Skip to main content

THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, NY 12234

Office of P-20 Education Policy
Child Nutrition Program Administration
89 Washington Avenue, Room 375 EBA, Albany, NY 12234
Phone: (518) 473-8781 Fax: (518) 473-0018

To: 
Summer Food Service Program (SFSP) Sponsors
From: 
Summer Food Service Program Office
Date: 
Friday, July 1, 2016
Subject: 
SFSP Advance Payments

The State agency will make advance payments to sponsors that have executed a Program agreement in order to assist in meeting initial operating and administrative expenses. However; advance payments shall not exceed the amount of the estimated reimbursement. It is expected that all sponsors requesting an advance take the time to evaluate how their program is operating and make the necessary adjustments to reflect the most accurate site participation, enrollment and income eligible children. SED will be evaluating all advances to ensure that they do not exceed the estimated reimbursement. Fiscal sanctions may occur for sponsors in which adequate fiscal oversight and monitoring does not occur and lead to advance payments that are in excess of reimbursements.

In order for a subsequent advance to be released a valid claim for reimbursement must be submitted for the previous claim period. If a balance is available from a previous months advance payment, the balance will be deducted from the current advance payment request.

Additional Advance Payment Guidance [7 CFR 225.9 (c)]

  • Sponsors must request an advance at least 30 days prior to the payment date. Requests received less than 30 days prior to payment dates will be acted upon within 30 days of receipt. 
  • The total advance payment for any month will not exceed $40,000. Exceptions will be granted on a case by case basis. 
  • NYSED will deduct from advance payments any previous payment under dispute or which is part of a demand for recovery. 
  • If NYSED has reason to believe that a sponsor will not be able to submit a valid claim for reimbursement covering the month for which advance payments have already been made, the subsequent month’s advance payment will be held until a valid claim is received.

OPERATING COSTS:

Sponsors may have up to three payments:

  1. June 1st
  2. July 15th
  3. August 15th

Prerequisites:

  1. Training: sponsors must conduct training sessions before receiving the second advance payment. Training sessions must cover Program duties and responsibilities for the sponsor’s staff and for site personnel. (School food authority sponsors are exempt from this requirement.)
  2. Operate at least 10 days in the month: a sponsor will not receive advance operating payments for any month in which it will participate in the Program for less than 10 days.
  3. To be eligible for the second advance payment a sponsor must have filed a claim for the previous claim period.

Calculation:

The sponsor will be paid based on whichever method results in the larger payment:

  1. Total operating costs paid to the sponsor for the same calendar month in the preceding year.OR
  2. A percentage of the amount determined by NYSED to be needed that month for meals. (50% for vended sponsors, 65% for self-preparation sponsors.)

ADMINISTRATIVE COSTS:

Sponsors may have up to two payments:

  1. June 1st
  2. July 15th
  3. August 15th

Prerequisites:

  1. To be eligible for the second advance payment, a sponsor must certify that: a. it is operating the number of sites for which the administrative budget was approved, and b. its projected administrative costs do not differ significantly from the approved budget
  2. Operate at least 10 days in the month: a sponsor will not receive advance administrative payments for any month in which it will participate in the Program for less than 10 days.
  3. To be eligible for the second advance payment a sponsor must have filed a claim for the previous claim period.

Calculation:

  1. Each payment will equal 1/3 of the total amount NYSED determines the sponsor will need to administer the program.
  2. For sponsors eligible for only one payment, the payment will be no less than ½ and no more than 2/3 of the total amount NYSED determines the sponsor will need to administer the program.

USDA Nondiscrimination Statement

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. 

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339.  Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:

(1)     mail: U.S. Department of Agriculture
         Office of the Assistant Secretary for Civil Rights
         1400 Independence Avenue, SW
         Washington, D.C. 20250-9410;

(2)     fax: (202) 690-7442; or

(3)     email: program.intake@usda.gov.

This institution is an equal opportunity provider.

 

For Nondiscrimination Statement translations, click here.

Los demás programas de asistencia nutricional del FNS, las agencias estatales y locales, y sus beneficiarios secundarios, deben publicar el siguiente Aviso de No Discriminación:

De conformidad con la Ley Federal de Derechos Civiles y los reglamentos y políticas de derechos civiles del Departamento de Agricultura de los EE. UU. (USDA, por sus siglas en ingles), se prohíbe que el USDA, sus agencias, oficinas, empleados e instituciones que participan o administran programas del USDA discriminen sobre la base de raza, color, nacionalidad, sexo, discapacidad, edad, o en represalia o venganza por actividades previas de derechos civiles en algún programa o actividad realizados o financiados por el USDA.

Las personas con discapacidades que necesiten medios alternativos para la comunicación de la información del programa (por ejemplo, sistema Braille, letras grandes, cintas de audio, lenguaje de seas americano, etc.), deben ponerse en contacto con la agencia (estatal o local) en la que solicitaron los beneficios. Las personas sordas, con dificultades de audición o discapacidades del habla pueden comunicarse con el USDA por medio del Federal Relay Service [Servicio Federal de Retransmisión] al (800) 877-8339. Además, la información del programa se puede proporcionar en otros idiomas.

Para presentar una denuncia de discriminación, complete el Formulario de Denuncia de Discriminación del Programa del USDA, (AD-3027) que está disponible en linea en:http://www.ocio.usda.gov/sites/default/files/docs/2012/Spanish_Form_508_Compliant_6_8_12_0.pdf. y en cualquier oficina del USDA, o bien escriba una carta dirigida al USDA e incluya en la carta toda la información solicitada en el formulario. Para solicitar una copia del formulario de denuncia, llame al (866) 632-9992. Haga llegar su formulario lleno o carta al USDA por:

(1)     correo: U.S. Department of Agriculture
         Office of the Assistant Secretary for Civil Rights
         1400 Independence Avenue, SW
         Washington, D.C. 20250-9410;

(2)     fax: (202) 690-7442; o

(3)     correo electrónicoprogram.intake@usda.gov.

Esta institución es un proveedor que ofrece igualdad de oportunidades.

Top