Welcome! Summer Food Service Program Sponsor Training 2010.
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Transcript of Welcome! Summer Food Service Program Sponsor Training 2010.
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Welcome!Welcome!
Summer Food Service ProgramSponsor Training
2010
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AgendaAgenda
• Overview of the Summer Food Service Program (SFSP)
• Planning and Administering the Program
• How to Apply to SFSP
• Required Documents and Recordkeeping
• SFSP Resources
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SFSP OverviewSFSP Overview
BackgroundBackground
• Provides Free, Nutritious Meals to Low-income Children
• Children Must be 18 Years and Under
• Operates when School is not in Session
• Federally Funded, Administered through State Agencies
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SFSP OverviewSFSP Overview
MichiganMichigan• Michigan Department of Education
Acquired Administration of Program in 2004
• Advocates:• Food Banks• Legislators• Lobbyists• United Way
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SFSP OverviewSFSP Overview
Help is NeededHelp is Needed
• Only 16 percent of Michigan’s Eligible Children Receive Free Meals in the Summer
• Low Participation in Rural Areas
• We need more:
• Sponsors
• Sites
• Participation
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SFSP OverviewSFSP Overview
Sponsoring OrganizationsSponsoring Organizations• Accept Financial and Administrative
Responsibility• Must be Capable of Managing Food Service• Sponsors:
Complete paperwork Arrange for meals
Train and monitor sitesOversee site operations
Submit claims for reimbursement
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Section 1: TimelineSection 1: Timeline• March - April• May• One month before start of meal service• Two weeks before start of meal service• First week of meal service• Each day• End of each week• Within first four weeks• Submitting a claim• End of program
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Section 2: Applying to SFSPSection 2: Applying to SFSP
• Applications due three weeks prior to first operating day or May 1 whichever comes first
• Applications processed online through Child Nutrition Application Program (CNAP)
• Found at http://michigan.gov/meis
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Before the ApplicationBefore the Application
• A Valid MEIS Account• A Completed Security Access Form• A Computer with an Internet Connection
• Web Browser• Microsoft Internet Explorer 6.0• Netscape 4.0 or higher
• JavaScript and Session Cookies enabled for the Web Browser
• Adobe Acrobat 4.0+
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Michigan Education Information Michigan Education Information System (MEIS)System (MEIS)
• MEIS - location for links to the Security Agreement, Application (CNAP) and Claim Form
• To access CNAP, a MEIS account must be created:http://michigan.gov/meis
• Click on the black and white MEIS logo
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MEIS User Management SystemMEIS User Management System
Account Creation starts with the User Management System
The login is used to update information once an account has been created
Click on the link: Create a MEIS Account
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Create a MEIS Account inCreate a MEIS Account inFour Easy Steps – Step 1Four Easy Steps – Step 1
Do NOT create a new MEIS Account if you already have one!
Click Create a MEIS Account
Enter the first and last name of the user account to be created.
Click the Proceed to Step 2 button.
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Create a MEIS Account - Step 2Create a MEIS Account - Step 2
Disregard
Add the basic biographical information
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Complete the security questions used to verify identity if password is forgotten
Create a MEIS Account - Step 3Create a MEIS Account - Step 3
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Verify the account information you have provided and click the Create New MEIS Account button
Create a MEIS Account - Step 4Create a MEIS Account - Step 4
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Confirming Your MEIS AccountConfirming Your MEIS AccountThe final screen will confirm your account.
Hint: Print this page for your records.
Hint: Change your password immediately.
Warning: Passwords are case-sensitive.
You will be able to access CNAP once your MEIS account has been authorized in the system. For help with MEIS
MDE/CEPI Help Desk
(517) 335-0505
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Submit Security AgreementSubmit Security Agreement• Security Agreement:
http://michigan.gov/mde
• Fax to Ruby Zavala: 517-373-4022
• SFSP – CNAP access usually available within
24 hours
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CNAP Authorization StructureCNAP Authorization StructureLevel 3 - Enter/Certify• Can Enter/Edit information and Certify applications• Can initiate applications• Can assign lower security levels (levels 1 and 2) to allow other
users to edit or view• Submit, modify and delete applications and amendments
Level 2 - Enter/Edit• Can Enter/Edit information on application pages• Can initiate applications
Level 1 - Read-Only• Can View all parts of the application• Cannot input or edit any information
MEIS accounts are required for all levels.
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Logging Into CNAPLogging Into CNAP
To Login to CNAP:• Enter your MEIS Login and Password in
the text boxes on the CNAP Login page• Click the Login button
If you have questions, phone Ruby Zavala at (517) 373-0420.
Once your Security Access Form has been submitted and approved, you can use your MEIS Login and Password to login to CNAP.
Remember, the MEIS password is Case Sensitive.
