CALPADS Flash #307 shared SUN Bucks submission tips for LEAs using the Supplemental SUN Bucks Collection, or SSBC, in the Education Data Collection System.
This guidance applied to the 2025 SUN Bucks program. The dates and requirements below are historical. However, the workflow still offers a useful lesson for teams that manage student eligibility data across nutrition, CALPADS, and EDCS.
What Was the SSBC?
The SSBC allowed LEAs to submit records for students who might qualify for 2025 SUN Bucks but were not streamline certified through existing data sources.
LEAs used the collection to report approved eligibility information. The information helped the state identify students who could receive summer food benefits.
For the 2025 collection, LEAs reported approved dates for:
- Universal Benefits Applications
- National School Lunch Program applications
- Local direct certification
- Benefits extended through household certification
The collection accepted dates from July 1, 2024, through September 2, 2025. EDCS returned a fatal error for dates outside that range.
Submit a Complete File Every Time
Each SSBC upload replaced the LEA’s prior file.
Therefore, teams needed to include all eligible records in every new upload. A file that included only new students could remove students that the LEA had submitted earlier.
Before uploading, staff needed to confirm that the file included:
- Newly approved records
- Previously approved records that remained eligible
- Verified Universal Benefits Applications, when verification applied
- Accurate application and certification dates
This simple review helped prevent missing records and delayed benefits.
Plan Around the Monthly Pull Dates
For 2025, EDCS used monthly pull dates to send files for benefit issuance.
LEAs needed to submit data by 5:00 p.m. on the last business day of the month. Students in the file could then appear in the next day’s extract.
For example, an LEA that submitted a complete file by July 31 could include students in the August 1 extract.
As a result, quick processing mattered. When nutrition and data teams delayed approved records, eligible students could wait longer for benefits.
Coordinate UBA Verification and Reporting
A UBA selected for verification needed to complete verification before the LEA submitted it to the SSBC.
First, nutrition staff needed to track the application and verification process. Next, the data team needed the final approved date and the correct student information. Then, the LEA could add the record to its complete SSBC file.
This handoff reduced the risk of submitting incomplete or unverified information.
Create a Reliable Eligibility Workflow
The most effective process connects several teams:
| Team | Primary responsibility |
|---|---|
| Nutrition services | Process applications and complete verification |
| CALPADS or data staff | Maintain accurate student records and prepare the EDCS file |
| School-site staff | Help families complete needed applications or forms |
| Leadership | Review deadlines and confirm clear ownership |
A shared tracker can help teams monitor approvals, verification status, file preparation, and monthly submission dates.
Use Current Guidance for Live Reporting
The 2025 SSBC deadlines have passed. Before submitting current SUN Bucks data, review the latest CDE guidance and EDCS instructions.
For historical reference, see CALPADS Update Flash #307. For questions about the 2025 program, CDE directed LEAs to SummerEBT@cde.ca.gov.
MeasureED provides CALPADS support services for LEAs that need help coordinating student data, state reporting, and compliance workflows. Learn more about MeasureED’s CALPADS support or contact our team.
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