enrolled students who are eligible for free or reduced price meals. This school data is good for five years
after qualifying for the Child and Adult Care Food Program.
Area eligible – The potential site must work with a sponsor to determine its eligibility. To be eligible, the
site must be located in a geographic area of a school in which 50 percent or more of the students receive
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free or reduced lunch.
Children and youth must be under the age of 18 in order to qualify for CACFP based on area eligibility. If
the youth is turning 19 the year of enrollment, they still qualify. There is no minimum age for at-risk
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participants and no age limit for individuals with a disability.
Outside School Hours Child Care Center (OSHCC) – A non-residential child care center not in an
eligible area may qualify for CACFP as an Outside School Hours Care Center. To qualify as an OSHCC,
the program must either serve children less than 12 years of age, children of migrant workers less than
15 years of age or any person with a disability. These sites are eligible to serve a maximum of two meals
and a snack or two snacks and a meal per child per day. Breakfast, snack and supper may be served.
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Lunch maybe served during breaks during the school year.
In order to run the Child and Adult Care Food Program, the child care center, school building or nonprofit
organization must be fully capable of managing a food service program, following regulations and
maintaining financial and administrative responsibility for the running of one or more programs.
CACFP meal preparation
Although it is the sponsor that runs the program, the site must decide which method of meal preparation
works best for it.
Self-prep – Site staff buys ingredients and prepares the meal or buys the meal premade and heats it up.
In order to be a self-prep site, it must have the capacity to handle the work. A commercial grade kitchen
that meets health inspection standards is required for actual food prep, while sites that reheat meals must
have access to an oven or microwave. Sites that qualify for NSLP do not need to meet any additional
health standards. This service option allows for a site to have more control over what it is serving.
Vending – Site has fully prepared meals delivered each day through a Food Service Management
Company (FSMC), an organization other than a public or private nonprofit school in which a sponsor may
contract with to provide meals. Minimal food preparation is required for the sites. Sponsors are
responsible for finding vendors for their site in a manner that allows for open competition among the
vendors. This is done through formal advertising and by receiving bid from vendors.
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Guide for Procuring Meals www.pears.ed.state.pa.us/forms/files/PDE342.pdf
List of Food Service Management Companies www.pears.ed.state.pa.us/forms/files/PDE388.xls
CACFP reimbursement
Eligible organizations receive cash reimbursement for serving meals to enrolled youth that meet the
Federal nutritional guidelines. Reimbursements are made out of funds provided to the state by the USDA.
The state then pays independent centers or sponsoring organizations, which then reimburse or provide
food to their sponsored sites. Afterschool programs may claim reimbursement for serving one meal and
one snack to each eligible participant each day. An organization will not be reimbursed for serving
ineligible children, serving more food than needed or serving meals that do not meet the USDA nutritional
guidelines.
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In order to claim reimbursement for snacks and meals, a 2½ hour window between the start of each meal
is required. Snacks and meals can only be served during the school year. Breakfast or lunch may be
served in lieu of supper on weekends, holidays or during school vacations during the regular school year.
If a child has specific dietary needs, the parent or guardian may submit a medical statement signed by a
recognized medical authority that lists restrictions and substitutions. Substitutions will be made at the
institutions discretion. Similarly, if a child has a disability that directly affects the types of food they can
consume, parents or guardians must submit a medical statement identifying the child’s disability and food
16
restrictions. Appropriate substitutions will be made by the institution at no cost to the family.
USDA nutritional guidelines
A snack must include two of the following:
• 1 cup of fluid milk
• 1 oz or one serving size of meat or meat alternative
• 6 fl oz 100 percent juice or ¾ cup fruit or vegetable
• one serving size of bread and/or grain
A meal must include the following:
• 1 cup of fluid milk
• 2 oz or one serving size of meat or meat alternative
• 2¾ cup servings of fruit or vegetables, one serving can be 6 fl oz 100 percent juice
• one serving of bread and/or grain
Breads, cereals and grains must be made from whole-grain or enriched meal or flour. A serving size
consists of the edible portion of the cooked lean meat. Nuts and seeds may meet only one half of the total
meat or meat alternative serving. It must be served with another meat or meat alternative to meet the
lunch/supper requirement.