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Applying to SFSPApplying to SFSPCNAP On-lineCNAP On-lineNow let’s go to the web www.michigan.gov/meis and look at the SFSP CNAP
Summer Food Service Program Child Nutrition Application Program
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SFSP ApplicationSFSP ApplicationFinal StepsFinal Steps
Remember to:
• Mail in copy of letter to health department and any indicated attachments
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Section 3 - Required Forms Section 3 - Required Forms PacketPacket
• Site Change Form- for temporary changes only
• Field Trip Notification Form
• Submit Site Change and Field Trip Forms either on-line at www.michgian.gov/sfsp or by fax to (517) 373-4022.
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Section 4- Civil RightsSection 4- Civil Rights
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Section 5 -Production RecordsSection 5 -Production Records
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Section 6 - Administrative Section 6 - Administrative Guidance ManualGuidance Manual
Page 8 - Administrative Guidance Manual
• Planning the Program
• Administering the Program
• Food Service Management Companies
• Reference Section
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Planning the ProgramPlanning the Program
EligibilityEligibility
Page 12
Management responsibilities
cannot be delegated below the
sponsor level
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Planning the ProgramPlanning the Program
EligibilityEligibilityA single sponsor may sponsor different types of sites:
• Open Sites• Restricted Open• Closed Enrolled• Camps: Residential and Nonresidential• Migrant Sites• NYSP Sites
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Planning the ProgramPlanning the Program
Evaluating and SelectingEvaluating and SelectingSponsors and SitesSponsors and Sites
Page 25
• Evaluating an area
• Selecting sites• Properly equipped• Meet state and local health standards
• Site supervision
• Serving capacity
• Site activities
• Sponsor/Site agreement
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Planning the ProgramPlanning the Program
Evaluating and SelectingEvaluating and SelectingSponsors and SitesSponsors and Sites
Page 30• Permanent Agreement• Pre-Operational Requirements
• Health and Sanitation• Notify the local health department in
writing of all prospective site locations• Arrange for prompt trash removal
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Planning the ProgramPlanning the Program
Meal ServiceMeal Service
Page 32-33
• Sponsor self-preparation
• Obtain meals from School Food Authority (SFA)
• Obtain meals from a Food Service Manage-ment Company
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Planning the ProgramPlanning the Program
Meal ServiceMeal ServicePage 33
Commodities
• Sponsors preparing meals on-site or at central kitchen
• Sponsors receiving their meals from a participating National School Lunch Program
• SFAs that procure their SFSP meals from the same FSMC that competitively provided their most recent NSLP or SBP meals
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Planning the ProgramPlanning the Program
Meal ServiceMeal ServicePage 34-35
Meal Pattern Requirements
Breakfast• One serving of milk• One serving of vegetable or
fruit or full strength juice• One serving of grain or
bread• A meat or meat alternate is
optional
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Planning the ProgramPlanning the Program
Meal ServiceMeal Service
Meal Pattern Requirements
Lunch or supper
• One serving of milk• Two or more servings of vegetables/fruits• One serving of grain or bread • One serving of meat
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Planning the ProgramPlanning the Program
Meal ServiceMeal ServiceMeal Pattern Requirements
• Snack
Two food items, each from a different food component. Remember, juice cannot be served when milk is served as the only other component.
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Planning the ProgramPlanning the Program
Meal ServiceMeal Service Meal Pattern Exceptions
• School sponsors may use NSLP meal pattern• Offer vs Serve
Page 38
Leftover Meals or Components
• Monitor site reports of attendance, waste, and cost• Total number of second meals cannot exceed 2% of first
meals served for all sites in claiming period. • Sharing tables
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Planning the ProgramPlanning the Program
Meal ServiceMeal ServicePage 39
Meal Requirements
• Same meal pattern to all children• Meals eaten on site• All children eat one meal before a child is served
a second complete meal• Adhere to local health regulations• Make arrangements for inclement weather• Serve meals during the agreed meal service times
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Planning the ProgramPlanning the Program
Meal ServiceMeal ServicePage 40-41
Time Restrictions
• 3 hours between the beginning of one meal service and the beginning of another
• 4 hours between lunch and supper
• Supper before 7:00 p.m. end by 8:00 p.m.
