Health & Nutrition Operations
All claims are due by the 10th day of each month. If the 10th falls on a weekend or holiday, then claims are due the following workday.
Reimbursement checks are issued no later than the end of the month for valid claims submitted online by the 10th of the month.
Then submit your claim as soon as possible. If you cannot submit it by the 10th of the month, please contact the Child Nutrition office.
It's the main security database that is used for all of the Arizona Department of Education’s online applications.
Contact Health & Nutrition Services to complete a CNP Web User Agreement.
Contact the ADE Support Center at (602) 542-7378
Check the CNP Web claims index page for desired claim month. If your status shows “Submitted for Payment” then your check will be mailed within 10 to 15 days after its “Submitted to Accounting” date. To learn more about payment information call (602) 542-5300.
Arizona Nutrition Standards
Use the calculator located at: Here to determine if a food/beverage meets the standard.
The SMP is a program developed to encourage milk consumption by school-age children by providing milk at low or no cost
The guidance manual is located at: Here
The National School Lunch Program (NSLP) now offers cash reimbursement to help schools serve snacks to children after their regular school day ends. Afterschool snacks give children a nutritional boost and draw them into supervised activities that are safe, fun and filled with learning opportunities.
In order for a site to participate, your school district must operate the NSLP. Additionally, the after school care program must provide children with regularly scheduled educational or enrichment activities in a supervised environment.
In order to be reimbursed, the snacks must contain at least two different components of the following four: a serving of fluid milk; a serving of meat or meat alternate; a serving of vegetable(s) or fruit(s) or 100% vegetable or fruit juice; a serving of whole grain or enriched bread and/or cereal.
Child and Adult Care Food Program (CACFP)
All of the following:
- Child care centers or preschools
- Adult daycare centers
- Head Starts
- Emergency shelters
- At-risk afterschool snack programs or outside school hours programs
- Daycare homes
You must attend a Business Track, Nutrition Track, and Computer Track training course. You can register for each class online at: http://www.ade.az.gov/onlineregistration. You will receive an application electronically and must submit it within 90 days of the first training.
All recordkeeping forms for child care centers are available at www.azed.gov/health-nutrition/cacfp//child and all recordkeeping forms for adult care centers are available at www.azed.gov/health-nutrition/cacfp/adult-care-centers/.
If the new site is not part of the same legal entity as the participating center, you must apply as if you are a new sponsor. If the new site is part of the same legal entity as the participating center, you will need to do the following:
- Provide program training to all the new staff.
- Collect income affidavits for all children or adult enrolled in the new site (not applicable for head starts, emergency, shelters, or at-risk afterschool snack programs).
- Update your current application and management plan to include the new site and submit to ADE.
- Conduct a pre-approval visit at the new site using the Child or Adult Care Center Monitoring Evaluation Form. This must be submitted to ADE. Please contact your assigned specialist or the Specialist of the Day for technical assistance on monitoring requirements for centers with multiple sites.
- Complete a hard copy site application and submit to ADE.
- Submit a copy of the new site’s current DHS license
- Complete a Sponsor & Site – Add/Change/Delete form and submit to ADE.
Institutions that participate in the CACFP receive reimbursement to enhance their current menus to offer more fresh fruits and vegetables, whole grains, and low fat dairy products. This increases the health and nutritional status of children and adults enrolled while enforcing good eating habits. The additional reimbursement also helps to keep the cost of tuition at more affordable levels.
Daycare home providers may participate under the auspices of a non-profit or public agency called a sponsoring organization. These organizations are responsible for the training, monitoring, and implementation of the Program. For a list of currently participating sponsoring organizations go to www.ade.az.gov/healthsafety/cnp/cacfp/family/familycareinfo.asp and click on the link for “Family Daycare Home Sponsoring Organizations.”
Institutions are reimbursed for two meals and a snack or two snacks and a meal per day per eligible participant.
Emergency shelters may be reimbursed for up to three meals per day per eligible child.
At-Risk Afterschool Programs may be reimbursed for one snack and one supper per day per eligible child.
Breakfast must include a milk component, a grain component, and a fruit or vegetable component.
Lunch/Supper must include a milk component, a grain component, a meat or meat alternate component, and a fruit and vegetable component from two different sources.
