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March–June 2020 Prop. 98 COVID-19 Reimbursement


Coronavirus (COVID-19) Main Web Page

The California Department of Education (CDE) is providing program operators, including, school districts, county offices of education, charter schools, residential childcare institutions, and private schools participating in the National School Lunch Program (NSLP), School Breakfast Program (SBP), Seamless Summer Option (SSO), and Summer Food Services Program (SFSP) which have sites that have been temporarily closed and/or meals served have been reduced due to the COVID-19 pandemic emergency, a reimbursement to offset fixed expenses, such as salaries and benefits, that continue to accrue during the temporary closure, pursuant to the 2020 Budget Act, Sec 118.

Compliance

All records pertaining to the NSLP, SBP, SSO, and SFSP must be kept in compliance with California Education Code Section 33421, and Title 7, Code of Federal Regulations, Section 210.23(c). The records must include, but are not limited to, a copy of the state or federal disaster or emergency declaration signed by the President of the United States or Governor of California and other documentation which support the meals and expenditures claimed in this application.

Availability of Funding

Reimbursement through this application is contingent on available funds. Approved COVID-19 disaster relief payments will be made from the state’s General Fund or from the Federal Trust Fund in accordance with the federal Coronavirus Aid, Relief, and Economic Security (CARES) Act, if CARES Act funds are made available to the CDE for this purpose.

Application Requirements

It is imperative that only one application is submitted for each program operator to ensure timely processing and accurate disaster claim reimbursement. The Application for COVID-19 Disaster Relief Reimbursement includes two parts: (1) A web-based application that allows sponsors to submit general information related to the disaster claim and (2) An Excel document titled COVID-19 Disaster Claim Detail Form, which requires information related to impacted sites and days of closure.

Application Timeline

Program operators may submit this application on behalf of all or some of the agency sites that experienced temporary closures or reduced meal service from March 1, 2020, through June 30, 2020, due to the COVID-19 pandemic emergency. The final filing date for March through June claims has been extended to October 30, 2020, but program operators are encouraged to submit applications as soon as possible. If the information you provide to the CDE in the application changes or needs to be corrected, you must contact your Nutrition Fiscal Services Analyst directly to ensure the most accurate information is evaluated for disaster relief reimbursement. The CDE will also be collecting disaster claim information for the months of July and August. Please visit the July–August 2020 Prop. 98 COVID-19 Disaster Reimbursement web page for instructions on completing this additional application.

Assessing COVID-19 Impact

The COVID-19 pandemic may have impacted your individual sites in various ways. Program operators have experienced complete closures across all sites, sites with reduced meal service, sites with increased meal service, and some sites that have not been impacted at all. When completing the COVID-19 Claim Detail Form, you are only required to list those sites that saw complete closures or reduced meal service.

The United States Department of Agriculture (USDA) has allowed program operators to serve Summer Food Service Program (SFSP) or Seamless Summer Option (SSO) meals on weekends or previously scheduled days off, such as Spring Break and teacher workdays due to the COVID-19 pandemic. View the full USDA memorandum External link opens in new window or tab. (PDF). When completing the COVID-19 Claim Detail Form, please include all approved operational days where meals were served in order for the CDE to accurately account for your total operating days.

Frequently Asked Question (FAQs)

In order to provide clarity regarding the Prop 98 COVID-19 Disaster Application process and COVID-19 pandemic relief funding information, the CDE has prepared a Prop 98 COVID-19 Disaster Application FAQs web page. Whether a program operator has already submitted an application or not, all program operators are encouraged to review the FAQs to ensure their application was submitted accurately. Topics include:

  • How to complete the web-based application
  • How to complete the Claim Detail Form
  • Available funding for COVID-19 pandemic relief
  • Payment information
Before Completing the Application
  1. Review the Prop 98 COVID-19 Disaster Application FAQs.

  2. Gather pertinent details needed in order to complete the web-based application and subsequent Claim Detail Form, including:
    1. CNIPS ID Number
    2. Vendor Number
    3. Closure Event details: Were all sites closed? Were all sites open and serving reduced meals? Were open sites area eligible?
    4. Number of sites impacted (i.e. closed completely or open and serving reduced meals, etc)
    5. Impact dates (i.e. dates that sites were closed completely or open and serving reduced meals, etc).
    6. If meals were approved and served on weekends and/or holidays, these should be included in the number of days claimed
    7. Details regarding your efforts made to serve meals during closures
    8. Details regarding other funding sources you may have sought relief from
Application Instructions

Use the steps below to complete the application:

Part 1: Complete the Prop 98 COVID-19 Disaster Application
  1. Access the web-based Prop 98 COVID-19 Disaster Application

  2. Provide the requested information within each screen. Make note of the Next Steps screen, which advises that a COVID-19 Disaster Claim Detail Form must be completed and submitted after the web-based application is submitted
    1. Please note, although this process requires that only one application be submitted per program operator, we understand that due to corrections or updates, a subsequent submission may be required. Please advise your Nutrition Fiscal Services Analyst immediately if you anticipate completing a subsequent submission.

  3. Certify your application

  4. Save and print your completed application for your records

  5. Submit
Part 2: Complete the COVID-19 Disaster Claim Detail Form

After you submit the web-based application, you will receive confirmation by email that your application was received and that additional actions are needed. If you do not receive this email within 24-hours, please email NSDDisasterClaims@cde.ca.gov and include the following information in the subject line: (1) your county name, and, (2) CNIPS ID. Provide the date/time of your application submission and the assigned Nutrition Fiscal Services Analyst will contact you in 2-3 business days.

Once you receive the email confirmation, it will contain a link to the required form.

  1. Download the March –June COVID-19 Disaster Claim Detail form (XLSX).

  2. Carefully review the Instructions tab.

  3. Fill out the Claim Detail tab by inputting details regarding individual sites that were impacted.
    1. If all sites were impacted in the same way (either all closed completely or all served a reduced number of meals), you only need to complete the first row within the Claim Detail tab.

  4. Save the form according to the instructions.

  5. Email the form to NSDDisasterClaims@cde.ca.gov and include the following information in the subject line: (1) your county name, and, (2) CNIPS ID.

  6. Once the form is submitted to the CDE, your application is complete. Your assigned Nutrition Fiscal Services Analyst may contact you at a later date with questions they might have regarding the information within the Application or Claim Detail Form.
Contact Information

If you have any questions regarding this application, please email NSDDisasterClaims@cde.ca.gov and include the following information in the subject line: (1) your county name, and, (2) CNIPS ID.

Questions:   Nutrition Services Division | 800-952-5609
Last Reviewed: Friday, September 25, 2020
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