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Office for Food and Nutrition Programs

Electronic Reimbursement Claim and Commodity Food Allocation/Acceptance

To:All Public Schools
From:Kathleen C. Millett, Administrator
Nutrition, Health and Safety
Date:December 21, 2005


Starting in January 2006, public schools will be able to enter their Food Allocation/Acceptance Notice (offer sheet) and Claim for Reimbursement electronically. We plan to make this option available to all schools and Child Care Centers later in the school year.

To access your commodity order form through the DOE Security Portal, follow these steps:

  • Contact your district IT Director for a user id and password. Request to have the Directory Administration security role "Nutrition Commodity Orders" be assigned to your user id.
  • You will find the Security Portal on the DOE website at
  • Under the "Select Program Area" drop down box, scroll down and select "Security Portal". You will be prompted to enter your user id and password. (Note: If you have not already been assigned a user id and password, this should be available from your district directory administrator.)
  • Email Martha Herlihy or Ahmed Bilimoria at or to request that your submission status be changed from print to Internet web offer. For the reimbursement claim, email Neal Gilbert at You will not be able to access your offer sheet or claim electronically until we change your status in our computer.
  • Follow the instructions in the Commodity Offer Form Training Guide and the Reimbursement Claim Guide available at the

Due to the limitations of our computer system, once you change your status you will not receive a printed offer sheet in February or any subsequent month. You may reverse your electronic status by emailing this office before the next month's offer sheet is generated. Since you will no longer be receiving a printed offer sheet, you must access all Commodity Updates and other notifications from our web site at

  • We expect offer sheets to be available on or about the following dates.

    February 22, 2006May 24, 2006
    March 22, 2006June 21, 2006
    April 26, 2006

Questions regarding accessing the DOE Security Portal should be addressed to Sayannanth Imm at or 781-338-6809. Questions regarding accessing the ordering form should be addressed to Ahmed Bilimoria at or by telephone at 781-338-6473 or Martha Herlihy at or by telephone at 781-338-6473. Questions regarding the reimbursement claim should be directed to Neal Gilbert at or by telephone at 781-338-6576.

Last Updated: December 22, 2005

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