Updated 1/14/2019

USDA Policies – School Nutrition Programs
Fiscal Year 2013 (Oct. 2012 – Sept. 2013)*
Link to Policy List:
Policy # / Title / Issue Date / Summary & Notes
SP 59-2013 / Review of Provision 2/3 Base Year / 09/26/2013 /
  • Provides guidance for how State agencies should review documentation for any SFA requesting Provision 2 or 3 for NSLP or SBP.
  • Michigan does not participate in Provisions 2 or 3 (but does participate in the Community Eligibility Provision, not addressed in this memo).

SP 58-2013 / Paid Lunch Equity: Additional Guidance for School Year 2013-2014 / 09/10/2013 /
  • Follow-up to SP 34-2013 (3/17/2013), which provided flexibility to SFAs when putting into action the paid lunch equity (PLE) requirement for SY 2013-2014.
  • States are required to report to USDA the exemption status of SFAs of this PLE requirement.
  • Factors the States should consider for PLE requirement exemption requests include: Meal standards, competitive foods, administrative reviews and status of cafeteria equipment.

SP 57-2013 / Q&A Regarding the Use of State Administrative Expense (SAE) Funds and SAE Reallocation Funds in the Food Distribution Program for Child Nutrition Programs / 09/06/2013 / Clarifies the use of SAE funds by States, both as initially allocated and when reallocated, for administrative and other expenses incurred in the Food Distribution Program.
SP 56-2013 / Collaboration with State School Business Officials on the New Administrative Review Section: Resource Management / 08/30/2013 /
  • The updated administrative review includes a new section called “Resource Management,” which monitors the LEA’s compliance with the financial health of the school meal program’s nonprofit food service account.
  • This section requires participation and cooperation from school business officials; State Child Nutrition Program staff are encouraged to work with the State School Business Official counterparts to educate LEAs on this section of the administrative review.
  • A letter from FNS to State School Business Officials is included, with a list of topics the LEA business officials will need to help with during the review process.
  • Resource management addresses:
  • Maintenance of the nonprofit school food service account
  • Paid lunch equity
  • Revenue from non-program foods
  • Indirect costs
  • USDA foods

SP 55-2013 / Q&A Related to 6 Cents Certification During School Year 2013-2014 / 08/21/2013 /
  • SFAs can be certified one of two ways:
  • Submitting certification documentation to State agency (use 6 cent worksheet with simplified analysis)
  • Certification during an administrative review (use 6 cent worksheet to assess meal pattern compliance and approved nutrient analysis software for analysis of calories and saturated fats, watching a meal for each age-grade group and meal type).
  • If certification occurs during an on-site administrative review and the SFA is not fully in compliance with the meal pattern, the State agency and SFA will work together to develop a corrective action plan with next steps (may include training and/or technical assistance).
  • States need to make a certification determination within 60 days.
  • Certified SFAs must annually attest to ongoing compliance with meal patterns each year through 2014-2015.
  • Ongoing compliance with meal pattern requirements is monitored during administrative reviews.

SP 54-2013 / Transmittal of the Q&A on the Computation of the Direct Certification Performance Rate with the Supplemental Assistance Program (SNAP) / 08/16/2013 / Q&A addresses the process and data requirements for determining State performance in directly certifying children for free school meals under NSLP and/or SBP for households receiving assistance under SNAP.
SP 53-2013 (Revised) / School Year 2013-2014 Coordinated Review Effort: Procedures Manual, Forms and Instructions(Revised) / 08/12/2013 / Offers guidance for State agencies using the Coordinated Review Effort (CRE) guidance procedures for administrative reviews in 2013-2014 SY (does not apply to Michigan); this is the previously used review system.
SP 52-2013 / Child Nutrition Database Release 17 / 08/08/2013 /
  • The Child Nutrition Database Release 17 (CN17) was made available 8/5/2013. Computer software companies with software approved by USDA for nutrient analysis must update their software with CN17 and must make available to users no later than 11/8/2013.
  • The list of approved software for the 2013-2014 SY is available at:

SP 51-2013 / Certification and Administrative Reviews in School Year 2013-14 / 08/07/2013 /
  • Gives guidance to State agencies for SY 2013-2014 on conducting 6 cent certification during the administrative review process.
  • For on-site 6 cent certification, the 6 cent tool/worksheet must be used to assess meal component compliance and a weighted nutrient analysis must be performed using USDA-approved nutrient analysis software (not using the simplified method in the worksheet).
  • If certification occurs during an on-site administrative review and the SFA is not fully in compliance with the meal pattern, the State agency and SFA will work together to develop a corrective action plan with next steps (may include training and/or technical assistance).
  • State agencies are required to initiate fiscal action for “repeat violations” involving vegetable subgroups and milk types; discretion is given for “repeat violations” involving food quantities, whole grain-rich foods and dietary specifications.
  • State agencies must continue to perform certifications in SY 2013-2014 for SFAs not yet certified (note: Michigan requiring certification be completed for all SFAs in the 2013-2014 SY).
  • Refers to SP 31-2012 (3rd revision) from January 2013, Section VIII: Fiscal Action in the Administrative Review Guidance Manual.

