U.S. Department of Agriculture Foods for the Summer Food Service Program


Hello and welcome to the California Department
of Education’s video, U.S. Department of Agriculture Foods, also known as USDA Foods, for the Summer
Food Service Program, which I will refer to as SFSP. My name is Amy Bell, and I am a Child Nutrition
Consultant in the Nutrition Services Division at the California Department of Education,
which I will refer to as the CDE throughout this video. During this video you will learn about the
benefits of participating in the Food Distribution Program, which I will refer to as the FDP,
as well as how to get started. The objectives of this training video are
to assist SFSP sponsors understand the purpose and benefits of the FDP, how to participate,
learn about the types of USDA Foods available, and identify which documents must be submitted
to the CDE. The USDA Foods program began in the early
1930’s as a result of federal agriculture policies designed to stabilize farm prices
and to help American farmers keep their farms during the Great Depression. Additionally, malnutrition among children
became a national concern during the depression. After World War II, there was growing support
for a federal lunch program. This led to the enactment of the National
School Lunch Act in 1946, which provided both funding and USDA Foods. The purpose was not only to improve the health
and well-being of the nation’s youth but also provide a market for agricultural production. In the late 1960’s several laws were enacted
to create programs that included a USDA Foods component, including the Summer Food Service
Program. Today, the USDA purchases over $1.4 billion
dollars worth of 100 percent American-grown USDA Foods for schools and Child Nutrition Programs. These purchases support the American agricultural
market and remove surplus. For many years, the stigma of USDA Foods was
that they were left overs, of low quality, and generic. Contrary to that belief, USDA Foods are name
brands seen and purchased from the grocery store. For instance, there are name brands like Del
Monte, Foster Farms, and Sun-Maid. The USDA purchases a wide variety of nutritious
and tasty foods that include many items reduced in fat, sugar, and sodium. USDA Foods support the Dietary Guidelines
for Americans, adhere to high food safety standards, often surpass industry standards, and help sponsors comply with USDA meal pattern requirements. As I just mentioned, there are a variety of
food options SFSP sponsors can order. Most items offered to the SFSP sponsors are
delivered ready to consume or need minimal preparation, such as assorted canned beans,
beef, chicken, and turkey items, canned and frozen fruits and vegetables, cheese, pasta,
peanut butter, potato rounds, raisins, salsa and spaghetti sauce. A specific list of USDA Foods the CDE expects
to have available for SFSP sponsors is posted in the download forms section in the Child
Nutrition Information and Payment System, also known as CNIPS in the SFSP module. We post two lists, one for our Pomona Distribution
Center which services sponsors in Southern California, and one for our Sacramento Distribution Center which services sponsors in Northern California. You may access the CNIPS from the list of
resources referenced in this video. You are probably wondering if your organization
can receive USDA Foods for the SFSP. According to Federal regulations there are
three types of SFSP sponsors that are eligible to participate in the FDP and receive USDA Foods. -They are self-preparation sponsors; – sponsors which have entered into an agreement with a school food authority for the preparation
of meals; -or Summer Food Service Program sponsors which are school food authorities and have
competitively procured Program meals from the same food service management company from
which they competitively procured meals for the National School Lunch Program during the
last period in which school was in session. Sponsors participating in the seamless summer
option are not eligible to receive USDA Foods under the SFSP, as they are already receiving USDA Foods through the National School Lunch Program. It is important to know that using USDA Foods
for your SFSP can help stretch your budget by providing your organization with high quality
foods at a low out of pocket cost. This brings me to entitlement. What is entitlement? Well, entitlement is the specific term we
use to describe our sponsors spending allowance and it is what represents the value of the
food that sponsors purchase. Often times we refer to entitlement as play
money, an allowance that our sponsors never see, but are able to spend. Entitlement is fairly distributed to each sponsor based on the total amount of reimbursable meals served. So the more meals a sponsor serves, the more
entitlement they receive. If the sponsor is new, then the CDE uses the
number of estimated meals planned that has been stated in the SFSP application packet. To determine your entitlement, multiply the
total meals served by the meal rate which is one and a half cents. I’d like to mention that the SFSP meal rate
for USDA Foods is always $0.015, unlike the National School Lunch rate that changes annually. If you are a smaller sponsor, do not worry
because all SFSP sponsors will receive a minimum entitlement of $1,000 dollars, regardless
of their calculated entitlement. We want to make sure that it is worthwhile
for every sponsor that chooses to participate in the program. So now let us take a moment to determine the
entitlement for this SFSP sponsor, Sunny Day Recreation. Sunny Day Recreation served 678,432 reimbursable
lunches and 264,975 reimbursable breakfasts during last year’s SFSP. Remember, the entitlement rate is $0.015. Please take a moment to determine the answer. I will give you about 30 seconds to complete
this calculation. Hopefully you have had adequate time to calculate
the entitlement allowance. The answer is A. Sunny Day Recreation’s entitlement
allowance is $14,152. We arrived at this answer by adding together
the 678,432 reimbursable lunches and 264,975reimbursable breakfasts
and then multiplying by $0.015. Unlike the National School Lunch Program,
which uses only reimbursable lunches to calculate entitlement, the SFSP uses the total reimbursable
meals claimed to determine a sponsor’s entitlement. This means that we are including breakfast,
snack, lunch, and supper in the entitlement calculation. If you determine your agency is eligible and want to participate in the FDP, there are just a few steps. Sponsors must complete the Agreement for Distribution
of Donated Food; complete the FDP Contract Packet in the CNIPS; store, inventory, and
maintain USDA Foods according to regulations; and meet current local and/or state health regulations.
