SFSP Meal Count Batch File Format & Upload Instructions - Web-based Illinois Nutrition System (WINS) - May 2014

Oct 10, 2026

SFSP Meal Count batch file format and upload instructions for the Web-based Illinois Nutrition System (WINS) specify how to structure import files for daily meal count submissions. The guidance covers required file header fields, including record identifiers, program and batch types, sponsor RCDT/Agreement, claim calendar year/month, and file creation date. It also defines the meal count detail layout with required site, meal, claim, second-meal indicators, and day-by-day actual meal counts (entering 0 when no meals were served).

LanguageEnglish

CategoryTechnology

FormatPDF

Pages9

Reading Time23 min

AccessFree to download

File Header Format

File Header Fields

File Body Format

Daily Meal Counts

Text (.txt) and CSV (.csv)

Meal Count Detail

SFSP Meal Count Batch File Format & Upload Instructions Web-based Illinois Nutrition System (WINS) May 2014 Illinois State Board of Education Funding & Disbursement Services WINS File Format Layouts This document provides the WINS file format layouts for the different types of data that will be collected in WINS. Formats for text (comma delimited) and csv (comma separated value) are provided. Sample import and export files are presented following the layout descriptions for each file type. Additionally, Appendix A – Type Codes provides the various WINS Data Element codes used in creating each batch file. This document describes the details for the WINS file format layout, including: 􀁸 File Header Format 􀁸 File Body Format o Daily Meal Counts 􀂃 Text ( .txt ) 􀂃 Excel ( .csv) Each type of data submitted to WINS (e.g. , SFSP Meal Counts) will have a separate file format layout that will collect a unique set of information. The different file type layouts are provided following the file naming standards and file header format. File Header Format Each import file must contain a header as the first row of the batch import file. All fields in the defined header row will be mandatory. If the file is in a text format ( .txt or .csv), the header row will be delimited by a carriage return and followed by the detail record. The header row must contain the following fields: | Field Name | AlphaNumeric/
Numeric | Max. Length | Mandatory/ Optional | Description | | --- | --- | --- | --- | --- | | RecordIdentifier | Alpha-Num | 15 | M | Unique record Identifier used to identify the record if messages are returned | | RecordType | Alpha-Num | 1 | M | “ H” -for Header | | ProgramType | Numeric | 1 | M | WINS Program Type. 1 for Summer Food Service Program | | BatchType | Numeric | 1 | M | Type of data submitted. 3 for Daily Meal Counts. | | RCDT/Agreement \# | Alpha-Num | 11 | M | RCDT of sponsor submitting file to WINS. Note: Must match RCDT of IWAS login of the user submitting the file. | | ClaimCalendarYear | Numeric | 4 | M | Calendar Year the data should apply to. | | ClaimCalendarMonth | Numeric | 2 | M | Calendar Month the data should apply to. | | CreationDate | Alpha-Num | 10 | M | Date file was created (mm/dd/yyyy) . | The following is an example of a header row in text format: 1, H,1,3,15016299025,2014,4,4/18/2014 File Body Format This file format pertains to the data submitted to WINS when requesting the Meal Counts. Additionally, all Meal Counts need not be submitted with each batch. The Sponsor may choose to send a file with only new or updated Meal Counts. It is important to remember to verify the changes reflected on the Sponsor level claim and submit that claim in order to get paid. The batch import file must conform to the order and data type listed in the table below. Refer to Appendix A – Type Codes for the approved codes and definitions. Meal Count Detail: | \# | Field Name | AlphaNumeric/
Numeric | Max. Length | Mandatory /Optional | Description | | --- | --- | --- | --- | --- | --- | | 1 | RecordIdentifier | Alpha-Num | 15 | M | Unique record Identifier used to identify the record if messages are returned | | 2 | RecordType | Alpha-Num | 1 | M | “D” – for Detail | | 3 | Site Number | Numeric | 5 | M | ISBE assigned Site Number | | 4 | Meal Type | Numeric | 2 | M | Meal Type of the Meal Count detail being entered. Refer to Appendix A – Type Codes for the approved codes and definitions. | | 5 | Claim Type | Alpha-Num | 1 | M | C = Claim A = Advance | | 6 | Is Second Meal | Numeric | 1 | M | 0 = False/First Meal
1 = True | | 7 | Day 1 Count | Numeric | 4 | M | Enter Actual Meals Served for this day. Enter 0 if meals were not served. | | 8 | Day 2 Count | Numeric | 4 | M | Enter Actual Meals Served for this day. Enter 0 if meals were not served. | | 9 | Day 3 Count | Numeric | 4 | M | Enter Actual Meals Served for this day. Enter 0 if meals were not served. | | 10 | Day 4 C

FAQs

What fields are mandatory in the WINS batch import file header for SFSP meal counts?

The header must include RecordIdentifier, RecordType (H), ProgramType (1), BatchType (3), RCDT/Agreement #, ClaimCalendarYear, ClaimCalendarMonth, and CreationDate (mm/dd/yyyy). All fields in the defined header row are mandatory.

How should the header row be formatted in a .txt or .csv file?

In text format (.txt or .csv), the header row must be delimited by a carriage return and followed by the detail record. The header row contains the required fields listed in the header specification.

What does the meal count detail layout require for daily submissions?

The meal count detail includes RecordIdentifier, RecordType (D), Site Number, Meal Type, Claim Type (C for Claim, A for Advance), Is Second Meal (0/1), and actual meal counts for each day. For any day with no meals served, the value should be entered as 0.

Oct 10, 2026

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