TDA News and Guidance for School Food Authorities

August 13, 2015

This information is to keep you informed of any changes in policies and procedures and of new communication originating from the state office this month.

Table of Contents

  • SFA Priority
  • Joint Letter from Secretaries of Education and Agriculture
  • Micro-Purchase Option
  • Food Production Records
  • Adult Meal Pricing
  • SHAC Webinar
  • Policy
  • Q&A on Final Rule
  • SFSP Records Retention
  • Service of Traditional Foods
  • SFSP
  • Newsletters
  • Farm to School Update
  • Farm Fresh Fridays
  • Spotlights for Farm to Site
  • Subscribe to Newsletter
  • HUSSC:SL
  • Webinars Online

SFA Priority Information

Joint Letter Addresses CEP Accommodations

Secretary of Education Arne Duncan, andSecretary of Agriculture Thomas J. Vilsack issued a joint letter addressing the accommodations the U.S. Department of Education has made to utilize Community Eligibility Provision (CEP) data in Education funding, specifically Title I and IDEA funding.The letter and information are available on the Department of Education website:

Micro-Purchase Option

With the release of 2 CFR 200, CEs in Texas are able to take advantage of the micro-purchasing option starting October 1, 2015. The micro-purchase method is intended to minimize the burden for purchases of very small amounts. A micro-purchase is a single acquisition or purchase that has a total aggregate cost that does not exceed $3,000. The aggregate total for a micro purchase amount is the total amount of the invoice for a single purchase that may consist of one product and/or service or multiple products and/or services whether that purchase occurs weekly, monthly, or annually.

Any costs that the CE incurs as a result of the CE intentionally breaking larger purchases into smaller amounts to qualify under the micro-purchase threshold are not allowable costs.

A micro-purchase may be appropriate in the following types of situations:

  • The CE has insufficient refrigerated or storage space to store a large quantity of items.
  • The CE is located in a remote area or is providing meals or snacks to a very small number of students, and there are few, if any, vendors willing or available to submit bid.

The following guidance must be used when making a micro-purchase.

  • Competitive Purchasing—Micro purchases do not require the CE to solicit quotes or compare prices as long as the price is reasonable.
  • Cost Analysis—When using the micro-purchase method, a formal cost analysis is not required. However, the CE must have a method to document and assure that the cost of the product and/or service is reasonable, i.e., a cost comparison.
  • Equitable Purchasing— Purchases must be distributed equitably among all suppliers. The CE cannot make all of its micro-purchases from one supplier.

However, CEs that are located in rural areas may be limited in their ability to distribute purchases equitably among a number of merchants or suppliers because it is not economically feasible to do so, i.e. cost and time of travel. In these cases, the CE must document the reasons when it is not feasible for the CE to distribute purchases among a variety of suppliers.

  • Routine Purchasing—Routine purchases must not be broken into smaller purchase amounts in order to qualify for micro-purchasing. If the CE is routinely using the micro-purchase method for the same items, the CE must maintain documentation that demonstrates why this is the most suitable method purchasing these products and/or services.

TDA will be issuing additional guidance on this topic and other procurement issues.

New Food Production Records Coming Soon

Updated food production records are under construction and will be posted on or before August 24, 2015.Minor changes have been made to the document to provide clarity for program participants.

Adult Meal Pricing Guidance

USDA guidance in the Administrator’s Reference Manual (ARM) requires schools using Provision 2, CEP Schools or Universal Free Breakfast to use Method 2 for determining prices for meals served to adults at school. Prices charged for lunch, breakfast and snack must be greater than the federal free reimbursement rate plus all other federal reimbursement or payments. Lunches must also add the per meal value of USDA foods. At the current rates of reimbursements the Adult meal price for breakfast is required to be greater than $1.99 and the adult meal price for lunch is required to be greater than $3.47.

This is how the prices are determined at current reimbursement rates.

Breakfast:

Reimbursement $1.66 plus Severe Need $0.33 = $1.99

Adult meal price is required to be greater than $1.99.

Lunch:

Reimbursement $3.07, plus Supplemental $0.02 = $3.09, plus Performance Based Reimbursement $0.06, plus Per Meal Value of USDA Foods $0.3125.

