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Understanding USDA’S Special Milk Program for Schools Wisconsin Department of Public Instruction School Nutrition Team 2014 - 2015
Understanding USDA’S Special Milk Program
for Schools
Wisconsin Department of Public Instruction
School Nutrition Team
2014 - 2015
The Special Milk Program or SMP….
Started in 1955 with the purpose of providing milk to children in schools, child care institutions, and summer camps that do not participate in other Federal child nutrition programs. The program reimburses sponsors for the milk they serve.
Eligibility Requirements for Schools
Must be a recognized school
Must operate as a non profit program with
tax exempt status – 501(c)(3)
Participating students cannot have access to school breakfast or lunch programs
In other words….
Schools who participate in the school meals programs may claim half-day students under the SMP only if those students do not have access to other school meals
Schools who do not participate in other school meals programs may claim all milk consumed by children under the SMP
Other requirements
Participating schools must: comply with Civil Rights lawshave an adequate Point of Service (POS)
counting systemdevelop and adopt a school Wellness
Policysecure milk supplies through open and
free competition
Civil Rights
May not restrict enrollment on the basis of race, color, national origin, sex, age, or disability
“And Justice For All” Posters
Point of Service (POS)
Milks must be counted and documented at the time the child receives it
Must provide protection from overt identification
May include more than one milk per childMay not include adult milks or milks used
for cooking, class projects etc.
Wellness Policy
Required under USDA’s Reauthorization of the child nutrition programs 2004
Developed by a wellness committeeNeeds to address the total school
environmentIntended to be a working document with
annual progress reports and public notification requirements
SMP options
Pricing plan
Pricing plan with free milk option
Non-pricing Plan
Pricing Plan
Milk is sold to all children with the reimbursement utilized to keep the cost to students low
½ pint price should reflect difference between federal reimbursements and cost to operate the program
For example
The reimbursement rate for the 2014-2015 school year is $0.23 per half pint. If the dairy cost for your school is .28 cents per ½ pint and administrative/supply costs to operate the SMP are .05 cents per half pint, the cost to children for milk should be approximately .10 cents per ½ pint of milk
Dairy Cost .28 (per ½ pint)Admin/supply + .05
Program cost .33 Less reimbursement - .23 Student cost for milk .10
Pricing Plan with the Free Milk Option
Schools may opt to provide milk at no charge to students who qualify for free milk benefits
Schools are reimbursed at the normal reimbursement rate for children who pay and at the net dairy cost for children who qualify for free milk benefits
Free Milk Option Requirements
Public release statement
Applications for free milk
Protection from overt identification
http://fns.dpi.wi.gov/fns_specmlk1
Public Release
Submitted each yearCommunity publicationAre not required to pay to have it published
Grassroots distributionCommunity sitesLibraries, food pantries, WIC offices
Applications for Free Milk
Must be completed by parent and determined by school official
Based on income, FoodShare or W-2 cash benefits case number Applications based on income require the last 4 digits
of an adult SS# or check the box for no SS#
All Materials may be downloaded at: http://fns.dpi.wi.gov/fns_specmlk1
Protection from overt identification
Must provide a payment option that does not overtly identify students who are receiving free milk
Must provide daily accountability of milk consumption utilizing a method that does not overtly identify students receiving free milk
Non-Pricing Plan
Children are not charged for milk (The cost may be covered through tuition or boarding fees)
Reimbursement is based on current year’s federal reimbursement rate
Special Milk Contract
Updated each year on the DPI website:
http://fns.dpi.wi.gov/fns_online SMP Contract Manual:
http://fns.dpi.wi.gov/files/fns/pdf/smp_con_man_14.pdf
Includes accountability procedures and pricing option as well as dates of operation
Schools that also participate in NSLP must indicate on their school lunch contract which schools participate in SMP
Recordkeeping Requirements
Daily participation recordsFinancial accountabilityMonthly ClaimsPurchasingCivil Rights – DisabilitiesTemperature LogsSanitation
Must retain all required documents for 5 years plus the current school year
Daily Participation Records
Teacher checklist/student rosterPrototype available online at:
http://fns.dpi.wi.gov/files/fns/doc/smp_prtrc.doc Must provide accurate and acceptable Point of
Service (POS) count
May not be based on dairy invoices, paid milk receipts, or attendance lists
Financial Accountability
All funds must be used to support SMP
Fund balance cannot exceed 3 months operating costs
Funds must be shown as separate line or ledger item in bookkeeping system
Excess funds may not be transferred to general fund
Monthly Claims
Submitted online at:
http://fns.dpi.wi.gov/fns_online#smp
Must be submitted within 60 calendar days of claim month
Must be submitted from accurate and acceptable POS system
Purchasing requirements
Must practice free and open competition “Three Bids and a Buy”
Price quotes and bids must be documented
Contracts exceeding $150,000 require formal bid
More Information: http://fns.dpi.wi.gov/fns_procurement
Civil Rights: Children with Disabilities
If a child has a documented disability as determined by a licensed physician schools must provide a substitute beverage as prescribed by the physician without additional cost to the student
If a child has a milk intolerance schools may provide lactose free milk or a milk substitute. If the school chooses to provide a milk substitute the school must submit the nutritional information to the DPI School Nutrition Team office before serving the substitute to ensure that it is nutritionally equivalent to cow’s milk
Physician’s Form and more info on Special Dietary Needs: http://fns.dpi.wi.gov/fns_market1
Temperature Logs
Must keep a daily temperature log for any refrigerator or cooler that is used for the Special Milk Program
Must keep on file for 6 monthsRecord dates when cooler/refrigerator
was cleaned on same logPrototype Log:
http://fns.dpi.wi.gov/files/fns/doc/mlkclr_ru.doc
Sanitation
SMP only schools must provide milk storage facilities to ensure that milk is kept in a sanitary and temperature-safe environment
Schools who also participate in NSLP are required to have at least 2 sanitation inspections each year. The results of the inspections must be posted in a public area.
Other things schools need to know about the SMP…
Schools are subject to an on site review of the SMP every 3 years
All SMP materials including the online application, are available on the DPI website:
http://fns.dpi.wi.gov/fns_specmlk1
“And Justice for All” posters are available by contacting the DPI School Nutrition Team
If you have more questions….
You can contact:
Gina Kulka608-266-5770 [email protected]
Allison Pfaff, RDN, [email protected]
Thank you!
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