SP 50-2013 / Release of the New State Agency (NSLP/SNAP) Direct Certification Rate Data Element Report (Form FNS-834)
  • Form FNS-834
/ 07/01/2013 /
  • Provides information on the new form FNS-834, which will be used to report two of three data elements needed to complete each States direct certification performance rates.
  • This form will be used starting with SY 2013-2014, with submission dates of December 1st for both.
  • The form is filled out by both the SNAP and NSLP State agencies, through two separate submissions.

SP 49-2013 / Frozen Fruit Products in the National School Lunch and School Breakfast Programs in School Year 2014-2015 / 06/25/2013 /
  • Extends allowance to serve frozen fruit with added sugar in NSLP and SBP through the 2014-2015 school year.
  • This applies to USDA foods and products purchased commercially.

SP 48-2013 / Extending Flexibility for RCCIs in the National School Lunch Program / 06/26/2013 /
  • In July 2012, USDA issued memo SP 38-2012, which allowed RCCIs to serve NSLP meal pattern for highest age/grade group served to all residential students, with State agency approval if they were juvenile detention or correctional facilities and met certain criteria.
  • This memo builds on the concept and extends the exception above to RCCIs that can show operational limitations to separating age/grade groups and who can show legitimate safety concerns if students are served different portions.
  • MDE updated its exception request form to accommodate this change, available at

SP 47-2013 / Administrative Review Training Webinar Opportunities / 06/20/2013 /
  • Publishes a series of administrative review training webinars for State agencies aimed to complement the in-person trainings in spring 2013 (Michigan attended in April 2013). Webinars to cover:
  • General program requirements and Special Milk Program (June)
  • General Q&A (July)
  • Module-specific Q&A (July)
  • Resource management (July)
  • Special provisions (August)
  • Fiscal action (Sept)

SP 46-2013 / School Nutrition Program Administrative Reviews: Assessing Compliance with Dietary Specifications Using a USDA-Approved Menu Planning Tool for Certification of Six Cent Reimbursement / 06/14/2013 / Notes that for States choosing option #4 of dietary analysis for new administrative review (State of MI not included; Michigan is opting for option #1), they can use 6 cent worksheet upon getting approval from USDA as part of the process.
SP 45-2013 / Updated Offer versus Serve (OVS) Guidance for the National School Lunch Program and School Breakfast Program in School Year 2013-2014
  • OVS Manual
/ 06/13/2013 /
  • Provides the updated guidance manual for OVS. Overview:
  • Breakfast: Optional for all ages; students must take at least three components - one of which must be ½ cup fruit or vegetable.
  • Lunch: Required for senior high school at lunch; students must take at least three food items (next year, they’ll be required to take a ½ cup of fruit or vegetable).

SP 44-2013 / CN Direct Certification Performance Awards – FY 2013 Guidance / 06/06/2013 /
  • Provides Q&A and materials related to awards process for fiscal year 2013 for Direct Certification Performance Awards. FNS awards up to 15 States in September 2013 with money for outstanding performance and/or substantial improvement.
  • Last year, Michigan received the award.

SP 43-2013 / Supplemental State Administrative Expense (SAE) Reallocation Funds for School/Child Nutrition Food Distribution Training / 06/06/2013 / Allows State staff responsible for Food Distribution Program and Child Nutrition Food Program to apply for additional 2013 SAE funds related to expenses related to mandatory fall training sessions.
SP 42-2013 / School Nutrition Programs Updated Administrative Review Process / 05/30/2013 /
  • Describes streamlined administrative review procedures, as required by recently updated Richard B. Russell National School Lunch Act.
  • Overview of updated administrative review provided.
  • Allows States to apply for a delay of new administrative review process (Michigan declined).
  • Administrative review guidance available at:

SP 41-2013 / Release of FNS-828 Paid Lunch Price Data for School Year 2011-2012
  • FNS-828 Report for 2011-2012
/ 05/17/2013 / Paid lunch prices for SFAs participating in NSLP in 2011-2013 school year have been published (most frequently charged prices for elementary, middle/junior high and high school levels).
SP 40-2013 / Q&A Regarding the Participation of Head Start Programs in Child Nutrition Programs / 05/17/2013 /
  • Consolidates policy regarding participation of Head Start Programs in Child Nutrition Programs.
  • Q&A provides guidance, including:
  • Children in Head Start and Early Start participants are categorically eligible for free meals without an application; this status only applies to the child in Head Start and does not extend to the rest of the household
  • Supersedes SP 34-2008/SP 09-2008, SP 23-2008/SP06-2008 and document called “Automatic Eligibility of State-Funded Pre-Kindergarten Participants for Free Meals ….”

