Fresh Fruit and Vegetable Program

Fresh Fruit and Vegetable Program is sponsored by California Department of Education. This opportunity supports mission-aligned projects and measurable outcomes.

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The California Fresh Fruit and Vegetable Program (FFVP) is a reimbursement grant program funded by the U.S. Department of Agriculture (USDA) and administered by the California Department of Education (CDE) Nutrition Services Division (NSD).

The purpose of this program is to provide an additional free fresh fruit or vegetable snack to elementary school students during the school day as a supplement to (and not part of) the School Breakfast Program (SBP) and the National School Lunch Program (NSLP), and to teach students about good nutrition.

The FFVP also encourages grantees to develop partnerships at the state and local level for support in implementing and operating the program. The FFVP began as the Fresh Fruit and Vegetable Pilot Program, authorized by Congress under the Farm Security and Rural Investment Act of 2002 (Public Law 107-171) in a limited number of states and schools.

The purpose of the pilot was to identify best practices for increasing fresh fruit and vegetable consumption among students and to determine feasibility and student interest. The Food, Conservation, and Energy Act of 2008 (Farm Bill) amended the Richard B. Russell National School Lunch Act by adding Section 19, the FFVP.

Section 19 authorized the program nationwide to 50 states (as well as the District of Columbia and the territories of Guam, Puerto Rico, and the Virgin Islands).

The goal of the FFVP is to enhance school food environments by providing healthier food choices and to: Expand the fruits and vegetables children experience Increase children’s fruit and vegetable consumption Make a difference in children’s diets to affect their present and future health The program is seen as an important catalyst for change in efforts to combat childhood obesity and by helping children adopt healthy eating habits.

The FFVP funding is contingent upon the award amount provided from the USDA to the CDE. As a result, the CDE adjusts the award amount granted per student from the first to the second allocation for each school year. Grant Program Requirements The USDA provides funds to the CDE NSD to administer the FFVP program according to federal requirements and the California FFVP Guidelines.

As long as funds are available, the NSD provides reimbursement to awarded elementary schools for the cost of operating the FFVP and providing fresh fruits and vegetables to students, free of charge and during the school day. As required by federal law, the selection criteria are based on a school’s percentage of free and reduced-price enrollment with priority given to schools with the highest percentages.

To receive a grant, the school food authority (SFA) must apply on behalf of their elementary schools. The selected elementary schools then receive grant awards of $50–$75 per student for the school year. With these funds, schools purchase additional fresh fruits and vegetables to serve free to students as a snack outside of normal meal service and provide complementary nutrition education.

To be eligible for the FFVP, an agency must be an SFA. According to Title 7, Code of Federal Regulations (7 CFR ), Section 210. 2, an SFA is defined as the governing body which is responsible for the administration of one or more elementary schools and has the legal authority to operate the program therein or be otherwise approved by the USDA Food and Nutrition Service to operate the program.

The following are considered SFAs and are eligible to apply for an FFVP grant: School districts and county offices of education on behalf of their elementary school sites Direct-funded charter elementary schools Private elementary schools participating in the NSLP if 50 percent or more of their students are eligible for free and reduced-price meals Residential child care institutions operating an elementary school during the day and participating in the NSLP To receive an FFVP grant, a school must meet the following minimum criteria : An elementary school is defined as: A school that contains one or more grades pre-kindergarten to fourth, and no grade higher than eighth A school that contains one or more grades fifth to sixth only An elementary school includes the following grade spans: Pre-K–K*, Pre-K–1, Pre-K–2, Pre-K–3, Pre-K–4, Pre-K–5, Pre-K–6, Pre-K–7, Pre-K–8 1–1, 1–2, 1–3, 1–4, 1–5, 1–6, 1–7, 1–8 2–2, 2–3, 2–4, 2–5, 2–6, 2–7, 2–8 3–3, 3–4, 3–5, 3–6, 3–7, 3–8 *Note that Kindergarten (K) includes Transitional Kindergarten (TK) Have 50 percent or more of the student enrollment eligible for free and reduced-price meals—priority is given to SFAs with the highest percentage Provide an implementation plan describing the snack service time and frequency, nutrition education, and collaborative partnerships Have documented support of the school food service manager, principal, and district superintendent Submit a grant application package by the deadline Be in good standing with the operation of all other federal child nutrition programs (CNP) Grant Program Requirements Grantees have the flexibility to develop their own FFVP implementation plan and to choose the type of produce, number of days per week, and times during the day to provide the free fresh fruit or vegetable snacks to their students.