• Lunch and Supper < 2 hour serving time
• Breakfast and Snacks < 1 hour
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Planning the ProgramPlanning the Program
Page 42-43
• Food Safety Rules
Page 44
• Staffing Responsibilities
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Planning the ProgramPlanning the Program
StaffingStaffingPage 44-46
• USDA Recommends One Monitor for Every 15-20 Sites
• Factors which Affect Staffing
• Rural vs. urban location
• Opening and closing dates
• Part-time, volunteer staffing
• Size of program
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Planning the ProgramPlanning the Program
ApplicationApplicationPage 47
Federal Regulations/Application Requirements
• How applications are approved
• What to check for on the agreement before signing
• What happens if an application is denied
• What a Sponsor may appeal
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Administering the ProgramAdministering the ProgramPage 57
Training• Monitoring• Civil Rights • Program Payments• Recordkeeping• Administrative
Reviews• Post Program • Evaluation
Regulations
Federal
State Local
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Administering the ProgramAdministering the Program
TrainingTrainingPage 57• Training
One of sponsor’s major requirements
• No food service site may operate until personnel at the site have attended sponsor training
• At a minimum, sponsors should cover all the topics listed in Attachment 15
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Administering the ProgramAdministering the Program
Page 61
• Accurate Point-of-Service Counts Critical!
• Suggested to notify local health inspectors of training
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Administering the ProgramAdministering the Program
MonitoringMonitoringPage 63• Pre-Operational Visit for new and
problem prone sites
• Site Visit • At least once during first week• Ensures food service is operating
smoothly• Do not have to stay for entire meal
period
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Administering the ProgramAdministering the Program
MonitoringMonitoring• All site reviews and visits must be
documented.
• Site/Monitor Review• Determines if site is meeting program
requirements• Review entire meal period
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Administering the ProgramAdministering the Program
MonitoringMonitoringPage 65
Monitor Reports
Monitor needs retraining if:
• Not all questions on the report answered• Monitor rarely note problems, no comments• No follow-up on suspicious patterns• Corrective action not followed up on• Fails to make adjustments in meal orders when
attendance exceeds meals and vise versa• Monitor arrives at site late, does not stay for meal
service
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Administering the ProgramAdministering the Program
MonitoringMonitoring
Site Re-Training• Discussion of issue and planned action
• Continuous targeting of problem sites• Graduated response
• Focus of Site Training• Instruction on use of forms• Seriousness of issue• Penalties
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Administering the ProgramAdministering the Program
Civil RightsCivil Rights
Page 66
• What are the Civil Rights requirements?
• What racial and ethnic data must I collect?
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Administering the ProgramAdministering the Program
Civil RightsCivil RightsRequirements
• Inform potential participants, particularly minorities of the availability of SFSP
• Display nondiscrimination poster• Offer reasonable effort for translation• Inform public of program upon request• Non-discrimination statement and instructions for filing
complaint• Meals served to all attending children regardless of race,
color, national origin, gender, age, and disability• All children have equal access to services and facilities
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Administering the ProgramAdministering the Program
Civil RightsCivil Rights
Racial/Ethnic Data
• Determine the number of eligible participants by racial/ethnic category for the area served.
• Data retained for three years
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Administering the ProgramAdministering the Program
Program PaymentsProgram Payments
• Program Payments found in Chapter 4 page 68
• Key To Reimbursement - Section 10• Major Change for 2010- Sponsors cannot combine
claims!
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SFSP SimplifiedSFSP SimplifiedAccounting ProcedureAccounting Procedure
Simplified Summer Feeding Program
• Michigan included
• Simplified cost accounting procedure
• Eliminate the operating and administrative cost comparison required by law and regulations
• Sponsors receive maximum operating and administrative reimbursement.
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Administering the ProgramAdministering the Program
Recordkeeping - Chapter 5Recordkeeping - Chapter 5
Page 77
Records must be kept on:• Meal counts• Operating costs• Administrative costs• Funds accruing to the program• Training records• Visits and reviews
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Administering the ProgramAdministering the Program
RecordkeepingRecordkeeping
Page 78
Operating Costs• Receiving reports• Purchasing invoices• Records of any returns,
discounts, credits• Inventory records• Canceled checks
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Administering the ProgramAdministering the Program
RecordkeepingRecordkeepingPage 81
Administrative Cost
Costs incurred by the sponsor for activities related to:
planning, organizing, and administering the program
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Administering the ProgramAdministering the Program
RecordkeepingRecordkeeping
• Checklist of records to obtain/keep found on page (Attachment 22)
• Record Retention• 3 years following the submission date of the
final claim for reimbursement.• 3 years + current year• No unresolved audit findings
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Administering the ProgramAdministering the Program
Administrative Reviews –Administrative Reviews –Chapter 6Chapter 6
Page 85
• Violations of program requirements
• How to create a corrective action plan
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Food Service Management Food Service Management Companies (FSMC) – Part IIICompanies (FSMC) – Part III
• What is a FSMC?• Vended Sponsors may not contract
management of: • Meal ordering• Official recordkeeping• Submitting claims• Training and monitoring administrative/site staff• Announcement of meals to media• Determining income eligibility
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Meal Pattern RequirementsMeal Pattern Requirements• Meal pattern requirements for the meals
you serve• Ways to add variety to your menus• Foods and their nutrient contributions• How to make substitutions for children with
special needs• Serving vegetarian meals• What to do about food allergies
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Section 7 –Section 7 –Nutrition GuidanceNutrition Guidance
Page 21 Meal Pattern Requirements - Traditional
• Breakfast - 1 milk,1 fruit or vegetable, 1 grain
• Lunch/Dinner - 1 milk, 2 fruits or vegetables, 1 grain, 1 meat
• Snack - 2 different components
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Meal PatternsMeal Patterns
Page 21
Sample Portion Sizes (Lunch)
• Milk = 1 Cup
• Fruit/Vegetable = ¾ cup
• Bread/Grain = 1 serving/1 slice
• Meat = 2 oz.