Reimbursement rates July 2013 through June 2014
17
Rates are adjusted annually.
Paid
Reduced price
Free
Breakfast $.28
Lunch/supper $.28
Snack $.07
Breakfast $1.28
Lunch/supper $2.53
Snack $.40
Breakfast $1.58
Lunch/supper $2.93
Snack $.80
To determine the schools free or reduced price school meals data, go to
www.education.state.pa.us/portal/server.pt/community/national_school_lunch/7487, select the most
current year and search for the specific school.
Documentation
The following documentation must be maintained in order to claim reimbursement:
• A daily attendance roster or sign in sheet
• A record of the number of at-risk snacks or meals prepared, delivered and served including adults
who prepared/served the food that received a meal
• Menus for each food service to ensure that the USDA meal patterns were met
• Copies of all applications and supporting documents
• Information about the location and dates of child care center reviews, if applicable
12
•
•
•
•
Documentation of nonprofit food service, to ensure that all reimbursement funds are only used for the
food service operations (prove that no profit was made)
Copies of all invoices, receipts or other records required by the state agency fiscal management in
order to document administrative costs, operating costs and income to the program
Copies of all reimbursement claims
Records that support a reimbursement claim must be kept for three years after the final claim of the
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fiscal year; failure to maintain required records will result in denial of reimbursement
Claims must be submitted to the state to receive reimbursement each month. Reimbursement claims
must be postmarked and/or received by the state agency no later than 60 days from the last day of that
month. Reimbursement is based on the number of meals and snacks served to at-risk (free, reduced or
paid) children. The reimbursement is based on the rate for free meals and snacks. Records must be kept
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on number of meals served.
Applying for CACFP
Go to www.pears.ed.state.pa.us
• Click on New Sponsor Application Package
• Click on GO! Child and Adult Care Food Program (CACFP)
• Necessary forms to apply can be found under Application Information for New Sponsors – CACFP
• For step-by-step instructions reference the New Application Package Information & Instructions
Note: School Food Authorities (SFA) that are already operating a NSLP do not need to submit a separate
CACFP management plan and do not have to meet additional health and safety requirements. If the
School Food Authority is willing to take on a CACFP program, this opens more options for food service
and allows both snacks and meals to be served.
Webinar “Funding to serve healthy meals: afterschool and summer”
This prerecorded webinar from the Pennsylvania Department of Education and the Food Research Action
Center discusses federal reimbursement programs for meals and snacks during afterschool and summer
programs. Benefits of offering healthy meals and snacks, requirements for reimbursement, information on
how to get started and resources to guide you in the application process are being shared.
• Recording assets.center-school.org/recordings/psaydn/2013-04-24.jar
• PowerPoint Presentation www.psaydn.org/content/FundingToServeHealthyMeals.pdf
CACFP Information www.fns.usda.gov/cnd/care
CACFP FAQs www.fns.usda.gov/cnd/care/regs-policy/policymemo/2012/CACFP08-2012.pdf
Questions
If you have questions regarding the Child and Adult Care Food Program, contact the Pennsylvania
Department of Education, Food and Nutrition Services at [email protected] or (800) 331-0129.
Programs in action
Site: Titusville YMCA
Grades served: preK-12
Student enrollment: 350 students
Free or reduced percentage: 54 percent
Since 2003, the Titusville YMCA has supported their students and families within their community by
providing hot, nutritious meals daily. With a wonderful, state of the art kitchen on site Titusville feeds up to
350 students utilizing the Child and Adult Care Food Program during the school year, serving a hot
dinner, and the Summer Food Service Program during the summer months, serving a hot breakfast and
lunch. Providing food for their community is a critical mission for the YMCA knowing that 54 percent of
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their student population qualifies for free and reduced priced meals. Also, by identifying themselves as an
“open site” it allows them to reach more community members.