Grantees are also encouraged to develop partnerships to help implement the program, such as with local universities, extension services, farmers markets, and local growers and grocers. Upon award of the grant, grantees are required to have their Superintendent e-sign and submit a Grant Award Notification (GAN) and Supplemental Agreement for the first and second allocations for the FFVP.

A complete set of grantee requirements are included in these documents.

A few of the key requirements are highlighted below: Make free fresh fruits and vegetables available during the school day as a snack to all enrolled children outside of NSLP and SBP operation Offer the FFVP snack a minimum of three times per week Offer nutrition education at least one time per week as part of the FFVP Follow all food safety requirements and Hazard Analysis and Critical Control Point guidance Widely publicize the availability of fresh fruit and vegetable snacks within the school Implement the FFVP in accordance with the USDA guidelines, the USDA FFVP: Handbook for Schools and the California FFVP Guidelines Grantees must remain in good standing status over the course of the FFVP grant period.

Grantees are expected to spend 75–100 percent of their total award. Grantees are expected to begin implementing the FFVP at the start of their school year. If the SFA has any participating FFVP elementary schools that have not implemented the FFVP by October 16 of the grant year, the CDE will amend the second allocation award of the school to zero dollars and remove the school from the FFVP .

In addition, the SFA must remain in good standing in the operation of all other federal CNPs.

Good standing means an SFA cannot be documented as having an open serious deficiency in its operation of the Child and Adult Care Food Program or the Summer Food Service Program and cannot have an active reimbursement hold in the School Nutrition Program related to nonsubmission of, or unacceptable corrective action documentation (7 CFR , sections 226. 6[c][3][iii], 225. 11[c], and 210.

24 respectively). The FFVP is a reimbursement grant; therefore, grantees must expend their own funds and then submit a claim for reimbursement to the CDE. SFAs participating in the FFVP submit monthly reimbursement claim forms to the NSD for review and approval.

The NSD reimburses the SFA for the fresh fruit and vegetable, operational, and administrative costs to implement the program. Upon receipt of a claim, the NSD and the State Controller’s Office (SCO) will process the claim within 45 calendar days. Please note : once the SCO has mailed a reimbursement check, the time frame for a school to receive the payment will vary due to the practices within a specific county.

You can access the current and previous year FFVP grant recipients and funding allocations on the CDE Funding Results web page. After selecting the link, search by fiscal year and type in "FFVP" under key words, then search. This will bring up the FFVP Funding Results links for current and previous years.

You can also access the FFVP Funding Results links from the CDE Rates, Eligibility Scales, and Funding web page, under the Grants section. The CDE NSD has developed further guidelines with input from the USDA Western Regional Office to supplement the USDA FFVP: Handbook for Schools These guidelines were created to help school food authorities (SFAs) and participating elementary schools implement the FFVP in an effective manner.

The guidelines address 11 main topic areas: Snack Frequency and Serving Times Allowable Fruits and Vegetables FFVP Reimbursement Claim Process Personnel Activity Reporting FFVP Administrative Review Process 1. Snack Frequency and Serving Times The purpose of the FFVP is to offer a free fresh fruit or vegetable snack to all students in the participating elementary school.

Frequency: Grantees are expected to serve the FFVP snack a minimum of three times per week in a participating school during the school year. Grantees are only allowed to serve the FFVP snack during the school day between the regular hours of school operation (e.g., during mid-morning break, before recess, afternoon nutrition breaks, etc.). Grantees may not operate the FFVP before or after school, or during lunch or breakfast periods.

