Reporting Requirements Calendar - Child Nutrition
State and Federal Due Dates for Oklahoma Public Schools K-12
Report by Division - Child Nutrition
Contact Information:
Child Nutrition Website: https://sde.ok.gov/child-nutrition-programs
Phone: (405) 521-3327
Fax: (405) 521-2239, Attn: Child Nutrition
Email: Child Nutrition Programs Contact Information
Mail to OSDE address:
ATTN: CHILD NUTRITION
OKLAHOMA STATE DEPARTMENT OF EDUCATION
2500 N LINCOLN BLVD
OKLAHOMA CITY OK 73105
Fresh Fruit/Vegetable Program Grant (FFVP)
Window: Claim to be completed by the 15th of each month
Description: Claim for reimbursement for fresh fruits and vegetables served during the previous month by schools participating in the FFVP Grant.
Activity: Claims, Applications and Review System (CARS)
Claim for Reimbursements for Lunches, Breakfasts, Snacks, and/or Special Milk Program
Window: To be completed by the 10th of each month
Description: Each school will enter the number of lunches, breakfasts, snacks and/or milk served during the previous month by site.
Activity: Claims, Applications and Review System (CARS)
Review Direct Certification Report for Free Students
Window: At least 3 times during the school year AND April 3
Description: SFA must complete three times annually. Direct Certification is a method for identifying students who qualify for free meals through the National School Lunch Program (NSLP). Data from the Department of Human Services for children, ages 3-20, who are receiving SNAP/TANF benefits is shared monthly and uploaded into The Wave. School districts can pull reports that designate their students receiving benefits. Students on the direct certification list do not have to fill out applications to be eligible to receive free meals through the NSLP.
Activity: Single Sign On > The Wave's portal > Reporting > Direct Certification
Information is kept by the local school district’s child nutrition manager/director in an electronic form or hard copy to be presented when requested for review purposes.
Related Documents: Claims, Applications and Review System (CARS)
Seamless Summer Option Application
Window: May apply to participate anytime during the school year through May 15
Description: For School Food Authorities (SFAs) to participate in the Seamless Summer Option, at least 50 percent of the children in the area to be served must be eligible for free or reduced-price school meals. SFAs follow the same guidelines as the National School Lunch Program (NSLP), School Breakfast Program (SBP), and Summer Food Service Program (SFSP).
Activity: Single Sign On
Application for Provision 2 or 3 of the NSLP or School Breakfast Program
Window: Any time prior to August 1 of current school year
Description: Provision 2 or 3 are counting and claiming alternatives allowing LEAs to reduce their paperwork burden. Data obtained in a Base year of documenting free and reduced-price percentages is brought forward each year and applied to the current school year’s enrollment figures. These figures then are used by the State Agency, after October enrollment is collected, to calculate claiming percentage for meal reimbursements each month.
Activity: Claims, Applications and Review System (CARS)
Application for the Community Eligibility Provision
Window: Due June 30
Description: Community Eligibility Provision is a program that allows LEAs to feed free meals to all students enrolled in participating sites. LEAS may participate as a whole district, groups of sites, or individual sites. To be eligible the district, groups of sites or sites must have 40% or more of their enrolled students directly certified and have the documentation in place to verify that percentage.
Activity: Claims, Applications and Review System (CARS)
Food Safety Inspection Report
Window: Must be submitted prior to submission of the September Child Nutrition Claim for Reimbursement
Description: Each site participating in the NSLP must submit Food Safety Inspection Reports. The SFA enters the number of sites that had one, two, or three inspections during the previous school year and maintains documentation of the reports which must be available for review at any time.
Activity: Claims, Applications and Review System (CARS)
Civil Rights Compliance Checklist
Window: Beginning of the School Year - October 31
Description: As participants in the NSLP, districts must develop procedures to collect and secure civil rights data and ensure that information is made available only to authorized state and federal personnel during reviews. The checklist, an overview of requirements, must be completed each year and retained in districts’ CNP files.
Activity: Claims, Applications and Review System (CARS) > Other Documents > Civil Rights Compliance Checklist
Low Income Student Count Report
Window: Must be submitted after October claim has been processed, no later than November 26th
Description: Districts enter the total number of on-site free-eligible and reduced-price eligible students and total on-site district enrollment after receiving their certified enrollment numbers for October and entering claims.
Activity: Claims, Applications and Review System (CARS) > Checklist > Low Income Report
Verification Report
Window: Process begins October 1 and must be completed by November 15; must be submitted prior to submission of the December claim for reimbursement
Description: SFAs verify their enrollment, the number of students participating in provision or CEP schools (if applicable), the number of students who qualify for free meals through direct certification, the number of students who qualify for free meals through documentation, and the number of students who qualify for reduced-priced meals. They also verify the results of their verification process.
Activity: Claims, Applications and Review System (CARS) > Checklist > Verification Report
Information is kept by the local school district’s child nutrition manager/director in an electronic form or hard copy to be presented when requested for review purposes.
On Site Review
Window: Prior to February 1
Description: Only for school districts with more than one eating site. A review must be conducted for each lunch site and 50% of the breakfast sites.
Activity: Maintained by the SFA
Related Documents: Claims, Applications and Review System (CARS) > Other Documents
Paid Lunch Equity Tool
Window: Must be submitted prior to submission of the April claim for reimbursement
Description: Schools are required to charge students for paid meals at a price that is, on average, equal to the difference between free meal reimbursement and paid meal reimbursement rates for lunch only. Schools that currently charge less are required to gradually increase their prices over time. Schools provide their paid student lunch prices to establish how much they should increase their paid lunch prices.
Activity: The PLE Tool is posted in an Excel spreadsheet for the appropriate schools when received from USDA.
Email completed spreadsheet to OSDE: cnp.data.submissions@sde.ok.gov
Related Documents: Claims, Applications and Review System (CARS)
Application for Fresh Fruit/Vegetable Program Grant (FFVP)
Window: Prior to April 15
Description: The FFVP provides all students in participating schools with a variety of free fresh fruits and vegetables throughout the school day as healthy snack options.
Activity: Claims, Applications and Review System (CARS)
Application for Summer Food Summer Food Service Program
Window: February 1 - April 30
Description: Sponsors must complete each section of the application, certify it and submit it. The application includes contact information for the sponsor, type of sites, site locations, budget information, operating hours of each site, site staff contact information, food preparation method, number of operating days, and other pertinent information.
Activity: Single Sign On > Summer Food Programs
Free/Reduced New Price Applications
Window: July 1, or when application for school year becomes available
Description: The application for the National School Lunch Program is completed by households at the beginning of each school year to determine the household’s eligibility for free or reduced-price meals for students enrolled in the local school district. Persons completing the application must provide income information which determines eligibility.
Activity: Maintained at the school where the student is enrolled.
Related Documents: Claims, Applications and Review System (CARS) > Other Documents > Free/Reduced Meal Application
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