Approval typically requires 4–6 weeks after financial processing.

W-9 Form, IRS tax ID verification letter, and banking information.

No, SFAs in good standing with the Public Education Department are exempt from the requirement to submit a management plan.

Yes. Sponsors must estimate their anticipated number of sites and complete required pre-approval visits.

Use the USDA Rural Mapper: https://www.fna.usda.gov/sfsp/mapping-tools/rural-designation

A proposed kitchen must meet basic operational and food safety guidelines to support compliant meal production. Sponsors should identify a kitchen that:

• Has adequate refrigeration, storage, and preparation space.
• Meets local health department codes and can provide documentation when requested.
• Can support the number of meals expected daily without compromising food quality or safety.

During the approval process, the state may request verification or conduct a visit to ensure the kitchen can safely support the size and scope of the planned program operations.

Pre-approval visits are required for each meal site before it becomes active. During the visit, state staff will:

• Verify the physical location and ensure it aligns with the information provided in the application.
• Assess whether the site is appropriate for meal service, including safety, accessibility, and supervision considerations.
• Review anticipated meal service procedures, staffing, and capability to follow SFSP rules.
• Confirm rural/urban status if needed and ensure the meal site fits the selected service model (congregate or non-congregate).

These visits are designed to provide guidance and ensure the site is ready to operate successfully.

Sponsors can reach out to the state Nutrition Team for guidance on developing menus and securing required Child Nutrition (CN) labels and/or product formulation statements. Support may include:

• Assistance creating a compliant 2-week cycle menu.
• Reviewing product documentation to ensure items meet USDA meal pattern requirements.
• Providing resources or examples of CN labels and acceptable documentation.

Contact information for the nutrition support team is typically provided during training and is also available through the program office.

SFSP allows sponsors to operate either congregate or non-congregate meal service models depending on federal and state approval.

• Congregate sites require children to consume meals on-site in a supervised setting.
• Non-congregate sites allow children to take meals off-site (sometimes referred to as grab-and-go), but these options must be specifically approved and are typically limited to rural areas or special circumstances defined by USDA guidance. Sponsors must indicate their chosen model in their application and ensure all meal service practices comply with current USDA regulations.

Mandatory State training occurs every March, with dates and training information announced ahead of time.

Access is granted after initial required documentation is approved.

Yes, SFSP typically offers higher rates.

A 2-week cycle menu, supporting CN labels and/or product formulation statements.

Summer Food Program staff are available for assistance and ongoing support.

Entering meal counts and claims in EPICS involves a series of steps that help ensure accurate reporting and timely reimbursement. After receiving EPICS login credentials, a sponsor will have access to all sponsor and site-level reporting tools. Select each active meal site and enter the number of meals served for breakfast, lunch, snack or supper (as applicable)

Yes. Sponsors must follow specific timelines for entering both daily meal counts and monthly claims in EPICS to ensure compliance and timely reimbursement.

Reimbursements are processed only after meal service begins and claims are submitted through the EPICS system. Once a claim is entered:

• The financial department typically processes claims within 4–6 weeks.
• Sponsors must ensure banking information is correct to avoid delays.
• Claims must be submitted accurately and on time. Errors or missing documentation may extend the processing period. New sponsors should plan their launch timeline, accordingly, keeping reimbursement timing in mind.