The School Food Authority (SFA) may record the total number of ½ pints (8 fl oz) of milk served to students on a calendar or daily count sheet at the point of service (POS) as no student is charged for milk and all students are claimed as “paid”. There is no requirement to track milk participation by individual student. Tracking consumption of milk flavor (i.e. white versus chocolate) by individual student is not a requirement unless this information is used to ensure that a student takes the milk type specified by a parent or for ordering milk from suppliers.
The School Food Authority (SFA) should keep track of milk program participation consumption by individual student name if the SFA is charging by ½ pints (8 fl oz) and using the point of service (POS) counts for billing purposes. SFAs that choose to collect an annual, semester or quarterly milk fee may choose to record the total amount of milk served to students on a calendar or daily count sheet at the POS rather than by individual student name. All students are claimed as ‘paid’ on the monthly claim for reimbursement. Tracking consumption of milk flavor (i.e., white versus chocolate) by individual student is not a requirement unless this information is used to ensure that a student takes the milk type specified by a parent or for ordering milk from suppliers.
The point of service (POS) counting system must determine how many ½ pint equivalents (8 fl oz) are served to students by benefit category without overt identification. The two benefit categories are "free" for students who qualify for free milk and "paid" for milk served to students who do not qualify for the free benefit. The School Food Authority (SFA) may choose to use a classroom roster or an electronic system to track participation by category. Tracking consumption of milk flavor (i.e., white versus chocolate) by individual student is not a requirement unless this information is used to ensure that a student takes the milk type specified by a parent or for ordering milk from suppliers.
Reimbursement should be maximized to reduce the cost of milk for students. It is recommended to charge a student the difference between the anticipated cost per half-pint milk and the reimbursement rate. Consider adding on 2 cents to cover any milk price adjustments and administrative costs associated with the SMP program (i.e. the price for ½ pint = cost of ½ pint – reimbursement + 2¢). Documentation needs to be maintained to justify milk price adjustments and administrative costs greater than 2 cents per ½ pint.