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Preparing for your Non-School Special Milk Program (SMP) Administrative Review

Overview

Each child care institution approved to participate in the Non-School Special Milk Program (SMP) shall upon request, make all records pertaining to its milk program available to the State agency, FNS, and Office of Audit (OA). The following information will assist non-school agencies with assessing compliance with the USDA regulations 7 CFR §215.1-215.17 for the Special Milk Program (SMP).

For a refresher please view the E-Learning Course for the Non-School Special Milk Program (SMP) by clicking on the link below.

E-Learning Course for the Non-School Special Milk Program (SMP) Computer webinar icon

  • This web-based course can be accessed on your PC, laptop, tablet, and cell phone.
  • Staff can train on topics related to their job duties.
  • No special access codes or passwords are needed.
  • A certificate of training is available at the end of each lesson.

What to Know

The intent of monitoring the SMP is to determine program compliance in accordance to regulatory requirements (7 CFR § 215.1-215.17), and your agency's approved contract. The following will assist your agency in determining its compliance within the Program.

1. Compliance with Agreement-Policy Statement
Is your agency operated in compliance with it's Application/Agreement/Policy Statement?

2. Milk Selection
Does your agency provide the correct milk selections to children according to the USDA regulations?

Fluid milk and non-dairy fluid milk substitutes served must meet the requirements as outlined in this section.

(a) Types of fluid milk. 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. Fluid milk must also meet the following requirements:

(1) Children 1 year old. Children one year of age must be served unflavored whole milk.

(2) 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.

(3) Children 6 years old and older. Children six years old and older must be served unflavored low-fat (1 percent) or flavored or unflavored fat-free (skim) milk.

(b) Fluid milk substitutes. Non-dairy fluid milk substitutions that provide the nutrients listed in the following table and are fortified in accordance with fortification guidelines issued by the Food and Drug Administration may be provided for non-disabled children who cannot consume fluid milk due to medical or special dietary needs when requested in writing by the child's parent or guardian. A school or day care center need only offer the non-dairy beverage that it has identified as an allowable fluid milk substitute according to the following table.

Nutrient Per cup (8 fl oz)
Calcium 276 mg.
Protein 8 g.
Vitamin A 500 IU.
Vitamin D 100 IU.
Magnesium 24 mg.
Phosphorus 222 mg.
Potassium 349 mg.
Riboflavin 0.44 mg.
Vitamin B-12 1.1 mcg.

3. Recordkeeping and Reporting
Does your agency comply with USDA's Recordkeeping and Reporting requirements?

  • The signed Agreement-Policy Statement is kept on file permanently and for three years after your agency termination from the Program.
  • The following records are kept on file for a period of three years plus current year after the fiscal year to which they apply:
    • Contract approval letter;
    • SMP records (monthly claims and daily milk counts or tally sheets of milk consumed);
    • Full and accurate financial records that support the amount of milk reimbursed including dairy delivery slips and/or receipts for milk purchased which clearly identify the type, unit, price, date, and place of purchase for each transaction within the calendar month;
    • Complete Milk Record Workbook reflecting milk purchases, spoilage, loss, theft, and/or adults served; and
    • Daily milk counts or tally sheets of milk consumed support total number of milks/milk substitutes served to children and claimed for reimbursement
      • Milk is served in the full 8 oz. portion; or if utilizing family style service, milk is being served in at least a 10 oz. cup;
    • Previous review, except when findings have not been resolved; the records must then be retained as long as required for resolution of the issues raised

4. Civil Rights Requirements
Does your agency comply with federal Civil Rights requirements?

5. Food Safety Practices
Does your agency comply with Food Safety practices?

  • Adhere to sanitation method per Wisconsin Food Code and/or DCF 251.06(5) and DCF 251.06(9)
  • Agency maintains an accurate Temperature and Cleaning Log;
  • Working thermometers are kept in all refrigeration units;
  • Milk is refrigerated within a temperature range of 35-40 degrees Fahrenheit from the time of delivery until the time of service;
  • Milk deliveries are rotated on a first-in first-out basis; use oldest milk first;
  • Do not use milk after its expiration date (the expiration date is located on the milk container);
  • Routine cleaning schedules are maintained to keep internal and external surfaces of cold storage units clean; and
  • Routine maintenance is scheduled to check temperature, condensation, and replace worn seals.

Review

An agency participating in the SMP must receive a review at a minimal once every three years. The Authorized Representative (AR) identified in the agency's Special Milk Program (SMP) contract will receive an email from the Department of Public Instruction Community Nutrition Team notifying the agency that an administrative review will be completed in this fiscal year.

The review announcement letter will be sent via electronic mail, and will contain the following information:

  • Purpose of the administrative review (to determine the agency's compliance with SMP regulations and to provide technical assistance in administering the Program)
  • Reimbursement claim that will be reviewed
  • Requested documentation
  • Due date for receipt of documentation
  • Primary contact information

Documentation

The agency shall submit the required documentation and prepare requested reports to be sent to the designated person in the letter, by the due date identified in the announcement letter. Most documents may be submitted electronically or in hard copy, however, when submitting hard copies of documents, the agency should not submit the original documents.

Documentation requested in the announcement letter may include, but is not limited to, all of the following:

For questions about this information, contact CNT (608) 267-9129