Summer Food Service Program Manual

SFSP serves nutritious meals and snacks to children when school is not in session. Sponsors participating in SFSP must follow program regulations.

How to Contact the Program

For questions about the Summer Food Service Program (SFSP), requests for technical assistance, or instructions on how to schedule training, please contact:

Missouri Department of Health and Senior Services
Community and Public Health
Community Food and Nutrition Assistance
P.O. Box 570
930 Wildwood Drive
Jefferson City, MO 65102

1-888-435-1464
Fax: 573-526-3679
Email: sfsp@health.mo.gov

Training

1. Training for the Summer Food Service Program is available online at the SFSP website [NEEDS LINK]. The training consists of four modules. SFSP sponsors must complete all four modules.
2. Training will also be provided via WebEx. Contact CFNA to register.
3. Online Civil Rights training is also available at the SFSP website [NEEDS LINK].

Introduction

Learning does not end when school lets out, and neither does the need for good nutrition. The United States Department of Agriculture’s (USDA) Summer Food Service Program (SFSP) relies on innovative and collaborative efforts to reach children in need. The USDA encourages collaborations with valued partners at the national, state, and local levels to raise awareness about the nutrition gap children can face when schools close for the summer and to raise awareness about the availability of summer meals to close this gap.

The SFSP was established to ensure that children continue to receive nutritious meals when school is not in session. At approved SFSP sites, free meals that meet federal nutrition guidelines are provided to all children.

The SFSP operates during school vacations, primarily in the summer months – from May through September. It may also provide meals during vacation breaks in schools that are operated on a year-round basis or a continuous school calendar, or during emergency school closures from October through April.

The USDA’s Food and Nutrition Service (FNS) administers the SFSP at the national and regional levels. Within the state of Missouri, the program is administered by the Department of Health and Senior Services-Community Food and Nutrition Assistance (DHSS-CFNA).

Locally, public, or private nonprofit organizations that want to “sponsor” the program apply and, if eligible, are approved by the DHSS-CFNA to operate the program. These sponsoring organizations sign program contracts and are responsible for overseeing program operations. Sponsors receive federal reimbursement from the DHSS-CFNA to cover the administrative and operating costs of preparing and serving meals to children at one or more eligible meal service sites.

As a sponsor interested in administering the SFSP, you are the link that translates this federal benefit into nutritious meals and snacks for children. If you are new to the program, please consider participating as a site or sponsor in this important mission. If you are a returning sponsor, please consider adding sites and activities that will help draw children to your existing program.

Reimbursement Rates

(Rates Change Annually)

Sponsors will receive a payment based on the number of meals served multiplied by the current reimbursement rate. This is the total they will receive and includes a calculation for administrative and operating costs all in this one rate. Payment received is not adjusted based on funds budgeted.

Reimbursement rates are presented as a combined set of rates to highlight simplified cost accounting procedures. Reimbursement is based solely on a “meals times rates” calculation without comparison to actual or budgeted costs.

Sponsors receive reimbursement that is determined by the number of reimbursable meals served, multiplied by the combined rates for food service operations and administration. However, the combined rate is based on separate operating and administrative rates of reimbursement, each of which is adjusted differently for inflation.

For Meals Served at Rural and/or Self-Prep Sites

For Meals Served at Urban Vended Sites

Current Meal Reimbursement Rates are also located on the SFSP website [NEEDS LINK] under Applications and Forms.

Calculate Potential Reimbursement for the Budget

Perform this calculation for each meal type to be served then add these amounts together. Repeat calculations for sites with different meal types or a different number of days of operation. The sum of all calculations equals the potential reimbursement and should be used to prepare the budget on the application. When you access the web-based system, the meals times rate will be displayed on the web-based budget sheet.

Performance Standards

Financial Viability, Administrative Capability, Program Accountability

To participate in the Summer Food Service Program (SFSP), a sponsor is required to demonstrate financial and administrative capability for program operations and accepts final financial and administrative responsibility for program operations at all sites it proposes to conduct a food service in accordance with the performance standards outlined in SFSP regulations (7 CFR 225.6).

The Department of Health and Senior Services-Community Food and Nutrition Assistance (DHSS-CFNA) must only approve the applications of those sponsors that meet these performance standards and must deny the applications of those sponsors that do not meet the standards. In ensuring compliance with these performance standards, the DHSS-CFNA establishes rules and procedures and makes decisions based on information from internal controls at the federal and state level that includes information obtained during the application process; information from audits and complaints, results of edit checks, claim reviews, monitoring reviews; and notice of civil and criminal action.