Snacks must include two of the following four components: milk, grain, meat or meal alternate, and fruit or vegetable.
High sugars must be limited to two times per week and may only be served at breakfast and/or snack time. High fat items must be limited to two times per week.
- What are the eligibility requirements for participation in the CACFP?
- How do I get reimbursed for meals served to children?
- How are providers paid?
- Can infant meals be reimbursed on the CACFP?
- Can the milk used in the preparation of products such as pudding, cream sauces and ice cream count toward the milk requirement?
- Can mixed fruits/vegetables in dishes such as stew or gelatin salad be counted as meeting the two or more requirement for fruits and vegetables?
- Can providers claim own children?
- How do I add a new site?
Adult Care Centers
- What are the eligibility requirements for adult day care centers participating in the CACFP?
- How do I get on the Program?
- What are the age requirements for participants?
- What are the meal requirements for reimbursement?
- How is the blended rate for meal reimbursement determined?
- How do I add a new site?
After School Programs
- What are the eligibility requirements for after school programs participating in the CACFP?
- Is licensing required for after school programs participating in the CACFP?
- Are meals served on weekends eligible for reimbursement?
- What are the record keeping requirements for after school programs participating in the CACFP?
- What are the age requirements of participants in after school programs?
- How do I add a new site?
Emergency Shelters
- What are the eligibility requirements for emergency shelters participating in the CACFP?
- Is licensing required for emergency shelters participating in the CACFP?
- Are meals served on weekends eligible for reimbursement?
- What are the record keeping requirements for emergency shelters participating in the CACFP?
- What are the age requirements of participants in emergency shelters?
- How do I add a new site?
What are the eligibility requirements for participation in the CACFP?
For day care homes:
- Provide care for no more than 6 children, 4 of which are for compensation, or no more than the license capacity approved by DHS.
For child care centers:
- For-Profit centers must have at least 25% of enrollment or license capacity, whichever is less, receive Title XX funds under the Social Security Act
- Non-profit centers must have tax-exempt status and be able to provide documentation of IRS 501(c)(3).
In day care homes:
- contact a day care home sponsoring organization who can assist you with the eligibility requirements and training.
- Reimbursement rate is based on income eligibility of the geographical area or household income.
In child care centers
- Attend the two required training workshops.
- A claiming percentage is established for each center based on the income level and household size of each enrolled child/adult.
- On a daily basis, providers keep a record of attendance and a menu of meals provided to children. They submit this regularly to their Sponsoring organization. The Sponsor will calculate and verifies all meals served and submits a claim form to the State Agency for reimbursement. The State Agency then issues a check to the Sponsor for the meals. The Sponsoring Organization will then issue a check to the provider.
- Yes, reimbursable meals for infants may contain either breast milk or iron-fortified infant formula, or both, supplied by the caregiver or by the parent. However, to receive reimbursement, the caregiver must always offer the infant a complete, developmentally appropriate meal. Because we are recognizing the labor involved in serving meals to infants, the meal must be served and fed to the infant by the caregiver.
- No. The milk served must be served as a beverage and/or poured over cereal at breakfast or snack.
- No. When used in a dish or casserole, the mixed fruits/vegetables are counted as one component.
- Provider's own children and under what circumstances children qualify to be claimed:
- Is the provider's household/economic unit income eligible for Tier I?
- Is the child part of the provider's household or economic unit?
- Does the child reside in the home for extended periods of time?
- Does the provider have actual custodial care for the child (regardless of the child relationship or legal status relative to the provider)
- In the case of custodial care, is the period of time indefinite?
- Is the child enrolled and participating in the CACFP during the time of meal service?
- Are there nonresidential enrolled children present and participating in the meal service?
If the answer to each of these questions is YES, the child(ren) is (are) eligible as provider's own. On the other hand, if any of the answers are NO, the provider cannot claim meals served to this (these) child(ren).
What are the eligibility requirements for adult day care centers participating in the CACFP?
- For-Profit centers must have at least 25% of enrollment or license capacity, whichever is less, receive Title XIX funds under the Social Security Act
- Non-profit centers must have tax-exempt status and be able to provide documentation of IRS 501(c)(3).
- One representative must attend the three required training workshops.
- Applications are distributed in the workshop and instruction is provided on how to complete and submit the application.
