(877)TEX-MEAL
How can I participate in SFSP?

There are several ways an organization may participate in the Summer Food Service Program (SFSP) in order to provide children with summer meals.

1. A sponsor (referred to as a Contracting Entity or “CE”) contracts directly with the Texas Department of Agriculture (TDA) for overall management of operations at one or more sites (also called “meal sites”). An organization is eligible to apply to be a CE if it is a governmental entity, a public or private non-profit school, a public or private non-profit residential camp, or a private non-profit organization (tax exempt under the Internal Revenue Code of 1986, as amended). Below you will find more information on application and program requirements to participate as a CE.

The administrative requirements of the SFSP are rigorous. In order to most effectively participate, TDA strongly recommends that non-profit organizations that have never participated in SFSP before, and/or that have never administered federal programs before, operate their first SFSP year as a meal site. They are welcome to transition to a sponsor role after successful participation as a site for a minimum of one year.

Click here to watch the SFSP Orientation video.

2. A site (or meal site) is a location where children actually eat their meals. Sites contract with a CE to sponsor them, not with TDA. Click here for information on becoming a meal site.

3. Volunteers help with duties like transporting food and setting up or cleaning up a site, They may also plan and do educational or recreational activities with the children who attend the site. Use this 2013 CE list to contact a sponsor in your area to help support program operations this year.  

Helpful decision-making tools and brochures can be found under Outreach Tools.

Click here to learn more information about the role of CEs and sites in SFSP.

 

Applying as a CE

Texas Department of Agriculture (TDA) will only review complete applications for approval or denial. The following page provides application deadlines and important information to help you understand what is included in an approvable SFSP application.

TDA has an Internet-based system, Texas Unified Nutrition Programs System (TX-UNPS), which CEs must use to submit applications, file claims, and manage the nutrition programs they operate. For TX-UNPS assistance click here.

 

ABOUT THE SFSP APPLICATION PROCESS

 

Only completed SFSP application packets that are submitted by the applicable deadline will be processed.  

When you submit your application, TDA will determine if the application is complete (as defined below). You will be notified no later than the 15th day from the date the application packet was submitted in TX-UNPS if it is not complete. Your notification will advise on needed changes in order to have a complete application on file for processing. 

 

The overall application process may require multiple iterations.  Also, keep in mind – the CE will not be reimbursed for meals served prior to the date the application is approved.

 

What is a complete application?

A complete application means you have submitted everything that is required, on the appropriate form for the program you wish to operate, and that all the appropriate fields on all of your forms are filled out.  (Complete does not mean that all sites must be included. Once the initial application is approved, CEs can add sites at any point, as needed.)

 

Once your application is complete TDA has 30 days of the receipt (submission date) of a complete application, which will be your most recent application submission date, to review and approve or deny the application.
 

SFSP Application Timeframe and Deadlines

January 15, 2014: Access to SFSP application packet opens in TX-UNPS. 

March 15, 2014:  Deadline for CEs requesting an advance payment.

April 15, 2014: Deadline for new CEs or a renewing CE in need of a more thorough review.

May 1, 2014:  Deadline for renewing CEs.

 

REMINDER: CEs must be in good standing and maintain their good standing with the State of Texas Secretary of State (SOS) and the Office of the Comptroller of the State of Texas (Comptroller) while they're applying to participate and while participating in any of the federal nutrition programs administered by the TDA. Failure to maintain good standing status with either the SOS or Comptroller will result in denial of the application, and/or the CE being declared seriously deficient (which may lead to termination of a CE's Permanent Agreement).


SFSP Application Packet Components

1.    Online: TX-UNPS Application Screens: electronic sections of the application in TX-UNPS that must be correctly completed by the application deadline.

2.    Required Documents/Checklist Items: one or more forms that must be completely and correctly filled out and submitted by the application deadline. Some of the checklist items may ask you to submit additional documentation to support information provided on a form.

 

Prior to Applying as a CE: FOR NEW SPONSORS ONLY

Complete and submit the SFSP Pre-Eligibility Form and FND-101, Certificate of Authority for External Users, to gain access to TX-UNPS.    

  • Go here to read about pre-eligibility for SFSP.
  • If you believe your organization is eligible to participate in the SFSP, click on the link “SFSP Pre-Eligibility Form” at the bottom of the page.
  • Complete and submit the form.
  • TDA will email the requestor form FND-101, Certificate of Authority for External Users, with instructions to complete and submit.
  • Every new organization is given a CE ID and each authorized individual is given a User ID and Password for accessing the system.  

This process can take up to 7 business days. 

STEPS TO APPLYING AS A CE

 1.  Complete the Application Packet in TX-UNPS and Submit Checklist Items

 In addition to completing the online portion of the application packet, CEs are required to submit additional information identified as “Checklist Items.”

