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Claim Submission Deadlines

Deadlines

To be entitled to reimbursement, a claim preparer for each agency must submit a monthly claim for reimbursement that provides data in sufficient detail to justify the reimbursement claimed. An authorized agent or district official of the agency must certify and submit the claim.

60 Calendar Day Cut-off Deadlines for Submitting Reimbursement Claims

Federal regulations impose a claim submission deadline of 60 calendar days after the last day of the month for which the claim applies. The following chart gives the deadline date for each monthly claim period.

Claiming Month

Last Day for Online Submission

January April 1 (March 31 on leap years)
February April 29
March May 30
April June 29
May July 30
June August 29
July September 29
August October 30
September November 29
October December 30
November January 29
December March 1 (February 29 on leap years)

In the event that the 60th day falls on a Saturday, Sunday, or Federal holiday, the claim is due on the next business day. If you are submitting a claim under this situation, you will not be able to submit your claim online. Instead, you need to complete a paper copy of the claim. Please plan ahead to avoid paper claim submissions.

USDA Guidance for Local and State Agencies on 60-Day Claim Submission and 90-Day Reporting Requirements for Child Nutrition Programs. 

DPI Claims Processing

Only one claim or adjustment per program is accepted per payment processing period. The DPI processes payments each Tuesday and payments are electronically deposited on the second Monday after the processing date. If a holiday falls on the processing or payment date, the processing or payment date will be the next business day. No claims are processed for payment during the last two weeks of June and the last two weeks of December or during a Federal government shutdown.

Paper Claims

A paper claim should only be submitted when:
  • An agency needs to modify and existing claim that has already been “paid” or “processed”.
  • An agency is blocked, by DPI, from submitting online claims and a claim needs to be submitted to meet the 60 calendar day cut-off deadline.
  • The claim deadline lands on a Saturday, Sunday, or Federal holiday.
For instructions on submitting paper claims, click on the appropriate program below.
Remember to submit a paper claim for each program in which your agency participates.
 

One-Time Exception for Late Claims

Any claim or upward adjustment received after 60 calendar days from the end of the claiming month is considered a late claim. A late claim cannot by paid with federal funds unless the DPI grants a one-time exception.
A one-time exception may be granted separately for School Meal Programs, Child and Adult Care Food Program (CACFP), and Summer Food Service Program once every 36 months.
 
  • School Meal Programs includes the School Breakfast Program, National School Lunch Program, Afterschool Snack Program, Special Milk Program, and the Seamless Summer Option. An exception for any of these programs would count as the LEAs one-time exception for School Meal Programs.
  • CACFP includes the Adult Day Care, At-Risk Afterschool Meals, Child Care, and Emergency Shelters. An exception for any of these programs would count as the agency’s one-time exception for the CACFP.
The Federal and State Grants Program of DPI must approve all exception corrective action plans. To request a one-time exception, send a paper claim form for the claim month, along with a completed One-Time Exception Corrective Action Plan form and submit it to:
 
Federal & State Grants Program