october 8, 2013 1. welcome introductions usda foods update mailings program reminders administrative...

October 8, 2013

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WelcomeIntroductionsUSDA Foods UpdateMailings Program Reminders Administrative ReviewUSDA Guidance MemosTraining OpportunitiesTeam Nutrition Grant OpportunitiesQuestions & Answers

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IntroductionsWhat’s New with the School

Nutrition Team

Deb Wollin, SNS – Nutrition Program

Consultant

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Wisconsin School Food Authorities (SFAs) receiving USDA Foods through participation in the National School Lunch Program (NSLP) receive an entitlement dollar balance (“Program Year Entitlement”) that is to be spent towards the value of USDA Foods.

The Program Year Entitlement is to be determined by the annually published federal assistance rate multiplied by the SFA’s prior year’s total claimed reimbursable NSLP meals.

School Year (SY) 2013-14 USDA Foods Entitlement Update

SFAs are required to place their annual USDA Foods orders approximately six months in advance, during the annual USDA Foods ordering time frame.

Therefore, each SFA’s Program Year Entitlement is initially based on second preceding year NSLP meal count data.

In other words, the amount of Program Year Entitlement dollars that SFAs used to place the annual order for SY 2013-14 was based on SY 2011-2012 NSLP meal count data.


Annually, after the prior year’s NSLP meal count data has been finalized, all SFAs’ Program Year Entitlement is updated to reflect this prior year data.

This process typically occurs at the end of October or beginning of November. However, preliminary School Year (SY) 2012-13 NSLP meal count data at a national level indicated global drop in NSLP meal counts.

Therefore, rather than wait until the October/November

time frame, USDA made the decision to update all states’ SY 2012-13 NSLP meal count data and resulting SY 2013-14 USDA Foods entitlement data in August.


Cumulatively, as a state, Wisconsin did experienced a significant drop in SY 2012-13 NSLP meal counts.

This meal count update resulted in a negative

entitlement balance for the state of Wisconsin and therefore many SFAs for SY 2013-14.

In order to eliminate this negative entitlement balance, Wisconsin needed to adjust down SFAs’ SY 2013-14 USDA Foods order requests and cancel USDA Foods orders.


The Wisconsin USDA Foods Section has completed the SY 2013-14 USDA Foods order adjustments to eliminate the SFAs’ negative entitlement balance.

Since USDA had already purchased Wisconsin USDA Foods orders for several months of SY 2013-14, the USDA Foods affected by this adjustment process were based on the USDA Foods orders still available for USDA cancellation/adjustment.

This means that not all brown-box USDA Foods (USDA Foods shipped directly from USDA) and not all bulk USDA Foods for further processing were affected by this adjustment process.


Additional details regarding the adjustment process and USDA Foods affected can be found on the USDA Foods “Mailings and Notices” web-page at the following link:

http://fns.dpi.wi.gov/fns_commoditymail


DoD has entered into a contract with a new produce vendor, General Procurement Services (GPS), for the State of Wisconsin’s DoD Fresh Fruit and Vegetable Program.

Since DoD just recently awarded the contract, unfortunately GPS was still working on finalizing the details regarding the delivery schedule and specific delivery dates for each participating SFA.

Department of Defense (DoD) Fresh Fruit and Vegetable Program Update

In addition, Department of Public Instruction (DPI) was also made aware of delivery issues as SFAs place their produce order via the DoD ordering system, Fresh Fruits and Vegetables Ordering System (FFAVORS).

The delivery date chosen by SFAs in FFAVORS as they order is not accurate. SFAs choose the delivery date in FFAVORS expecting the date would stay the same as they had in the past, however, GPS is setting up different delivery dates, therefore resulting in missed delivery days.

Therefore, DPI had strongly advised that SFAs do not place any DoD orders, until the delivery issues are resolved.


GPS has resolved the delivery schedule issues. Therefore, DPI now encourages SFAs to resume DoD ordering.

Please continue to send complaints to the DoD

customer liaisons:

Charlene Washington, [email protected], (215 )737-2545 or

Brian Kern, [email protected], (740) 415-6551

When filing a complaint, please include your FFAVORS account number (i.e. YWI#)

Also, please send a copy of the complaint to the DPI contact person; Dino Ante, [email protected], as DPI continues to monitor the situation.


The USDA vendor that was to supply the 100410, whole wheat flour made a substitution and shipped all-purpose flour to the state of Wisconsin and not whole wheat flour, as ordered.

The shipment received by this USDA vendor covers delivery orders from September 2013 – January 2014.

Unfortunately, since the all-purpose flour has been shipped out to commercial distributors and to schools, there will not be replacement of the all-purpose flour to whole wheat flour.