- Reimbursement may be claimed for meals served to functionally impaired adults or adults age 60 and older
- In order for a meal to be eligible for reimbursement, centers must meet the CACFP meal pattern requirements and keep all required documentation.
- The blended is based on a 30-day collection period during which income applications are taken for all adults in care.
What are the eligibility requirements for after school sites participating in the CACFP?
- After school sites must be located with in the attendance area of a school in which 50 percent or more of the children enrolled are eligible for free or reduced price meals.
- Programs must provide children with regularly scheduled activities in a structured and supervised environment. The program must also include educational or enrichment activities.
- In addition, For-Profit centers must have at least 25% of enrollment or license capacity, whichever is less, receive Title XIX funds under the Social Security Act
- Non-profit centers must have tax-exempt status and be able to provide documentation of IRS 501(c)(3).
- No. Eligible after school care programs do not need to be licensed in order to participate in CACFP unless there is a State or local requirement for licensing. If there is no State or local requirement, then programs must meet State and local health and safety standards.
- Yes. Snacks may be reimbursed if they are served on weekends, holiday, or vacation periods that occur during the regular school year. Snacks served during summer vacation are not eligible for reimbursement.
- Programs must keep the following records:
- Meal Counts
- Attendance Records
- Menus and Menu Production Records
- Reimbursement may be claimed for snacks served to all children through the age of 18 in eligible after school programs. Reimbursement may also be claimed for those children who turn 19 during the school year.
What are the eligibility requirements for emergency shelters participating in the CACFP?
- In order to be eligible for participation in CACFP, emergency shelters must:
- Provide temporary residence to children and their parents or guardians, and;
- Serve meals in a congregate setting.
- No. Emergency shelters do not need to be licensed in order to participate in CACFP, nor do they have to offer formal child care in order to be eligible for CACFP reimbursement. However,programs must meet State and local health and safety standards.
- Yes. Meals and snacks served year round are eligible for reimbursement in emergency shelters.
- Programs must keep the following records:
- Meal Counts
- Attendance Records
- Menus and Menu Production Records
- Reimbursement may be claimed for meals and snacks served to all children through the age of 12 who are residing in the shelter. Migrant children age 15 and younger and children with disabilities regardless of age may also receive CACFP meals and snacks at the emergency shelters where they reside.
How do I add a new site?
The sponsor must conduct the following:
- Train all staff on CACFP job duties prior to participation.
- Conduct a CACFP enrollment (income affidavits, claiming rosters, etc.).
- Conduct a pre-approval (monitoring) visit prior to adding the site.
- Complete and submit hard-copy site application(s).
- Complete an Add-Change-Delete form.
- Update and submit your revised Application and Management plan.
- Submit a copy of the new site license.
- Update training and monitoring plans.
- Complete and submit the online CNPWEB site application.
These may be faxed to: (602) 542-3818, or mailed to:The Arizona Department of Education Child & Adult Care Food Program, Bin # 7 1535 W. Jefferson Street Phoenix, AZ 85007
Once the forms have been received in our office, an online CNP Web Site Application will be created, submitted and approved. Upon completion of the newly approved Site Application, the Sponsoring Organization is responsible for maintaining the online Site Application and submitting any changes or updates for future approval.
Food Distribution Program
Brown box – 45 days, Fresh – 14 days, Planned Usage – end of the allocated month or 45 days, Surplus – 7 days.
Brown box – 14 days, Fresh – 14 days, Planned Usage – none, Surplus – none.
Yes, you will always stay on the same day, (Monday, Tuesday, etc.) but you have 3 delivery date choices by clicking on the drop down box in the date box.
All product will be put in surplus so other schools may be able to use it, your entitlement will not be credited back and you will receive an excess storage fee of $1.10 for each case.
Go on the website to www.fns.usda.gov/fdd/schfacts/singfacts_tables_bytitle.htm
Planned Usage allocations are created from the surveys that are filled out by the schools indicating what USDA Foods they want and are reserved for them. A & B allocations are USDA Foods that are allocated out to all schools and are not reserved.
