5P-2.004. Reimbursement Process

(1) Advances. The Department will not advance funds to Sponsors for School Nutrition Programs.

(2) Claims. Claims for Reimbursement shall only be paid to Sponsors operating under a Child Nutrition Programs Agreement, incorporated in Rule 5P-1.004, F.A.C., with the Department except as provided in paragraph (d) of this subsection.

(a) All meals served by a Sponsor must meet meal pattern requirements pursuant to 7 CFR 210.10 and 7 CFR 220.8, incorporated in Rule 5P-2.001, F.A.C., to be eligible for reimbursement payments.

(b) The Sponsor must provide sufficient documentation to support the Claim for Reimbursement when submitted to the Department to be eligible for reimbursement payments. Such documentation must include the number of free, reduced price, and paid meals served to eligible children.

(c) All Claims for Reimbursement must be submitted to the Department online at https://fans.FDACS.gov, or by mail to 600 S. Calhoun Street (H2), Tallahassee, FL 32399, using the form entitled “National School Lunch Program Claim Form”, FDACS-01717 Rev. 12/18, which is hereby incorporated by reference and available online at http://www.flrules.org/Gateway/reference.asp?No=Ref-15522, and by email request to the Department at [e-mail].

(d) If a School Food Authority has not executed the Child Nutrition Programs Agreement, required in subsection 5P-2.001(4), F.A.C., with the Department prior to beginning program operations, the Department will make reimbursement payments for meals served by the School Food Authority that meet meal pattern requirements specified in 7 CFR 210.10 and CFR 220.8, during the calendar month immediately preceding the calendar month in which the written agreement is executed, absent deficiencies that the Code of Federal Regulations would preclude the Department from making payments.

(3) Claim Reviews. The Department will review each Sponsor’s Claim for Reimbursement on a monthly basis, to ensure that monthly claims are limited to the number of free and reduced-price meals served, by type to eligible children. Sponsors shall correct any Claim for Reimbursement that does not accurately identify the number of meals eligible for reimbursement by making an upward or downward adjustment to the claim.

(4) Submission Dates. Claims for Reimbursement must be postmarked or submitted online to the Department no later than thirty (30) days following the last day of the full month covered by the claim. Adjustments to Claims for Reimbursement must be completed and postmarked or submitted online to the Department within sixty (60) days of the last day of the full month covered by the claim. Upward adjustments to Claims for Reimbursement are limited to two adjustments per claim per Sponsor unless the adjustment results from an Administrative Review or from other federally-required or state-imposed audits.

(5) One-Time Exception. Claims for Reimbursement and any adjustments made to Claims for Reimbursement not filed within the prescribed timeframes set forth in subsection 5P-2.004(4), F.A.C., will not be paid by the Department unless otherwise authorized by USDA’s Food and Nutrition Service (FNS) or the Sponsor requests a one-time exception in accordance with paragraphs (a) and (b) of this subsection.

(a) Sponsors may only request a one-time exception for late submission of Claims for Reimbursement every thirty-six (36) months for all School Nutrition Programs collectively; and

(b) Sponsors must submit a corrective action plan online at https://fans.FDACS.gov or by mail to 600 S. Calhoun Street (H2), Tallahassee, FL 32399, within thirty (30) calendar days of the request of the one-time exception and the corrective action plan must include:

1. The reason(s) contributing to the late submission of the claim or upward adjustment of the claim;

2. An outline of the corrective action(s) to be taken to avoid future late submissions;

3. A statement of understanding regarding the frequency of one-time exceptions in paragraph (a) of this subsection; and

4. The signature of an authorized Sponsor representative.

Rulemaking Authority 570.07(23), 595.404(4), 595.404(5), 595.404(10) FS. Law Implemented 595.404 FS. History‒New 8-9-23.