CACFP basics for center owners

The Child and Adult Care Food Program (CACFP) is a federal program run by the U.S. Department of Agriculture (USDA). It reimburses participating child care programs for serving nutritious meals and snacks to eligible children. Each state runs the program through a state agency, so the exact rules and forms can vary by state.

Two ways centers usually take part

• Independently: the center works directly with the state agency and is responsible for its own applications, claims and reviews.
• Through a sponsoring organization: a sponsor helps with paperwork, training and claims for the centers it works with.

Records centers typically keep

• Enrollment and eligibility forms for each participating child, including income eligibility information where it applies.
• Menus that meet the program's meal pattern requirements for each age group.
• Meal counts by meal type, usually recorded as meals are served.
• Attendance records that line up with the meal counts.
• Food purchase and production records that show what was bought and served.

Habits that make claims easier

• Count meals at the table, not at the end of the day.
• Check that daily meal counts never exceed the number of children in attendance.
• Keep menus, receipts and production records together by week.
• Calendar the dates eligibility forms need renewing.

Where to get official answers

Your state agency (or your sponsor, if you have one) is the authority on your program's rules, forms and deadlines. USDA's Food and Nutrition Service also publishes CACFP guidance and meal pattern information. This guide is a general overview, not legal or program advice.

Orbit offers CACFP food program support to help keep these records organized. It is software, not a sponsoring organization. See Food Program (CACFP).