Each new and renewing sponsor must submit information sufficient to document they are operating in accordance with the SFSP Performance Standards – Viability, Capability, and Accountability (VCA) outlined in 7 CFR 225.6(d):

1. The sponsor must be Financially Viable. The sponsor must expend and account for program funds in accordance with 7 CFR 225.6, FNS Instruction 796-4, Financial Management in the Summer Food Service Program; 2 CFR part 200, subpart D; and USDA regulations 2 CFR parts 400 and 415.
   • The sponsor must provide a budget and demonstrate that it has adequate sources of funds available to operate the program, pay employees and suppliers during periods of temporary interruptions in program payments, and pay debts if fiscal claims are assessed against the sponsor. The sponsor must provide documentation to demonstrate financial viability, such as audit documents, financial statements, and other requested documentation prior to approval of an application and at any time requested by the state agency.
2. The sponsor must be Administratively Capable. The sponsor must have appropriate and effective management practices in place to ensure that the program will operate in accordance with SFSP regulations. To demonstrate administrative capability, the sponsor must have an adequate number and type of qualified staff to ensure the operation of the program, consistent with SFSP regulations; and have written policies and procedures that assign program responsibilities and duties and ensure compliance with civil rights requirements.
3. The sponsor must demonstrate Program Accountability. The sponsor must have internal controls and other management systems in effect to ensure fiscal accountability and ensure that the program will operate in accordance with SFSP requirements. To demonstrate program accountability, the sponsor must demonstrate that the sponsor has a financial system with management controls specified in written operational policies that will ensure that:
   • All funds and property received are handled with fiscal integrity and accountability;
   • All expenses are incurred with integrity and accountability;
   • Claims will be processed accurately, and in a timely manner;
   • Funds and property are properly safeguarded and used, and expenses incurred, for authorized program purposes; and
   • A system of safeguards and controls is in place to prevent and detect improper financial activities by employees.

The sponsor must maintain appropriate records to document compliance with program requirements, including budgets, approved budget amendments, accounting records, management plans, and site operations.

Management Tools and Resources

Sponsors enter a contract with the Department of Health and Senior Services-Community Food and Nutrition Assistance (DHSS-CFNA) to participate in the SFSP. The following management tools and resources are available on the Missouri SFSP website [NEEDS LINK]:

• SFSP Income Eligibility Guidance for Camps and Enrolled Sites
• United States Department of Agriculture Food Buying Guide for Child Nutrition Programs
• Summer Food Service Program Manual
• “And Justice For All” poster
• SFSP Signs
• USDA Manuals: Administration Guide, Nutrition Guide, Site Supervisor Guide, and Sponsor Monitor’s Guide

Single Audit Compliance

Under 2 CFR 200.501—Audit Requirements, SFSP Sponsors are required to submit a Single Audit within nine months of the close of your fiscal year for any fiscal year in which you expend $1,00,000.00 or more in federal funds.

A Single Audit is when a professional auditor goes over a grantee’s financial management processes, including its financial management system and its compliance with all of its federal grant requirements. It is called a Single Audit because it combines one audit covering all of a grantee’s federal grants. The purpose is to ensure grantees receiving federal grant funds use the funds in compliance with the government’s requirements. It was created to promote sound financial management, promote uniform guidelines for audits and deploy audit resources efficiently.

Failure to Comply will result in a declaration of Seriously Deficient by the state and possible program termination.

Non-Contractible Management Responsibilities

7 CFR 225.15 (a)(3)

Each SFSP sponsor is required to complete a Management Plan annually. The Management Plan is part of the online application and instructs the sponsor to identify who will be responsible for certain management actions.

There are specific management responsibilities that sponsors may not contract out. Sponsors remain legally responsible for ensuring the food service operations meet all requirements specified in the agreement the sponsor signs with the state agency. Sponsors may not contract out management responsibilities of the program, including but not limited to the following tasks:

• Attending the Department of Health and Senior Services-Community Food and Nutrition Assistance (DHSS-CFNA) annual training.
• Locating and recruiting eligible sites.
• Conducting pre-operational visits of sites.
• Competitively procuring food to be prepared or contracting with a vendor for meals to be delivered to your meal sites.
• Monitoring all sites.
• Preparing and submitting claims for reimbursement.
• Conducting a nonprofit food service.
• Ordering meals.
• Assuming official recordkeeping responsibilities.
• Consolidating and submitting claims for reimbursement.
• Training and monitoring administrative and site staff.
• Announcing the availability of meals to the news media.
• Determining income eligibility and maintaining individual income eligibility statements.
• Enforcing corrective action.
• Preparing program applications.

Sponsors should check with the state agency before allowing a Food Service Management Company (FSMC) to undertake any other tasks that may be considered management functions or any tasks that are related to the bulleted items listed above. It is also important to note that an FSMC contract is between the sponsoring organization and the FSMC only, and neither USDA nor the state agency has jurisdiction to enforce it with either party or to resolve any disputes that may arise.