  • The chart below will assist CEs in determining which Checklist Items you are required to submit. The type of CE applying determines which items are required.
  • It is the CE's responsibility to review all application materials and to submit all items required for their application.
  • Any form or document that is not submitted online in TX-UNPS must be completed in ink or other non-erasable print, and contain the CE Name and CE ID. Read all form instructions before completing the form.
  • CE must keep a copy of all documents submitted to TDA as well as the fax or email (or other documentation) to confirm when the documents were sent to TDA.

2.  Attend Required Training

The CE’s supervisory personnel responsible for the food service must attend TDA’s required SFSP training prior to starting program operations. Personnel will complete training based on your agency type and prior participation, if applicable. To learn more about training and to determine which specific TDA SFSP course is required for your organization, go to Summer Feeding Program Training.


How to get help with the application process
 

Throughout the application approval process, technical assistance may be provided via the Comments to Contracting Entity field, and/or via telephone, and/or via email. It is the CE's responsibility to address all noted issues/items and actively pursue the technical assistance that is available and offered to them in order to correct the application packet and resubmit it to TDA.

Technical assistance is available by contacting your TDA Regional Offices.
 

Please mention to the receptionist that you are calling for assistance with SFSP.

TDA Hotline: (877) TEX-MEAL

Region 1: El Paso Office (915) 834-7520

Region 2: Dallas Office (817) 321-8100

Region 3: Houston Office (713) 921-8201

Region 4: San Antonio/Austin (210) 820-0288

Region 5: San Juan (956) 787-8866 ext. 204

If you have questions on application packet deadlines, please reach out for technical assistance or clarification well in advance.

 
IMPORTANT INFORMATION

Signatures

Only an authorized representative that is currently authorized on form FND-101,Certificate of Authority for External Users, can sign program-related documents for your organization.

If you need assistance, or a paper application, please contact TDA at (877) TEX-MEAL. (877-839-6325). 

TX-UNPS Application Screens

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Screen Name

Required for New CE

Required for Renewal CE

Additional Information

SFSP Contracting Entity Application

×

×

You may also be required to submit government issued ID, with picture, and proof of home address for the person listed as the Primary Authorized Representative.

SFSP Budget Detail

×

×

All CEs must complete this screen.

SFSP Management Plan

×

×

You may also be required to submit government issued ID, with picture, and proof of home address for the person listed as the Board Chairman.

SFSP Food Production Facility List

×

×

If any of your sites are vended or receive meals from a central kitchen, you must complete this screen for each location where food is prepared.

SFSP Site Field Trip List

×
If applicable

×
If applicable

For each field trip request, complete a separate screen. This may be done at the time of application or at least fifteen (15) days prior to field trip date.

SFSP Site Application

×

×

Complete this screen for each site you apply to sponsor.

Advance Request

×
If applicable and eligible

×
If applicable and eligible

If you are requesting an advance payment, you must complete the advance request screen for each eligible month that you are requesting an advance. This can be done only after your application packet has been approved.

NOTE: You must submit your complete and correct application packet, with all supporting documentation by March 15, 2014, to be eligible for an advance payment.

Annual Audit

×
If applicable

×
If applicable

All CEs that may be subject to the Single Audit Act are required to complete the Annual Audit screen indicating their fiscal year and any other federal funds they receive.

NOTE:
Any CE that is a Military Installation, Indian Tribe, or Government Agency and is a Federal entity is not required to complete and submit the Annual Audit screen.

Required Documents/Checklist Items

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Download Form

Required for New CEs

Required for Renewal CEs

Additional Information

Permanent Agreement
PDF icon

×

 

Each organization applying for its first Child Nutrition Program must complete and submit one original Permanent Agreement.

Permanent Agreement Contracting Entity Specific Amendment
Word DOC icon

×

If applicable

×

If applicable

CEs participating in other child nutrition programs (CACFP, NSLP) that are new to SFSP must also complete and submit a Permanent Agreement Contracting Entity Specific Amendment.

Direct Deposit Authorization (74-176)
PDF icon

×

×

If changed

Complete and submit to receive direct deposit of your reimbursement.

Application for Texas Identification Number (AP-152)

PDF icon

×

 

If you are providing a Employer Identification Number (EIN) on the Application for Texas Identification Number (Form AP-152), you must provide a copy of the document from the Internal Revenue Service (IRS) that establishes your organization's EIN. A copy of the letter from the IRS issuing the EIN or a copy of the payment coupon with the EIN on it, is acceptable.

Pre-Award Civil Rights Compliance Review
Word DOC icon PDF icon Instructions Icon

×

If applicable

 

 

Only new CEs that do not already have a Permanent Agreement are required to submit this form. This form is used to provide Civil Rights information required to determine if an organization is eligible for participation.


NOTE
: The total ethnicity and racial breakdown must each equal the total participation. Example: If you estimate 100 participants, 100 participants must be categorized by ethnicity, and 100 participants must be categorized by race.

Health Department Letter

×

×

Send a copy of each letter to each health department that has jurisdiction over the sites that you propose to sponsor. 