$3.09 + .06 + .32 = $3.47

Adult meal price for Lunch is required to be greater than $3.47

School Health Advisory Committee (SHAC) Webinar

The It’s Time Texas organization and Texas Action for Healthy Kids(TAHK) are hosting a webinar on August25 at 11:30 am on SHAC Parent Recruitment, Engagement and Retention.The panelists will include: Lisa Lauter, PTA Spring Branch ISD; Ray Langlois, Leander ISD SHAC; Kathleen Hassenfratz, Lake Travis ISD SHAC.

To Register:

Policy

USDA Memo Offers Q&A on Final Rule

The guidance in the memo—SP10-2012v9s - Questions & Answers on the Final Rule, Nutrition Standards in the NSLP and SBP - Revised July 2015–addresses the final rule overall, and includes questions on general and specific aspects of the meal requirements. Several Q&As have been updated to clarify meal pattern flexibilities and share links to technical assistance resources.An asterisk (*) indicates new and revised Q&As.Minor changes throughout the document include the removal of outdated references and citations, removal of outdated questions, and miscellaneous editorial changes for content clarification.

TDA Policy Clarifies SFSP Records Retention

A new SFSP Texas Policy, Records Retention in SFSP, has been released. You can access this clarification, and all current SFSP clarifications, on SquareMeals at under SFSP Policy - Current.

USDA Memo Addresses Service of Traditional Foods

The Policy—SP42_CACFP19_SFSP21-2015os - Service of Traditional Foods in Public Facilities—outlines guidance for the accepting of donations of traditional foods and serving traditional foods through food service programs at public and nonprofit facilities.

Summer Food Service Program

Newsletters Available

Every month, USDA’s Food and Nutrition Service creates newsletters highlighting new resources available to assist with expansion of the Summer Meal Programs, including the Summer Food Service Program (SFSP) and the Seamless Summer Option (SSO) of the National School Lunch Program (NSLP). The August Newsletters are now available for sponsors online at The template and a newsletter for sponsors are also attached.

Farm to School Update

New Farm Fresh Fridays Consolidates Efforts
TDA’s new, agency-wide Farm Fresh initiative is centered around making it easier for Texans to connect with agency resources while increasing awareness of the vital role agriculture plays in our lives. To support the initiative, TDA has launched a new website— includes information for schools and child care centers, farmers and ranchers, and parents and families.

What is Farm Fresh Fridays?

TDA is expanding outreach related to farm to school with Farm Fresh Fridays! Farm Fresh Fridays offers a new and exciting way to engage young minds and help students develop strong, sustainable connections to local food, farmers and ranchers. Plus, it adds local flavor to school menus and teaches students about Texas agriculture when they enjoy local products in school meals.
Farm Fresh Fridays offers an opportunity for schools that don't currently purchase local products, to start celebrating Texas products on Fridays. Schools that regularly purchase local ingredients for cafeteria meals can use Farm Fresh Fridays as a way to highlight those efforts, engage community members and get students excited to eat local.

How Can Schools Get Involved?

1. Take the Local Products Challenge!

TDA is challenging schools to use more Texas products in cafeteria meals served throughout October. Encourage schools in your region to sign up for this year’s Local Products Challenge today!

Local Products Challenge participants will receive Farm Fresh Fridays materials to help with celebrations:

  • student incentive stickers
  • buttons for cafeteria team members to proudly show support for local products in schools
  • static clings to identify local products on the cafeteria line

2. Plan a Farm Fresh Fridays event.

Farm Fresh Fridays offers a great way for schools that are looking for ways to incorporate farm to school activities and celebrate Texas agriculture while educating students about local food. Schools can download an activity inspiration resource to help plan local Farm Fresh Fridays celebration.

Go here to take the Local Products Challenge!

TDA will Spotlight Farm to Site Activities
TDA is looking to learn how Summer Food Service Program and Seamless Summer Option sponsors and sites are incorporating farm to site activities. If you are aware of a program participant that is purchasing local products or providing enrichment activities with a nutrition, local food, or agriculture tie, please send an email to Alyssa Herold at .

Subscribe to Farm to School E-Harvest

The latest E-Harvest Newsletter was sent out this week. The newsletter provides a monthly update on farm to school and includes resources such as funding opportunities, a schedule of upcoming trainings and webinars, and more. Archive issues of the E-Harvest are available here. Subscribe today!

HUSSC:SL

HUSSC:SL Webinars Now Online

The HealthierUS School Challenge: Smarter Lunchrooms (HUSSC: SL) recorded webinars, dated January 2015 to June 2015,are now available online.

HUSSC: SL webinars are all housed at