Task Instructions Public Charter Private RCCI

SNP TO DO LIST

Each school year every Local Education Agency(LEA)/School Food Authority (SFA) must address a number of requirements to participate in the School Nutrition Program.

Task / Instructions / Applies to:
Public / Charter / Private / RCCI
Application Packet
Startup Package
Free/Reduced Application Packet
Direct Certification/
Foster List
State Requirements
Food Safety Inspections
Seamless Summer Feeding
Fresh Fruit and Vegetable Program
End of Year Records’
Maintenance
Paid Lunch Equity
Non Program Revenue / *Update Application Packet in TMAC
New school year data files will be made available around May of each year for updating the program application in TMAC.
School Year (July 1 – June 30).
Each year the LEA/SFA must update the following data before any claims can be paid:

SNP Site Application (School Level)
SNP SFA Application (System Level)
Meal Compliance Attestation

*Update Program Agreement
The agreement (which includes the Free and Reduced Policy) is permanent unless substantive changes in the program are made. If changes are made download the new agreement, electronically sign and email to the State Director.
Free and Reduced Price Applications (have applications printed)
1.Public Release (sent by SA to news media & employment office; LEA’s send to major employers contemplating large layoffs)
2.Family Application, Instructions for Applying, Household Letter
3.Fee Waiver (Optional)
4.Notification of Predetermined Eligibility for Free Meals
a. Direct Certification
Prior to the beginning of the school year this information is available (May data available in June/July) for download. Monthly updates for your county and surrounding counties are available and required to be used. NOTE: SNAP and TANF (Families First) designations must be separated in Free and Reduced software and/or approvals.
*Breakfast Waiver
Breakfast Waiver (July 30 current SY) must be submitted to State Agency.
*Certification of Compliance
Certification of Compliance must be completed 30 days after school year begins (maintain LOCALLY).
*Local Agriculture Products Compliance Plan
Each LEA shall submit this plan for compliance sixty (60) days prior to the beginning of the school year. In subsequent school years, each LEA shall submit modifications to this plan sixty (60) days prior to the beginning of the school year. Updated only when changes occur to the original plan.
Food Safety Inspections (schools and number of inspections, only--not scores) must be submitted on the TMAC System. This report is filed under the next school year’s application. Example: 2012-2013 Food Safety Inspections are filed under 2013-2014’s application (NOTE: not required for special milk programs).
You must enter each feeding site into TMAC. The Summer Feeding year runs from October 1 – September 30.
Applications for eligible elementary schools (85% or greater Free and Reduced for 2013-14) must be submitted yearly in May.
Backup data and store records. Must be kept on file for a minimum of three (3) years after the final claim is submitted for the fiscal year to which they pertain. Files must be kept longer if they are required by an audit. Rollover Software data if applicable for POS information.
You must complete the Paid Lunch Equity Tool each year. Maintain manual documentation of credits from previous year(s).You must either raise your paid lunch price or submit a Paid Lunch Equity Waiver which is available in TMAC. The waiver must be approved by the State Agency. ^Exempt if non pricing.
You must complete the Revenue from Non Program Foods Tool to track that money is not lost in the selling of non program items.
State Agency may offer additional T/A for optional method(s) for tracking non program revenue. / X
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Beginning of New School Year
Staff Development
Policies/Procedures
June 30
Year End Balance
Financial Reporting
Excess Balance Plan
Afterschool Snack Monitoring / Conduct your mandatory staff development. Civil Rights and other requirements (example: Blood borne pathogens, board policies, etc…). Maintain agendas and sign-in sheets.

Update local proceduresif they have changed (maintain locally):
Charge
Competitive Foods
Offer vs. Serve
Wellness Policy (board approval)
Civil Rights (board approval)
Update your HACCP Plan, no board approval needed
Pre-K Snack (withholding part of lunch as snack) approval given statewide via listserv.
Non-SNP employees’ meal fee waiver sent to Sarah White for approval from DOS (if changed from previous year.)
SNP Employees sign the confidentiality agreement.

School system SNP financial books must be balanced as of June 30.
Complete the Financial Report in TMAC no later than October 1.
School Nutrition Programs that have an Excess Balance (the amount of net cash resources a nonprofit school nutrition program has in excess of 3 month’s average expenditures) at the end of each school year must submit a plan via TMAC as part of the Financial Report.
All Afterschool Snack Programs must be monitored within four (4) weeks of the first service (and again during the school term). / X
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September 2013/cac