A Guide To Starting
The Summer Food
Service Program
In Your Community
<:] \[::>
d That's In
n School Is Out!
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The USDA Food and Nutrition Service prohibits discrimination based on
race, color, national origin, age, sex, or disability, in program access and
delivery.
To fi le a complaint of discrimination, write USDA, Director, Office of
Civil Rights, Room 326-W, Whitten Building, 1400 Independence
Avenue, SW, Washington, D.C. 20250-9410 or call (202) 720-5964
(voice and TDD).
USDA
iiiiiii
U.S. Department of Agriculture
Food and Nutrition Service
February 1999
Revised December 2003
Welcome to the Summer
Food Service Program!
While learning does not end when school lets out, neither does the need for
good nutrition. The Summer Food Service Program (SFSP) is good, nutritious
food that's "in" when school is "out." It was created in 1968 to ensure that
children in low-income areas could continue to receive nutritious meals
during long school vacations, when they do not have access to school lunch or
breakfast.
During the school year, millions of children depend on receiving free and
reduced-price school meals each day. We know, however, that many children
are at nutritional risk during the months when they are on school breaks or
when schools are closed for vacation. Unfortunately, only a fraction of those
children participate in SFSP each day.
Clearly, the nutrition needs of a large number of children who depend on free
and reduced-price meals during school are not being met in the summer.
Good nutrition is essential for learning. Without your help, these children may
not return to school ready to learn.
SFSP is the single largest Federal resource available for local sponsors who
want to combine a feeding program with a summer activity program. Why not
take advantage of this valuable resource to provide nutritious meals to the
children in your community?
Please join us in supporting children by becoming a
partner in SFSP. This booklet will give you more
information on SFSP and on how you can
participate.
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How Does SFSP Work?
SFSP is administered at the Federal level by the Food and Nutrition Service
(FNS), an agency of the United States Department of Agriculture (USDA).
FNS decides overall program policy and publishes regulations and payment
rates.
State education agencies administer SFSP in most States. Other State agencies
may also be assigned to run the program. The State agency approves sponsor
applications, conducts training of sponsors, monitors SFSP operations, and
processes program payments.
Sponsors sign agreements with their State agencies to run the program. SFSP
reimburses approved sponsors for serving meals that meet Federal nutritional
guidelines. Sponsors receive payments from USDA, through their State
agencies, based on the number of meals they serve and their documented
costs of running the program. All meals are served free to eligible children.
Who Can Sponsor SFSP?
Sponsors must be organizations that are fully capable of managing a food
service program.
To be a sponsor, you must follow regulations and be responsible, financially
and administratively, for running your program.
Which types of organizations are eligible to sponsor
SFSP?
e public or private nonprofit schools
e units of local, municipal, county, tribal, or State
government
e private nonprofit organizations
e public or private nonprofit camps
e public or private nonprofit universities or
colleges
e community and faith-based organizations
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What Is a Site?
A site is the physical location, approved by the State agency, where you serye • SFSP meals during a supervised time period. There are five types of sites:
Your site is if
open
enrolled
camp
migrant
NYSP
it primarily serves
children of migrant
workers
Meal service sites may be located in a variety of settings, including schools,
recreation centers, playgrounds, parks, faith-based organizations, community
centers, day camps, residential summer camps, housing projects, and migrant
centers, or on Indian reservations.
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Who Is Eligible To Get Free Meals?
All children 18 years of age or younger who come to an approved open or
enrolled site may receive meals.
At camps, only those meals served to children who are eligible for free and
reduced-price meals are reimbursed.
People over age 18 who are enrolled in school programs for persons with
disabilities may also receive meals.
How Many Meals May Be Reimbursed?
Most sponsors may be approved to receive reimbursement for serving lunch
and one other meal service. A small number of sponsors serve breakfast only,
or breakfast and snack. Snacks are called supplements in SFSP.
If your site primarily serves migrant children, or you run a residential or day
camp, you may be eligible to serve up to three reimbursable meals each day.
If you run a camp, you may claim reimbursement only for the meals that are
served to a child who qualifies for free and reduced-price meals.
Ask your State agency which types of meals may be served for
reimbursement at your proposed sites.
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How Are SFSP Meals Prepared?
A sponsor may prepare its own meals, purchase meals through an agreement
with an area school, or contract for meals with a food service management
company (vendor).
If your site has its own kitchen, you may want to prepare meals yourself. If
your kitchen is not on the premises, you may still want to prepare your own
meals, and then transport them to the site.
