Tennessee DOE details Fresh Fruit and Vegetable Program rules, applications and funding timeline

Marlea Finch, assistant director at the Tennessee Department of Education, led a state training webinar on the Fresh Fruit and Vegetable Program (FFVP) and walked school nutrition staff through program rules, allowable items, application steps and funding timelines.

The session explained that FFVP is a supplemental program under the National School Lunch Program intended to give elementary students access to fresh produce outside of meal times and to introduce children to a wider variety of fruits and vegetables. “We want to offer the natural state of these produce items for students to see,” Finch said during the presentation.

Program basics and why it matters

The FFVP is intended to expand the variety of produce items available to participating students, increase consumption of fresh fruit and vegetables and help develop long-term healthy eating habits. Finch emphasized that FFVP servings must be offered outside of breakfast and lunch, during the regular school day, and cannot be offered before or after school or during summer school.

Who is eligible and what can be served

FFVP eligibility is limited to elementary schools (pre-K through sixth grade). Sites must have at least 50% of students eligible for free or reduced-price meals; that calculation is pulled automatically into the state’s claiming system. All children enrolled at an approved FFVP site are eligible to receive the snacks; teachers may participate only as role models.

Allowable items are fresh fruits and vegetables only (no canned, frozen or dried fruit). Low-fat or fat-free dips are allowed with vegetables only; Finch specified that low-fat is defined as 3 grams of fat or less per 1-ounce serving. Cooked vegetables are allowed up to once per week, but only if a nutrition-education activity accompanies the serving (for example, a teacher handout or short lesson while the students sample the cooked item). Finch noted the USDA Fresh Fruit and Vegetable Handbook (Dec. 2010) remains the primary federal guidance and that updated USDA guidance may be released.

Application process and timeline

Applications are submitted in the state’s Tennessee accounting and claiming system (TMAC). Finch said TMAC contains two parts of the FFVP application: an SFA-level application and a site-level application; both parts must be completed for an application to be considered. For complex grade configurations (for example, pre-K through 12 with only elementary students eligible), districts should contact the state office before applications open so staff can create or adjust site applications.

Finch said the application packet will open next week and that the deadline to submit site and SFA applications in TMAC is April 30. She said the state reviews applications in May, typically receives the USDA allocation in May, and issues award letters in late June or early July. Finch explained that award timing depends on when the USDA notifies the state of its allocation and that the state aims to distribute funds to as many high-need sites as possible.

Funding, budgeting and allocations

FFVP awards are federal reimbursements and are distributed by the state in two allocation periods: July 1–Sept. 30 (about 18% of the total award) and Oct. 1–June 30 (the remainder). Finch explained that award letters show a single award amount to districts but that the state manages two separate pots of federal funds. Per-student allocations typically range between $50 and $75 per enrolled student at a site; Finch said she generally budgets at $50 per student to spread funds across more sites.

Finch advised districts to plan reimbursement-based budgets and noted the state maintains a budgeting toolkit on its website. She said the department “highly, highly encourage[s] that you use at least 90% of your funds” to improve the state’s chances of receiving similar or greater funding the next year.

Allowable expenditures and administrative limits

Operating costs may include produce, nonfood supplies (napkins, serving bowls, bags), delivery charges and direct labor for preparing, serving and cleaning up FFVP. Administrative costs (indirect labor, administrative recordkeeping and durable equipment) are capped at 10% of the total allocation. Finch said any equipment purchases using administrative funds require a written justification and prior approval from the state FFVP contact (an email describing the item, cost and need is sufficient).

Procurement and recordkeeping

FFVP purchases must follow competitive procurement rules like other child nutrition programs; micropurchases are allowed for local or seasonal produce if procurement procedures are followed. Districts must keep invoices for operating and administrative expenses, documentation of publicity and menu/production records, and any nutrition-education materials used. Finch encouraged programs with strong nutrition-education resources to share them with the state for a centralized library.

Claims, deadlines and reallocations

Finch instructed districts to submit monthly reimbursement claims in TMAC and recommended submitting claims within 30 days of the claim month. Claims submitted after 60 days are considered late; programs have one allotted late claim across all child nutrition programs in a 36-month period. The state can move funds between district sites on request; Finch said an email indicating the amount to transfer and the source/destination sites is sufficient and that she typically adjusts allocations before approving claims.

Operational flexibility and support

Finch repeatedly emphasized that site-level implementation is flexible. Districts may start small (for example, two days per week) and expand midyear by emailing the state contact to document the change. For grade-combination sites, Finch asked districts to contact the state before applying so staff can set up an appropriate site-level application. She also offered peer support, saying she can connect new programs with experienced sites.

Contact and resources

Finch identified herself as the state FFVP contact and noted that presentation slides and resource links shared during the webinar would be distributed after the session. She also referenced the USDA FFVP Handbook (Dec. 2010) and the state budgeting toolkit as primary resources.

Ending

Finch closed the webinar by reiterating the application deadline (April 30), the expected award timeline (reviews in May and award letters late June/early July), and the state’s preference that awardees spend the majority of their allocation to remain competitive for future funding. She asked attendees to contact the state office with questions and invited them to submit the webinar evaluation.