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Reimbursement Claim One-Time Exception

Nutrition Services Division Management Bulletin
Purpose: Policy, Beneficial Information

To: All Child Nutrition Program Sponsors

Number: NSD-CNP-01-2010

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

Date: April 2010

Subject: Reimbursement Claim One-Time Exception Submission Deadline

Reference: NSD Policy Memorandum No. 84-222, July 1984, “Claim Submission Deadline Policies”; NSD Management Advisory No. 92-123, October 1992, “Reimbursement Claim One-Time Exception Policy Change”; and USDA All Points Bulletin: SPS 92-40, April 1992

This Management Bulletin (MB) announces the submission deadline requirements for a reimbursement claim one-time exception.

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 FNS [United States 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 sponsors of School Nutrition, Child and Adult Care Food, and the Summer Food Service Programs approval to submit a request for a one-time exception once every 36 months. The CDE currently permits sponsors to use the one-time exception every 36 months.

The CDE is modifying this policy to limit the use of the one-time exception to the federal fiscal year in which the claim was late and requires the exception request be submitted to the CDE by December 15 following the applicable federal fiscal year (October 1 through September 30). For example, ABC Agency does not submit its January 2010 claim for reimbursement by the March 20, 2010, 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 Nutrition Services Division by December 15, 2010.

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, at 916-327-5457 or by e-mail at

Questions:   Nutrition Services Division | 800-952-5609
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