MEGS+ APPLICATION UPDATES AND TRAINING 2022 - State of ...
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WEBINAR INFORMATION ALL SLIDES WILL BE EMAILED TO SPONSORS ALL FORMS ARE AVAILABLE ON THE SFSP WEBSITE PLEASE WAIT TO ASK QUESTIONS UNTIL THE END. FOR QUESTIONS SPECIFIC TO YOUR PROGRAM EMAIL MDE-SFSP@MICHIGAN.GOV OR YOUR ANALYST TO GET FURTHER CLARIFICATION ALSO REQUIRED WITH THIS WEBINAR IS THE PLANNING AND ADMINISTERING THE SFSP (MICHIGAN-100)
HOW CAN I HELP MICHIGAN’S CHILDREN THROUGH THE SFSP? SFSP Sponsors are required to: Complete the MDE conducted training webinar Complete the 2022 Planning and Administering the SFSP (Michigan- 100) online training Complete the 2022 SFSP MEGS+ Application
SFSP TRAINING FOR SPONSORS • Online Training available for all SFSP Sponsors • www.misponsortraining.com • Access Code: 1234 • All Sponsors must complete SFSP Training • Planning and Administering the SFSP 2022 - Michigan 100 Training • Upload the certificate of completion to the Miscellaneous Attachments section of the MEGS+ application
MEGS+ APPLICATION The MEGS+ application link is on the MEIS website (www.michigan.gov/meis) Sponsors need to initiate 2022 SFSP Application in MEGS+ Sponsors need to go through every page and verify the information is complete and correct The MEGS+ application is due May 6, 2022
MEGS+ Application Security Levels Application Level Security Permissions MEGS+ Level 5 • Initiate, edit, save, submit, modify and amend any agency MEGS+ application LEVELS MEGS+ Level 4 • Initiate, edit, save, modify and amend any agency application • Submit Child Nutrition Program applications • Must be assigned to application MEGS+ Level 2 • Edit and save data Child Nutrition Program applications • Must be assigned to application MEGS+ Level 1 • Read Only access Adding someone to the MEGS+ Application
QUICK SEARCH FOR MEGS+ USE THE QUICK SEARCH FUNCTION TO FIND YOUR APPLICATION WHEN IT IS NOT IN PROCESS OF CREATION, MODIFICATIONS IN PROGRESS, OR AMENDMENTS IN PROGRESS
APPLICATION AMENDMENTS – ANY CHANGES MUST BE SUBMITTED TO MDE WITH AT LEAST 72 HOURS NOTICE, PRIOR TO SITE’S MEAL SERVICE, FOR MDE APPROVAL SITE CALENDAR – CANNOT APPROVE RETROACTIVE DATES CHANGE STATUS – ALWAYS BE SURE TO CHANGE YOUR STATUS WHEN YOU ARE MAKING A CHANGE MEGS+ REVIEW COMMENTS – IF THE INFORMATION APPLICATION IS RETURNED, CHECK THE REVIEW COMMENTS TAB TO SEE WHAT CHANGES NEED TO BE MADE
Add dates you are planning to serve for the summer SFSP SITE CALENDAR Keep these in mind: Summer dates must end when school starts in the fall. For non-school sponsors, this would be the district closest to you. Do not add dates after school starts for the fall MDE cannot approve retroactive dates * For Non-school sponsors, this would be the district closest to your site
DETERMINING SITE ELIGIBILITY WITH SCHOOL DATA Step 1: Step 2: • Go to Summer Food Service • Enter Site Address Program Website • Select the Distance from the Sort By box • How to Apply • Find the closest school • How to Determine Site Eligibility • Great Schools- Finding the Nearest School
Step 3: DETERMINING SITE ELIGIBILITY • Click on Breakfast and Lunch Info by District WITH SCHOOL • Locate school (use Control + F) DATA- • Once you find the school, look at free/ reduced % of enrollment CONTINUED • If the percentage is over 50%, the site is eligible • Select 1 – School Data for #7 and enter the 5-digit building code for #7a on the Site Information Page
DETERMINING SITE ELIGIBILITY WITH CENSUS DATA • Go to USDA website https://www.fns.usda.gov/area-eligibility or https://www.fns.usda.gov/capacitybuilder • Enter the site address in the search area • Red or pink means the site is eligible • #7a on the Site Information Page: Select 2 – Census or other qualifying data • Upload a screen shot of the site eligibility including a time stamp on the Census Data Upload Page in MEGS+