Expansion and Outreach

Summer Food Service Program (SFSP) sponsors may utilize the United States Department of Agriculture’s (USDA) Capacity Builder Map to determine underserved areas and identify locations for new sites. Sponsors can also find their nearest potential community partners, such as multi-family housing units, libraries, faith-based institutions, military bases, schools, and more. The Capacity Builder Map is available on the USDA website under Mapping Tools for Summer Meal Programs.

Families may utilize Missouri’s Geographic Information System (GIS) map to find SFSP sites in their area. This can be found on the SFSP webpage [NEEDS LINK], under "Find an SFSP site near you".

Pre-Operational Site Visit

Pre-operational visits must be conducted by the sponsor for each new site prior to application submission, and the Pre-Operational Site Visit forms must be kept on-site for the Department of Health and Senior Services-Community Food and Nutrition Assistance (DHSS-CFNA) to review. Before sites operate the SFSP, pre-operational visits must be completed for new sites, sites that are new to rural non-congregate meal service, and those sites that experienced operational problems the previous year. These visits are required to determine that the sites have the facilities to provide meal service for the anticipated number of children in attendance and the capability to conduct the proposed meal service. The Pre-Operational Site Visit Form is available on the SFSP webpage.

Operation Guidelines

The Summer Food Service Program (SFSP) operates during school vacations, primarily in the summer months from May through September. This program may also provide meals during vacation breaks where schools are operated on a year-round basis or a continuous school calendar, or during disaster-related emergency school closures from October through April.

Sponsors are responsible for overseeing program operations and ensuring that all sites adhere to federal regulations. Sponsors receive federal reimbursement from the state agency to cover the administrative and operating costs of preparing and serving meals to eligible children at one or more feeding sites. A sponsor can be very large and have many sites or be small with only one or two sites.

General Site Rules for SFSP Programs

• Meal services are for children 18 years or younger and persons with disabilities over age 18 who participate in school programs for people who are mentally or physically disabled.
• Food provided by the site as part of SFSP cannot be taken from the site (congregate meals); all meals must be eaten on-site (unless prior approval is given by the State).
• Second meals may only be served after all children have received a first meal. Second meals are not allowed for the Rural Non-Congregate option of meal service.
• The maximum number of second meals a sponsor can be reimbursed for is 2% of the sponsors’ total first meals in a claiming period. Therefore, it is critical that sites adjust their meal preparations daily to avoid overproduction of meals.
• Parents may assist their children in carrying or opening meal packages, but may not consume any part of the meal.
• Sponsors with rural sites may request to serve non-congregate meals. All requests will require the completion of an agreement to operate the non-congregate meal service under the stipulations set forth by the state. Requests should be sent to sfsp@health.mo.gov.

Dates and Times of Operation

Meals must only be served during the approved meal times. The approved meal times are the times listed on the approved Site Information Sheet in the Summer Food Service Program (SFSP) application and claims database. You must adhere to your approved meal times and meal dates, or meals will be disallowed. A sponsor may submit changes to a site’s meal service times and meal service dates at any time during the operation of the site. However, it is critical these changes be submitted and approved by the state prior to implementing the changes. Submit changes online via the CNPWeb application.

A site that does not operate or is unable to serve the proposed meals for the approved date and meal time may be closed by the Department of Health and Senior Services-Community Food and Nutrition Assistance (DHSS-CFNA). This includes being inoperable due to a non-disclosed field trip or inclement weather. Regulation 7 CFR 225.6(g)(1)(viii) states that sites will make arrangements for food service during periods of inclement weather. This requirement may be met by providing an alternate location during a weather event. All sponsors that operate sites outdoors must have a plan for serving meals during inclement weather, including excessive heat.

A site may be closed for the following:

• Failure to provide meal service on a date or during a time submitted and approved on the Site Information Sheet.
• Failure to request prior approval for a change in meal types served.
• Failure to request prior approval for a change in serving times.
• Failure to request prior approval for site operation location changes.
• Failure to request prior approval for site operation dates.
• Failure to complete and submit a site application for a site.
• Failure to report field trips prior to the trip date.
• Failure to adhere to the inclement weather policy.

Planning for Extreme Weather Conditions

Concerns for the physical health and safety of children and consideration of extreme weather conditions must be addressed by sponsors. Sponsors must ensure they have made appropriate arrangements for food service during periods of inclement weather. Although all outdoor Summer Food Service Program (SFSP) sites are not required to have an alternate temperature controlled site, sponsors should have a contingency plan for dealing with extreme weather conditions, such as thunderstorms and excessive heat.

If possible, sponsors of open sites should continue operating at the approved location. If due to extreme weather conditions, a sponsor must temporarily close an open site, the sponsor must update their site application in the CNP web-based system and submit for the Department of Health and Senior Services-Community Food and Nutrition Assistance (DHSS-CFNA) approval.

