Field Trip Notifications and Late Meal Service Approval Requests
Complete the Field Trip Notification form prior to the field trip taking place. More than one field trip may be submitted at a time for the same or different sites. An email confirmation will be sent following submission of the form.
Open Sites: It is required that meals continue to be served at an open site on field trip days, unless the site does not have the ability to continue meal service due to lack of staff, etc. If that is the case, it is the responsibility of the sponsor to notify the community of the change in meal service and provide information about alternate open sites.
Note that all field trip meals must meet all SFSP requirements, which includes:
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providing complete reimbursable meals during the approved meal service time (unless otherwise reported in the form),
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meals are supported with proper documentation, such as a menu, production records, and invoices,
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meals are counted at the point of service, and
meals are served according to State and local health, safety, and sanitation standards.
DPI has the authority to disallow the off-site meals if the sponsor does not notify DPI of the off-site meal service in advance, it is determined that not all Program requirements have not been met, and/or, the sponsor has not taken measures to notify the community of a site closure due to meals being served off-site.
Alternate Meal Service Time Approval Request Form
Complete the Alternate Meal Service Time Approval Request form if meals were served outside of the approved meal service time due to an unanticipated event that is outside of the sponsor's control. These events include, but are not limited to: delayed meal deliveries, inclement weather that delays the start of the meal service, delayed public transportation utilized by the participants, and other incidents as deem appropriate by the State Agency.
Requests must be made soon after the event has occurred and prior to the submission of the claim affected by the event.
Following submission of the form, DPI will contact the sponsor with an approval/disapproval of the request.
With the exception of not being served during the approved meal service time, all meals must be reimbursable meals, supported with proper documentation, such as a menu, production records, and invoices, counted at the point of service, and served according to State and local health, safety, and sanitation standards.
DPI has the authority to disallow the meals if the sponsor does not notify DPI of the time change and/or it is determined that not all Program requirements have not been met.