LET’S TEST YOUR SFSP KNOWLEDGE! • What are the requirements for a. MEGS+ application, Waiver training, participating in the SFSP? Site agreements • Choose the best answer. b. MDE webinar, Waiver training, Administrative review c. MEGS+ application, Michigan 100, MDE webinar d. MEGS+ application, Michigan 100, MDE SFSP office hours
MEAL SERVICE
Receiving Meals at a SFSP Site (video) All menus must be planned to meet the meal pattern requirements and include the days and dates of MEAL service, meal type(s) and components of the meal DOCUMENTATION Documentation must be kept to verify reimbursable meals are served Menus, delivery tickets and/or production records must be maintained daily and will be reviewed during the administrative review
Meal Options Open/Open Restricted/Closed Sites Camp and Migrant Sites Sites: serve any two of the following: Residential camps and migrant sites • Breakfast • Can serve up to three meals per day in any • AM snack combination • Lunch • Ex: breakfast, lunch, PM snack or AM snack, PM snack, supper or breakfast, lunch, • PM snack supper • Supper **Lunch or supper can be served, but not both** 7 CFR 225.16 (b) Administrative Guidance Handbook page 57
WHAT IS A HIGH QUALITY MEAL? Appealing and Appetizing • Menu variety and choices • Visually pleasing • Culturally and age appropriate • Hot items, when possible Nutritious • Whole grains • Whole vegetables and fruit • Low-fat or fat-free dairy • Lean protein
MEAL PATTERN CHART AVAILABLE ON PAGE 11 OF NUTRITION GUIDE • https://www.fns.usda.gov/s fsp/meal-patterns
COMPONENT: MILK Serving size = 8 fl oz (1 cup) Pasteurized fluid milk Lactose-free milk Recommended: • Fat-free or 1% for children over 2 • Whole for children 1-2
COMPONENT: FRUIT/VEGETABLE Fresh: use Food Dried fruit: ¼ cup Buying Guide or Juice must be 100% serving = ¼ cup fruit Nutrition Handbook for serving size Canned/frozen: use NOT creditable: fruit measuring cup, snacks, corn chips, spoon or scoop for potato chips serving size
COMPONENT: GRAIN/BREAD Commercially Non-commercially Grain-based desserts prepared items prepared items – limited crediting Use Exhibit A: Grain Use Food Buying Credit as a grain for Requirements for Guide and/or breakfast and snack CNP, Child Nutrition standardized only. Exhibit A (CN) Label or recipes Footnotes 3 and 4. product formulation statement
EXHIBIT A: GRAIN REQUIREMENTS
COMPONENT: MEAT/MEAT ALTERNATE Commercially prepared items Use CN Label or product formulation statement Non-commercially prepared items Use Food Buying Guide and/or standardized recipes Processed meats creditable if free of byproducts, cereals, binders, or extenders Examples: Hot dogs, Bologna, Lunch meats, Vienna sausage Not Creditable: cheese “products” and imitation cheese
MEAL PATTERN - BREAKFAST Required: • One serving of milk (8 fluid oz.) • One ½ cup serving of fruit or vegetable—or 4 fluid oz. of 100% juice • One serving of a grain/bread (varies by type) Optional: • One meat or meat alternate 7 CFR 225.16(d) Administrative Guidance Handbook page 58
MEAL PATTERN - LUNCH & SUPPER Required: • One serving of milk (8 fluid oz.) • Two or more servings of vegetables and/or fruit totaling a ¾ cup serving • One serving of grain/bread • One 2 oz serving of meat or meat alternate 7 CFR 225.16(d) Administrative Guidance Handbook page 58
MEAL PATTERN- SNACK Required: • 2 food items from 2 different components • Components = milk, fruit/vegetable, grain/bread, meat/meat alternate 7 CFR 225.16(d) • Fruit/vegetable serving must be ¾ cup for Administrative Guidance snack Handbook page 58
Component = One of the food groups that comprise a reimbursable meal • Milk OVS • Fruits and Vegetables • Grains/Breads TERMS • Meat and Meat Alternates Food Item = A specific food offered within the food components that comprise a reimbursable meal • Apples or pears • Bread or Muffin • Chicken or peanut butter Combination Food = A food that contains more than one food item from different food components that cannot be separated • Cheese pizza that contains 2 food items from 2 different food components: • Serving of grain (crust) OFFER VS SERVE • Serving of meat alternate (cheese) 7 CFR 225.16(f)(1)(ii) Administrative Guidance Handbook pages 62-63 Nutrition Guidance Handbook pages 40-41