SP 39-2013 / Extension of Administrative Funds for State Costs of Implementation of New Meal Patterns for the National School Lunch Program and School Breakfast Program / 05/03/2013 / Extends spending period by a year for extra money provided to each State to enact the Healthy, Hunger-Free Kids Act of 2010.
SP 38-2013 / Release of the New School Food Authority (SFA) Verification Collection Report (form FNS-742)
  • Template SFA Verification Collection Report
/ 04/29/2013 /
  • The new verification report, the revised form FNS-742, is released. It is called the “SFA Verification Collection Report.”
  • It is used to report the results of verification activities of free and reduced applications in NLSP and SBP.
  • A prototype is provided, though MDE will adapt the report into its own electronic system.
  • This change is effective for the 2013-2014 school year.
  • For individual SFAs in Michigan, the report opens December 15, 2013 and is due February 1, 2013. MDE then compiles the information and submits it to USDA.

SP 37-2013 / Enhancing School Food Safety Program FAQ / 04/26/2013 /
  • The Healthy, Hunger-Free Kids Act of 2010 increases previous food safety requirements for NSLP, SBP and all other FNS programs operated in schools (including Special Milk Program, Fresh Fruit & Vegetable Program and afterschool snack programs).
  • Requires food safety program based on HACCP principles be applied to any facility or part of a facility in which food is stored, prepared or served.
  • Standard operating procedures (SOPs) need to include any locations noted above, including school buses, hallways, classrooms, etc.
  • Offers sample SOPs.
  • Q&A provides additional information.
  • Supersedes memo SP-37-2011.

SP 36-2013 / Guidance Related to the ADA Amendments Act / 04/26/2013 /
  • The definition of “disability” has been expanded to include “Major Bodily Functions,” which include: “functions of the immune system, normal cell growth, digestive, bowel, bladder, neurological, brain, respiratory, circulatory, cardiovascular, endocrine, and reproductive functions.” Anyone who takes measures to improve or control any of these conditions is now recognized as having a disability and he/she may require an accommodation.
  • The process for identifying children with disabilities has not changed (statement from licensed physician required; see MDE’s disability and non-disability accommodation forms).

SP 35-2013 / State Agency Oversight and Monitoring of School Food Authority Contracts with Food Service Management Companies (FSMCs)
  • Best Practices
/ 04/19/2013 /
  • State agencies are responsible for ensuring SFAs with FSMCs structure and manage contracts according to the law.
  • It is the combined responsibility of the State agency and the SFA to ensure FSMCs are being followed.
  • SFAs need to be sure they receive the full value of discounts, rebates and credits.
  • Includes a best practices document that provides further guidance for SFAs to manage contracts with FSMCs.

SP 34-2013 / Paid Lunch Equity: Guidance for SY 2013-14 / 04/17/2013 /
  • The definition of non-Federal sources is expanded to include:
  • Per-meal non-Federal reimbursement for any paid meal (breakfast, lunch, etc.).
  • Any funds provided by organizations for any paid meal.
  • Any proportion attributable to paid meals from direct payments made from school district funds to support lunch service.
  • Allows State agencies, upon SFA request, to exempt SFA from paid lunch revenue requirements (if the SFA has been certified as meeting meal pattern requirements and can demonstrate required increase via PLE tool would cause the SFA to exceed the three-month operating balance limit.

SP 17-2011 (Revised) / Child Nutrition Reauthorization 2010: Categorical Eligibility of Children in Foster Care (Revised) / 04/16/2013 /
  • Provides additional Q&A and clarification to update memo SP 17-2011 regarding foster children.
  • Foster children are children formally placed in foster care by a State child welfare agency or court; informal caretaker arrangements or permanent guardianship placements outside of State/court-based systems are not considered foster care; additional definition information provided.
  • Foster children are categorically eligible for free meals and can be included as household members in households with foster and non-foster children; the remaining household’s status depends on its income and other categorical eligibility, if applicable.

