For all SFAs participating in the SMP
Non-Congregate and Parent Pick up Waivers
USDA has granted the Non-Congregate and Parent Pick up waivers for the Special Milk Program (SMP) for flexibilities in serving milk due to virtual or distance learning and school closures related to COVID-19. You must complete this SMP waiver request if your program intends to offer milk in a non-congregate setting and distribute to parents or guardians.
Allowable Milk TypesPasteurized fluid milk meeting state and local standards, having vitamins A and D at levels specified by the Food and Drug Administration (FDA). There is no requirement that a variety of milk be offered. The following milk types per age/grade group are allowable:
- 1 year old: Unflavored whole milk
- 2-5 years old (not yet in kindergarten): Unflavored low-fat (1%) or fat-free (skim) milk
- 6 years old and older: Flavored or unflavored fat-free (skim) or unflavored low-fat (1%) milk
Milk sold to adults, as a la carte, or used in meal prep cannot be claimed for reimbursement.
Financial ManagementFinancial records must be kept to document SMP revenue and expenditures. Funds must be utilized to provide milk at no cost or at a low cost to children. Allowable costs include milk, coolers to store milk, milk cooler repair, napkins, straws, and direct food service labor.
half-pint cost + $0.02-$0.05 (administrative costs) - reimbursement = half-pint price X 180 operating days = annual fee
- Temperature and Cleaning Log for Milk Coolers
- Required Standard Operating Procedures (see the Food Safety webpage)
- Use of Insulated Milk Barrels: Time as a Public Health Control Option
- Use of Milk Barrels: Monitoring of Temperature Option
- Use of Milk Bags: Monitoring of Temperature Option
Letter to Household
- SMP-Only Household Letter
- Note: The SMP-only Household Letter should be distributed by SFAs that participate in the NSLP and SBP that offer SMP to split session, half-day pre-kindergarten, or kindergarten students without access to the NSLP and/or SBP meals.
Point of Service Templates
Read more about procurement requirements
Q: What procurement procedures do schools follow to secure milk contracts?
A: All SFAs must meet federal procurement (purchasing) requirements by documenting efforts to maximize open and free competition. Depending on the value of the purchase, the schools has several options.
Read about Micro Purchase Method (purchases costing less than $10,000)This method is a non-competitive form of procurement where small-value procurements can be completed by the school quickly. The main requirement for this procurement method is the price must be reasonable and multiple purchases must be spread among similar vendors. This procurement method is ideal for small random/unexpected purchases, purchases that need to be made quickly due to outages, or for purchases for supplies that are purchased a few times a year.
Read about Small Purchase Method (purchases costing less than $250,000)This method is a competitive form of procurement often called three bids and a buy where schools can quickly and competitively purchase and award contracts with a value of less than $250,000. This is the most common procurement method used. Schools can simply call, email, fax, or be in-person at the time of requesting the bid, provide the vendor/supplier enough information and product specifications to submit a bid (verbal or written), and the school will award the contract/purchase to the lowest bidders meeting all the requirements of the bid. The bidder must also be a responsible bidder; able and capable of providing the product or service being procured. Additional information and resources can be found on the 3 Bids and Buy website.
Read about Formal Procurement Method (purchases costing more than $250,000)Additional information and resources for this procurement method can be found on the Formal Procurement Method webpage.
Record RetentionRecords must be kept for all purchases regardless of the procurement method used, including micro-purchases. Examples of solicitation documents for milk bids, along with other milk procurement resources, can be found on the Milk and Dairy Procurement webpage.
See Financial Management webpage for the SY 2020-21 Reimbursement Rates
Special Dietary Needs
- See the Special Dietary Needs webpage for regulations and documentation requirements.
For SFAs participating in SMP only
Calendar of Requirements
Civil RightsThe Civil Rights Compliance Self-Evaluation Form (PI-1456) must be completed on an annual basis and kept on file at the SFA.
- SMP-Only Civil Rights Self Compliance Form (PI-1456)
USDA requires Civil Rights training on an annual basis for all staff who interact with Child Nutrition Program participants including those participating in the SMP. The Civil Rights training is located on the Civil Rights webpage.
All materials and resources, including websites, that are used to inform the public about the USDA Child Nutrition Programs including participation in the SMP must contain the current USDA non-discrimination statement.
SMP-Only Claim Manual
Pricing (with free milk option)
Countclaiming category. Children who are not eligible for free milk pay the established price and are claimed in the claiming category. There is claiming category.are served to students by benefit category without overt identification. SMP POS templates are posted under the "For SFAs participating in the SMP" requirements section.
- Eligibility Manual for School Meals (section 6 on verification does not apply to SMP -only)
the start of the school year. SFAs should send this to the media, grassroots organizations, major employers contemplating or experiencing large layoffs, and local unemployment offices (as applicable). SFAs are to pay to have the Public Release published, but must maintain documentation of to whom the release was sent along with the specific materials distributed.Spanish) (Hmong) form. This form must be sent to all free benefit recipients, as determined through an application and Direct Certification.(
Pricing (without free milk option)
$____ (half-pint cost) + 2¢ – $____ (reimbursement) =
$____ (half-pint price) X 180 days =
$____ (annual charge)
It is not provided without charge to children eligible for free milk. All milk is claimed in the category., the point-of-service (POS) counting system must record individual student names for billing purposes. If a SFA collects milk fees on an , the POS can record the total number of milks served rather than by individual student names. SMP POS templates are posted under the SMP-only Requirements section.