On-campus Farmers' Market: On-campus Farmers' Market set up is allowed once a year as the FFVP snack service and must be eaten during the school day, outside of other meal times. All fruits and vegetables served during this event must follow the Hazard Analysis and Critical Control Points (HACCP) principles, such as washing foods prior to consumption. 2.

Allowable Fruits and Vegetables The following lists include the types of fruits and vegetables that can and cannot be purchased with FFVP grant funds. Most of the items listed are also addressed in the USDA FFVP: Handbook for Schools (PDF) . However, bolded items have been added for clarification for California grantees.

Whole or sliced fresh fruits and vegetables Condiments: lemons, limes, or chili powder can be used as a condiment to be served with vegetables Vegetable dips are allowed if they are low-fat, yogurt-based, or other low-fat or fat-free (nonfat) dips Dip serving sizes cannot exceed 2 tablespoons (2 ounces) Please note that low-fat or non-fat hummus, peanut butter, and sun butter may only be served with vegetables once a month due to the high fat content Fresh vegetables that are cooked must be limited to once per week and served only as part of a nutrition education lesson Processed or preserved fruits and vegetables (i.e., canned, frozen, vacuum-packed, or dried) Fruit leather or jellied fruit Dips for fruit or cottage cheese Fruit that has been injected with flavorings Most nonfood items, except those allowed under supplies and administrative operational costs If you have any questions about which fruits and vegetables are allowed to be served in the FFVP, please contact CDE staff at FFVP@cde.

ca. gov for assistance before making any purchases. Grantees are expected to provide nutrition education to all students, a minimum of once per week.

The nutrition education provided can vary in length and content. For example, nutrition education can be as easy as teaching students where the featured fruit or vegetable is grown, and its nutrition/health benefits, etc. In addition, nutrition education may be part of a core curriculum, such as health or science classes. The goal is for nutrition education to be incorporated into the elementary school’s curriculum.

Please note that FFVP funds cannot be used to purchase nutrition education materials or promotional items. 4. FFVP Reimbursement Claim Process The California FFVP reimbursement claim is available in the Child Nutrition Information and Payment System (CNIPS) .

The SFA must submit monthly claims electronically in CNIPS to receive reimbursement. The CDE will not accept paper claim forms. Please refer to the FFVP User Manual for Claiming in CNIPS for more detailed information on the reimbursement claim process and how to enter a claim for payment; this can be found in the Resources tab of CDE's FFVP web page.

FFVP claims should be submitted within 30 days of the end of the previous month (e.g., the November FFVP reimbursement claim submitted by December 30). Similar to the NSLP, FFVP claims will not be paid if they are submitted 60 days or more after the end of the month for which you are claiming reimbursement.

Refer to the USDA FFVP: Handbook for Schools (PDF) , December 2010, Page 25; and 7 Code of Federal Regulations ( CFR ), Section 210. 8 (b)(1). An SFA can request a one-time exception, once every 36 months, to receive payment for a claim submitted after the 60-day deadline.

Additional details provided in "One-time Exception" section below . Grantees must maintain financial records (copies of invoices or purchase orders) for at least three years beyond the grant period for auditing purposes. Allowable Reimbursement Categories Allowable reimbursement expenses for the FFVP grant fall into three categories: (1) fresh fruits and vegetables, (2) operating costs, and (3) administrative costs.

It is important to note that the allowable costs under these categories may be different from those in the NSLP. Fresh fruits and vegetables : California guidelines require the SFA to spend a minimum of 70 percent of the total award on the direct purchase of fresh fruits and vegetables. Participating elementary schools must document fruit and vegetable expenses that are directly related to the FFVP.

Operating costs : Participating elementary schools must maintain documentation related to operating expenses for acquiring, delivering, preparing, and serving fruits and vegetables through the FFVP if these expenses are billed to the FFVP grant.

