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Texas Department of Agriculture, Summer Meal Programs Banner
Programs > Summer Meal Programs > Policy/Handbooks
Policy and Handbooks for Summer Meal Programs
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Policy Updates and News   

All the most current resources you need to successfully operate the Summer Meal Programs are available here. TDA keeps this page updated with any new policy updates and news, including the following:

  • Handbook release notices with update summaries
  • Form release notices
  • Brand new policy updates that haven’t yet been updated within the handbooks
  • FAQs and other resources, as required

Please bookmark this page and check back periodically.


May 18, 2025 - USDA Issues Guidance on Using Federal Funds to Purchase Local Foods

On May 6, USDA issued Policy Memo SP 11-2025, CACFP 09-2025, SFSP 05-2025, Using Federal Funds to Purchase Local Foods. The purpose of this memorandum is to remind schools, sponsors, and institutions participating in any U.S. Department of Agriculture (USDA) Child Nutrition Program (CNP), including  the National School Lunch Program (NSLP), School Breakfast Program (SBP), Fresh Fruit and Vegetable Program (FFVP), Special Milk Program for Children (SMP), Child and Adult Care Food Program (CACFP), Summer Food Service Program (SFSP), and the Seamless Summer Option (SSO), of the many ways they can purchase local foods to serve in Program meals. Sourcing and serving locally grown foods, and other farm to school activities, such as taste testing, gardening, and agriculture education, can infuse new energy and vision into CNP operations, support community health, create new opportunities for American farmers, invest Federal dollars in local economies, and strengthen strategies to encourage healthy choices.

The memo is located at:
 https://www.fns.usda.gov/schoolmeals/federal-funds-purchase-local


 

May 18, 2025 - Continuing Appropriations Act 2025: Effect on Child Nutrition Programs (CNPs)
Congress recently signed a Full-Year Continuing Appropriations and Extensions Act for 2025 that includes three provisions affecting the CNPs. In response to this, USDA released policy memo SP 13-2025, Full-Year Continuing Appropriations and Extensions Act, 2025: Effect on Child Nutrition Programs on May 14, 2025, detailing the effect of the Act on the CNPs, which includes the following:

 

  • Crediting of Vegetables at Breakfast: school food authorities (SFAs) participating in the School Breakfast Program (SBP) may credit any vegetable offered in place of fruit without including vegetables from other subgroups in the weekly menus through the end of the current school year. Beginning SY 2025-2026, consistent with the Final Rule – Child Nutrition Programs: Meal Patterns Consistent with the Dietary Guidelines for Americans, 2020 - 2025, schools that offer vegetables in place of fruit at breakfast more than once per week must offer at least two vegetable subgroups per week.
  • Prohibition on the Use of Chicken and Seafood from China: the Act extends the current provision preventing program funds from being used to procure raw or processed poultry or seafood products from the People’s Republic of China through September 30, 2025.
  • Paid Lunch Equity (PLE) Exemption: the Act continues the exception of PLE requirements into SY 2025-2026 for SFAs with zero or positive balances in their nonprofit food service accounts as of June 30, 2024. Only SFAs with negative balances in their nonprofit food service accounts must complete PLE requirements for SY 2025-2026.


You can access the full memo here: https://www.fns.usda.gov/cn/appropriations-act-2024-effect



May 7, 2025 - RELEASE: Revised SFSP Supplemental Handbook
An updated SFSP Supplemental Handbook has been released and posted on the Summer Meals Policy/Handbook SquareMeals page. All updates are highlighted in yellow within the document and noted in the Log of Chapter updates at the front of the document. The most substantive updates reflect recent changes to 2 CFR 200, the increase to the federal Simplified Acquisition Threshold, and clarification around proof of financial viability.


May 6, 2025 - Public Notification of Request to Waive Congregate Summer Feeding in Cases of Extreme Heat or Poor Air Quality Conditions
TDA is submitting to USDA a request for discretion to waive congregate feeding requirements at outdoor SFSP or SSO sites experiencing extreme heat or poor air quality conditions. If approved, TDA will allow sites in good standing that provide proof of a heat advisory, excessive heat watch, excessive heat warning, or "purple" Air Quality Index to claim meals intended to be consumed offsite. Included in this waiver request are parent pick-up and meal service time flexibilities.

February 14, 2025 - RELEASE: Summer 2025 Rural Non-Congregate FAQs
TDA has published new Summer 2025 Rural Summer Non-Congregate FAQs on the Summer Non-Congregate SquareMeals page. This document serves as the primary "handbook" for operators who serve non-congregate meals in rural areas. While most of the requirements have not changed since last summer, TDA has revised guidance and/or clarified some key topics based on USDA's guidance in January. All substantive updates from last year are highlighted in yellow within the FAQs. TDA will continue to update the FAQs in the coming months as new guidance is received and new resources are developed.