If DHSS-CFNA approves the open site to close, the sponsor must notify the community of the change in meal service and provide information on alternative open sites.

Site Definitions and Eligibility Documentation

Summer Food Service Program (SFSP) Site Types

A site is the place where a child receives a program meal. It may include the indoor or outdoor location where congregate meals are served, a stop on the delivery route of a mobile congregate meal service, or the distribution location or route for a non-congregate meal service. However, a child's residence is not considered a non-congregate meal site for Program monitoring purposes. Once a site is determined eligible, it is eligible for 5 years.

Approval and Operation of a Rural Non-Congregate Site

The Consolidated Appropriations Act of 2023 established a permanent non-congregate meal service option for rural areas that do not have congregate meal service available.

Sponsors that operate in rural areas can request to operate a rural non-congregate feeding site with the following guidelines noted:

• The site must be indicated as a rural site as determined by USDA Memo SFSP 17-2015, and the organization must provide documentation supporting the rural designation, such as a screenshot of the FNS Rural Map.
• To participate, an organization must be currently in good standing. Meaning that the organization is current with its financial obligations, and, if applicable, has fully implemented all corrective actions within the required period of time as required from a previous review. If the sponsor was not in good standing the previous year and was declared SD in SFSP or CACFP, then the sponsor’s SD status must have been temporarily deferred by a corrective action plan (CAP), and a follow-up review must have occurred to determine that the CAP has been fully implemented.
• When utilizing the non-congregate option, an organization must ensure that the required meal components for each reimbursable meal served meet the meal pattern requirements; ensure that all food items that contribute to a reimbursable meal are clearly identifiable; must ensure that menus are provided; and must ensure that food preparation is minimal (no raw meat).
• To be approved, a rural non-congregate site must be at least 10 miles from any open congregate site that is offering the same meal service.
• To be approved, a rural non-congregate site must not be in operation/will not operate within 15 miles of another non-congregate site. School districts are excluded from this mileage restriction if providing holiday and weekend meals to students at each qualifying school.
• The operation of a site as a rural non-congregate must be documented on the SFSP Site Information Sheet in the Non-Congregate Operations section of the CNPWeb application.
• The capacity of children to be served at the rural non-congregate site must be no greater than one hundred percent of the number of children 0-18 years of age in the service area per the most current census data. Combining and averaging adjacent census block areas may be allowed on a case-by-case basis.
• Parents or Guardians may pick up meals for the child(ren) without the child(ren) present, but the Parent or Guardian must provide the name(s) of the child(ren) who will receive the meals, and the sponsor must keep this documentation on file.
• The sponsor must collect and retain documentation of each child’s name receiving a meal as the meal is distributed.
• The organization must have a procedure in place to ensure that duplicate meals are not distributed to any child and that children only receive the allowable number of meals per day per SFSP regulation.
• Bulk meal pick-up or multiple-day meal pick-up at the rural non-congregate site are the two non-congregate options.
• The organization may only provide bulk meal (non-unitized, grocery-style meals) pick-up for 5 days at a time. Additional days may be added on a case-by-case basis.
• The organization may only provide multiple unitized meal (individual proportioned meals) pick-up for up to 10 days. If an organization wishes to serve only 7 days, it may increase to 10 days if there is a holiday.
• If a site wishes to serve non-congregate meals but does not qualify based on area eligibility, the site could be determined to be a Conditional Rural Non-Congregate site. The site can collect Income Eligibility Forms from participants and claim only those children who meet the income standards. If this option is chosen, the sponsor must submit a copy of the organization's hearing procedures with the application.
• The organization must complete a Pre-Operational site visit and document the visit on the Pre-Operational site review form prior to site approval for all sites that did not participate in the program the prior year, existing sites that are new to non-congregate meal service, and existing sites that exhibited operational problems the prior year.
• If at any time the organization receives a poor review of their rural non-congregate site (claiming more meals than observed, no meal counts available, no trained site on staff, unallowable meals served, meals provided to ineligible participants, and any other findings determined serious), the organization can be restricted to congregate meals only. In addition, depending on the findings, and at the discretion of the state, the site can be terminated, and no future non-congregate sites will be allowed until the organization operates for three years with minimal findings.
• Home deliveries are restricted to sponsors that have a properly equipped delivery vehicle and proper delivery equipment to maintain the temperatures of meals. Meals must not be left on doorsteps. No third-party delivery companies shall be utilized without submitting a delivery plan, a shelf stable menu, and prior consent of the state. The delivery route is the site and must be monitored in its entirety. The sponsor must obtain and have on file written parental consent prior to providing meals to the children. Documentation of each child’s name who is being provided a meal will be collected as the meal is distributed. The sponsor agrees to protect the privacy of participating households’ information. Each stop on the route must be identified as “rural”.