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SNP Financial Management

As a result of statewide school funding issues, some districts are faced with a very serious problem: Where will funds come from to replace the district's contribution to operate the National School Lunch and School Breakfast Programs?

In many cases, internal restructuring of the food service department's structure, policy and practices can result in significant cost savings. We have included resources to assist you. If your district is in need of financial technical assistance, please contact your assigned Child Nutrition Specialist.

Visit the SNP training page to view available training on this topic.

Financial Resources

Financial Regulations

Supply Chain Assistance Funds

The Oregon Department of Education Child Nutrition Programs (ODE CNP) is announcing the availability and distribution of additional USDA funds. Throughout the pandemic, school food professionals have met extraordinary challenges to ensure every child can get the food they need to learn, grow and thrive. However, circumstances in local communities remain unpredictable, and supply chains for food and labor have been stressed and at times disrupted. Supply chain issues have significantly affected school districts’ ability to procure nutritious foods for NSLP, SBP and/or SSO meal service. In school year 2021-2022, many operators of the National School Lunch Program (NSLP), School Breakfast Program (SBP) and /or Seamless Summer Option (SSO) have been experiencing unprecedented challenges in purchasing and receiving food through their normal distribution channels. In order to assist school districts experiencing these supply chain disruptions, USDA is providing relief funding to state agencies referred to as Supply Chain Assistance (SCA) Funds.

Excess Operating Balance (EOB)

ODE CNP is responsible for ensuring that schools, districts, and other entities participating in the National School Lunch and School Breakfast Programs comply with federal regulation regarding the financial management of their nonprofit food service accounts.  This includes a requirement that program sponsors limit their net cash resources (i.e. year-end balance) to an amount that does not exceed three months' average expenditures for their nonprofit food service programs.  7 CFR 210.9(b)(2) and 7 CFR 220.7(e)(1)(iv).

All program sponsors will be required to calculate and submit their year-end nonprofit food service account balance using the Excess Operating Certification form by September 30, 2022.

Paid Lunch Equity (PLE) Tool (Due September 30, 2022)

The Paid Lunch Equity (PLE) Tool was created to assist School Food Authorities (SFAs) calculate their paid lunch price increase requirements and/or non-Federal source contributions to meet the requirements specified in 7 CFR 210.14(e).

A waiver from the PLE requirement is available (See option 2).

For the SY 2022-23, SFA will have two options:

  • Option 1: Complete the PLE requirement process:

School Food Authorities (SFSs) will use the SY 2022-2023 PLE Tool for the Contiguous States to evaluate their PLE. SFAs should use the price they last charged students (for many SFAs this will be SY 2019-20 prices) as the basis for their SY 2022-23 PLE calculation.

  • Option 2: Opt in to use the Oregon Waiver #25: Paid Lunch Equity (NSLP):

This will waive the entire PLE requirement under 7 CFR 210.14(e).  More specifically, it waives the requirement for sponsors to assess their paid lunch equity compliance and for the price increase or transfer of non-federal funds.

To opt in to this waiver, Sponsors will complete the electronic 2022-23 Oregon Waivers form.  Once approved Sponsors will receive an email approval from ODE to keep on file.

Sponsors must complete one of the options listed above to meet the SY 2022-23 PLE requirement.   As a reminder, for those receiving an Administrative Review in SY 2022-23, documentation of either options listed above will be required.

Revenue from Nonprogram Foods

Nonprogram foods are foods and beverages, other than those sold as part of a reimbursable meal, purchased with funds from a sponsor's nonprofit food service account.   Nonprogram foods must comply with 7 CFR 210.14.

Sponsors are required to determine if the percent of total revenue that is generated from nonprogram food sales is equal to or greater than the percent of total foods costs that are attributable to the sponsor's purchase of nonprogram foods.   Sponsors must ensure that nonprogram foods are priced sufficiently to meet the nonprogram foods requirement, or secure non federal funding to make up any shortfalls in the nonprofit food service account.   Sponsors are required to retain records that document compliance with Revenue from Nonprogram Foods requirements.

State Match Requirement Materials

Federal programs often have a requirement of a state fund match in order to receive federal funds.

Sponsors that receive state appropriated general purpose or undesignated education funds (aka State School Funds) are required to complete this state match. This includes School Districts and ESD's. This requirement does not apply to Residential Child Care Institutions (RCCIs).  The requirement for state match is attached to having an agreement to operate NSLP, which is considered still in effect during SSO/SFSP COVID operations.

SY 2021-2022

State appropriated general or undesignated revenues must be transferred to the school food service account in order to meet the match requirements for 2021-22. An audit trail is required to verify that state funds were used to meet this matching requirement. The following documentation of the state match must be reported to ODE CNP:

  • State Revenue Matching Statements SY 2021-22  Please complete and sign your specific State Revenue Match document
  • Submit supporting documentation showing (1) The exact amount of state match on the State Match Statement; (2) Transfer FROM general fund with memo note/journal entry "State Match Requirements"; (3) Transfer TO the nonprofit School Food Service fund. Transfer are required to be completed by June 30, 2022.

Please email your State Revenue Match statement and expenditure audit report to by Friday, September 30, 2022.

Capital Equipment Procedures (Purchases over $5,000)

  • ODE Pre-Approved Equipment List

    If you buy equipment from this list prior approval from ODE is not required before purchasing the equipment for use in Child Nutrition Programs.

  • Capital Equipment Request Form

    If a piece of equipment if over $5,000 and is not on the above pre-approved equipment list, this form must be completed and sent to your assigned specialist for approval before you purchase the equipment for use in Child Nutrition Programs.

For additional information or questions, contact the Oregon Department of Education Child Nutrition Programs by
Email: ODE School Nutrition or Phone: 503-947-5894.