February 14, 2025 - RELEASE: Revised SFSP Participant Notification Prototypes
The following revised SFSP participant notification prototypes have been posted to SquareMeals to reflect updated 2024-2025 Income Eligibility Guidelines:

  • Participant Notification of SFSP Meals - Closed Enrolled Site - NON-AREA ELIGIBLE
  • Participant Notification of SFSP Meals - CAMP SITE
  • Participant Notification of SFSP Meals - CONDITIONAL NON-CONGREGATE SITE


These prototypes can be found on the Summer Meal Programs Administration/Forms page: https://squaremeals.org/Programs/Summer-Meal-Programs/Administration-Forms

 

February 10, 2025 - RELEASE: School Data for Area Eligibility Report
TDA must, on an annual basis, publish a list of schools participating in the National School Lunch Program (NSLP) in which at least one-half of the children are eligible for free or reduced-price meals. The School Data for Area Eligibility 2024-2025 report, based on October 2024 claims data for non-CEP schools and the April 2024 CEP ISP report for CEP schools, has been posted to SquareMeals in the following locations:

 

  • http://www.squaremeals.org/Programs/ChildandAdultCareFoodProgram/CACFPAdministrationamp;Forms.aspx
  • http://www.squaremeals.org/Programs/SummerFeedingPrograms/SummerFeedingAdministrationamp;Forms.aspx
  • https://squaremeals.org/Programs/National-School-Lunch-Program/Administration-Forms


 

February 4, 2025 - WEBINAR: 2025 Summer Non-Congregate Feeding
On February 27, 2025, at 2:00 pm CST, TDA will be hosting an in-depth webinar on the requirements, flexibilities, and best practices related to rural non-congregate summer feeding. To attend, click the following link
: https://us02web.zoom.us/j/81130608739. The link will also be posted on the Summer Non-Congregate Feeding page.

 

February 4, 2025 - RELEASE: Summer 2025 Non-Congregate Request Form and Associated Monitoring Forms
The Summer 2025 Non-Congregate Request Form for sites wishing to operate rural SFSP or SSO non-congregate sites this summer is now available on the
 Summer Non-Congregate Feeding page. The following associated resources are also available on that page:

 

  • Summer Non-Congregate Site Eligibility Map
  • Monitoring form prototypes: 
    • SFSP Pre-Operational Review
    • SFSP First Two Week Site Visit Form
    • SFSP Onsite Monitoring Form
    • SSO Onsite Monitoring Form

Summer 2025 Frequently Asked Questions will be available soon. Please familiarize yourself with all rural non-congregate requirements prior to applying and keep checking the Summer Non-Congregate Feeding page for continued updates in the coming weeks and months.


January 19, 2025 - 2025 Summer Food Service Program Reimbursement Rates Published
USDA has published the Summer Food Service Program (SFSP) reimbursement rates for 2025. The new rates, which reflect a 3.6% increase from 2024, are published on the Summer Meals Reimbursement Rates page on SquareMeals.


November 20, 2024 - Updated Guidance Related to Accepting Processed Product Documentation for Meal Pattern Requirements
USDA's Food and Nutrition Service (FNS) has released a policy memo that provides program operators of the child nutrition programs (CNP), including the National School Lunch Program, School Breakfast Program, Child and Adult Care Food Program, and the Summer Food Service Program, with additional information and clarification on the state agency monitoring process regarding the: 1) Child nutrition (CN) label, 2) Watermarked CN label, and 3) manufacturer’s Product Formulation Statement (PFS). This memorandum also reflects updates to the CN Label Verification System and provides clarification on the date of authorization found on the CN label versus the “Valid Until” date on the CN Label Verification Report. This memo is located at:
 https://www.fns.usda.gov/cn/labeling/guidance-accepting-processed-product-documentation.TDA will add any clarifying guidance to Program Handbooks in future updates.



November 6, 2024 - RELEASE: Updated Pre-Award Civil Rights Compliance Review Form
The Pre-Award Civil Rights Compliance Review Form must be completed by new Contracting Entities (CEs) in all Child Nutrition and Household Programs prior to being approved for participation. This form has recently been updated to clarify that visual observation to obtain estimated racial/ethnic data is not allowable in CACFP and SFSP. Note that it is not explicitly prohibited in any other program at this time. The form has also been updated with additional sources that a prospective CE may use to obtain the estimated data for the upcoming program year. The updated form is available in TX-UNPS and on each applicable program's Administration/Forms page.


November 6, 2024 - Crosswalk of 2 CFR 200 Updates Posted on SquareMeals
On October 25, TDA posted news on SquareMeals about updates to 2 CFR 200. While most updates are non-substantive in nature, some operators have requested to see a full list of the 560 changes to the regulation. Click here to see a USDA-provided crosswalk of all changes to 2 CFR 200.



