Contributions

Contributions Policies and Procedures

The Santa Clara County Senior Nutrition Program has adopted the following contribution policies and procedures.

  1. Contributions from Individuals
    1. Eligible Participants: $5.00 is the current suggested contribution for eligible individuals at congregate meal sites. Contributions are confidential and eligible individuals shall not be denied participation because of failure or inability to contribute.
    2. Guests (under 60 years old): A guest must pay a fee of at least $9.00 or up to the actual cost of the meal served. Each agency can establish the Guest Fee for the meals served at their site. Guest fees are not confidential and are collected and recorded separately at registration. If a guest requires proof of attendance and/or proof of payment, a note may be written by the site. A guest may be offered a meal, if doing so will not deprive an older individual of a meal. Guest fees shall be kept separately from participant contributions. Contracted agency may keep guest fees received. The cost of providing guest meals may not be included in the quarterly reconciliation.
    3. Nutrition Staff and Volunteers: $5.00 is the current fee for nutrition staff and nutrition volunteers under 60 years old if a complete SNP meal is consumed. Nutrition staff and volunteer fees must be included with the participant contributions and returned to the County.

      Note: “Nutrition staff” is an individual employed by the contracted agency to provide meal service and/or hold positions specifically funded in the County SNP agency budget. A “nutrition volunteer” is an individual specifically volunteering at an SNP meal site. The fees are not confidential and are collected at registration.
  2. Contribution Procedures
    1. Maintain confidentiality of contributions from eligible participants.
      1. Locked contribution box shall be made available on-site during meal service.
      2. Contribution box must be placed away from the registration area and/or use a tri-fold board to provide the opportunity to make a confidential contribution.
      3. Agency may provide individual envelopes for participant contributions.
    2. No change should be given from the contribution box. A change box should be made available for staff and/or volunteers. Volunteers and/or staff are not to deposit contributions for the participants even when requested to do so.
    3. The contracting agency is responsible for the security and supervision of the handling of contributions.
      1. The staff and/or volunteer shall be assigned to monitor the contribution box throughout each lunch service to ensure its safety.
      2. The contracting agency shall establish written procedures to protect contributions and fees from loss, mishandling, and theft. Such procedures shall be kept on file at the congregate site. In case of loss or theft, the following procedures must be followed:
        • Investigate and document the (approximate) amount and time of loss.
        • Report the loss or theft to the police, agency, and SNP assigned dietitian.
        • Send the incident and police report to SNP.
        • Report the approximate contribution amount lost on the Monthly Report.
    4. Contributions and fees are not considered as charitable donation; therefore, no receipts are issued.
    5. There is no refund once a contribution is made.
    6. When older adults use checks for contributions or meal cards, their personal contact information shall be kept confidential.
    7. To encourage clients to contribute to SNP:
      1. Do not turn away any client who wishes to contribute more than the suggested contribution.
      2. One large contribution may be made once per week.
  3. Contribution Loss & Theft Prevention
    1. Contributions collected for SNP services must be handled securely according to the following procedures to prevent theft and loss. Staff and volunteers must be trained in proper handling and reporting protocols to ensure transparency and accountability.
    2. Secure Storage of Contributions
      1. The contribution box must be locked at all times except when counting contributions.
      2. The box should be placed in an area that promotes confidentiality and prevents unauthorized access.
    3. Reporting Loss or Theft
      1. If a contribution box and/or its contents are lost or stolen, immediately notify the agency, the assigned SNP Dietitian, and the SNP Fiscal Team.
      2. File a police report, online or in-person, as soon as possible.
      3. Complete an Incident Report and submit to the agency, assigned SNP Dietitian, and SNP Fiscal Team. 
      4. Report the approximate contribution amount lost on the Monthly Report.
    4. Ensure all staff and volunteers are trained on “Contribution Loss & Theft Prevention” policy and procedures.
  4. Contribution Sign
    1. A sign indicating the suggested contribution and Guest fee is to be posted on or near the contribution container or box at the congregate meal location.
    2. The contribution sign (Form: Contribution Sign) shall contain the following statement:
      “No eligible individual shall be denied participation because of failure or inability to contribute.”
  5. Counting Contributions
    1. Contributions must be counted, recorded, and verified by signatures and dated daily by two persons designated by the contracting agency. Use the “Daily Record of Receipts of Contributions” (Form: Daily Record Receipts of Contributions) to record contributions.
    2. It is recommended that contributions be deposited daily in the site’s bank account, otherwise it must be kept in a locked secure place and be deposited at minimum on a weekly basis.
    3. Participant contributions must be submitted on a monthly basis to be included with the monthly expense claims. 
  6. Meal Cards
    1. The suggested contribution towards a meal card is $50.00.
    2. Meal card contributions are confidential. Older adults should be directed to deposit the money in the contribution box.
    3. Santa Clara County SNP meal cards presented by participants should be accepted regardless of where it was issued.
    4. Meal cards are non-refundable.
    5. Contribution towards a meal card is not a charitable donation; therefore, a receipt does not need to be issued.
  7. Donation and/or Funds for Coffee and Tea
    1. Coffee and tea are considered OPTIONAL and not required in the Federal guidelines. They do not fulfill any part of the Senior Nutrition Program meal pattern requirements.
    2. Beverage donations and/or funds should be kept separate from suggested contributions and are not reported to the Santa Clara County Senior Nutrition Program.
    3. Contracting agencies should have a policy regarding donations and/or funds collected for optional beverages.
  8. Restaurant Meal Program Contributions for CHAMPSS
    1. Suggested contribution per meal is $5.00 for eligible individuals participating at restaurant meal sites.
    2. Contribution shall be made online at the CHAMPSS website (using a credit card) or at Self-Help Senior Center (via cash or check). Click here to view the process of adding meals to a CHAMPSS (contribution) card. 
    3. Information on contributions should be posted online and at participating restaurants.
    4. Contributions and fees are not considered as charitable donation; therefore, no receipts are issued.
    5. There is no refund once a contribution is made. 
    6. Participant contributions must be submitted monthly through the program’s Expenditure Report.  