The YMCA has taken critically important steps to ensure they are providing their students and families
with the best food services and opportunities possible. Currently, 35 of the YMCA staff are safe food
st
certified and cross trained to provide support for their 21 Century Community Learning Center. Having
staff skilled in all areas ensures the quality of all areas of their programs. In a relaxed social setting the
staff encourages the students to try new foods that they can often supplement with mini grants from
Walmart. The staff is dedicated to making the community a better place and they feel it is their duty to
provide transportation to their afterschool and summer programs, engage them in fun physical activity
and feed children who often go hungry.
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Summer Food Service Program
The Summer Food Service Program (SFSP) is a federal reimbursement program established by the U.S.
Department of Agriculture (USDA). Pennsylvania’s Summer Food Service Program provides nutritious
meals and snacks to low income children during June, July and August when school is not in session.
Participating in SFSP
Hunger does not take a vacation when school lets out – The Summer Food Service Program fills the
nutrition gap for low income children who depend on free and reduced price school lunch and breakfast
during the school year. Free summer meals helps families stretch food dollars throughout the summer
months. In July 2012, 80,413 children and youth were served in Pennsylvania, receiving a meal they
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might not have had otherwise.
Bring more federal funding to Pennsylvania – Participation in the Summer Food Service Program
provides programs with a source of sustainable federal funding. Reimbursement can then be used to fund
other program amenities. Funding for the Summer Food Service Program can add up. For the summer of
2014, participating rural, self-prep sites receive $3.54 per lunch and $.84 per snack served. A summer
program serving a meal to 50 children five days a week during a summer break of 10 weeks could
receive more than $8,800 in federal funding. If a program serves a snack in addition to the meal, the
program could receive an extra $2,100.
Public or private schools, community based organizations, faith based organization, migrant centers,
parks, playgrounds and camps may all be eligible to participate in the Summer Food Service Program.
Sites can qualify for the Summer Food Service Program in several ways:
• Site eligibility – at least 50 percent of the children enrolled in the program are qualified to receive free
or reduced price school meals
• Area eligibility – at least 50 percent of the children and youth are eligible for free or reduced price
school meals according to school or census data; a summer program located at a middle or high
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school may use data from a nearby elementary school to qualify
• By serving primarily migrant children
• Camps are only reimbursed for meals and snacks served to children who are qualified for free or
reduced price school meals
Qualifying for SFSP
Children 18 years or younger qualify for free meals or snacks. Older individuals with special needs may
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also qualify as long as they participate in a school program for mental or physical disabilities.
Units of local governments, summer camps, public schools, nonprofit private schools, nonprofit
organizations, nonprofit universities or colleges or other programs that support the community may
sponsor a SFSP. To sponsor an SFSP, the organization must have the resources to run a food service,
such as management and staff for the program. Sponsors must attend their local state training, locate
and register eligible service sites, hire and manage the staff, prepare or manage the delivery of meals
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and prepare reimbursement claims.
A site may be any location where children and youth gather during the summer, such as recreation
centers, camps (reimbursed only for children who qualify for free and reduced meals), community centers,
housing projects or migrant centers. A site does not have to provide an educational or enrichment activity.
Organizations that do not have the proper financial or management resources can be a site rather than a
sponsor.
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An SFSP site must attend their sponsor’s training, supervise activities and meal distribution and service,
manage volunteers, keep the site clean, store food properly and keep records of meals served each
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day.
Open sites – Located in an area where 50 percent or more of the children residing in the area are eligible
for free or reduced-price school meals. Meals are made available to all children in the area.
Restricted-open sites – Located in an area where 50 percent or more of the children residing in the area
are eligible for free or reduced-price school meals. Attendance is restricted due to safety reasons.
Closed-enrolled sites – Meal service only to children enrolled in the program. At least 50 percent of the
enrolled students must be eligible for free of reduced priced meals.
Camps – May be residential or non-residential.
