SUPTS. MEMO. NO. 2
April 30, 1999
|FROM:||Paul D. Stapleton
Superintendent of Public Instruction
|SUBJECT:||Federal Reimbursement for Afterschool Snacks|
The Child Nutrition Reauthorization Act of 1998, Public Law 105-336, authorized federal reimbursement under the National School Lunch Program (NSLP) for snacks (meal supplements) served to children who are enrolled in afterschool programs that provide educational or enrichment activities. Eligibility: To be eligible to qualify for snack reimbursement under the NSLP, afterschool programs must meet the following criteria. 1) The School Food Authority (SFA) must operate the National School Lunch Program, as demonstrated by the annual written agreement between the SFA and the Department of Education. A School Food Authority is defined as a school division. 2) The school division, not some other organization, must operate or sponsor the afterschool program. The school does not have to use the school's personnel or regular school facilities; however, the school must retain final administrative and management responsibility for the program, including the program site. 3) An afterschool program must meet the following requirements: a) Provide children with educational or enrichment activities; b) Be operated after the regularly scheduled school day; c) Be regularly scheduled in an organized, structured and supervised environment. Regularly scheduled does not mean the program must occur daily; d) Not be organized athletic programs engaged in interscholastic sports. These programs cannot be approved (under any circumstances), as educational or enrichment afterschool programs under this law; however, programs that include supervised athletic activity along with education or enrichment activities may participate. Any extracurricular activities such as the school choir, debate team, drama society, etc. can qualify to participate under this provision only if their basic purpose is to provide afterschool care. 4) The School Food Authority (SFA) must enter into a written agreement with the Department of Education and must assume full responsibility for meeting all federal requirements for the Afterschool Snack Program. 5) Residential Child Care Institutions (RCCIs) and boarding schools are not eligible to operate the after school component of the NSLP. Time of operation: The provisions of this law apply only to afterschool programs. Programs operated before or during the child's school day are not eligible. Children's eligibility is based on when their scheduled school day ends and not on whether or not the school continues in session. For example, if a kindergarten program ends at noon but the children remain in school under a care program as described above, snacks served to these children may be reimbursed. The same would be true for older children enrolled in schools that have split sessions. If students enrolled in the early session remain on campus to participate in an approved afterschool program they may receive reimbursable snacks even though the school continues to operate a later academic session. Reimbursement: Schools may claim reimbursement for one snack per child, per school day. Children are eligible to participate through age 18, and if a student's nineteenth birthday occurs during the school year, reimbursement may be claimed for snacks served to that student during the remainder of the school year. Reimbursement may also be claimed for individuals, regardless of age, who are determined by the state agency to be mentally or physically disabled. There are two ways for an Afterschool Program to be eligible to receive free reimbursement for all who attend: 1) Site Eligibility: the afterschool program is located in a school that participates in the National School Lunch Program and 50 percent or more of the school's enrollment are eligible for free or reduced-price meals as of October 31. All participants in the afterschool program in this school are eligible to receive a free snack, regardless of each individual child's eligibility. 2) Area Eligibility: an afterschool program site qualifies as area eligible if it is located in an attendance area of a school (i.e. elementary, middle or high school) in which at least 50 percent of its enrollment is eligible for free and reduced-price meals as of October 31. For example, a high school does not have 50 percent of the enrolled students as eligible for free and reduced-price meals. It is located in the same attendance zone as the elementary school that has more than 50 percent of its enrolled students eligible for free and reduced meals. Therefore, the high school's after- school snack program would qualify for free reimbursement for all students who participate in the afterschool program based on area eligibility. If the afterschool program does not qualify for free reimbursement based on the above criteria, then the following applies: Categorical Reimbursement: Sites that are not in areas served by a school in which at least 50 percent of the enrolled children are certified eligible for free or reduced-price meals must count meals and claim reimbursement by category, (free, reduced price, and paid). Documentation of eligibility for all meals served free or at a reduced-price is required. (Under no circumstances may a school charge children for snacks claimed at the free reimbursement rate.) Charges for reduced-price snacks may not exceed 15 cents, as stipulated in program regulations at 7 CFR section 210.9 (c)(4). 3) After School Snack Program Reimbursement Rates for FY 99 (July 1, 1998- June 30, 1999) Free $0.5325 Reduced $0.2675 Paid $0.0400 Content of snack provided: Snacks must meet the meal pattern for snacks set forth in the federal regulations (7 CFR sections 210.10(n) and 210.10a(j)). Snacks shall consist of two different meal components from the following four and must be served as a unit. The Offer vs. Serve provision is not applicable to the Afterschool Snack Program. ~ One serving of fluid milk ~ A serving of meat or meat alternate ~ A serving of vegetable(s) or fruit(s) or full- strength vegetable or fruit juice. NOTE: Juice may not be the only other component when milk is served. ~ A serving of whole grain or enriched bread or bread alternate Portion sizes are described on enclosure 1. The chart only lists portions for children up to age 12. Options for children ages 13 through 18 shall be no less than the portions stipulated for children ages six through 12. Record Keeping: School Food Authorities participating in the Afterschool Snack Program must maintain the following records for three years plus the current year, as required in 7 CFR section 210.23(c): ~ Documentation that the site is located in an area served by a school in which at least 50 percent of the enrolled students are certified eligible for free or reduced-price meals. OR ~ Documentation of free and reduced-price eligibility for all children for whom free, reduced, and full- priced snacks are claimed, if less than 50 percent of the students are eligible for free and reduced-price meals. ~ Documentation of point of service meal counts. ~ Documentation of compliance with meal pattern requirements (Food Production Records) Requirements and Procedures for Claiming Federal Reimbursement For the remainder of this school year, school divisions that meet the above criteria and wish to receive federal reimbursement for Afterschool Snacks must complete the following documents and submit them to the Department of Education's Office of School Nutrition Programs for approval. Hereafter, participation in the Afterschool Snack Program will be approved through the Annual Letter of Agreement to participate in the federal meal programs. ~ A letter from the superintendent requesting to participate in the Afterschool Snack program. ~ The Afterschool Snack Program Agreement that lists each site at which the program will be held (enclosure 2). If the site qualifies under the area eligibility criteria above, provide documentation showing that the site is located in an area served by a school in which at least 50 percent of the enrolled students are certified eligible for free or reduced-price meals. ~ The meal counting and collection procedures that will be used at each site. After the Department of Education has approved the SFA's participation in the program, detailed instructions on how to request reimbursement and the appropriate forms will be provided. Requests for reimbursement will be done manually until the electronic claims system is upgraded to incorporate the After- school Snack Program Retroactive Reimbursement: The U.S. Department of Agriculture has authorized reimbursement retroactive to October 1, 1998, for schools in which snacks were served to eligible children in an eligible afterschool program before issuance of this memorandum. To qualify for retroactive reimbursement the school must be able to document the following: ~ The afterschool program provided enrichment or educational activities on a regularly scheduled basis, was organized, and was supervised. ~ Appropriate supporting documents for the number of snack meals claimed by category if applicable; documents to support the categorical claims; supporting documents for the area eligibility claims. ~ Food production records documenting that the meal pattern requirements were met. To determine if you qualify for the retroactive reimbursement, contact the School Nutrition Office and talk with the specialist assigned to your division. Any questions regarding this new program should be addressed to Catherine Digilio Grimes, Director of School Nutrition Programs at (804) 225-2074 or the School Nutrition Specialist assigned to your division. PDS/idl Enclosures: A hard copy of this memo and its attachment will be sent to the superintendent's office.