Whole Wheat Flour (100410) Vendor Substitution

SFAs that are unable to utilize all cases received during these months are encouraged to transfer/donate to another SFA or outlet that can utilize the all-purpose flour. In the event of transfer/donation, it is NOT NECESSARY to inform the DPI of the transfer/donation details.

In order to receive credit, the credit form needs to be completed and returned by Thursday, October 31, 2013.

For SFAs that are unsure of how many cases that will be received by month of the whole wheat flour for September 2013 – January 2014, this information can be accessed from the Wisconsin USDA Foods Ordering System under Program Year 2014. September 2013 and October 2013 case quantities can be accessed under the “Orders” tab. November 2013 – January 2014 order data can be viewed under the “Adj.” column of the “Survey” tab data.


Laura Sime at [email protected] or (608) 267-9119

Lynne Slack at [email protected] or (608) 266-2596

Dino Ante at [email protected] or (608) 266-3615

USDA Foods Contact Information

The Federal Shutdown The USDA will continue to make funds available and pay

reimbursement claims for all meals served prior to October 1, 2013.

DPI School Nutrition Staff have available funding and will be working through the month of October.

USDA food deliveries: USDA has contracts with vendors that obligate them to perform and ship all food products purchased on time.

Most materials have been purchased through December delivery. The food will not stop moving.

For the Fresh Fruit and Vegetable Program, the second allocation of funds for School Year 2013-2014 will be provided to States by FNS once the Federal government resumes operations.

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The Federal ShutdownQuestion: Can households of furloughed

employees be approved for free or reduced price school meal benefits? Should they be removed from the program when the furlough is over?

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MailingsSeptember 24, 2013

Training Opportunities for the 2013-14 School YearSeptember 30, 2013

School Food Authorities Scheduled to Receive an Administrative Review in the 2013-2014 School Year (SY)

September 30, 2013Verification (NSLP) SY 2013-14

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Program Reminders2013-14 Contracts

August claim due Oct 30; Sept claim due November 29Direct Certification should have been run at least

onceAnnual Financial Report – was due August 30Civil Rights Compliance Self-Evaluation Form/Civil

Rights training – on/before October 31FNS 10 – due November 1Paid Lunch Price Report – due November 1Verification Activities Completed –November 15Verification Collection Report – due February 1, 2014

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Administrative ReviewConsultants are starting to schedule the AR

on-site reviews. Documentation and Information may be

requested prior to the on-site review.For more information on what to expect on

an AR and resources to help you prepare, the DPI website has a webpage dedicated to preparing for the AR located at http://fns.dpi.wi.gov/fns_ar

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USDA Guidance Memos

SP 56-2013 Collaboration with State School Business Officials on New Administrative Review Section: Resource Management

SP 58-2013 Paid Lunch Equity: Additional Guidance for School year 2013-2014

SP 59-2013 Review of Provision 2/3 Base Year

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Training Opportunitieshttp://fns.dpi.wi.gov/fns_snt_trainingFall Training Opportunities

Menu Certification WorkshopsSmall VictoriesGreat Beginnings Academy What’s New with School Nutrition

What’s New with School Nutrition webinars

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Team Nutrition Grant Opportunities

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Smarter Lunchroom Sub-Grant

HealthierUS School Challenge Sub-Grant

Eligibility •School enrolled in TN•Participate in NSLP

•School enrolled in TN•Participate in NSLP and SBP•Achieved menu certification

Award $500 $1,000

Purpose To assist schools in creating smarter lunchrooms that improve students’ eating habits

To provide funding to contract a specialist to assist them in becoming HUSSC certified

Learn more at: http://ne.dpi.wi.gov/ne_tngrant

Classroom Garden Sub-Grant

School Garden Sub-Grant

Eligibility •Enrolled as a TN school•3rd-6th grade classroom

•Enrolled in TN

Award $750 •$2,500 (expansion grants)•$4,000 (new garden grants)

Purpose To allow teachers to purchase in-door gardening supplies and incorporate garden-based education

To allow schools to become active learning sites for school gardens, incorporating garden related activities into the curriculum, or expand existing programs.

Upcoming Team Nutrition Grants

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Questions

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Thanks for ParticipatingNext What’s New with School

NutritionTuesday, November 12, 2013

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Non-Discrimination Statement The U.S Department of Agriculture prohibits discrimination against its

customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.)

If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at [email protected].

Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish).

USDA is an equal opportunity provider and employer.

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october 8, 2013 1. welcome introductions usda foods update mailings program reminders administrative...

Documents

usda foods entitlement

usda foods mailings

bulk usda foods

value of usda foods

wisconsin usda foods

annual usda foods orders

usda foods order adjustments

usda foods order requests