Migrant sites – Serves children of migrant families.
1
SFSP meal preparation
Although it is the supervisor that runs the program, the site must decide which method of meal
preparation works best for it.
Self-prep – Site staff buys ingredients and prepares the meal or buys the meal premade and heats it up.
In order to be a self-prep site, it must have the capacity to handle the work. A commercial grade kitchen
that meets health inspection standards is required for actual food prep, while sites that reheat meals must
have access to an oven or microwave.
Vending – Site has fully prepared meals delivered to it each day. Minimal food preparation is required.
Sponsors are responsible for finding vendors for their site, which requires putting out a bid specifying the
site’s food and delivery requirements as well as signing the contract with the lowest bidder. If the vendor
25
is a public school food service department, the contract does not require additional bids.
SFSP reimbursement
Sites serve either one or two reimbursed meals or snacks per day. The following meal combinations may
be served:
• Breakfast, lunch, supper or snack only
• Breakfast and lunch
• Breakfast and supper
• Breakfast and snack
• Lunch and snack
• Supper and snack
• Two snacks
Other:
• Lunch and supper may only be served together if different sponsors provide the meals.
• Sites that serve primarily migrant children may be approved to serve up to three meals per day.
• Summer camps may serve up to three meals a day but are only reimbursed for meals served to
26
children who qualify for free and reduced lunch.
If a child has specific dietary needs, the parent or guardian may submit a medical statement signed by a
recognized medical authority that lists restrictions and substitutions. Substitutions will be made at the
institution’s discretion. Similarly, if a child has a disability that affects the types of food they can consume,
16
parents or guardians must submit a medical statement identifying the child’s disability and food
27
restrictions. Appropriate substitutions will be made at no cost to the family.
An organization will not be reimbursed for serving ineligible children, serving more food than needed or
serving meals that do not meet the USDA nutritional guidelines.
USDA nutritional guidelines
Breakfast must include the following:
• 1 cup fluid milk
• one serving of fruit or vegetable
• one serving of bread and/or grain
A meal must include the following:
• 1 cup of fluid milk
• 2 oz or one serving size of meat or meat alternative
• 2¾ cup servings of fruit or vegetables, one serving can be 6 fl oz 100 percent juice
• one serving of bread and/or grain
A snack must include two of the following:
• 1 cup of fluid milk
• 1 oz or one serving size of meat or meat alternative
• 6 fl oz 100 percent juice or ¾ cup fruit or vegetable
• one serving size of bread and/or grain
Breads, cereals and grains must be made from whole-grain or enriched meal or flour. A serving size
consists of the edible portion of the cooked lean meat. Nuts and seeds may meet only one half of the total
meat or meat alternative serving. It must be served with another meat or meat alternative to meet the
lunch/supper requirement.
Reimbursement rates summer 2014
28
Rates are adjusted annually. Reimbursement depends on the location of the site, the meal preparation
and the type of meal served.
Rural sites self-prepared meals
Other sites (including urban and sites receiving
meals from vendor)
Breakfast $2.02
Lunch/supper $3.54
Snack $.84
Breakfast $1.98
Lunch/supper $3.48
Snack $.82
Documentation
The following documentation must be maintained in order to claim reimbursement:
• Daily number of first and second meals served to children, listed by type of meal
• All sources of income must be reported
• Program expenditure must be reported, including labor, administration and rental equipment
• Pre-approval site visit documentation, training records, and site visit documentation
• Food service management contracts
• Copies of all applications and supporting documents
• Documentation of nonprofit food service, to ensure that all reimbursement funds are only used for the
food service operations (prove that no profit was made)
17
•
•
•
Copies of all invoices, receipts or other records required by the state agency fiscal management in
order to document administrative costs, operating costs and income to the program
Copies of all reimbursement claims
Records that support a reimbursement claim must be kept for three years after the final claim of the
fiscal year; failure to maintain required records will result in denial of reimbursement
Applying for SFSP
For more information and questions about the Summer Food Service Program, becoming a sponsor, food
sites, volunteers or vendors contact Mary Ringenberg, Education Administration Specialist, at the
Pennsylvania Department of Education, Bureau of Budget and Fiscal Management at
[email protected] or (717) 783-6501.
