Allowable Milk Types
Fluid milk and non-dairy fluid milk substitutes must meet the requirements as outlined in 7 CFR Part 215.7a.
All fluid milk served in the Program must be pasteurized fluid milk which meets State and local standards for such milk, have vitamins A and D at levels specified by the Food and Drug Administration, and must be consistent with State and local standards for such milk. Lactose-free and reduced-lactose milk that meet the fat content and flavor specifications for each age group may also be offered.
Fluid milk must also meet the following requirements:
· Children 1 year old. Children one year of age must be served unflavored whole milk.
· Children 2 through 5 years old. Children two through five years old must be served either unflavored low-fat (1 percent) or unflavored fat-free (skim) milk.
· Children 6 years old and older. Children 6 years old and older must be served low-fat (1 percent or less) or fat-free (skim) milk. Milk may be flavored or unflavored.
Milk served to adults or used in meal prep cannot be claimed for reimbursement.
Requirements for the SMP
Refer to list of requirements and due dates: Annual Requirements for the USDA Non-School Special Milk Program
Civil Rights
And Justice for All Poster: The And Justice for All posters are not available for order through USDA. Guidance will be provided when the posters are available. Agencies should continue to display the 2019 or the 2022 And Justice for All poster. Posters that display the Statue of Liberty are out of compliance and are not acceptable to post.
Civil Rights Training: must be provided annually for all staff who interact with program participants as well as those who supervise these staff (including the Authorized Representative and secondary contact listed in the contract).
Civil Rights Training Attendance Sheet: agencies must maintain a copy of the training and attendance sheet at the agency for three years plus the current year.
Ethnicity and Race Data Form: complete each year for each site on the program. If your agency has a camp with multiple sessions, complete one form for each camp session.
2024-2025 News Media Release Regulations require that agencies annually make available to the media a public release announcing the availability of free milk to all attending children (no separate charge is imposed) without regard to race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity, and the procedure for filing a complaint. It does not have to be printed or broadcast; you need only make it available. The agency may include additional information.
Agencies must keep a copy of the media release on file and document the date the release was sent to the media and the name of the local media that received the release. This documentation can be written on the media release. Retain a copy of the fax or e-mail confirmation if the media release was faxed or emailed. If the media outlet wants to charge you for the publication, the agency is not required to have it published.
Include the Nondiscrimination statement with Complaint Filing Procedure on all agency materials that mention SMP or USDA.
Financial Management
Financial records must be kept to document SMP revenue and expenditures. Funds must be utilized to provide milk to children. Allowable costs include milk, coolers to store milk, milk cooler repair, napkins, straws, and direct food service labor.
Food Safety
Pasteurized fluid milk which meets state and local standards (grade A in Wisconsin) is purchased.
Milk is delivered in a refrigerated truck and held at 45 degrees or less.
Milk deliveries are rotated on a first-in first-out basis; use the oldest milk first.
Do not use milk after its expiration date (the expiration date is located on the milk container).
Milk is cooled to 41 degrees within 4 hours.
Proper storage and refrigeration are maintained to keep milk within a temperature range of 35 degrees to 41 degrees.
Temperature logs are completed daily and kept on file
Accurate thermometers are used and re-calibrated or replaced as needed.
Proper cleaning of milk refrigeration is completed at least once a week or more frequently, when necessary.
Daily Point of Service
Milk counts must be taken at the Point of Service (POS), which is when a child receives their milk. Attendance counts are not an acceptable form of POS. Milk must be tracked by type (e.g. unflavored 1% milk vs. unflavored whole milk).
Daily Point-of-Service Count Template (Child OR Adult)
Daily Point-of-Service Count Template(Child AND Adult)
Milk waste (spilled, spoiled, used for cooking) and milk left on hand at the end of the month should be documented in ½ pints by type of milk. Be sure this information is passed along to the person responsible for completing the Milk Record Workbook so it can be subtracted from the total amount claimed.
Milk Waste and Inventory Sheet (Daily)
Pricing Options
Non-School Agencies must choose one of the following pricing options:
- Non-pricing Plan Milk is not sold to children, but is provided without charge or included in tuition or boarding fees or paid by private donation or endowment.
- Pricing (with free milk option) Milk will be provided free to children eligible for free milk in accordance with the appropriate Policy Statement, and children not eligible for free milk will pay the established price.
- Pricing (without free milk option) Milk will not be provided free to children eligible for free milk, all children will be charged the same price and in accordance with the appropriate Policy Statement.
Procurement
All agencies must meet federal procurement (purchasing) requirements by documenting efforts to maximize open and free competition. Depending on the value of the purchase, agencies have several options.
Save all dated and itemized grocery/store tapes or receipts, invoices for milk and milk substitutes purchased. These must be retained on file for three years plus the current year as support documentation for the claim.
Record Retention
Records for the SMP must be kept for three years plus the current program year (May 1 – April 30).
Reimbursement Rates
The rate of reimbursement is established annually by the USDA.
The current rate of reimbursement is $0.27 per half pint served to eligible children (effective July 1, 2024, through June 30, 2025).
Milk served to children under 19 years old may be claimed for reimbursement. Reimbursement is either paid at the current USDA rate of reimbursement or the reported average cost per half pint, whichever is the lesser of the two.
Calculating milk to claim for reimbursement
Agency’s are required to use DPI’s Milk Record Workbook to consolidate and total the receipts and invoices for the milk purchased within the calendar month, and to document milk served, wasted, and left on hand at the end of the month. A new Milk Record Workbook should be downloaded and saved each month. Be sure to convert all quantities to half pints. To determine the amount of half pints that will be claimed for reimbursement, subtract from the total quantity purchased, the amount of milk served to adults and the amount lost to waste, spoilage, or theft. The amount of milk reported for reimbursement must be reported as a total number of half pints. The Milk Record Workbook is to be used for your calculations and kept on-site as supportive documentation for the monthly SMP claim.
The average cost per half pint must be calculated based on the total number of half pints of milk purchased, not just the number of half pints purchased for the children, unless separate units of milk, which are clearly itemized on the receipt, are purchased for the children and adults. In the latter case, the milk purchased separately for adults must be excluded when calculating the total number of half pints and total cost of milk purchased.
Submit a monthly claim for reimbursement to DPI via Online Services. Claims for reimbursement cannot be submitted during the claim month of operation. Federal regulations impose a claim submission deadline of 60 calendar days after the last day of the month for which the claim applies. The claiming calendar below lists the claim submission deadlines. Refer to the Claiming webpage for instructions
Special Dietary Needs
Agency’s are required to provide milk substitutions for children with a disability that restricts their diet on a case-by-case basis when supported by a signed medical statement. The completed and signed form must be maintained on file with your agency’s SMP documentations.
Medical Statement Template (Spanish)
Milk substitutions not supported by a signed medical statement are at the agency’s discretion and must have the same nutritional composition as cow’s milk and have DPI’s approval.
Contract and Claims
Contract:
Claims:
Contact
Dana Reedy, MS, RD, CD, Nutrition Program Consultant
Phone: 608.266.3874
E-Mail: dana.reedy@dpi.wi.gov
Emily Rox, Nutrition Program Consultant
Phone: 608.266.9614
E-Mail: emily.rox@dpi.wi.gov