Operating costs may include: Small supplies (napkins, paper plates, serving bowls, trash bags, etc.) Direct labor charges (salaries and fringe benefits for employees who prepare, serve, or deliver the FFVP fresh fruits and vegetables) Administrative costs : The USDA has established a maximum that SFAs can spend on administrative costs—up to 10 percent of the grant award.

Participating elementary schools must document administrative costs including equipment purchases, leasing, and labor costs that are not directly related to the preparing and serving of fresh fruits and vegetables, but are necessary to administer the program. Participating elementary schools must prorate expenses as needed to ensure that only the FFVP portion of the administrative expense is charged to the FFVP.

To help estimate administrative costs, participating elementary schools may use the lesser of their approved indirect cost rate or the statewide average indirect cost rate when submitting an FFVP claim. Note however that no indirect costs should be charged to the FFVP through the SFA’s fiscal department.

Equipment purchases: According to the CA FFVP guidelines, grantees are required to obtain prior approval from the NSD before purchasing equipment with a per unit cost of $300 or more. An SFA must complete an Equipment Justification Form and submit it to the NSD. This form (Form ID SNP 66 FFVP ) can be downloaded from CNIPS in the Download Forms section.

If the equipment is being shared with another program, equipment purchases must be prorated FFVP funds cannot be used to: purchase nutrition education materials purchase marketing or promotional items fund marketing or promotional activities purchase and distribute fruit baskets to families purchase and distribute the FFVP snacks to school personnel purchase and distribute the FFVP snacks to students to take home during breaks retroactively claim costs for previous School Years/Fiscal Years whose grant periods are already closed retroactively claim costs in one lump sum for prior claim months or an entire grant year claim costs for prior claim months that have already passed the 60-day submission deadline (unless an FFVP one-time exception is used) If your SFA has questions about allowable costs, please contact the CDE FFVP Team by email at FFVP@cde.

ca. gov prior to incurring the costs. Disallowed Costs: Items within a claim may be disallowed, and subsequently not paid, for reasons including, but not limited to: Significant concerns about purchases Claim total to date exceeds total allocation amount Total year-to-date administrative expense claim amount exceeds 10 percent of the participating elementary school’s total grant award.

The FFVP claim submission due dates are based on the School Nutrition Program (SNP) deadlines to submit claims in CNIPS for reimbursement. All FFVP claims should be submitted within 30 days after the end of the claim month and must be no later than the SNP claim submission deadlines . The SNP claim due dates are posted annually and are available on the CDE SNP Claim Submission Deadlines web page .

Due Dates for Each Grant Period Claim Submission Date (30 days from end of month that is being claimed) Submission Deadline (60-day)—after which claim cannot be paid The USDA allows the CDE to grant a one-time exception to an agency once every 36 months for each program type, including the FFVP. The one-time exception is used when an agency submits a claim or modifies a claim after the 60-day submission deadline.

Per Management Bulletin CNP-01-2022 , Reimbursement Claim One-time Only Exception Submission Deadline Policy Clarification, the CDE limits the use of the one-time exception to the federal fiscal year in which the claim was late and requires the exception request be submitted to the CDE by December 6 following the applicable federal fiscal year (October 1–September 30).

For example, ABC agency does not submit its January claim for reimbursement by April 1 (claim submission deadline). The agency has not submitted a one-time exception request in the past 36 months. If ABC Agency decides to use its one-time exception, it must submit the request to the NSD by December 6.

If you need to request a one-time exception, please contact the FFVP team by email at FFVP@cde. ca. gov , for the necessary one-time exception Corrective Action Form.

7. Personnel Activity Reporting Please note that any personnel expenses charged to the FFVP grant require payroll documentation and personnel activity reporting (PAR).

State guidance, the California School Accounting Manual ( CSAM , 2024 Edition) (PDF) and Management Bulletin SNP-06-2014, Documenting Employee Time and Effort in Federal School Nutrition Programs , and federal regulations, Title 2, Code of Federal Regulations (2 CFR ) Part 200. 430 (x) (4) , govern payroll documentation.