Note: Sites that serve through Child and Adult Care Food Program (CACFP) during the school year and
are in good financial and administrative standing do not need to submit further documentation to prove
this. Furthermore, sites that already use CACFP only need to add an addendum to their current State
agency agreement in order to start serving summer meals. Extra training or proof of area eligibly is not
29
required. More information can be found in Available Flexibilities for CACFP At-risk Sponsors and
Centers Transitioning to SFSP www.pears.ed.state.pa.us/forms/files/SFSP%2006-2014.pdf.
Webinar “Funding to serve healthy meals: afterschool and summer”
This prerecorded webinar from the Pennsylvania Department of Education and the Food Research Action
Center discusses federal reimbursement programs for meals and snacks during afterschool and summer
programs. Benefits of offering healthy meals and snacks, requirements for reimbursement, information on
how to get started and resources to guide you in the application process are being shared.
• Recording assets.center-school.org/recordings/psaydn/2013-04-24.jar
• PowerPoint Presentation www.psaydn.org/content/FundingToServeHealthyMeals.pdf
Programs in action
Site: Lancaster Recreation Commission
Grades served: Infant-18
Student enrollment: 1,000 children and youth
Free and reduced price percentage: 100 percent
The Lancaster Parks and Recreation department has been committed to serving the children and youth of
Lancaster for over a decade during the long summer months. In the summer of 2013, Lancaster had six
playground sites open for free enjoyment. The children and youth engaged in exciting physical activity
and fun games throughout the day and were provided with lunch and snack. Currently, the program is
utilizing the USDA Summer Food Service Program to feed up to 1,000 children and youth who might have
gone hungry. There is a great need within the community to continue these services. Many of the youths
recognize this and often return to the feeding sites as volunteer as they grow older. Others have become
counselors for the site or are hired by the Recreation department. This pride and commitment is what has
made this summer program successful year after year.
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Seamless Summer Option
The Seamless Summer Option (SSO) is a combination of the National School Lunch Program, the School
Breakfast Program, and the Summer Food Service Program. SSO allow school food authorities to provide
free meals in low income areas over summer vacation and school breaks longer than ten days. The
30
program is designed to encourage more school food authorities to provide meals during school breaks.
Participating in SSO
Hunger does not take a vacation when school lets out – SSO is meant to extend the outreach of the
National School Lunch Program by allowing children who receive free and reduced lunches during the
school year to continue to receive adequate nutrition during the summer months.
The transition process is “seamless” – Schools that take part in the NSLP have the option to avoid the
paperwork that comes with starting a summer meal program if they choose to take part in SSO. Since the
NSLP sponsors SSO, the program continues from the school year rather than having to start an entirely
different program.
Brings more federal funding to Pennsylvania – Participation in the Seamless Summer Option provides
programs with a source of sustainable federal funding. Reimbursement can then be used to fund other
program amenities. Funding for the Seamless Summer Option can add up. For school year 2013-14,
participating sites received $3.01 for per lunch served and $.80 per free snack served. A summer
program serving a meal to 50 children five days a week during ta summer break of 10 weeks could
receive more than $7,500 in federal funding. If a program serves a snack in addition to the meal, the
program could receive an extra $2,100.
With state approval, school food authorities, that administer the National School Lunch Program or
School Breakfast Program, may sponsor meals at non-school feeding sites, including, but not limited to,
parks, buildings, outdoor locations and community centers. The school food authority must have the
capacity and financial ability to manage an SSO.
Sites do not have to be limited to schools but can also include parks, outdoor locations, community
centers, libraries or similar locations. Sites not on school grounds must have state agency approval as
well as the resources to prepare and serve a meal.
