CACFP
Back to Basics Training
West Virginia Department of Education
Office of Child Nutrition
Handouts
USDA Nondiscrimination Statement
Free and Reduced Applications
Income Eligibility Guidelines
Purpose of Training
 To inform, educate and support CACFP sponsors by
providing basic knowledge essential for a successful
child nutrition program. Today’s presentation will be
centered around three general areas of
responsibility:
– CACFP Program Start -Up Responsibilities;
– Ongoing Program Responsibilities; and
– Responsibilities of At-Risk and Multi-Site Sponsors.
Start-up Responsibilities
 License /Capacity
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Center must maintain and post current license; and
Center must remain within license capacity limits at all times.
 Enrollment Forms
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Enrollment forms must be updated annually; and
Enrollment forms must be signed and dated by parent or
guardian.
 Attendance Records
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Parents must sign in/sign out their children daily;
Sponsors must ensure that records are current; and
Attendance records must be maintained separately from meal
count sheets.
Start-up Responsibilities
 Staff Training
– Staff members must be trained on essential CACFP
requirements; and
– Training should be adequately documented on OCN form
and maintained on site. OCN Staff Training Form
 Civil Rights
– Building for the Future Flyer must be posted and included
in enrollment materials . Building for the Future Flyer
– USDA “And Justice for All” Poster must be displayed in a
prominent location in the center. And Justice for All
Poster
– Current nondiscrimination statement must be used on
menus and in parent handbook.
Ongoing Responsibilities
 Free and Reduced Price Family Meals Application
– Applications need to be updated annually in July;
– Centers need to ensure applications are fully completed
by parent/guardian;
– Applications must be maintained for all participants
claimed for reimbursement; and
– Application information and eligibility status must be kept
confidential.
 Master List
– Master list needs to be kept current and correspond with
free and reduced applications; and
– Racial and ethic data may be maintained on this
document.
Classroom Activity
Free and Reduced Applications
Answers to Classroom Activity
1. NO: Both children on this application are FOSTER children
and should be approved categorically for free benefits.
Instead, the approving official denied this application based
on the income of the family.
2. NO: This application has been approved on the basis that
the family receives SNAP benefits; however, no ten-digit
SNAP case number was entered on the application.
3. NO: This application was approved for free benefits. The
eligibility guidelines indicate that the cut-off for free benefits
is $2,498.00. This application should have been approved
for reduced benefits.
Answers to Classroom Activity
4. YES: This application is correctly approved. The amount of
total monthly income for this family is correct. The parent
has signed the application and included the necessary last 4
digits of their Social Security Number. The approving official
has correctly used the income eligibility guidelines and
marked them to receive reduced benefits.
5. NO: The mother, who completed this application, has
indicated that the total number of persons in her household
is 6; however, only 4 names are included on this application.
The approving official did not catch this error and approved
them as reduced, based on a family of 6 receiving $4,775.00
a month. This family application should have been denied
because of income and the fact that no Social Security
Number was provided.
Answers to Classroom Activity
6. NO: The approving official denied this application for
benefits based on the income indicated on the application. It
should have been categorically approved for free benefits;
the TANF box has been checked and a TANF case number has
been entered.
7. NO: The income on this application was incorrectly totaled.
The total actually comes to $3,610.00, not $3,510.00. With
the correct total, the income guidelines indicate that this
family has exceeded the amount to receive reduced benefits.
This application should have been denied.
Answers to Application Activity
8. NO: Although this application appears to be approved
correctly, it is not. If you look at the top of this application, you
will see that this application is dated for the 2011-2012 program
year. An application on an old form cannot be approved for
benefits.
Ongoing Responsibilities
 Menus
– Menus need to meet CACFP meal pattern requirements
to receive reimbursement;
– Dated menus must be posted and maintained;
– Cycle menus are encouraged;
– Menu substitutions should be documented on the master
menu; if a child requires a modified menu, a Special
Dietary Needs Form must be on file; and
– Menus must include the short version of the USDA
Nondiscrimination Statement.
Ongoing Responsibilities
 Production Records
– Daily dated production records need to be maintained for
centers who serve an average of 20 children per day;
– Productions records should be completed at the time of
meal service to ensure accuracy;
– Menus and production records must match and reflect
actual meal service; and
– Menu substitutions, including any special meal
accommodations, must be documented on production
records.
Ongoing Responsibilities
 Point of Service (POS)
– Meal counts should be recorded at the time a child
receives a reimbursable meal;
– Centers may only claim up to two meals and one snack
or two snacks and one meal per child, per day;
– POS must reflect sign in/sign out sheets for the day;
– Meal count sheets should not identify a child’s eligibility
status; and
– Meal counts, when totaled at the end of the month, must
match the claim for reimbursement.
Ongoing Responsibilities
 Financial Management of the CACFP
“Are reported expenses reasonable, necessary and
allowable?”
– Food receipts/invoices:
• Non-food items must be reported separately from food;
• Non-CACFP costs must be excluded (e.g., diapers, baby wipes,
books, batteries, personal items);
• Must be signed by person purchasing items; and
• NO cash purchases!
Ongoing Responsibilities
 Financial Management of the CACFP
“What is the difference between administrative and
operating labor costs?”
– Administrative labor costs:
• Includes planning, organizing and managing the non-profit food
service.
– Operating labor costs:
• Includes the preparation and service of meals to participants.
All CACFP labor expenses need to have proper
documentation (e.g., time sheets or calendars).
Ongoing Responsibilities
 Financial Management of the CACFP
“Is the CACFP check deposited in the appropriate account?”
– Monthly Child Care Bank Statements:
• To verify CACFP deposits; and
• To ensure no personal expenses are debited from this account.
“Does the institution appear to operate a non-profit food
service?”
– ACES Cost Reimbursement Comparison Report
At-Risk and Multi-Site Sponsors
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At-Risk:
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Separate POS sheets must be maintained for At-Risk Programs;
At-Risk meals may only be claimed when school is in session;
Sites may serve At-Risk Snack, At-Risk Supper or both; and
An educational or enrichment component is required for all At-Risk
Programs.
Multi-Site Sponsors:
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Sponsors are required to conduct 3 reviews per sponsored center,
2 of which must be unannounced. Of these 2 unannounced visits,
1 must be made during a meal service. Multi-Site Monitoring Form
No more than 6 months may elapse between reviews of sites.
New facilities must be reviewed within first 4 weeks of operation.
Any Questions?
West Virginia Department of Education
Office of Child Nutrition
Building 6, Room 248
1900 Kanawha Boulevard, East
Charleston, West Virginia 25305-0330
(304) 558-2708
http://wvde.state.wv.us/nutrition/