Maintaining accurate records is vital to ensure CACFP reimbursement accurately reflects the center’s program operations.

Maintaining accurate records is vital to ensure Child and Adult Care Food Program (CACFP) reimbursement accurately reflects the center’s program operations. CACFP forms are available at the CACFP website under Forms, and posters are available under Posters, Flyers, & Pamphlets.

CACFP original records, not photocopies, must be maintained on-site for independent facilities, be accessible during licensed business hours, and be available for review within one hour of a state representative’s arrival. Sponsoring Organizations (SOs) of two or more facilities must maintain original records during licensed business hours at the location identified in the Management Plan and be available for review within one hour of a state representative’s arrival. Community Food and Nutrition Assistance (CFNA) reviewers will request CACFP records for one month or more and have the authority to disallow up to twelve months of claims. Program records must be retained for three full fiscal years, plus the current year (October 1 through September 30), after the final claim for the fiscal year is submitted and for longer if audit findings have not been closed.

As a reminder, documents that prove compliance with CACFP regulations, including, but not limited to, menus, production records, delivery receipts, income eligibility forms, meal count records, and attendance records, must be completed in permanent ink and shall not be altered. If additions/corrections are required, they must be made using permanent ink. The incorrect information must be crossed out using one line so that the original information can still be read. Changes using pencils or whiteout shall be prohibited. All changes must be initialed and dated by the person making the correction.

Required Records

Meal Service Records

• Daily Meal Count Records (DHSS-CACFP-641 or DHSS-CACFP-642) - The daily meal count tally records are required for each meal and snack that the site is approved to claim for reimbursement. Keep current month records on a clipboard or in a binder. File these records with the daily attendance records. File completed records in a binder or envelope labeled with the month and year.
• Daily Menu Records - For each approved meal, breakfast, lunch, snack, and supper, daily dated menus are required to verify CACFP meal pattern compliance. The original menu, noting any substitutions, must be retained. Keep the current active menu on a clipboard or in a folder. When completed, file the menu in the binder or envelope for the month.
• Medical Statement to Request Special Meals and/or Accommodations (CACFP-227) - Required when food substitutions are necessary and authorized by a medical authority for children with a diagnosed disability and with medical or special dietary needs. Keep confidential and place in the individual child’s file.
• Commercially Processed Food Documentation - If your center uses commercially processed foods, documentation of meal pattern contributions is required. It should include a Child Nutrition label or the manufacturer's Product Formulation Statement. File in the binder or envelope for the month.
• Additional Meal Requirements - A center must maintain documentation to verify the whole grain-rich requirement is met. This may include the grain product’s ingredient label. A center must maintain documentation to verify that the cereal and yogurt served are within the required sugar limits. This may include the product’s nutrition facts label.

Participant Records

• Daily Attendance Records (CACFP-213); Monthly Time In/Time Out Record (CACFP224); or Time In/Time Out Record (CACFP-221) - A daily attendance record of each child is required to complete reimbursement claims. Keep the current monthly attendance record on a clipboard or in a binder. File completed monthly records in a binder or envelope labeled with the month and year.
• Income Eligibility Form for Child Care Centers CACFP-205 (Required for Outside School Hours Centers only; NOT required for At-Risk Afterschool Care Programs) This form is very important as it determines program eligibility and meal reimbursement rates. The IEF can be found in the CACFP Income Eligibility Guidance for Child Care Centers at the CACFP website  under Manuals. Give IEFs to all parents/guardians to complete with their enrollment packet and then annually thereafter. New IEFs must be placed with expired IEFs annually. File completed forms alphabetically by last name in a 3-ring binder. Place blank copies in a folder.
• Title XX Documentation - For-Profit Centers Only. Documentation includes Family Support Division vendor invoices, a copy of the contract with FSD for vendor children, and an enrollment roster marked with the names of vendor children. File in a folder or binder.

Records Pertaining to Financial Management and Administrative Costs

• Administrative Costs - Costs incurred by the sponsor for activities relating to planning, organizing, and administering the program. Administrative costs may include:
  • Labor costs
  • Office costs
  • Transportation costs
• Operating Costs - Allowable expenses for the preparation and service of meals include, but are not limited to, food costs, food service labor, certain non-food supplies, and purchased services.
  • Food Costs - Are expenditures for the food used in all meals included? Original, intact and legible, itemized food and milk receipts and invoices for food service supply purchases must be retained to verify that CACFP funds are used to support the food service. Handwritten receipts are not acceptable. File in a folder or envelope labeled with the month and year.
  • Food Service Labor - Costs Independent centers must document.
  • Non-food Supplies - Non-food supplies used in the preparation and service of meals, such as napkins, trays, and utensils.
• Documentation of Nonprofit Foodservice CACFP-214 - This form must be completed monthly when total food costs are less than the CACFP claim. Place in a folder or envelope labeled with the month and year.