To determine the area eligibility of an SSO site, information from the previous school year is used. Once
approved, the site is eligible for five years. 31
Qualifying for SSO
Children 18 years or younger qualify for free meals or snacks. Older individuals with special needs may
32
also qualify so long as they participate in a school program for mental or physical disabilities.
Open sites – Located in an area where 50 percent or more of the children residing in the area are eligible
for free or reduced-price school meals. Meals are made available to all children in the area.
Restricted-open sites – Located in an area where 50 percent or more of the children residing in the area
are eligible for free or reduced-price school meals. Attendance is restricted due to safety reasons.
Closed-enrolled sites – Meal service only to children enrolled in the program. At least 50 percent of the
enrolled students must be eligible for free of reduced priced meals.
19
Camps – May be residential or non-residential.
Migrant sites – Serving children of migrant families.
1
In order to run the an SSO, the school, sponsor, and site must be fully capable of managing a food
service program, following regulations, and maintaining financial and administrative responsibility for the
running of one or more programs.
SSO reimbursement
SSO sites are reimbursed at the free rate. A maximum of two meals per child per day may be claimed for
reimbursement at open, restricted-open and closed-enrolled sites. Supper at these sites may not be
claimed. The combinations of meals include:
• Breakfast and lunch
• Breakfast and snack
• Lunch and snack
Camps and migrant sites may claim lunch and supper. Camps will only be reimbursed for meals served to
children eligible for free and reduced meals. Camps may be reimbursed for up to three meals per eligible
child per day. Migrant sites can be reimbursed for up to three meals per child per day.
An organization will not be reimbursed for serving ineligible children, serving more food than needed or
serving meals that do not meet the USDA nutritional guidelines.
USDA nutritional guidelines
A snack must include two of the following:
• A serving of fluid milk
• A serving of meat or meat alternative
• A serving of 100 percent juice, fruit or vegetable
• A serving of bread and/or grain
A meal must include the following:
• A serving of fluid milk
• A serving of meat or meat alternative
• A serving of fruit
• A serving of vegetables
33
• A serving of bread and/or grain
Breads, cereals and grains must be made from whole-grain or enriched meal or flour. A serving size
consists of the edible portion of the cooked lean meat. Nuts and seeds may meet only one half of the total
meat or meat alternative serving. It must be served with another meat or meat alternative to meet the
lunch/supper requirement.
Reimbursement rates 2013-14
Rates are adjusted annually
Free
Breakfast $1.89
Lunch/supper $3.01
34
Snack $.80
20
Applying for SSO
Interested schools should first contact the Pennsylvania Department of Education to determine the initial
eligibility for the program. If eligibility is determined, PDE will introduce them to the application steps.
Webinar “Funding to serve healthy meals: afterschool and summer”
This prerecorded webinar from the Pennsylvania Department of Education and the Food Research Action
Center discusses federal reimbursement programs for meals and snacks during afterschool and summer
programs. Benefits of offering healthy meals and snacks, requirements for reimbursement, information on
how to get started and resources to guide you in the application process are being shared.
• Recording assets.center-school.org/recordings/psaydn/2013-04-24.jar
• PowerPoint Presentation www.psaydn.org/content/FundingToServeHealthyMeals.pdf
Questions
If you have questions regarding the Child and Adult Care Food Program, contact the Pennsylvania
Department of Education, Food and Nutrition Services at [email protected] or (800) 331-0129.