OVS - BREAKFAST Three food components: • One serving of fruit/vegetable • One serving of grain/bread • One serving of fluid milk • All food components listed above must be offered through at least four different food items • The fourth food item offered can be a serving of fruit/vegetable, grain/bread, or meat/meat alternate • Child must take at least 3 of the 4 food items offered 7 CFR 225.16(f)(1)(ii) Administrative Guidance Handbook pages 62-63 Nutrition Guidance Handbook pages 40-41
OVS – Sample Breakfast Menu with 4 items • Strawberries (1/2 cup) • Lemon Poppyseed Muffin (1 serving) • Chex Cereal (1 serving) • Milk (1 cup) • Waffles Menu with 5 items (1 serving) • Apple (1 whole) • Raisin Toast (1 serving) • Orange Slices (1/2 cup) • Milk (1 cup)
Four food components: • One serving meat/meat alternate • Two servings of fruit and/or vegetables (two OVS - different food items) LUNCH/SUPPER • One serving of grain/bread • One serving of fluid milk • All food components listed above must be offered through at least five different food items • Child must take at least 3 of the components offered 7 CFR 225.16(f)(1)(ii) Administrative Guidance Handbook page2 62-63 Nutrition Guidance Handbook pages 40-41
OVS – SAMPLE LUNCH/SUPPER Menu with 6 items • Red beans (2 ozs) • Chicken (2 ozs) • Rice (1 serving) • Apple slices (1/2 cup) • Broccoli (1/2 cup) • Milk (1cup)
OTHER DIETARY SUBSTITUTIONS AND EXCEPTIONS • Required to accommodate those with disabilities who are unable to consume regular program meals • Not required to accommodate preferences • Special Needs Accommodation Form to be completed by a licensed medical authority - Form is in the Sponsor Program Forms section 7 CFR 225.16(f)(4) Administrative Guidance Handbook pages 59-60
CONGREGATE FEEDING VS NON-CONGREGATE FEEDING CONGREGATE NON-CONGREGATE • Children stay onsite for meal • Children do not stay onsite • Serve one meal during meal for meal service • Multiple meals may be • OVS optional for breakfast, lunch distributed during meal and supper service • OVS not allowed
Food Safety • Part 1 (video) • Part 2 (video) • Food Safety Kits • Thermometers • Training Guide • Handwashing and Cleaning Resources | Food and Nutrition Service (usda.gov)
RECORD KEEPING
IT’S TIME FOR THE RECORDKEEPING UNSCRAMBLE! Here’s a clue: What is required to be displayed in the area that you are feeding at all times? PEJATIFLARNOSUCETRSODL
WHAT DO I NEED FOR EACH SITE? • Free Meals Poster (aka Meet Up and Eat Up Poster) with site schedule of days, times and meals • Meal count forms • And Justice For All Poster • Record of First Meals Served (more than 1 site)
SFSP RECORDS Daily Weekly Monthly Annually • Daily Meal Count Forms • Weekly meal count • Training and agendas • Production records • Administrative costs consolidation form • Monitoring visits and (if needed) • Operating costs reviews • Standardized menu • Funds accruing to program • Procurement • Delivery Tickets • Food receipts or invoices • Non-food receipts or • Record of First Meals invoices Served • Milk Receipts Keeping Records at a SFSP Site (Video) Administrative Guidance Handbook pages 139-144, Attachment 22, page 190-191
DAILY RECORDS Daily Meal Count Form • Count children as they receive a reimbursable meal • Allow one meal per child per day per meal service • You are allowed to serve 2nd meals but the maximum claimable amount is 2% of the total meals served
Record of First Meals Served 5- Day Record of First Meals 7- Day Record of First Meals
Field Trip Form • Used to obtain approval from MDE for off-site meal services. • Complete GEMS/MARS and submit form in at least 24 hours before the field trip.