In CNP2000, click “Documents” then click on one of the Calendars, depending on which USDA Foods you are looking for. This information is updated on Fridays. Also you can find the calendars on the ADE’s website, www.azed.gov/health-nutrition/food-distribution
When an allocation is created, the entitlement funds have already been taken out of your entitlement. If it is on your order form, then it has already been paid for. When you refuse an item on your allocation then the cost of that product is credited back to your entitlement.
Surplus list is available on Mondays and Thursdays from 8:00 a.m. – 2:00 p.m (Phoenix time). One request per week. On the CNP2000 website, under Inventory, click on Surplus List and select the items you want, then copy and paste the request onto a Word document and send request to FDP@AZED.GOV
USDA Foods Processing
Any State Distributing Agency and Recipient Agencies, such as school districts, are eligible.
By participating in USDA Foods processing State distributing agencies and recipient agencies find that they can:
- Stretch their commodity dollars by ordering lower-cost bulk products;
- Eliminate back-hauling charges because USDA vendors deliver USDA Foods directly to processors;
- Increase their variety of end products;
- Reduce labor costs and cash outlays for food preparation; and
- Reduce storage costs
Yes, entitlement is drawn down for the raw bulk USDA Foods sent to processors. The processors utilize the raw USDA Foods and other ingredients to convert into an end product. Recipient agencies are then required to pay out-of-pocket expenses for the processing of the raw USDA Foods diverted.
This information can be found in the USDA Foods Web-Based Ordering System – CNP2000, under Processing Catalogs with each processor listing approved products in column F of the Summary End Product Data Schedule.
Food Distribution under School Food Programs establishes the surveys in January of each year. All processing surveys are due in February by recipient agencies where ADE compiles survey results into truckloads to place orders with USDA in March.
The time frame for processing USDA Foods into end products is 17 months. This begins on July 1st of the new school year up to November 30th of the following school year.
Example: A recipient agency diverts 1,000 pounds of USDA Foods to a processor for SY11-12. During SY11-12 recipient agency processes 750 pounds. The recipient agency has till November 30th of the following SY12-13 to use the remaining 250 pounds diverted in SY11-12.
Each recipient agency is primarily responsible as the School Food Authority to oversee and monitor the USDA Food pounds with each manufacturer they process with. This requirement may involve tracking tools (e.g., K12 Foodservice, Processor Line, and Internal Processor Systems), the processor/broker, and ADE for appropriate usage.
USDA Foods Processing is governed by regulations contained in the Code of Federal Regulations @ 7 CFR Part 250.30. A complete copy of the 7 CFR 250 regulations may be found on the Food Distribution website at: www.fns.usda.gov/fdd/regs/fd_regulations.htm
Fresh Fruit and Vegetable Program (FFVP)
The program agreement is in effect for 12 months from July 1 through June 30 of each program year. All program funds must be obligated and all program activities must be completed by June 30th of each program year.
The fruits and vegetables should be made available during the school day, but not during breakfast or lunch meal service times. Schools may offer the fresh fruits and vegetables in classrooms, hallways, at kiosks, or as part of classroom activities such as nutrition education.
Fresh fruits and vegetables are allowable. Cooked vegetables that are cooked from fresh are allowed at a maximum of one time per week, if accompanied by a nutrition education lesson. Juice is not allowed as part of the FFVP.
Yes, funds may be used to purchase products that include pre-cut or individually bagged fruits and vegetables, etc. The cost of these enhanced items would be included as part of the food cost.
No. However, the servings offered should be appropriate for the age and consumption pattern of participating children. The portion should serve as a snack.
School Gardens
Starting a School Garden Program may seem overwhelming; however, involving parents, neighbors, and local nurseries or garden supply stores are a great place to start. It is important to use the resources within your community as community involvement is one of the strongest driving forces behind a successful school garden. In addition, getting support from your school administration from the start of the program is very important. Please visit the school gardens webpage for more resources.
According to a survey sent to Arizona school districts on the National School Lunch Program in 2012 it is estimated that 100 Arizona school districts operate at least one school garden.
Yes, there are several grant and fundraising opportunities available, nationally, for school and community gardens. If you would like help locating funds to start or expand your garden program please email ArizonaFarmtoSchool@azed.gov.
Yes! In fact, it is encouraged. When handling fresh produce, practicing food safety both, in and out of the kitchen is important. For more information on practicing food safety in your garden, contact your county health department.
