POLICY ALERT
TODD STAPLES, COMMISSIONER
Date: March 17, 2010
Reference: # CACFP CCC 2010-08
To: Child and Adult Care Food Program Child Care Centers (CACFP CCC) Contractors
Subject: Annual Update of Forms H1531 and H1531-S, Child Nutrition Program
Application
Effective Date: Immediately
Purpose
Susan Combs,
Commissioner
REPLACE CACFP CCC Handbook Items:
 4210, Eligibility for Free or Reduced-Price Meals
 4215, Annual Renewal of Eligibility
The revisions to the above Handbook Items:
 Provide clarification on annual update requirement and timeframes for determining
expiration of Forms H1531 and H1531-S;
 Correct the age requirements for At Risk Afterschool care center and Outside School
Hours Care Center; and
 Correct the last set of bulleted Notes in Item 4210 regarding Head Start Program, Early
Head Start Program and Even Start Family Literacy Program change reporting
requirements
Implementation
Immediately
Procedure
Replace Handbook Item 4210 with the following:
Emergency shelters participating in the CACFP and organizations participating in only the
At Risk Afterschool care center are not required to conduct eligibility determinations for
participating children. Additionally, there is no enrollment requirement for children
residing in emergency shelters, attending and At Risk Afterschool care center or Outside
School Hours Care Center (OSHCC).
Emergency shelters must maintain a roster of the children residing in their shelter. The
roster must include the:




Child’s name;
Arrival and withdrawal date;
Child’s date of birth; and
Parent or guardian’s name.
continued
This Policy Remains in Effect Until Further Notice
Policy Alert CACFP CCC 2010-08
Page 2 of 3
Procedure
continued
The shelter may claim reimbursement for children through age 18 years. Children with
disabilities are eligible without regard to age. Emergency shelters may claim all eligible
meals in the free category for reimbursement.
Organizations participating in the At Risk Afterschool care center or OSHCC must maintain
a daily attendance log or roster of the children attending their enrichment program. The
daily attendance log or roster must contain the child’s:


Name; and
Date of birth.
The At Risk Afterschool care center may claim reimbursement for school-age children
through age 18 or 19 if the child turns 19 during the regular school year. The OSHCC may
claim reimbursement for children age 12 and under, and children of migrant workers age 15
and under. Children with disabilities are eligible without regard to age.
Organizations participating in the At Risk Afterschool care center claim all eligible snacks
in the free category for reimbursement.
OSHCC’s must collect income eligibility information and make eligibility determinations in
order to claim meals in the free or reduced-price category.
All other contractors participating in the CACFP CCC are responsible for determining
eligibility for free and reduced-price meals to include:





Ensuring that the parent/guardian of each enrolled child receives a parent letter and a
copy of the current income standards;
Ensuring that each parent/guardian receives Form H1531 or H1531-S, Child Nutrition
Program Application;
Receiving applications;
Reviewing applications for required elements; and
Determining each child’s eligibility category.
NOTE: Contractors cannot make completion and submission of Form H1531 or H1531-S a
condition of enrollment. Completion and submittal is voluntary for parents/guardians.
A child cannot be determined eligible for free or reduced-price meals unless the contractor
maintains a completed Form H1531 or H1531-S or documentation that the child is enrolled
in a Head Start Program (HSP), Early Head Start Program (EHSP) or Even Start Family
Literacy Program (Even Start). Even Start documentation must include confirmation that
the child has not yet entered kindergarten.
continued
Policy Alert CACFP CCC 2010-08
Page 3 of 3
Procedure
continued
Children enrolled in a HSP, EHSP or Even Start are categorically eligible for free meals and
contractors do not need to verify income. Contractors must include in the paid category all
children who:



The contractor does not have a Form H1531 or H1531-S;
Are not enrolled in a HSP, EHSP or Even Start; or
Are enrolled in a HSP, EHSP or Even Start, but for whom the contractor does not have
the required documentation.
NOTES:
 Free and reduced-price eligibility is valid for the 12 months from the date the form is
signed, for example, a form dated February 5, 2010 is valid through February 28, 2011.
 Households are not required to report changes in circumstances, such as an increase in
income, a decrease in household size, or when the household is no longer certified as
eligible for SNAP or TANF during the 12-month period.
 Households of children no longer categorically eligible for free meals under a HSP,
EHSP or Even Start must be provided the opportunity to apply for free or reduced-price
meals. The contractor must provide the household with Form H1531 or H1531-S.
Replace Handbook Item 4215 with the following:
EXCEPTION: This section does not apply to emergency shelters and organizations that
only participate in the At Risk Afterschool care center components of the CACFP CCC.
A contractor must determine each child’s eligibility for free or reduced-price meals as
follows:


A contractor must obtain a new Form H1531 or H1531-S, Child Nutrition Program
Application every 12 months for each child who is included in the free or reduced-price
eligibility category. EXAMPLE: A form dated February 5, 2010 is valid through
February 28, 2011 therefore the contractor must obtain a new form by March 2011.
HSP, EHSP, Even Start – each year a contractor must establish whether the child
continues to meet the categorical eligibility for free meals based on HSP, EHSP or Even
Start participation. Follow the instruction provided in this Handbook.
A child must be included in the paid category until the contractor receives a new Form
H1531 or H1531-S or obtains verification of a child’s categorical eligibility based on HSP,
EHSP or Even Start participation. Contractors should ensure they have a system in place to
obtain new Forms H1531 or H1531-S and HSP, EHSP or Even Start documentation
annually.
Contact
If you have any questions please contact your Community Operations office.