Frequently Asked Questions

CONTRIBUTIONS AND FEES 

  1. Do I have to contribute the suggested $5.00? 
    No. Participants do not have to contribute the suggested $5.00.  Contributions, no matter how small, are always welcome and help towards the cost of the meal. The money raised from older adult contributions helps us ensure high quality meals are served.   
  2. I have a gold card.  Does that mean my meal is free? 
    Every 60+ older adult who fills out a 1367 SNP intake form is issued a gold registration card. The card is scanned each time you register for lunch, and it is not considered a ticket for a meal.  Each older adult, whether or not they possess a gold card, is given the opportunity and encouraged to contribute to the cost of the meal. Contributions, no matter how small, are always welcome.  However, no one will be denied a meal for not contributing. 
  3. Why are contributions considered “confidential”? 
    It is a federal requirement that contributions be kept confidential. As in contributions or donations to any organization, the amount given is up to the giver. Note that the $5.00 is a “suggested” contribution to the SNP and an envelope may be used to ensure confidentiality. A participant may choose to give more or less than the suggested contribution.  Remember, no matter how small, contributions are always welcome and contribute towards the cost of the meal and enable more meals to be served in the County. 
  4. Where do my contributions go? 
    Contributions are sent to the County each month by the senior nutrition meal site (i.e., City of San Jose, Catholic Charities).  The County uses the money to support the SNP budget.  According to the California Code of Regulations, Title IIIC – Elderly Nutrition Program, all contributions and fees are identified as SNP income and are to be used to increase the number of meals served, to facilitate access to such meals and to provide nutrition-related supportive services.   
  5. What is a guest fee? 
    A guest must pay a fee of at least $9.00 or up to the actual cost of the meal served.  Each agency can establish the Guest Fee for the meals served at their site. Guest fees are required from persons who do not meet the eligibility requirements.  A “guest” is a person who is under 60 years old and does not meet the program criteria.  The guest fee is not “confidential” and is not optional. 
  6. What if I can’t afford to contribute? 
    If you cannot afford to make a contribution, you will not be denied a meal nor turned away.  However, any small amount you can contribute helps pay for the cost of a meal and maintain the high quality of the meals.  
  7. How are suggested client contributions determined? 
    There are several factors that determined the suggested contributions: program funding and cost per meal. Since 2012, the SNP has maintained the suggested contribution of $3.00 per meal. However, effective July 1, 2025, the suggested contribution is $5.00 per meal. The client contribution helps offset the cost of the meal which is currently about 25% per meal. The county will continue to review the necessity for future increase based on total cost per meal as well as average contributions received. It is important to note that "no eligible individual shall be denied participation because of failure or inability to contribute." 

Forms

Form: Contribution Sign

 

Form: Daily Record of Receipts of Contributions