Field Trip Considerations • Unless prior notice is given, sites are expected to operate at the approved time and location. • Meals served on field trips can be reimbursed if they meet the meal pattern requirements and if the Field Trip Notification is submitted to MDE. • Use the Field Trip Meal Count Form when on field trips
Temporary Site Change Form • Used for temporary changes in dates of operation, meal times, or days of operation. • Not for permanent changes in meal times, CAP adjustments, dates of operation, days of operation, or adding/deleting meal types. • Completed in GEMS/MARS
Look at what’s new! It’s the CNP Count Mobile App! CNP Count Mobile CNP Count Mobile App for IOS App for Android This new app was developed to make counting and keeping track of inventory for meal programs and can be used in place of daily meal count forms.
WEEKLY CONSOLIDATED MEAL COUNT FORM Find this and other useful forms on the SFSP website under Instruction & Forms then choose Meal Count Forms
DON’T’ FORGET!!! As a sponsor, you must maintain MONTHLY Administrative costs, operating costs and any funds accruing to the program. ANNUALLY, you must retain all training records and agendas and monitoring visits and reviews. Administrative Guidance Handbook pages 139-144, Attachment 22, page 190-191
CAN YOU GUESS WHAT A BEST PRACTICE IS? SAMPLE PRODUCTION RECORD Right! Production Records
DELIVERY TICKETS FOR VENDED MEALS If meals are vended, the It is the responsibility of the delivery ticket should detail It is a best practice to include Sponsor to make sure that all of the components that temperatures on delivery the items delivered are listed were delivered and their tickets on the delivery ticket portion sizes Delivery tickets must The Sponsor must count If the delivery ticket is accompany Daily Meal Count items that are delivered to incorrect, the Sponsor must Forms for your records as ensure that the delivery is have a procedure to ensure supporting documentation correct before they sign the corrections are made and are required for delivery ticket recordkeeping
Delivery Meal Tickets ABC Site Goldfish 100% orange Include: • Site • Date • Meal • Food Items with quantity delivered per food item • Non-food items • Additions/subtractions • Portion Sizes • Temperatures *Provided daily with each meal that you receive*
Vended Meals - Invoices must be detailed Should Include: Dates of service Listing of sites Meal type and number of meals Cost per meal/snack Additions/subtractions Total FNS Instruction 796-4, Rev.4 Administrative Guidance Handbook Page 141
Procurement • Comply with USDA procurement standards showing that federal dollars are used competitively • Purchases must be made using open and free competition and must be documented • Regardless of whether you self prepare, vend meals or use a FSMC, you must use proper procurement procedures • Procurement Procedures (video) • Procurement Procedures Administrative Guidance Handbook pages 83-102
Public Schools/Academies/Intermediate Schools Federal = $250,000 (services) Michigan = $100,000 (food) Procurement Michigan - $26,046 (non-food and supplies) Local = varies Thresholds Non-Public Schools/Institutions/Sponsors Federal = $250,000 (food, supplies, services) Local = varies
Programs use either of two types of procurement methods:
Informal Procurement: Micro-Purchasing Distribute purchases $10,000 threshold among available suppliers Maintain Award without documentation soliciting quotes, if (receipts/invoices and price is reasonable all communications)
MDE Procurement and Contracts Team NSLP Food Service Contracts: Tammy Saul Sault1@michigan.gov CACFP & SFSP Food Service Contracts: Ruby Zavala Zavalar1@Michigan.gov General Procurement: Jasmine Stinson Stinsonj5@michigan.gov Department Manager: Emily Ross Rosse@michigan.gov • Procurement Questions • Questions on purchasing meals from a local district that is not self-operated • Questions on process to obtain a FSMC (vended meal) contract for SFSP • To obtain the FSMC (vended meal) SFSP prototype for the formal procurement process • To discuss FSMC (vended meal) bid specifications for the informal process • Questions on FSMC contract administration
2022 REIMBURSEMENT RATES
ARE YOU CONNECTED TO MAKE YOUR CLAIM? • Sponsors must have a MiLogin for Third Party account to gain access to claims in MiND 2.0 • Sponsors must be connected to MiND 2.0 in order to submit a claim. If you are not connected, use this link to get access. • MiND 2.0 User Manual
SFSP CLAIM DEADLINE CHANGE SFSP Reimbursement claims When the 60th calendar day must be submitted in the falls on a Saturday, Sunday, Michigan Nutrition or Federal Holiday, the Database (MIND) system claim is due on the next within 60 calendar days of business day. the last day of operation.