Meals that you prepare yourself receive a slightly higher rate of
reimbursement. You would receive "self-prep" rates, whether you prepare the
meals from scratch or purchase the components and assemble the meals
yourself.
Many organizations such as faith-based and community groups, or parks and
recreational sites, may lack the kitchen space to prepare meals themselves.
•
In that case, you may arrange to purchase meals from an approved meal
preparation facility such as a school or another public or private food supplier.
Ask your State agency for assistance in locating a vendor or food supplier in
your area.
Four Ways You Can Participate in the
Summer Food Service Program
• • ••••••••••
Community and faith-based organizations, schools, government agencies, and
other types of organizations can participate in the SFSP in the following four
ways. 1 Become a Sponsor
Make an investment in the children in your community. If your organization
already provides services to the community, and has capable staff and good
management practices to run a food service, you can administer SFSP. As a
sponsor, you will:
e attend your State agency's training
e locate eligible sites
e hire, train, and supervise staff
e aJ.Tange for meals to be prepared or delivered
e monitor your sites
e prepare claims for reimbursement 2 Run a Site
•• •• ••
Some organizations do not have the financial or administrative ability to run
the program, but they can supervise a food service for children, along with
recreational or enrichment activities, at a site. If you supervise a site, you will:
attend your sponsor's training
supervise activities and meal service at your site
distribute meals by following SFSP guidelines
keep daily records of meals served
store food appropriately
keep the site clean and sanitary
}
1
l
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3 Be a Vendor
•• •• ••
4
Organizations with adequate kitchen space and sufficient food service staff
may participate in the SFSP as vendors. Instead of administering or
supervising a meal service site, a vendor sells prepared meals under an
agreem~nt or contract with an approved SFSP sponsor. As a vendor, you will:
register with the State agency, if required
meet appropriate health and sanitation standards
prepare meals meeting Federal nutritional guidelines
deliver meals on schedule
keep delivery records
fulfill the terms of the agreement or contract
Volunteer
Even if your organization cannot take on the responsibilities of a sponsor or a
site, you can team up with a sponsor to provide interesting and attention
grabbing activities, such as:
Arts and Crafts
Mentoring
Dramatics
Computers
Music
Reading
Coaching
Life Skills
Entertainment
Tutoring
Kite Flying
Athletics
Games
Gardening
Cooking
Swimming
Vacation Bible School
Or any other activity that makes summer fun!
Becoming a Sponsor
• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • learn About SFSP in Your State and in Your Community
Speak with the SFSP coordinator at your State agency to learn more about the
program. Find out if your community already participates in SFSP. Let your
State agency know that you are interested in participating in the program, and
in what capacity you wish to be involved.
Speak with current or former sponsors to learn about the benefits and
challenges of running the program. Seek out an experienced sponsor who may
be willing to be a mentor to you as you become a sponsor. Your State agency
is your best resource to help you with this.
Speak with people in the business community and in your local area.
• schools • parks and recreation departments • camps • community action agencies • cooperative extension offices • youth programs • parent and teacher associations • housing authorities • churches • community pools • civic organizations
Attend the State Agency's Training
Each year, the State agency conducts training for the supervisors of all organizations
that are interested in serving as SFSP sponsors. Training will help you
decide whether sponsoring the SFSP is for you. It provides an opportunity for
you to meet other sponsors in your State, ask your questions about SFSP, and
begin to develop a strategy for launching your program.
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The training covers all necessary areas of running the program for
experienced sponsors and for organizations that are new to the program.
It will also provide you with important information to help you train your
staff and volunteers who will work at your sites.
Determine the Location of Sites
With the support of community organizations, pick out potential areas where
you could run a successful food service program for children. Work closely
with your State agency to determine if your potential sites are located in
eligible areas.
The most effective sites will be located in areas where you can offer a supervised
food service with recreational or enrichment activities.
Before you choose a site location, consider these questions:
e Is there a high concentration of low-income children in the area?
e Are there educational, recreational, or social activities already
established or planned in the area?
e How easily and safely can children get to the site?
e How will you determine eligibility, that is, will you use school
data, census data, or income eligibility statements?
e Will you prepare meals yourself at the site or at a central
kitchen, or will you purchase meals?
e If you purchase meals, will you need to advertise and follow
formal contracting procedures?
•
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Complete an Application
Once you have selected appropriate sites, you should obtain a sponsor
application from your State agency. You will describe the sites you propose
to serve and submit a proposed budget. Your budget must demonstrate your
organization's ability to run a food service for children. Many State agencies
devote a portion of their training to helping sponsors complete their
application. Submit your application as early as possible, but no later than the
due date.