National School Lunch/ Breakfast Program
Register and attend both an A+ School Lunch Training and a Computer Track Training and submit a variety of required documents which can be found at www.ade.az.gov/health-safety/cnp/nslp/Operating/HowtoApply.asp
Refer to the Child Nutrition Programs Guidance Manual located at: www.ade.az.gov/healthsafety/cnp/nslp/GuidanceManual/2010GuidanceManual.pdf
Currently, there are over 500 sponsors from the following areas: public district and charter schools, private non-profit schools, residential child care institutions (RCCI's), and the Bureau of Indian Affairs (BIA).
Summer Food Service Program
When applying for the Summer Food Service Program, please note the following: Sponsors are considered “New” if they have never participated in the Summer Food Service Program (SFSP) in the past or if they have had any lapse in participation. To apply as a New Sponsor on the SFSP, please complete the following steps:
- Register for and attend SFSP Training and SFSP Computer
- Track Training by visiting: www.ade.az.gov/onlineregistration.
- Decide which program, Simplified or Seamless, you would like to operate. View the Comparison of Programs.
- Gather required paperwork – visit www.azsummerfood.gov
- Submit online sponsor and site applications via the CNP Web System
Sponsors are organizations (private and public nonprofits, schools, local and county governments, camps, etc.) that are approved by the Arizona Department of Education (ADE) to operate the Summer Food Service Program (SFSP) and serve FREE meals to children. Sponsors are responsible for complying with all federal and state regulations relating to the SFSP.
After School Care Snack Program - FAQ’s for Regular Public and Private Sponsors
The National School Lunch Program (NSLP) now offers cash reimbursement to help schools serve snacks to children after their regular school day ends. Afterschool snacks give children a nutritional boost and draw them into supervised activities that are safe, fun and filled with learning opportunities.
Afterschool snacks help ensure that children receive the nutrition they need to learn, play and grow. Organized, structured, and supervised programs that provide snacks allow children to think and behave better, and help them make the grade!
In order for a site to participate, your school district must run the NSLP. Additionally the afterschool care program must provide children with regularly scheduled educational or enrichment activities in a supervised environment. Contact your State education agency for further information regarding program eligibility.
In order to be reimbursed, the snacks must contain at least two different components of the following four: a serving of fluid milk; a serving of meat or meat alternate; a serving of vegetable(s) or fruit(s) or full strength vegetable or fruit juice; a serving of whole grain or enriched bread and/or cereal.
Snacks served in afterschool care programs that are “area eligible” (see Question 6) will be reimbursed at the free rate, regardless of an individual student’s eligibility for free or reduced price lunches. Snacks served in afterschool care programs that are not area eligible will be reimbursed at the free, reduced price and paid rate depending on each individual’s eligibility for free or reduced price meals. The reimbursement rates are adjusted annually. For the most recent list of reimbursement rates visit USDA’s Afterschool Snack website at www.fns.usda.gov/cnd/Afterschool/default.htm. The rates of reimbursement for Alaska and Hawaii are higher.
An afterschool care program site is “area eligible” if it is located at a school or in the attendance area of a school where at least 50 percent of the enrolled children are eligible for free or reduced price meals. For example, if a high school with less than 50 percent free or reduced price school enrollment is located in the attendance area of a middle school that has at least 50 percent or more of the enrolled children eligible for free or reduced price meals, then the afterschool care program located in the school area would be area eligible.
Since your school district is already participating in the NSLP, it will have free and reduced price applications on file. The eligibility determinations for those applications would apply for both the lunch and snack service under the NSLP. If an approved free or reduced price application is not on file, the school district will earn the paid rate of reimbursement for snacks served to that student unless the student makes and application and is approved for free or reduced price benefits.
Contact the school food service director in your school district. You may also want to contact your State education agency for more information. The U.S. Department of Agriculture’s Food and Nutrition Service home page at www.fns.usda.gov/fncs has a list of State Agencies.
As soon as the State agency approves our application, reimbursement will be earned for snacks served. Your program may also be eligible for retroactive reimbursements if you met snack program requirements and maintained accurate records of the snacks served back to October 1, 2001. Contact your school food service director (and State agency) to determine if you are eligible to receive retroactive reimbursements.