Training Records

• Annual CACFP Training Documentation CACFP-222 - Documentation of annual CACFP training for the center staff is required. The use of the CACFP form is not required, but training must include the topics required by the CACFP. File in a folder or notebook.

Other Required Records

• Original Contract Agreement, along with Amendments for the sponsoring agency.
• Beneficiary Data Report CACFP-226 - Documentation of the annual completion of this form is required. File in a folder or notebook.
• Sanitation and Fire Inspection Records - File in a folder or notebook.
• Procurement Plan and Code of Conduct - File in a folder or notebook.
• Catered or Vended Meals, if applicable. Sponsor must maintain:
  • Food service management company contract or agreement.
  • Current state or local health certification.
  • Production Records required and meal delivery records, if applicable.
  • Evidence that the contractor was obtained using fair and competitive practices.
  • Business License of contractor procured through formal bid procedures greater than $250,000.00.

Sponsoring Organizations (SOs)

Contractors responsible for two or more centers, either under the sponsor’s jurisdiction (affiliated) or under the corporate umbrella (unaffiliated), are required to maintain:

• Pre-approval visits to each new center under an SO.
• Sponsored Centers Site Visit Report (CACFP-404) - Each SO must monitor every center for program compliance at least three times per year, in accordance with the regulations.
• Disbursements (unaffiliated centers only) - Documentation of the dates and amount of reimbursement disbursed to each facility within 5 working days from the CACFP claim processing date is required.

Suggested items to help you stay organized:

• 3-ring binders
• 3-hole punch
• Clipboards
• Colored highlighters
• File folders
• File box or cabinet
• 12 large envelopes, one for each month

Daily Duties

Complete these records daily and maintain them on a clipboard or in a folder. Ensure that all documents are dated. At the end of each month, file the original dated records with the monthly records in an envelope or binder.

• Attendance records or sign in/sign out records.
• Meal count records: documented daily.
• Menus: verify that each meal served meets Child and Adult Care Food Program (CACFP) meal pattern requirements.
• Food Production Records: required for centers using a caterer or contract food service management company.
• Delivery Receipts: required for centers using a central kitchen or contract food service management company/caterer.
• Child Nutrition (CN) Labels and Product Formulation Statements (PFS): required for commercially processed food

Monthly Duties

Retain these legible and intact original, dated records:

• Consolidate financial records: Machine-generated dated and itemized food and milk receipts; Child Nutrition (CN) labels and PFS; itemized non-food program supplies; program labor costs; and documentation of non-profit foodservice.
• Prepare and submit the claim for reimbursement: consolidate and determine total attendance; consolidate meal counts and determine the total number of meals served for each meal. For-profit centers must calculate to determine if you are eligible to claim. Submit the claim via CNPweb by the 10th of the month for payment around the 28th or by the 25th for payment around the 13th of the following month.

Yearly Duties

Centers must maintain the original dated records by fiscal year, October 1st through September 30th.

• Annual CACFP Training Documentation: all required topics are covered at least once a year.
• Medical Statement to Request Special Meals and/or Accommodations.
• Current sanitation and fire inspections.
• Documentation of racial/ethnic data completed annually, self-identified and self-reported.
• Site visit monitoring reports for Sponsoring Organizations, three per site per year.
• For contracted/catered meals, original contract or agreement and annual renewal with Food Service Management Company.
• Child care license, if applicable.
• Enrichment program documentation.
• Current Income Eligibility Forms for Outside School Hours Centers only.
• Procurement Plan and Code of Conduct

All required records must be maintained on location during licensed hours of business and available within one hour of arrival by state officials. CACFP records must be retained for three fiscal years, October 1st through September 30th, plus the current year.

Monthly: Place in a binder or envelope labeled with the month and year

• Daily dated menus
• Daily dated attendance records
• Dated point of service meal count records
• Financial records: food service expenses; labor and indirect cost records summarized on the Documentation of Non-Profit Service Form

Yearly: Place in a binder or envelope labeled with the year

• Annual CACFP training documentation
• Medical Statement to Request Special Meals and/or Accommodations
• CN labels or Product Formulation Statements
• Beneficiary Data Report
• Vended/catered meal agreements or contracts and annual contract renewals, if applicable
• Procurement Plan and Code of Conduct
• Site visit monitoring reports, if applicable
• Sanitation and safety inspection

Outside School Hours Care Centers Only