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July–August 2020 COVID-19 Reimbursement


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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 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.

You will need to evaluate the agency’s financial needs and overall COVID-19 impact for July and August 2020. If you determine that your agency was negatively impacted and could benefit from additional reimbursement to cover fixed expenses, you are encouraged to apply. Alternatively, if you determine that reimbursement increased due to additional meals served or meal types served receiving higher reimbursements, you will likely not need to complete this application to submit a disaster claim.

The 2020 Budget Act, Sec.118 allows for COVID-19 disaster claims to include July and August of Fiscal Year 2020–2021. The CDE previously released the Prop 98 COVID-19 Disaster Application on July 1, 2020, that requested school closure information for March 2020 through the end of the 2019 fiscal year, or June 30, 2020. The purpose of this new July and August 2020 COVID-19 Disaster Application is for program operators to provide the CDE with COVID-19 disaster information specifically for the months of July and August 2020.

This July and August COVID-19 online application is strictly for COVID-19 Disaster Relief. If your agency experienced another type of federal or state declared disaster, such as wildfires or extreme weather conditions, please complete the CDE Application for Meal Reimbursement During Disaster (DOC). Closure days associated with non-COVID-19 disasters should not be included in this COVID-19 disaster application.  

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 that supports the meals and expenditures claimed in this application.

Availability of Funding

Reimbursement through this application is contingent on available Proposition 98 funds. Approved COVID-19 disaster relief payments will be made from the state’s General Fund. Disaster claims are not currently an authorized use of federal funds.

Application Requirements

The July and August 2020 COVID-19 Disaster Application includes two parts:

  • An Excel document titled COVID-19 Disaster Claim Detail Form for July and August 2020, which requires specific site-level information for July and August 2020 claim months. Please fill out this Excel form prior to beginning the online application. You may need to refer to it in order to ensure the information within the Excel form is identical to the information provided within the July and August 2020 COVID-19 online disaster application.

  • A July and August 2020 COVID-19 online application that allows sponsors to submit general information related to the July and August 2020 disaster claim.

Information entered in the online application and the Excel Claim Detail Form must reconcile. 

Providing inconsistent data will delay the CDE’s review of applications, and cause a delay in payments for applicants state-wide. Please verify the following prior to submitting the online application and Excel Claim Detail Form:

  • Number of Closed Sites indicated on the online application is the same as the number of closed sites listed in the Excel Claim Detail Form.

  • If All Sites Closed is indicated on the online application, the Excel Claim Detail Form should indicate that all sites were closed.

  • If Some sites were closed and others were open and serving meals, the Excel Claim Detail form should only list those sites that were closed and not serving meals.
Application Timeline

The final filing date for this application is October 30, 2020, but program operators are encouraged to submit applications as soon as possible.

The final filing date for March through June claims has been extended to October 30, 2020. For more information please visit the March–June 2020 Prop. 98 COVID-19 Reimbursement web page.

Application Instructions

Use the steps below to complete the two-part July and August 2020 COVID-19 Disaster Application:

Part 1: Complete the Claim Detail Form
  • Before you begin, ensure you have pertinent details available, such as your Child Nutrition Information and Payment System (CNIPS) ID Number, Site names and site ID numbers, Closure dates, and Number of days closed.

  • Download the July and August 2020 Claim Detail Form (XLSX).

  • Carefully review the Instructions tab.

  • Fill out the Claim Detail tab by inputting details regarding individual sites that were closed.

    • If all sites were closed, you only need to complete the first row within the Claim Detail tab.

    • Do not include sites that served a reduced or increased number of meals.

    • Do not list sites that were closed due to wildfires, extreme weather conditions, or other "non-COVID-19" disasters.

  • Save the form according to the instructions. You will not submit this form to the CDE until after Part 2 (below) is complete.
Part 2:  Complete the online application for COVID-19 Disaster Relief
  • Before you begin, ensure you have the Claim Detail form for July and August 2020 available from Part 1 (above)

  • Access the web-based July–August Prop 98 COVID-19 Disaster Application

  • Provide the requested information within each screen.

  • Certify.

  • Save and Print the completed responses for your records.

  • Submit.

  • Email the completed Claim Detail Form Excel document to NSDDisasterClaims@cde.ca.gov and include the following information in the subject line: (1) your county name, and, (2) CNIPS ID.

Once the online application is submitted and you have emailed the completed Claim Detail Form to the CDE, your disaster claim for July and August 2020 is complete. Your assigned Nutrition Fiscal Services Analyst may contact you at a later date 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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