21
Appendix A: School year meal programs
Afterschool Snack Program
Benefits
• Easy addition to NSLP
• Reimbursed meals based on income eligibly
(free, reduced, paid)
• Designed for schools
• Applicable if site is in an area with more than
50% of student receiving free or reduced lunch
• Reimbursement funds may be reallocated
• Increases afterschool activity participation
Challenges
• Must take part in NSLP
• Meals may not be served afterschool, only snack
may be served
• Excludes interscholastic athletic programs
• Must have approval and participation of a School
Food Authority
Child and Adult Care Food Program
Benefits
• Reimbursed meals based on income eligibly
(free, reduced, paid)
• Allows for supper and snack to be served
• Provides extra educational materials on nutrition
• Sites can be anywhere so long as the meet
eligibility requirements
• Reimbursement funds may be reallocated
• Increases afterschool activity participation
22
Challenges
• Not supported by NSLP
• Sites and sponsors must use a meal distributor or
purchase and prepare meals
Appendix B: Summer meal programs
Summer Food Service Program
Benefits
• Flexible location so long as it meet the eligibility
requirements
• Reimbursement based on site location and meal
preparation choice, taking into account extra
expenses*
• May use census data from local elementary
school to determine eligibility
Challenges
• Max of two meal/snacks a day (unless migrant or
camps program)
• Must register all sites
• Sites and sponsors must use a meal distributor or
purchase and prepare meals
Seamless Summer Option
Benefits
• Run through NSLP
• Registration and paperwork waived
• With state approval, can serve outside of schools
• Reimbursed meals based on income eligibly
(free, reduced, paid)*
Challenges
• Max of two meal/snacks a day (unless migrant or
camps program)
• Must have School Food Administrator
* Reimbursement rates for SFSP and SSO are different. Consider which best suits your program.
23
Appendix C: SFSP meal patterns
For the purpose of this table, a cup means a standard measuring cup.
Food Components
Milk
Milk, fluid
Vegetables and/or Fruits1
Vegetable(s) and/or fruit(s)
OR
50% strength or higher vegetable or fruit juice or an
equivalent quantity of any combination of vegetable(s),
fruit(s), and juice. However, 50% strength juice is not
recommended because double the quantity is needed to
meet the fruit/vegetable component.
Grains and Breads2
Bread
OR
Cornbread, biscuits, rolls, muffins, etc.
OR
Cold dry cereal
OR
Cooked pasta or noodle product
OR
Cooked cereal or cereal grains or an equivalent quantity
of any combination of grains/breads
Meat and Meat Alternatives
Lean meat or poultry or fish3
OR
Cheese
OR
Eggs
OR
Alternative Protein Product
OR
Cooked dry beans or peas
OR
Peanut butter or soynut butter or other nut or seed
butters
OR
Peanuts or soynuts or tree nuts or seeds4
OR
Yogurt5
OR
An equivalent quantity of any combination of the above
meat/meat alternatives
Source: www.pears.ed.state.pa.us
24
Breakfast
Lunch or Supper
Snack
Select foods from all 3
components
Select foods from all 4
components
Select 2 of the 4
components
1 cup (8 fl oz)
1 cup (8 fl oz)
1 cup (8 fl oz)
½ cup
3/4 cup total
3/4 cup
½ cup (4 fl oz)
3/4 cup (6 fl oz)
1 slice
1 slice
1 slice
1 serving
1 serving
1 serving
3/4 cup or 1 oz
3/4 cup or 1 oz
3/4 cup or 1 oz
½ cup
½ cup
½ cup
½ cup
½ cup
½ cup
1 oz
2 oz
1 oz
1 oz
2 oz
1 oz
1/2 large egg
1 large egg
1/2 large egg
1 oz
2 oz
1 oz
¼ cup
½ cup
¼ cup
2 tbsp
4 tbsp
2 tbsp
1 oz
1 oz= 50%
1 oz
4 oz or ½ cup
8 oz or 1 cup
4 oz or ½ cup
(Optional)
Resources
Applying to the Afterschool Food Programs
www.pears.ed.state.pa.us/snp/Splash.aspx
Food Insecurity for Children in the U.S.
www.ers.usda.gov/media/1120651/eib-113.pdf
Food Insecurity in Pennsylvania
dnwssx4l7gl7s.cloudfront.net/phillyhunger/default/page/-/StateOfHunger_PA2013_FINAL.pdf
Pennsylvania Food and Nutrition Programs
www.portal.state.pa.us/portal/server.pt/community/pa_food_and_nutrition_programs/18762
Seamless Summer Option
www.fns.usda.gov/cnd/governance/Policy-Memos/2013/SP32-2013os.pdf
Summer Food Program
www.pears.ed.state.pa.us/forms/files/PDE%20373.pdf
25
End Notes
1
U.S. Department of Agriculture (2014, February 25). School meals: Child nutrition programs. Retrieved
February 25, 2014, from http://www.fns.usda.gov/school-meals/child-nutrition-programs.