IF THE LAST DAY OF SERVICE FOR A SPONSOR WAS ON AUGUST 4, WHAT IS LET’S SEE IF YOU WERE THE LAST POSSIBLE DATE THAT THE LISTENING… SPONSOR IS ABLE TO SUBMIT A CLAIM, ASSUMING ALL MONTHS HAD THIRTY DAYS?
CLAIMS IN MIND 1. Visit MiND Login 2. Select MiND 2.0 Michigan Nutrition Data System 2.0 3. Log into MiLogin for Third Party 4. Select the Summer Food Service Program
STAFF AND TRAINING
TRAINING • Sponsors must provide at least one training for administrative and operating staff (more than one training is common) • Training of Monitors • Training of site supervisors • Training of other staff • Make sure all staff understand your program must comply with USDA regulations to receive reimbursement • Civil Rights • More than one person should know how to do all the tasks necessary for program compliance at each site 7 CFR 225.15(d)(1) Administrative Guidance Handbook page 107, 110 page 175 - Attachment 15
Documentation for civil rights training must show the following were covered: • Collection and Use of Data Civil Rights • Effective Public Notification Systems Training for • Complaint Procedures Staff • Compliance Review Techniques • Resolution of Noncompliance • Requirements for Reasonable Accommodations of persons with disabilities • Requirements for Language Assistance • Conflict Resolution • Customer Service • Civil Rights Training Video 7 CFR 225.7(g) and FNS Instruction 113-1 Administrative Guidance Handbook page 121
• IN ACCORDANCE WITH FEDERAL CIVIL RIGHTS LAW AND U.S. DEPARTMENT OF AGRICULTURE (USDA) CIVIL RIGHTS REGULATIONS AND POLICIES, THE USDA, ITS AGENCIES, OFFICES, AND EMPLOYEES, AND INSTITUTIONS PARTICIPATING IN OR ADMINISTERING USDA PROGRAMS ARE PROHIBITED FROM DISCRIMINATING BASED ON RACE, COLOR, NATIONAL ORIGIN, SEX, DISABILITY, AGE, OR REPRISAL OR RETALIATION FOR PRIOR CIVIL RIGHTS ACTIVITY IN ANY PROGRAM OR ACTIVITY USDA NON- CONDUCTED OR FUNDED BY USDA. DISCRIMINATION • PERSONS WITH DISABILITIES WHO REQUIRE ALTERNATIVE MEANS OF COMMUNICATION FOR PROGRAM INFORMATION (E.G. BRAILLE, LARGE PRINT, AUDIOTAPE, AMERICAN SIGN LANGUAGE, STATEMENT ETC.), SHOULD CONTACT THE AGENCY (STATE OR LOCAL) WHERE THEY APPLIED FOR BENEFITS. INDIVIDUALS WHO ARE DEAF, HARD OF HEARING OR HAVE SPEECH DISABILITIES MAY CONTACT USDA THROUGH THE FEDERAL RELAY SERVICE AT (800) 877-8339. ADDITIONALLY, PROGRAM INFORMATION MAY BE MADE AVAILABLE IN LANGUAGES OTHER THAN ENGLISH. • TO FILE A PROGRAM COMPLAINT OF DISCRIMINATION, COMPLETE THE USDA PROGRAM DISCRIMINATION COMPLAINT FORM, (AD-3027) FOUND ONLINE AT: HTTP://WWW.ASCR.USDA.GOV/COMPLAINT_FILING_CUST.HTML, AND AT ANY USDA OFFICE, OR WRITE A LETTER ADDRESSED TO USDA AND PROVIDE IN THE LETTER ALL OF THE INFORMATION REQUESTED IN THE FORM. TO REQUEST A COPY OF THE COMPLAINT FORM, CALL (866) 632-9992. • SUBMIT YOUR COMPLETED FORM OR LETTER TO USDA BY: MAIL: U.S. DEPARTMENT OF AGRICULTURE, OFFICE OF THE ASSISTANT SECRETARY FOR CIVIL RIGHTS, 1400 INDEPENDENCE AVENUE, SW, WASHINGTON, D.C. 20250-9410; FAX: (202) 690-7442; OR EMAIL: PROGRAM.INTAKE@USDA.GOV. • THIS INSTITUTION IS AN EQUAL OPPORTUNITY PROVIDER.
