Field Trips in the Summer Food Service Program

Background

On September 19, 2022, the U.S. Department of Agriculture (USDA) announced the Final Rule: Streamlining Program Requirements and Improving Integrity in the Summer Food Service Program (SFSP).

The Final Rule redesignated Title 7, Code of Federal Regulations (7 CFR), Section 225.6(i)(7)(v), which allows program operators to claim reimbursement only for meals specified in the state-sponsored agreement at an approved site, unless the requirements in the newly codified 7 CFR, Section 225.16(g) are met. With advanced notice to the California Department of Education (CDE), Section 225.16(g) of 7 CFR allows for program operators to receive reimbursement for meals served away from an approved site such as during field trips.

Meals Served Away from Approved Locations

Program operators may be reimbursed for meals served on field trips when the following conditions are met:

1. The program operator notifies the CDE in advance of meals being served away from the approved site (7 CFR, 225.16[g][1][i]). A site field trip form must be submitted for each field trip to the CDE through the Child Nutrition Information and Payment System (CNIPS).
   
2. All program requirements in 7 CFR 225.16(g), including applicable state and local health, safety, and sanitation standards are met. Program operators must ensure that complete reimbursable meals are served and counted at the point of service during the field trip and that meals served are supported with proper documentation, such as meal count forms, delivery receipts, and menu production records.
3. Program operators continue to operate open sites at the approved location on the day of the field trip. If this is not possible, then the CDE may permit an open site to close, in which case the sponsor must notify the community of the change in meal service and provide information about alternative open sites (7 CFR, 225.16[g][1][iv]).

Note: All meals must still be served at the approved meal service time(s), unless a change is approved by the CDE in advance of meal service.

Notification Requirements for Field Trips

In accordance with 7 CFR 225.16(g)(2), the CDE requires the following advance notice for field trips:

• If an open site remains open on the day of the field trip, or for closed-enrolled sites, the program operator must notify the CDE two business days in advance of the field trip.
  

• If an open site needs to close on the day of the field trip, the program operator must notify the CDE seven business days in advance of the field trip to ensure the community is properly notified of the site closure.

If the program operator does not provide the required advance notice listed above, then the CDE may determine that meals served on the field trip are not reimbursable (7 CFR 225.16[g][2]). To prevent loss of reimbursement, program operators must ensure that field trip forms are submitted to the CDE through CNIPS by the deadlines listed above.

Resources

The complete Final Rule and a correction is available at the National Archives and Records Administration website, respectively Federal Register: Streamlining Program Requirements and Improving Integrity in the Summer Food Service Program (SFSP) at https://www.federalregister.gov/documents/2022/09/19/2022-20084/streamlining-program-requirements-and-improving-integrity-in-the-summer-food-service-program-sfsp and Federal Register: Streamlining Program Requirements and Improving Integrity in the Summer Food Service Program; Correction at https://www.federalregister.gov/documents/2022/12/27/2022-28103/streamlining-program-requirements-and-improving-integrity-in-the-summer-food-service-program.

Contact Information

If you have questions regarding this subject, please contact the Summer Nutrition Programs and Grants Unit by email at SFSP@cde.ca.gov.