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Reimbursement Claim One-Time Exception

Nutrition Services Division Management Bulletin

Purpose: Policy, Beneficial Information

To: Child Nutrition Program Sponsors

Attention: Food Program Managers, Executive Directors, Food Service Directors, Business Officials, and Administrators

Number: CNP-08-2014

Date: June 2014

Reference: Nutrition Services Division (NSD) Policy Memorandum 84-222: Claim Submission Deadline Policies, July 1984; NSD Management Advisory 92-123: Reimbursement Claim One-Time Exception Policy Change, October 1992; and U.S. Department of Agriculture All Points Bulletin: SPS 92-40, April 1992

Supersedes: Management Bulletin NSD-CNP-01-2010, April 2010

Subject: Reimbursement Claim One-Time Exception Submission Deadline Policy

This Management Bulletin (MB) clarifies submission deadline requirements for a reimbursement claim one-time exception and the December 15 deadline. This MB supersedes MB NSD-CNP-01-2010, issued in April 2010.

In accordance with Title 7, Code of Federal Regulations, sections 210.8(b)(1), 225.9(d)(6), and 226.10(e), a final Claim for Reimbursement shall be postmarked or submitted to the state agency not later than 60 days following the last day of the full month covered by the claim. Claims not postmarked and/or submitted within 60 days shall not be paid with program funds unless otherwise authorized by the U.S. Department of Agriculture (USDA), Food and Nutrition Service.

In accordance with USDA All Points Bulletin: SPS 92-40, issued on April 22, 1992, the California Department of Education (CDE) has the discretion to grant approval to sponsors of school nutrition programs, the Child and Adult Care Food Program, and the Summer Food Service Program that submit a request for a one-time exception to the reimbursement claim deadline once every 36 months.

The CDE limits the use of the one-time exception to the federal fiscal year (October 1–September 30) in which the claim is late, and requires agencies to submit their request for a one-time exception, including complete and acceptable corrective action plan documentation, to the Nutrition Services Division (NSD) no later than December 15 following the applicable federal fiscal year.

If the CDE approves a one-time exception reimbursement claim, agencies must also certify and submit the one-time late exception reimbursement claim in the CDE’s Child Nutrition Information and Payment System (CNIPS) no later than December 15.

For example, ABC Agency does not submit its January 2014 claim for reimbursement by the April 1, 2014, claim submission deadline. It has not submitted a one-time request in the past 36 months. If ABC Agency decides to use its one-time exception, it must submit the request to the NSD, and then once the request for exception is approved by the NSD, certify and submit the claim in the CNIPS no later than December 15, 2014.

Please note that this policy is not applicable when the sponsor has a Certified Public Accountant audit supporting a late adjusted claim. If you have any questions regarding the one-time exception process, please contact Mia Gardner, Analyst, Program Integrity Unit, by phone at 916-327-5457 or by e-mail at

Questions:   Nutrition Services Division | 800-952-5609
Last Reviewed: Wednesday, July 2, 2014

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