How can I participate in SFSP?

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There are two ways an organization may participate in the Summer Food Service Program (SFSP) to provide children with summer meals: as a sponsor or as a site.

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).

A site (or meal site) is a location where children actually eat their meals. Sites contract with as CE to sponsor them, not with TDA.

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

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

Click here for information on becoming a meal site.
Click here to learn more about the role of a CE in SFSP.

Applying as a CE

Below is a chart of forms and documents that must be submitted to TDA Food and Nutrition (F&N) to apply for the SFSP. TDA has an Internet-based system, Texas Unified Nutrition Programs System (TX-UNPS), which CEs use to submit applications, file claims and manage the nutrition programs they operate.

Click Here to download a Step-by-Step Guide to Submitting an SFSP Application

Application Timeframe and Deadlines

January 15, 2013: First day that SFSP application packets may be submitted to TDA using TX-UNPS.

March 15, 2013: Last day to submit SFSP applications to TDA if applicant is requesting advance payments. Applications submitted after this date will not be eligible to receive advance payments for summer 2013. Advance payments are requested, by eligible month, after your application has been approved.

April 15, 2013: Last day to submit SFSP applications to TDA for all new applicants and all renewing CEs determined by TDA to need a more thorough application review. Renewing CEs subject to this deadline will be informed via email by TDA on or about March 1, 2013, and April 1, 2013, if they have not already submitted applications at that time. If you have questions about if your organization must meet this deadline contact your TDA regional office at 1-877-TEX-MEAL (1-877-839-6325).

May 1, 2013: Last day to submit SFSP applications for all other renewing CEs.

Apply Early! There are incentives for submitting your application before the deadlines:

Greater chance of your requested sites being approved
Adequate time to handle any application issues prior to staring summer operations
Your pick of USDA Foods (if requested/eligible)

CEs will receive reimbursement only for meals that are served after they have been formally approved by TDA to operate the SFSP for 2013. CEs must be certain that they have been approved before they begin their meal service.

Steps to Applying as a CE

1. New CEs complete and submit the SFSP Pre-Eligibility Form to gain access to TX-UNPS

Go to the TX-UNPS website at https://txunps1.texasagriculture.gov
Click on “Interested in Applying” under the Links heading.
On the left side of the page, select “Pre-Eligibility SFSP” and read the text.
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.

2. Application Packet and Checklist Items

In addition to completing the online portion of the application packet, CEs are required to submit additional information identified as “Checklist Items.” Every CE will not have to submit every Checklist Item. Please read carefully to determine which Checklist Items you are required to submit. It is the CEs 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.

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.

3. 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.

Signatures

Only an authorized representative that has been 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).

Additional Tips for Success

Download the Tips for Success brochure for additional pointers for running a successful program.

TX-UNPS Application Screens

Screen Name	Required for New CE	Required for Renewal CE	Additional Information
SFSP Contracting Entity Application	×	×	Complete this screen. Note: You may 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	×	× If applicable	All new CEs must complete this screen. All renewing private non-profit CEs must complete this screen.
SFSP Management Plan	×	×	Complete this screen. Note: You may 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 form a central kitchen, you must complete this screen for each location where food is prepared.
SFSP Site Field Trip List	× If applicable	× If applicable	Complete the screen for each field trip you are requesting. This may be done at the time of application or at least ten (10) 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 application packet, with all supporting documentation, by March 15, 2013, 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 CEs which 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

Download Form	Required for New CEs	Required for Renewal CEs	Additional Information
Permanent Agreement	×		Each organization applying for its first Child Nutrition Program must complete and submit one original Permanent Agreement.
Permanent Agreement Contracting Entity Specific Amendment	× If applicable	× If applicable	Each existing CE that is new to SFSP must complete and submit a Permanent Agreement Contracting Entity Specific Amendment.
Direct Deposit Authorization (74-176)	×	× If changed	Complete and submit to receive direct deposit of your reimbursement.
Application for Texas Identification Number (AP-152)	×		Must be completed and submitted. 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 the 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	×		Must be completed and submitted. 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 with Confirmation	×	×	Complete and submit one copy with confirmation of receipt of letter. 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.
Copy of Media (News) Release – Open Sites	×	×	Complete and submit one copy for any Open or Restricted Open Sites you apply to operate. The public (news) release must list the following information for all open or restricted open sites: 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.
Copy of Media (News) Release – Enrolled Sites and Camps	×	×	Complete and submit one copy for any Closed-Enrolled and Camp Sites you apply to operate. The public (news) release must list the following information for all closed-enrolled and camp sites: 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.
Commodity Agreement	× If applicable	× If applicable	If you do not currently have a Commodity Agreement 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	×	× If applicable	New Private Non-profit Organizations must complete and submit one original with all supporting documentation. Renewal CEs may be asked to verify previously submitted VCA information or to complete the 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)	× 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)	× If applicable	× If applicable	If you will be inviting food service management companies to bid for the furnishing of unitized meals and the bid is greater than $25,000, 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.

Send completed applications to one of the following:

Send completed applications to one of the following:

MAKE SURE YOUR CE NAME AND CE ID IS ON ALL DOCUMENTS SUBMITTED

KEEP A COPY OF ALL DOCUMENTS SUBMITTED TO TDA

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 March 14, 2013

Watch a short SFSP video:

in English
in Spanish

View USDA’s 2013 Expanding Summer Food Webinar Series

The Texas Department of Agriculture’s Food and Nutrition Division is funded by the U.S. Department of Agriculture, Food and Nutrition Service. In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992 (Voice). Individuals who are hearing impaired 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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