SP 33-2013 / Fresh Fruit and Vegetable Program (FFVP): Allocation of Funds for School Year (SY) 2013/2014 / 04/02/2013 /
  • Provides funding amounts for every State agency for FFVP in the 2013-2014SY, as well as requirements and deadlines.
  • Grant money is divided into two allocations each year: (1) July 1 – Sept. 30 and (2) Oct. 1 – June 30.
  • Michigan will be allocated a total $4,217,657, to be given to highest need school applicants; gives limit for early funds request (A. Davenport manages FFVP for Michigan; grant decisions were made in summer of 2013).

SP 32-2013 / 2013 Edition of Q&A for National School Lunch Program Seamless Summer Option / 3/29/2013 /
  • Provides details about the Seamless Summer Option. Please note that Michigan/MDE does not participate in this option.
  • Supersedes memo SP-11-2009.

SP 31-2013 / Salad Bars in the National School Lunch Program / 03/27/2013 /
  • Clarifies how salad bars can effectively be used to serve reimbursable meals for NSLP; USDA encourages salad bars.
  • Planned portion sizes should be reasonable amounts for a given menu item (e.g., cup of lettuce reasonable, cup of radish NOT reasonable).
  • Pre-portioning or using portion-sized tools can help, though the cashier needs to be able to identify minimum required amounts.
  • Salad bars should be before point of service (POS) or States can give special permission to have after POS (Michigan does), but staff must ensure minimum required amounts are taken.
  • Supersedes memo SP 02-2011 on salad bars in NSLP (01/21/2011).

SP 30-2013 / Fiscal Year (FY) 2013 Reallocation of State Administrative Expenses (SAE) Funds / 03/21/2013 / Provides directions for State agencies to reallocate SAE funds for the 2013-2014 school year. States can request more funds or return funds they don’t need, if applicable.
SP 29-2013 / Crediting Vegetables for Grains in American Samoa, Puerto Rico, and the Virgin Islands / 03/21/2013 / In outlying areas (American Samoa, Puerto Rico and the Virgin Islands), certain vegetables may be substituted for grains due to cultural food preferences, availability and cost concerns.
SP 28-2013 (v. 2) / Q&A on the School Breakfast Program Meal Pattern in School Year 2013-14 (Revision) / 03/11/2013 /
  • Provides Q&A on breakfast meal pattern for 2013-14 SY.
  • Starting 2013-2014, all schools need to use food based menu planning for breakfast and break service into three age-grade groups (K-5, 6-8, 9-12), though one meal pattern could be used due to significant overlap between the age-grade groups.
  • Calorie ranges, saturated fat ranges and trans fat limits apply and half of grains must be whole grains.
  • Additional guidance provided.
  • Refer to SP-2012 for Q&A on NSLP or general questions for both breakfast and lunch.

SP 27-2013 / Department of Agriculture’s (USDA) Farm to School Census / 03/05/2013 /
  • The launch of the optional census will provide a national baseline of how many SFAs are purchasing locally produced food for school meal programs or conducting other farm to school activities (e.g., bringing students to farms and farmers into classrooms, teaching students how to cook locally grown food, etc.).
  • Asks States to distribute to SFAs to complete and provide information (went live 10/22/2013; due 11/30/2013).

SP 26-2013 / Extending Flexibility in the Meat/Meat Alternate and Grains Maximums for 2013-2014 / 02/25/2013 /
  • Extends the release of maximum requirements for meat/meat alternate and grain group to the 2013-2014 school year for both breakfast and lunch. As long as minimums for these categories are met and calorie/trans and sat fat limits are met, there is no maximum limit.
  • See memo SP-11-2013 (revised) for additional details (released 12/20/2013).

SP 25-2013 / Paid Lunch Equity: School Year 2013-2014 Calculations and Tool – School Year 2013-2014 - Paid Lunch Equity Tool / 02/21/2013 /
  • Released and explained 2013-2014 Paid Lunch Equity Tool.
  • Required to be filled out by all SFAs with paid lunch prices for the 2013-2014 SY.

SP 24-2013 (Revised) / Demonstration Project for Non-Congregate Feeding for Outdoor Summer Feeding Sites Experiencing Excessive Heat (Revision) / 05/15/2013 /
  • On Feb. 15, USDA FNS announced a new demonstration project allowing non-congregate feeding at certain outdoor summer meal sites experiencing excessive heat for summer 2013. Allows SFSP sponsors operating approved outdoor feeding sites without temperature-controlled alternative sites to operate as non-congregate sites when the area is experiencing excessive heat.
  • This means that kids can take meals home (one meal per child).
  • Sponsors interested in participating need to notify their State agency.
  • Includes FAQs.
  • Supersedes SP 24-2013 and SFSP 10-2013.