Additional Information

New CEs

Renewing CEs

Contracting Entity Application

X

X

The CE may also be required to submit government issued ID, with picture, and proof of home address for the person listed as the Primary Authorized Representative.

Budget Detail

X

X

All CEs, including schools, must complete this screen.

Management Plan

X

X

The CE may also be required to submit government issued ID, with picture, and proof of home address for the person listed as the Board Chairman as well as other Administrative Staff. 

Food Production Facility List

X

X

If any sites are vended or receive meals from a central kitchen, the CE must complete this screen for each location where food is prepared.

Site Field Trip List

X

X

For each site, complete a field trip request screen. Multiple field trips can be requested on one screen. This may be done at the time of application or at least fifteen (15) days prior to field trip date.

X

X

If applicable

All new private non-profit organizations must complete the VCA Checklist screen and upload all supporting documentation. Renewing CEs may be asked to verify previously submitted VCA Checklist information or to complete the VCA Checklist screen and upload all supporting documentation. CEs may refer to the SFSP VCA Checklist Evaluation Questions document to learn how TDA will assess the submitted VCA Checklist screen.

NOTE: If you are a new private non-profit applicant to SFSP, but already participate in the Child and Adult Care Food Program (CACFP) and are in good standing (have not been found to be seriously deficient in operating the CACFP), you are not required to complete this screen.

Site Application

X

X

Complete this screen for each site the CE applies to sponsor.

Advance Request

X

If applicable

X

If applicable

If requesting an advance payment, the CE must complete the advance request screen for each eligible month that the CE is requesting an advance. This can be done only after the application packet has been approved. The CE must meet the eligibility requirements for advance payments. 

Annual Audit

X

If applicable

X  

If applicable

All non-Federal CEs subject to Single Audit  requirements must complete the Annual Audit screen indicating their fiscal year and any other federal funds they receive. 

NOTE: Federal CEs, such as military installations are not required to complete and submit the Annual Audit screen.

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New CEs

Renewing CEs

Permanent Agreement

X

Each organization applying for its first Child Nutrition Program must complete and submit one original Permanent Agreement.

Permanent Agreement Contracting Entity Specific Amendment

X

If applicable

X

If applicable

CEs participating in other child nutrition programs (CACFP, NSLP) that are new to SFSP must complete and submit a Permanent Agreement Contracting Entity Specific Amendment.

Direct Deposit Authorization (74-176)

X

X

If changed

Complete and submit to TDA to receive direct deposit of your reimbursement.

Application for Texas Identification Number (AP-152)

X

If you are providing a Employer Identification Number (EIN) on the Application for Texas Identification Number (Form AP-152), you must provide a copy of the document from the Internal Revenue Service (IRS) that establishes your organization's EIN. A copy of the letter from the IRS issuing the EIN or a copy of the payment coupon with the EIN on it, is acceptable.

Pre-Award Civil Rights Compliance Review

X

If applicable

Only new CEs that do not already have a Permanent Agreement are required to submit this form. This form is used to provide Civil Rights information required to determine if an organization is eligible for participation.

NOTE: The total ethnicity must equal the total participation. Example: If you estimate 100 participants, 100 participants must be categorized by ethnicity. Participants may be categorized in multiple racial categories, so you may have over 100 in race.

Health Department Letter (Prototype Letter Health Department Notification)

X

X

Submit a copy of the notification letter sent to each health department that has jurisdiction over the sites that you propose to sponsor.

This letter should include the following information for all sites in the health department’s jurisdiction:

• Site name
• Site address
• Meal types being served
• Start and end time of each meal
• Start and end dates of meal service operation

For additional information on your local health department click here.

Media Release – All Site Types

Not required

Not required

TDA does a Statewide media release on behalf of all SFSP sponsors.    

NOTE: If you submit a copy of a media release that you intend to do on your own behalf, it will be discarded and will not be reviewed for completeness and accuracy by TDA. 

USDA Foods Agreement

X

If applicable

X

If applicable

If you do not currently have a USDA Foods (Commodity) Agreement on file with TDA (version dated January 2017) and wish to receive USDA Foods, you must complete and submit one original.

NOTE: CEs eligible to receive USDA Foods under the SFSP include:

• CEs preparing meals onsite or at a central kitchen.
• CEs purchasing meals from a School Food Authority (SFA) that participates in the National School Lunch Program (NSLP).
• SFAs that procure their SFSP meals from the same food service management company (FSMC) that competitively provided their most recent NSLP and/or School Breakfast Program (SBP) meals.

FND-101, Certificate of Authority for External Users

X

X

If changes

Complete and submit this form to identify the officials designated to act on behalf of the CE. These individuals will also be given access, as designated, to TX-UNPS.

Method for Collecting Payment and Additional Assurances form

(Form H1506-A, Additional Assurances for Camps and Other Enrollment Programs that Charge Separately for Meals; Collection of Payment Options for Programs that Charge Separately for Meals)

X

If applicable

X

If changes

Complete and submit one original, if applicable.

X

If applicable

X

If applicable

If you will be inviting food service management companies (FSMCs) to bid to furnish unitized meals, complete and return one copy. If you are in the renewal year of a contract, you must submit contract extension documentation.

NOTE: Does not apply to School Food Authority applicants that have a FSMC contract for NSLP/SBP that includes SFSP.

Agreement to Provide Food Service

X

X

If applicable

If the meal service method of any of your sites is “Vended by School Food Authority” or “Vended by another SFSP Contracting Entity,” submit a copy of the agreement to provide food service.

NOTE: See Administrative Guidance for Sponsors – Attachments for a sample Agreement.

Bureau of Indian Affairs Letter

X

If applicable

X

If applicable

If eligibility method (question 29) of the Site Application is Bureau of Indian Affairs Letter, submit statistics on the population from one of the 12 Bureau of Indian Affairs area offices.

Migrant Organization Letter

X

If applicable

X

If applicable

If eligibility method (question 29) of the Site Application is Migrant Organization Letter, submit information obtained from the migrant organization that certifies that the site serves a majority of children of migrant workers.

Homeless Site Information

X

If applicable

X

If applicable 

If eligibility method (question 29) of the Site Application is Homeless Site Information, submit information that demonstrates that site is not a residential child care institution; description of method used to ensure that no cash payments or other in-kind services are used for meal service; and certification that site only claims meals served to homeless and non-homeless children.

NOTE: Residential child care institution means any public or private nonprofit institution which operates principally for the care of children. The term “residential child care institution” includes, but is not limited to: homes for the mentally, emotionally or physically impaired, and unmarried mother and their infants; group homes; halfway houses; orphanages; temporary shelters for abused children and for runaway children; long-term care facilities for chronically ill children; and juvenile detention centers.

Statement of Activities or Statement of Changes in Net Assets (Income Statement)*

Organizations less than 12 months old must furnish a Statement of Activities or Statement of Changes in Net Assets.  Older organizations must furnish a Statement of Activities or Statement of Changes in Net Assets covering the most recent 12 months.

*Organization age is determined by the original filing date with the Texas Secretary of State

Organizations less than 12 months old must furnish consecutive bank statements for all account(s) in the name of the organization for the amount of time for which the organization has a financial history.

Older organizations must furnish 12 consecutive months of bank statements for all account(s) in the name of the organization.

*Organization age is determined by the original filing date with the Texas Secretary of State