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Meal ServiceMeal Service
Page 22 – Endnotes
1) Fruit and vegetable juice
2) Breads, grains and cereals
3) Cooked lean meat or poultry or fish
4) Nuts and seeds
5) Yogurt
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Meal ServiceMeal ServicePage 23-27
Meat and Meat AlternatesFruits VegetablesGrains and BreadsMilk
Menu Ideas to Increase Variety
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Meal ServiceMeal ServicePage 28
Meat and Meat Alternate
• Required for lunch and supper
• Cooked Lean Meat • Alternates – dry beans, peas, eggs, PB, cheese
• Nuts and Seeds• Fulfill requirements for snack• ½ requirement for lunch or supper
• Yogurt• No homemade• No frozen
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Meal ServiceMeal ServicePage 29
Vegetables and/or FruitsProvides important vitamins and
nutrientsGood breakfast items with Vitamin CDried fruits for varietyLunch and supper require two servingsDrained veg, non-drained fruitDon’t serve juice if milk is only other component for snacks
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Meal ServiceMeal ServicePage 30
Grains and BreadsWhole grain, enriched Made from WG, enriched flour, meal, cerealProvides important nutrients and
variety of tastesReminders
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Meal ServiceMeal ServicePage 31
MilkFor breakfast can be served as a
beverage, on cereal or for bothUse low fat milks in recipes when
appropriatePage 32
Other foodsGood and Bad
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Meal ServiceMeal ServicePages 33-34Meal Substitutions for Children with Special
NeedsStatement signed by licensed
physician
Vegetarian MealsAt your discretion, “customer service”
issue
Food Allergies and Intolerances
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Meal ServiceMeal Service
Meal Pattern Review• This?
• 2 oz. roast beef• 2 slices whole wheat
bread• ¼ cup cucumber• ½ cup strawberries• ½ pint milk
Meal Pattern Review• Or This?
• 2 oz. roast beef• 2 slices whole wheat
bread• ¼ cup cucumber• ½ cup strawberries• ½ cup orange juice
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Meal ServiceMeal Service
Meal Pattern Review• This?
• ½ medium baked potato• 1 oz. cheese• ¼ cup chopped broccoli• ¼ cup pinto beans• ¼ cup sliced peaches• ½ pint milk
Meal Pattern Review• Or This?
• ½ medium baked potato• 1 oz. cheese• ¼ cup chopped broccoli• ¼ cup cooked pinto beans• 1 dinner roll• ½ pint milk
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Meal ServiceMeal Service
Meal Pattern Review• This?
• 1 hamburger bun• 1 oz. ground beef patty• 1 oz. cheese• ¼ cup coleslaw• ½ cup orange wedges• ½ pint milk
Meal Pattern Review• Or This
• 1 hamburger bun• 1 oz. ground beef patty• 1 tbsp. ketchup• ¼ cup coleslaw• ½ cup orange wedges• ½ pint milk
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Section 8 –Section 8 –Monitor’s GuideMonitor’s Guide
• Less detailed version of the Administrative Guide
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Section 9 – SiteSection 9 – SiteSupervisor’s GuideSupervisor’s Guide
• Expectations of Site Supervisor – page 4
• Do’s and Don’ts – page 15-16
• Excellent Training Resource
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Section 10 - Program PaymentsSection 10 - Program Payments
“The Key to Reimbursement”• Claim form instructions
and information
Links located on: • http://michigan.gov/sfsp or• Claim form login screen
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Program Payments – Claim FormProgram Payments – Claim Form
• Access the claim form:
http://michigan.gov/meis• Child Nutrition Programs • Claim Forms
Click on:• Summer Food Service
Program (SFSP) –
SM-4012-SF
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Submit Claims On Time!Submit Claims On Time!
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Program Payments - Program Payments - Questions?Questions?
• Security Agreement Form Assistance
Ruby Zavala: (517) 373-0420
E-mail: [email protected]
Fax: (517) 373-4022
• Claim Form Assistance
Pam Miller: (517) 373-1074
E-mail: [email protected]
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Section 11Section 11
• Residential Camps• Application• Meal Counts
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You Are Trained!You Are Trained!
• Next step, one-to-one pre-operational visit with an MDE representative