DO YOU KNOW THE ANSWER? QUESTION? WHO IS ALLOWED TO SERVE MEALS IN THE SFSP? This Photo by Unknown Author is licensed under CC BY
PROGRAM MONITORING
MONITORING • Each sponsor must comply with all the monitoring requirements - Sites that operate for a short period of time must have ALL monitoring visits/reviews - First and Four Week Reviews cannot be conducted at the same time unless the site is operating for one day only • Sponsor must develop a corrective action plan to correct findings observed during site visits - Site problems found during Sponsor Visits/Reviews needs to be documented with appropriate corrective action and/or follow up from the Sponsor **It is recommended that you visit your sites more than twice during the summer** 7 CFR 225.14(c)(6) and 225.15(d)(2) and (3) Administrative Guidance Handbook page 118
PRE- OPERATIONAL VISITS • Required for any NEW site(s) and sites which had problems with compliance the previous year • Need to be completed prior to starting site operations
First Week Visits Required for all sites within the first week of operation
MONITOR SITE REVIEWS Also known as Four Week Reviews EACH site must be reviewed within the first four weeks of operation, regardless of how long the site operates
RACIAL ETHNIC DATA Racial and Ethnic Categories Ethnicity: Choose one or the other • Hispanic or Latino • Not Hispanic or Latino Race: Individuals can choose more than one race • American Indian or Alaskan Native • Asian • Black or African American • Native Hawaiian or Other Pacific Islander • White
Monitoring forms MUST be complete and accurate MONITORING Sponsor needs to review monitoring forms FORMS Monitor needs retraining if: Forms are incomplete Monitor rarely notes problems, no comments No follow-up on suspicious patterns or corrective action Fails to make adjustments in meal orders when attendance exceeds meals available and vice versa Monitor arrives at site late, does not stay for meal service Administrative Guidance Handbook page 119
ADDITIONAL INFORMATION
• Sponsors are reviewed in accordance with USDA required federal review regulations • All new sponsors have an administrative review their first year of operation and any of the sites under the sponsorship could be visited at any time throughout the summer • USDA requires all regulations to be enforced by ADMINISTRATIVE the state agency (MDE) REVIEWS • Recordkeeping at site and sponsor level must be: maintained, accurate, and available at all times • All sponsors are subject to unannounced and announced reviews • Sponsors should notify site staff that the state agency, MDE, may visit at any point throughout the summer
GEMS/MARS • www.michigan.gov/gems-mars • Allows Sponsors to input information after an Administrative Review • Upload documentation – Farm to Summer, Field Trip Form, Temporary Site Change Form • Administrative Review documents • Corrective action
HOW TO FIND A SFSP SITE • MDE Site Locator Map: www.Michigan.gov/meetupeatup • Text “Food” to 304-304 • 2-1-1
WE WANT TO HELP YOU STAY COMPLIANT! Materials Available for Sponsors • And Justice for All Poster • Food Thermometers • Cooler Thermometers • Hot/Cold Magnets • Food Safety Guide • Meet Up and Eat Up Posters • Meet Up and Eat Up Yard Signs and Stakes • Meet Up and Eat Up Banners
SFSP SFSP Handbooks GUIDANCE HANDBOOKS Nutrition Administrative Planning, Meal Pattern, Administering, Quality Meals, Recordkeeping Food Safety, Use these guidance Resources materials as a resource for your SFSP Site Supervisor Sponsor Responsibilities, Monitor Meal Pattern, Visits and Safety, Do’s and Reviews, Q & A Don’ts of running a site
SFSP WEBSITE SUMMER FOOD SERVICE PROGRAM WEBSITE
OK, LAST KNOWLEDGE TEST OF THE DAY. When is the deadline for the 2022 MEGS+ application?
SFSP WEBSITE: SUMMER FOOD SERVICE PROGRAM WEBSITE SFSP EMAIL: MDE-SFSP@MICHIGAN.GOV MDE COMMUNICATIONS: MDE@GOVSUBSCRIPTIONS.MICHIGAN.GOV (ADD TO YOUR SAFE SENDERS LIST)
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