That’s it! The first step to receive USDA Foods is to
complete the Agreement for Distribution of Donated Food form and return it with your
SFSP application or renewal packet. The agreement is located in the download forms
section of the SFSP module of the CNIPS. The SFSP staff will verify eligibility and
then forward the Agreement to the FDP for processing. Once the FDP receives the agreement it will
be processed and the FDP will notify the sponsor via e-mail that the agreement has been approved. At that time, the sponsor must access the
FDP contract packet in the CNIPS FDP module to complete the enrollment process. As I mentioned previously, we have provided
the link to CNIPS in the list of resources below. In addition to the Agreement for the Distribution
of Donated Food, the FDP contract packet that is located in the CNIPS FDP module must be completed. All sections must be completed before the
contract can be submitted. Once the contract has been submitted, sponsors
are placed in the next available allocation cycle to order USDA Foods. This is much less than 100 plus questions
in the SFSP module! So now that you know how to sign up for the
Food Distribution Program, let us talk about ordering USDA Foods. USDA Foods orders are placed in the CNIPS
FDP Module. Agencies that have a completed FDP Contract Packet are assigned to the next available allocation group. SFSP sponsors order USDA Foods once during
the summer. Sponsors are notified by e-mail when the allocation opens. The allocation groups are:
group one, which opens in early June; group two, which opens in late June;
and group three, which opens in mid-July. Sponsors have approximately one week to complete
the order. And don’t worry, our distribution centers will follow-up with a phone call if you forget to place your order. We want to make sure that all our sponsors
are taken care of and able to order food! Ordering your USDA Foods through CNIPS is easy! The allocation in the CNIPS FDP module lists
the types and quantities of USDA Foods available to order and will include helpful information
such as the pack size and fair market value. You are not required to order everything that is offered, only what your agency can effectively store and use. Agencies that need more food than what is
offered have the opportunity to request additional units of an item. These requests will be filled if your agency
has remaining entitlement and the distribution center has the inventory available. A training video on ordering USDA Foods is
available on the Food Distribution Program CNIPS training Web page at https://www.cde.ca.gov/ls/nu/cn/fdptraining.asp and on the CDE Nutrition YouTube Channel. We have provided the links in the list of
resources below. Your USDA Foods order is delivered by one
of our two state distribution centers, which I will refer to as SDC. The CDE FDP has two SDCs that provide services
for the northern and the southern regions of our state. These two SDCs are located in
Pomona and Sacramento. USDA Foods are delivered to the address specified
in the CNIPS FDP contract and must be accessible to the driver’s equipment. Adequate personnel and facilities must be available at the shipping address to accept USDA Foods deliveries. Sponsors electing to pick-up food from the
SDC must select “agency pickup” from the drop-down delivery location menu on the order. The food distribution center will notify the
agency when USDA Foods are available for pickup. The FDP has various fees in place to help
cover costs of administering the program. The FDP charges sponsors a shipping and handling
fee of $2.85 per case for USDA Foods delivered by the SDC, or $2.40 per case for USDA Foods
picked up by the sponsor. The FDP bills sponsors through the CNIPS approximately ten days after delivery or pick up. At that time, invoices can be accessed and
printed from the CNIPS. Sponsors will be e-mailed a notification when
the invoice is available. As mentioned on the previous slide, approximately
ten days after delivery, you are able to access and print your invoice from the CNIPS. Payment instructions are printed on the invoice. For further information, we have a training
video that demonstrates how to view and print invoices that is available on the Food Distribution
Program CNIPS training Web page at https://www.cde.ca.gov/ls/nu/cn/fdptraining.asp. I have provided the link below in the list of resources. One final requirement for sponsors receiving
USDA Foods, is that a Storage Facility Review Form must be completed for locations where
USDA Foods are stored, prepared, or consumed. The Storage Facility Review Form is available
on the CDE FDP Inventory Forms Web page at https://www.cde.ca.gov/ls/nu/fd/annualinv.asp. Completed forms must be kept on file for audit
purposes. A link to this form is provided in the list
of resources below. To avoid ordering excessive amounts, sponsors
need to make an accurate estimate of the number of children expected to participate in the
summer program and order a realistic amount of food based on that estimate. All unused food must be transferred to an
eligible agency, such as a the National Lunch Program sponsor or other non-profit
feeding program. Sponsors may contact the CDE Food Distribution
Program for assistance. Listed on this slide are several resources to assist sponsors who use the Food Distribution Program. They are the Title 7, Code of Federal Regulations,
Part 250 which include the federal regulations pertaining to the Food Distribution Program
that is located on the Electronic Code of Federal Regulations Web page at https://www.ecfr.gov/cgi-bin/ECFR?page=browse. The USDA Foods Product Information Sheets
that describe USDA Foods and provide crediting and nutrition information which are located
on the USDA Food Distribution Web page at https://www.fns.usda.gov/fdd/nslp-usda-foods-fact-sheets. And the CDE Food Distribution Web page which
provides useful information and links to USDA Foods related information located at https://www.cde.ca.gov/ls/nu/fd/. These links are provided in the Show More
section below this video. For questions on the Food Distribution Program,
please contact the CDE at [email protected] or call 800-952-5609, Option 4. Sponsors are encouraged to keep updated with
the latest CDE Nutrition Services Division information and guidance by accessing our
Web site at http://www.cde.ca.gov/ls/nu/, following us on Twitter @CDENutrition, and
viewing our other YouTube videos at www.youtube.com/user/cdenutrition. You may access these links from the list of
resources below. This institution is an equal opportunity provider.

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