Whether the employee working on the FFVP also works on other federally funded programs will determine the type of time distribution records needed. The CSAM , 2024 Edition (PDF) , Procedure 905, “Documenting Salaries and Wages,” provides sample Semiannual Certification and PAR forms as guidance to grantees.

Please remember that the CDE does not dictate the use of any particular form, but it is important to know the level of detail that is required by the state and federal regulations.

Employees Who Work on a Single Cost Objective single cost objective (such as the FFVP only) must maintain a semiannual certification that is: Certifying the employee works solely on that program/cost object Prepared at least semiannually Signed by the employee or supervisor Employees Who Work on Multiple Cost Objectives Employees who work on multiple cost objectives (such as the FFVP and the NSLP), if not using a substitute system, must maintain PARs that: Reflect an after-the-fact distribution of the actual activity of each employee Account for the total activity each employee is compensated Are prepared at least monthly and coincide with one or more pay periods Are signed by the employee The nonprofit school food service account (cafeteria fund) cannot, as a common practice, support FFVP personnel expenses.

Any personnel activity related to the FFVP may be charged as direct labor or indirect labor expenses to the FFVP grant or another funding source outside of the cafeteria fund. For information about the cafeteria fund, please visit the Allowable Costs web page and the CDE Cafeteria Fund web page . You may also contact the CDE Cafeteria Fund Team by email at SNPCAFEFUNDQUESTIONS@cde.

ca. gov . 8.

FFVP Administrative Review Process As a condition of receiving FFVP funds from the USDA Food and Nutrition Service, the CDE is federally required to perform reviews of the grantees' FFVP operations. Refer to the USDA FFVP: Handbook for Schools (PDF) , December 2010, page 26. The Richard B.

Russell National School Lunch Act, as amended by the Healthy, Hunger-Free Kids Act of 2010, requires state agencies to adhere to an accountability system that conducts administrative reviews (AR) to evaluate program requirements of the NSLP and SBP, as well as other federal child nutrition programs (CNP), on a three-year cycle. The FFVP is included in the AR.

Therefore, SFAs that are scheduled for an AR will also have a review of the FFVP at one or more participating elementary school sites. The AR for the FFVP will include: (1) claim validation and (2) an on-site review. The NSD field services staff conducts the on-site review, are responsible for comprehensive AR monitoring, and conducts the off-site claim validation.

The components of the FFVP review are described below. Claim Validation (off-site): The NSD reviewer will validate one claim for reimbursement for each FFVP elementary school selected for review. The SFA will provide supporting cost documentation for the one month claim.

The NSD reviewers will compare the total cost claimed for reimbursement against the total cost established by the supporting cost documentation.

The NSD reviewer will determine if the elementary school: Uses the majority of funds to purchase fresh produce Reviews and prorates equipment purchase Ensures that labor costs and all other nonfood costs are minimal Plans to charge no more than 10 percent of the total grant to administrative costs The SFA will be in compliance if claimed items are allowable and claim costs can be validated with supporting cost documentation.

The NSD field reviewer will observe the FFVP operation in each of the selected elementary schools .

The reviewer will observe whether the: FFVP is available to all enrolled children School offers the FFVP within the school day, but outside the meal service times of the NSLP and SBP School widely publicizes the FFVP School does not serve products that are unallowable according to the USDA FFVP: Handbook for Schools (PDF) or the California FFVP Guidelines .

School provides dip for vegetables only and that the dip is either low-fat or fat-free (nonfat) and the serving is no larger than 2 tablespoons School does not provide fresh fruits and vegetables to adults except for teachers who are in the classroom with students during the FFVP food service The school offers a cooked vegetable no more than one per week and only when included as part of a nutrition education lesson FFVP food service follows the HACCP principles and applicable sanitation and health standards The school offers nutrition education weekly The SFA will be in compliance if each of the FFVP schools selected for review complies with the guidance listed above.