October 25, 2024 - Updates to Federal Financial Regulations (2 CFR 200)
On October 1, 2024, a Final Rule was implemented that made significant updates to 2 CFR 200. While most changes appear to not affect the Nutrition and Household Programs administered by TDA, there are several changes that will impact our operators, including:

  • Equipment threshold increased from $5,000 to $10,000. This means that as of October 1, 2024, only equipment purchases of $10,000 or more require a Capital Expenditure request.
  • The single audit threshold has increased from $750,000 to $1,000,000. This means that any operator that expends more that $1,000,000 in Fiscal Year 2025 will need to conduct a single audit. Note that any operator that expended more that $750,000 in FY 2024 will also need a single audit.
  • For the few operators using the de minimis indirect cost rate, the percentage of modified total direct costs used to derive the rate has increased from 10% to 15%, and the threshold of federal reimbursement factored into the modified total direct cost amount has been increased from $25,000 to $50,000.
  • The aggregate amount of unused supplies (including computers under $10,000 each) that an operator can retain or sell at the time of closeout has been increased from $5,000 to $10,000. Note that if the amount is over $10,000, TDA will be entitled to a percentage of the fair market value of the supplies or the amount received in the sale of those supplies.



August 28, 2024 - USDA offers additional guidance and best practices for obtaining racial/ethnic data
On Monday, August 26, 2024, the USDA Food and Nutrition Service (FNS) released memorandum
CACFP 12-2024, SFSP 16-2024, Questions and Answers Related to CACFP 11-2021, SFSP 07-2021, Collection of Race and Ethnicity Data by Visual Observation and Identification in the Child and Adult Care Food Program and the Summer Food Service Program – Policy Rescission -Set 2. This memorandum offers guidance to help Program operators comply with the Federal requirement to collect race and ethnicity data from Program participants. Remember that visual observation is not allowable to determine this information. While TDA has a resource on the SFSP and CACFP Administration/Forms pages that will assist in collecting this information, operators may utilize alternate or additional methods as described in this police memo.



April 30, 2024 - RELEASE: Updated SFSP Supplemental Handbook
TDA has released an updated SFSP Supplemental Handbook, featuring numerous updates, including material incorporated from USDA's handbook. All updates are listed in the table at the beginning of the document, and updated content is highlighted in yellow throughout. Note that consolidation of USDA's handbook and TDA's Supplemental Handbook will be ongoing throughout the year.


USDA Summer Food Service Program (SFSP) Handbooks  Minimize 
To read the Summer Food Service Program (SFSP) handbooks, visit the USDA SFSP handbooks page at https://www.fns.usda.gov/sfsp/administration-guide.


TDA Summer Food Service Program (SFSP) Supplemental Handbook  Minimize 

Within the TDA SFSP Supplemental Handbook (updated May 7, 2025), TDA provides additional guidance that clarifies and/or supplements policy provided by USDA in the Administrative Guidance for Sponsors (AGS) and policy memos. Note that TDA is currently in the process of consolidating information from USDA's SFSP Handbook with information currently in the SFSP Supplemental Handbook so that SFSP operators have a single handbook to reference for program guidance.


USDA Policy Memos  Minimize 
USDA Food and Nutrition Service (FNS) issues policy memoranda to provide guidance on implementing SFSP. Click here to see these memos on the USDA site.



FNS Instruction 796-4, Rev. 4 and Tip Sheet  Minimize 
  • FNS Instruction 796-4 Rev 4, Financial Management - Summer Food Service Program for Children
  • Tip Sheet - Assessing Costs in the Summer Food Service Program (SFSP)


State and Federal Law Concerning F&N Programs  Minimize 
  • Texas Administrative Code, 4.1: General Procedures
  • Texas Administrative Code, 4.25: Special Nutrition Programs
  • Texas Administrative Code, 4.26: Food and Nutrition Division
  • Texas Administrative Code, 4.26.E: Appeal Procedures for F&N

Seamless Summer Option (SSO) Policy  Minimize 
For guidance on operating the SSO, CEs should refer to Section 11 of the Administrator’s Reference Manual (ARM) by clicking here. This section of the ARM also provides guidance on the Texas Summer Mandate.



Is a food item creditable? Find out with the Food Buying Guide

Assistance available in English and Spanish. Please call 877-TEX-MEAL (877-839-6325) for help. Additional translations services available as well.

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/ad-3027.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

1. Mail:
U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410; or
2. Fax: (833) 256-1665 or (202) 690-7442; or
3. Email: program.intake@usda.gov.
This institution is an equal opportunity provider.
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