This letter must list the following information for all sites in the health department’s jurisdiction:
  • Name of the site
  • Street address of the site
  • Meal(s) being served
  • Time of meal service operation
  • Beginning and end dates and days of meal service operation

Media Release – All Site Types

Not required

Not required

TDA does a Statewide media release on behalf of all SFSP sponsors.

NOTE: If you submit a copy of a media release that you intend to do on your own behalf, it will be discarded by staff and will not be reviewed for completeness and accuracy by TDA. 

Commodity Agreement
PDF icon

×

If applicable

×

If applicable

If you do not currently have a Commodity Agreement (version dated February 2014) and wish to receive USDA Foods, you must complete and submit one original. A signed copy will be returned to you after TDA approves your application.

 

NOTE: CEs eligible to receive USDA Foods under the SFSP include

  • CEs preparing meals onsite or at a central kitchen.
  • CEs purchasing meals from a School Food Authority (SFA) that participates in the National School Lunch Program (NLSP).
  • SFAs that procure their SFSP meals from the same food service management company that competitively provided their most recent NSLP and/or School Breakfast Program (SBP) meals.

Viability, Capability and Accountability (VCA) Checklist
Word DOC icon PDF icon

×

×

If applicable

New Private Non-profit Organizations must complete and submit one original form with all supporting documentation. Renewing CEs may be asked to verify previously submitted VCA information or to complete a VCA Checklist again.

 

NOTE: If you are a new private non-profit applicant to SFSP, but already participate in the Child and Adult Care Food Program (CACFP) and are in good standing (have not been found to be seriously deficient in operating the CACFP), you are not required to complete this form.

FND-101, Certificate of Authority for External Users
 

×

×

If changes

Complete and submit this form to identify the officials designated to act on behalf of the CE. These individuals will also be given access, as designated, to TX-UNPS.

Method for Collecting Payment and Additional Assurances form

 

(Form H1506-A, Additional Assurances for Camps and Other Enrollment Programs that Charge Separately for Meals; Collection of Payment Options for Programs that Charge Separately for Meals)
Word DOC icon PDF icon Instructions Icon

×

If applicable

×

If changes

Complete and submit one original, if applicable.

Copy of vending agreement, contract and bid summary, and if applicable Invitation for Bid or Request for Proposal, or Extension

 

(Summer Food Service Program – Invitation for Bid and Contract)        

Word DOC icon  PDF icon

×

If applicable

×

If applicable

If you will be inviting food service management companies to bid to furnish unitized meals and the bid is greater than $50,000, complete and return one copy. If you are in the renewal year of a contract, you must submit contract extension documentation.

 

NOTE: Does not apply to School Food Authority applicants that have a FSMC contract for NSLP/SBP that includes SFSP.

Agreement to Provide Food Service

×

If applicable

×

If applicable

If the meal service method of any of your sites is “Vended by School Food Authority” or “Vended by another SFSP Contracting Entity,” submit a copy of the agreement to provide food service.

 

NOTE: See Administrative Guidance for Sponsors – Attachments for a sample Agreement.

Bureau of Indian Affairs Letter

×

If applicable

×

If applicable

 

If Eligible Method (question 28) of the SFSP Site Application is Bureau of Indian Affairs Letter, submit statistics on the population from one of the 12 Bureau of Indian Affairs area offices.

Migrant Organization Letter

×

If applicable

×

If applicable

If Eligible Method (question 28) of the SFSP Site Application is Migrant Organization Letter, submit information obtained from the migrant organization that certifies that the site serves a majority of children of migrant workers.

Homeless Site Information

×

If applicable

×

If applicable

 

If Eligible Method (question 28) of the SFSP Site Application is Homeless Site Information, submit information that demonstrates that site is not a residential child care institution; description of method used to ensure that no cash payments or other in-kind services are used for meal service; and certification that site only claims meals served to homeless and non-homeless children.

 

NOTE: Residential child care institution means any public or private nonprofit institution which operates principally for the care of children. The term “residential child care institution” includes, but is not limited to: homes for the mentally, emotionally or physically impaired, and unmarried mother and their infants; group homes; halfway houses; orphanages; temporary shelters for abused children and for runaway children; long-term care facilities for chronically ill children; and juvenile detention centers.

SUBMITTING DOCUMENTATION TO TDA:

Make sure your CE Name and CE ID are on every page of every form/document that is submitted. Keep a copy of all forms/documents submitted to TDA.

Send completed forms/documents to one of the following. TDA strongly recommends that you utilize email or fax as mailing documents may delay receipt: 

Email to SFSP.BOps@TexasAgriculture.gov

Fax to 888-223-8645

Mail to
Texas Department of Agriculture
Food and Nutrition
Attn: F&N Business Operations – Applications
P.O. Box 12847
Austin, Texas 78711

Overnight to
Texas Department of Agriculture
Food and Nutrition
Attn: F&N Business Operations – Applications
1700 North Congress Ave.
Austin, Texas 78701

Revised April 8, 2014

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 program.intake@usda.gov.

 

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.

Copyright© by Texas Department of Agriculture