For more information, please visit the Compliance tab . To be eligible to receive an FFVP grant, SFAs currently participating in any of the federal CNPs, must be in good standing in the operation of those programs. They must also be in compliance with all related regulations during the application process and anytime during the course of the grant period.

This means that an SFA cannot be documented as having an open serious deficiency in its operation of the Child and Adult Care Food Program (CACFP) or the Summer Food Service Program (SFSP) and cannot have an active reimbursement hold in the SNP related to nonsubmission of or unacceptable corrective action documentation (7 CFR , sections 226. 6[c][3][iii], 225. 11[c], and 210.

24 respectively). If an SFA knowingly submits false information on its grant application or invoices, the CDE may deny or collect the agency’s grant funding. the CDE NSD Good Standing Status for SNP Grants for a link to the criteria considered when determining good standing .

A grantee will be notified if there is concern about their good standing status during the course of the grant year.

As a result, the CDE reserves the right to remove grantees from the FFVP and disallow them from receiving future FFVP grants if the CDE has documented concerns with the grantee’s good standing status or their ability to implement the FFVP (i.e., grantee is not implementing the FFVP in accordance with the USDA FFVP: Handbook for Schools (PDF) or the California FFVP Guidelines .

Over the course of the FFVP grant period, grantees are expected to spend 75–100 percent of their total award. Therefore, the CDE will monitor a grantee’s spending pattern throughout the grant period. If there are documented concerns that grantees are under spending, this may detract from a grantee’s good standing status, and may result in an SFA being disallowed from receiving a future FFVP grant.

In addition, the CDE expects all grantees to implement the FFVP when their school begins. If the SFA has any participating FFVP elementary schools that have not implemented the FFVP by October 16 of the grant year, the CDE will amend the second allocation award of the school to zero dollars and remove the school from the FFVP . For more information, please visit the Compliance tab .

10. Grant Appeal Procedures To appeal a FFVP grant award decision, visit the CDE Appeal Process for Grants web page for the timeline, procedures, and Grant Appeal Form. The CDE requires all FFVP grantees to complete a mid-year and a final report.

These reports are essential for the CDE to understand how the program is being operated statewide. The reports may include questions about FFVP implementation strategies, nutrition education provided, program barriers, and partnerships or collaborations that assisted with the implementation of the FFVP.

FFVP Mid-Year Training and Final Report The CDE will provide grantees with a mid-year training in January or February of each grant period. Grantees must attend the mid-year training to fulfill this report requirement. The CDE will also provide grantees a final report template in June of each grant period.

Grantees must return the final report to the CDE no later than 60 days after the end of the grant period (August 31). The SFA must develop a written FFVP implementation plan to use, maintain on file, and make available upon request, for each elementary school site awarded.

Your FFVP implementation plan for each elementary school site awarded must include and describe: Who will participate in the preparation, distribution, and service of the FFVP snack to students Location where students will receive the FFVP snack Frequency per week of the FFVP snack offerings Time of the FFVP snack offerings (must be during the school day and outside of meal program times) Method of FFVP snack delivery to students How staff will provide nutrition education at least once per week, including the method, frequency, and curricula or general content for nutrition education What school site partnership activities (current or planned) will assist the school to implement the FFVP, including organizations that will help with fruit and vegetable acquisition, handling, promotion, and distribution; nutrition education; or other activities that contribute to the goals of the FFVP Please use the CDE FFVP Implementation Plan Fillable Form (PDF) to complete your plan for all FFVP awarded elementary school sites.

Note: If your SFA has two or more school sites and they have the same process and procedures in place for the FFVP as outlined above, you may complete one form for your multiple sites. Please indicate on your FFVP implementation plan form that it is the same process and procedures for all FFVP school sites. The plan may be requested at any time by the CDE FFVP Team for review.

Please ensure your responses clearly outline how your school site(s) will implement and maintain program integrity throughout the school year. Failure to complete and submit the required reporting by the deadlines may result in not receiving future FFVP funding. How to Apply for the FFVP Grant The CDE FFVP Grant Request for Applications (RFA) is an online