Your school food service staff will provide you with specific information on the reporting and recordkeeping requirements. You will need to maintain a roster or sign-in sheet for participating children. Additionally, if you are area eligible, you must record and report the number of snacks served each day by category of reimbursement (i.e., whether they are served free, at a reduced price or paid). You will also be required to maintain documentation of compliance with the meal pattern.
If you are not eligible under the requirements for the NSLP, you may still qualify for snack reimbursement under the Child and Adult Care Food Program. To find out, contact your CNP specialist.
The NSLP is administered on the Federal level by the Food and Nutrition Service, an agency of the U.S. Department of Agriculture. Within individual States, the program is administered by a State Agency, in most cases through offices in the State Department of Education. At the local level, the program is administered by the school/school district.
After School Care Snack Program – FAQ’s for Residential Child Care Institutions and Boarding Schools
The National School Lunch Program (NSLP) now offers cash reimbursement to help RCCIs and boarding schools serve snacks to children after the regular school day ends. After school snacks give children a nutritional boost and draw them into supervised activities that are safe, fun and filled with learning opportunities.
After school snacks help ensure that children receive the nutrition they need to learn, play and grow. Organized, structured, and supervised programs that provide snacks allow children to think and behave better, and help them make the grade!
In order for a site to participate, your facility must run the NSLP. Additionally the after school care program must provide children with regularly scheduled educational or enrichment activities in a supervised environment. Contact your NSLP Program Specialist or the Arizona Department of Education (ADE), Child Nutrition Programs (602-542-8700) for further information regarding program eligibility.
In order to be reimbursed, the snacks must contain at least two different components of the following four: a serving of fluid milk; a serving of meat or meat alternate; a serving of vegetable(s) or fruit(s) or full strength vegetable or fruit juice; a serving of whole grain or enriched bread and/or cereal. See attached Snack Meal Pattern.
Snacks served in after school care programs that are “area eligible” (see Question 6) will be reimbursed at the free rate, regardless of an individual student’s eligibility for free or reduced price lunches. Snacks served in after school care programs that are not area eligible will be reimbursed at the free, reduced price and paid rate depending on each individual’s eligibility for free or reduced price meals. The reimbursement rates are adjusted annually. For the most recent list of reimbursement rates visit USDA’s Afterschool Snack website at www.fns.usda.gov/cnd/Afterschool/default.htm. The rates of reimbursement for Alaska and Hawaii are higher.
An after school care program site is “area eligible” if it is located at an RCCI or boarding school or located in the attendance area of a public school where at least 50 percent of the enrolled children are eligible for free or reduced price meals. For example, if a boarding school or RCCI with less than 50 percent free or reduced price enrollment is located in the attendance area of a public school that has at least 50 percent or more of the enrolled children eligible for free or reduced price meals, then the after school care program located in the school area would be area eligible.
Since your facility is already participating in the NSLP, it will have free and reduced price applications on file for day students. The eligibility determinations for those applications would apply for both the lunch and snack service under the NSLP. If an approved free or reduced price application is not on file, the facility will earn the paid rate of reimbursement for snacks served to that child unless the child’s family completes an application and is approved for free or reduced price benefits. If all residential students are free in your facility, the Statement of Facts or Master List document will verify that all snacks will be reimbursed at the free rate for those children.
Contact your NSLP Program Specialist or ADE (602-542-8700) for application information. The U.S. Department of Agriculture’s Food and Nutrition Service home page at www.fns.usda.gov/fncs may also be of help in providing additional information regarding the snack program.
As soon as ADE approves your application, reimbursement will be earned for snacks served. Your program may also be eligible for retroactive reimbursements if you met snack program requirements and maintained accurate records of the snacks served back to October 1, 2001. Contact ADE to determine if you are eligible to receive retroactive reimbursements.
You will need to maintain a roster or sign-in sheet for participating children. Additionally, if you are not area eligible, you must record and report the number of snacks served each day by category of reimbursement (i.e., whether they are served free, at a reduced price or paid). You will also be required to maintain documentation of compliance with the meal pattern.
The NSLP is administered on the Federal level by the Food and Nutrition Service, an agency of the U.S. Department of Agriculture. Within Arizona, the program is administered by the Arizona Department of Education. At the local level, the program is administered by the RCCI or boarding school facility.