Plan Effective Outreach Strategies
Starting a new program is always challenging. To have a successful program;
families must be aware that the SFSP is available to children in their
community. If you conduct an aggressive outreach effort, more children will
receive the nutritious meal benefits of the SFSP.
Coordinate Your Support
Working single-handedly as a sponsor may seem overwhelming. You
will want to reach out to community leaders, community and faith-based
organizations, and residents to attract a winning team of staff and volunteers.
You will need capable people who can provide overall coordination, supervise
sites, monitor sites, conduct training, conduct community outreach, prepare or
deliver meals, and handle program bookkeeping. Finding capable people to
help is a key to success.
As proven by sponsors that have been in the program for many years,
organizations that can provide interesting and attention grabbing activities will
keep the children returning each day. We recommend offering a wide variety
of activities, changing them frequently so children don't become bored.
•
Obtaining Reimbursement for
SFSP Meals
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The State agency reimburses SFSP sponsors on a per-meal basis for the meals
they serve to eligible participants that meet program requirements. To receive
your reimbursement, you must prepare a claim each month and submit it to
your State agency. ..
Total reimbursement is limited by per-meal reimbursement rates. Without
careful planning, you might not cover all of your costs.
Your costs will depend on many factors including the number of meals you
serve; the price you pay for food or meals, if purchased from a vendor; and
the amount of wages you pay your staff.
Reimbursement is made for both operating costs and administrative costs, and
the payment rates are different. These categories are separate, and cannot be
mixed together.
What Are Operating Costs?
Operating costs are the costs of running your food service. These are the
expenses you have for preparing, obtaining, delivering, and serving meals.
Operating costs include what you pay for:
• processing, transporting, • kitchen utilities
storing, and handling food • supervision of children • salaries of cooks, site • site clean-up
personnel, and other food • transporting children
service workers
to and from rural sites • utensils, plates, and other • meals that may be
nonfood supplies
served to SFSP workers • maintenance and rented and volunteers
items, such as kitchen
equipment or trucks
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Your State agency makes two calculations to compute payments of operating
costs. The State agency will compare the two amounts and pay you the
smaller value, which will be either:
your actual documented
food service costs or
the number of
meals served to
eligible children
the operating
X payment rate
What Are Administrative Costs?
Administrative costs are the costs you have for activities related to planning,
organizing, and administering the program. These expenses should be
included in your approved budget. They are completely separate from the
costs of food production and service.
Administrative costs include your program's share of:
• salaries of supervisory • building utilities
staff, monitors, trainers, • insurance costs
and office employees • postage • rental of offices, office • audits
equipment, and cars • travel costs • office supplies
Your State agency makes three calculations to compute your administrative
payments. The State agency will make a comparison, and pay you the lowest
of those three values, which will be either:
your actual
documented
administrative or
costs
the number of
meals served
to eligible
children
the
X administrative
payment rate
or
the approved
budget in
your sponsor
agreement
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Remember, SFSP is a nonprofit food service program for children. You will
not be able to receive more than your actual program costs. In fact, payments
to some sponsors are less than actual costs.
Sponsors must be prepared to manage their food service programs carefully,
and add other resources to their programs, if necessary.
Closely monitor all of your costs to ensure that you do not spend more than
your reimbursement. You are responsible for the over costs, if your expenses
are more than your reimbursement.
In Closing ...
.... So, are you ready to make a difference in the lives of children in your
community?
The need for good nutrition is crucial for children to have safe and productive
summers. Make summer a nutritious and healthy experience for the children
in your community.
Remember, our children are our future. They deserve our best. Give the
children in your community your best with the Summer Food Service
Program.
Visit our website at
www.summerfood.usda.gov
Everyone Wins
With Summer Food!
••• • •
MAR 1 6 2004
Unlver&,ty f No ,, Caro ina
at Greensboro
••• ••••
Children have nutritious meals that they might
not otherwise receive .
•
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Parents stretch food dollars and know that
their children are receiving healthy
meals in a supportive environment.
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Food service
workers
have summer employment.
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Organizations receive funds to provide meals to
complement already scheduled
programs, such as day camps, sports
activities, Bible study, and educational
tutoring.
Communities provide safe places for children to go
to be with other children and with
supportive adults.
Visit our website at www.summerfood.usda.gov
Home Economics and Household Collection
