How To Become a Summer Food Sponsor

Thank you for your interest in becoming a New Mexico Summer Food Service Program (SFSP) sponsor. Below is an overview of the requirements, documentation, and steps involved in the approval process.

Sponsor Eligibility

A variety of organizations are eligible to become sponsors in the Summer Food Service Program (SFSP). Sponsors must have the administrative and financial capacity to run the program and ensure compliance with all federal and state regulations. All sponsors must meet basic program requirements, demonstrate the ability to manage meal service, and comply with monitoring, financial, and record-keeping standards. Eligible entities include:

  • Local Government Agencies
    Cities, counties, tribal governments, municipalities or municipal departments that provide community services.
  • Private Nonprofit Organizations, 501 (c)(3) Organizations
    Nonprofit community centers, youth organizations, housing authorities, faith-based groups, or charitable organizations that serve children.
  • Public or Private Non-profit Residential Camps
    Camps serving children who meet income eligibility criteria. These sponsors may qualify to serve meals only to enrolled participants.
  • Public or Private Nonprofit Colleges or Universities
    Higher education institutions that run summer food programs for children in their community.
  • Public or Private non-profit School Food Authorities (SFAs) must be in good standing with the Public Education Department. SFAs in good standing do not need to submit a management plan.

Sponsor Classification

Sponsor classification (rural or urban, congregate or non-congregate) must be determined by service area. Rural/urban designation is established using the USDA Rural Designation Mapper:

USDA Rural Designation Mapper

General Classification Guidance

  • CEP Status (Community Eligibility Provision):
    If a School Food Authority operates under CEP, this status may streamline eligibility determinations and can demonstrate the community’s overall level of need. CEP data helps confirm that the sponsor serves populations with a high percentage of low-income households.
  • Tribal Data:
    Tribal entities or sponsors operating within tribal jurisdictions may be determined eligible based on tribal community data. Tribal demographic information can support eligibility, influence rural classification, and determine whether additional flexibility or special considerations apply.
  • Census Information:
    Census data is used to verify socioeconomic conditions, identify areas of need, and establish whether a site or sponsor qualifies for specific program allowances. Census indicators may also contribute to determining rural/urban status when the USDA mapper results require additional verification.

Together, these elements; CEP status, tribal data, census indicators, rural/urban location, and service model; help create a full picture of the sponsor’s classification. This classification guides program requirements, allowable service options, and the level of oversight needed.

Required Documentation

All new sponsors must provide the following:

  • Completed State of NM W-9 form
  • IRS letter (sample letter) verifying Tax Identification Number
  • Banking information for reimbursement setup

Operational Details

Sponsors must submit operational information to support program oversight and approval:

  • Kitchen Location: Identify the site where meals will be prepared.
  • Meal Sites: Sponsors estimate the number of meal sites they plan to operate.
  • Pre-Approval Visits: The state will conduct required pre-approval visits. Meal sites may only become active after these visits are completed.

Nutrition Requirements

  • Nutrition is a core component of the SFSP.
  • Sponsors are asked to provide a compliant 2-week cycle menu.
  • Menus must include supporting Child Nutrition Labels (CN labels) and/or product formulation statements for all applicable items.

Reimbursement Rates

  • Reimbursement is determined by the number of meals served to the children multiplied by the USDA rate per meal type. Sponsors receive the funds through the New Mexico Early Childhood Education and Care Department (ECECD).
  • SFSP reimbursement rates are generally higher than the Seamless Summer Option (SSO) rates.
  • Updated rates are released early each year and distributed on our website under Program Forms as soon as they become available.

Mandatory Training

  • Mandatory state agency sponsored training is held every March.
  • Training dates are TBD and will be announced as soon as dates are determined.
  • The application portal opens after training is completed.

EPICS Portal Access

  • Once approved, sponsors receive EPICS login credentials.
  • All applications are completed in EPICS, and staff are available to provide assistance and support throughout the process.
  • Meal counts and claims are entered and submitted through the EPICS Portal.

Approval Timeline

  • Financial processing takes approximately 4–6 weeks.
  • New sponsors should plan accordingly to ensure their program launch timeline aligns with this processing window.