2
Bickel, G., Nord, M., Price, C. Hamilton, W., Cook, J. (2000). Measuring food security in the United
States: Guide to measuring household food security. U.S. Department of Agriculture. Retrieved from
http://www.fns.usda.gov/fsec/FILES/FSGuide.pdf
3
Food Research and Action Center (FRAC). (2013, 1 December). Profile of hunger, poverty, and federal
nutrition programs: Pennsylvania. Retrieved February 24, 2014, from http://frac.org/wpcontent/uploads/2010/07/pa.pdf.
4
U.S. Department of Agriculture (2014, February 7) National School Lunch Program: Total participation.
Retrieved February 24, 2014, from http://www.fns.usda.gov/pd/01slfypart.htm
5
Pennsylvania Department of Education (2007). Nation School Lunch Afterschool Snack Program.
Author. Retrieved from http://www.pears.ed.state.pa.us/forms/files/PDE005.pdf
6
Pennsylvania Department of Education (2007).
7
Pennsylvania Department of Education (2007).
8
Food Research and Action Center (FRAC). (2013) Reimbursement rates & income guidelines for the federal child
nutrition programs. Author. Retrieved from: http://frac.org/wp-content/uploads/2010/08/fedrates.pdf
9
Pennsylvania Department of Education (2007).
10
U.S. Department of Agriculture (USDA). (2013, July). At-risk afterschool meals: A Child and Adult Care
Food Program handbook. Washington, D.C., Author.
11
USDA (2013)
12
USDA (2013)
13
USDA(2013)
14
USDA (2013)
15
USDA (2013)
16
USDA(2013)
17
FRAC (2013)
18
USDA (2013)
19
USDA (2013)
20
FRAC (2013, 1 December)
21
Food Research and Action Center (FRAC). (2010). Summer FAQ. Retrieved from
http://frac.org/federal-foodnutrition-programs/summer-programs/summer-faq/#open
26
22
FRAC (2010)
23
FRAC (2010)
24
FRAC (2010)
25
FRAC (2010)
26
USDA (2014)
27
U.S. Department of Agriculture (2014). The summer food service program: 2014 nutrition guidance for
sponsors. Author. Retrieved from http://www.pears.ed.state.pa.us/forms/files/PDE%20373.pdf
28
Yalcinanahtar, O. (2014, 7 January). Summer Food Service Program reimbursement rates for FY 2014.
[Memorandum to Summer Food Service Providers]. Pennsylvania Department of Education. Retrieved
from www.pears.ed.state.pa.us/forms/files/SFSP Memo 1 2014.pdf
29
Long, C. (2013, 12 November). Available flexibilities for CACFP at-risk sponsors and centers
transitioning to Summer Food Service (SFSP). .[Memorandum to the Regional Directors Special Nutrition
Programs All Regions]. United States Department of Agriculture. Retrieved from
http://www.pears.ed.state.pa.us/forms/files/SFSP%2006-2014.pdf
30
Rothstein, M. (2013, March 29). 2013 Edition of questions and answers for the National School Lunch
Program’s Seamless Summer Option. [Memorandum to the Regional Directors Special Nutrition Programs
All Regions]. United States Department of Agriculture. Retrieved from
http://www.fns.usda.gov/cnd/governance/Policy-Memos/2013/SP32-2013os.pdf
31
Rothstein, M. (2013)
32
Rothstein, M. (2013)
33
Rothstein, M. (2013)
34
Food Research and Action Center (FRAC). (2013) Summer Reimbursement Rates. Author. Retrieved
from http://frac.org/federal-foodnutrition-programs/summer-programs/summer-funding/
27