CACFP Manual for Child Care Centers

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

Recordkeeping Responsibilities

Maintaining accurate records is vital to ensure the Child and Adult Care Food Program (CACFP) reimbursement accurately reflects the center’s program operations. CACFP forms are available at 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, shall 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 (CACFP-225 or CACFP-225A) - Daily meal count records are required and must be recorded at the time of service (Point of Service) for each meal and snack the center 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 - Daily dated menus are required for each approved meal, breakfast, lunch, snack, and supper, 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 it confidential and place it 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 that 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.

If the center is licensed to care for infants or provides care for infants, the following forms are required:

• Individual Infant Meal Record form (MO 580-3186, MO 580-3188, MO 580-3185, or MO 580-3187) - Keep the active menu on a clipboard or in a folder. File the menu in the binder or envelope for the month.
• Infant and Toddler Feeding and Care Plan (ITFCP) or Infant Feeding Preference (IFP) form - Keep the current ITFCP /IFP form on a clipboard or in a folder with the infant's name on it. File in a binder or envelope for the month. The ITFCP is a dual Office of Child Care-Child Care Compliance/CACFP form.

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.
• Enrollment Records
  • Office of Child Care-Child Care Compliance/CACFP Child Care Enrollment Form MO 500-3317 - The form must include all requested information and the date of the parent’s signature. Although not a Child Care Regulation requirement, CACFP required sections must be updated annually. File the completed form as directed by the Office of Child Care-Child Care Compliance.
  • Enrollment Form for Child Care Centers CACFP-229 - If this form is used, the center is also required to complete the MO 500-3317 Enrollment Form to satisfy Child Care Regulation. The CACFP-229 must be updated annually per CACFP requirements. Keep the current active enrollment form in a binder
• Income Eligibility Form for Child Care Centers CACFP-205 - 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 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.
• Parent Letter - The letter must be given to parents/guardians explaining the center’s participation in the CACFP. The letter is revised for each claim year on July 1 and can be found in the CACFP Income Eligibility Guidance for Child Care Centers at CACFP website under Manuals. Make sure parents/guardians are given the latest version. Print the letter on the back of the IEF and file the IEF as suggested above.
• 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

• Operating Costs - Allowable expenses for the preparation and service of meals include, but are not limited to, food costs, food service labor, costs for certain non-food supplies, and costs of 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.
• 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 on all mandatory topics 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 CACFP-223 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 $350,000.

     

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 five 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: must be documented at the point of service.
• Menus: verify that each meal served meets Child and Adult Care Food Program (CACFP) meal pattern requirements.
• Food Production Records: are required for centers using a caterer or contract food service management company.
• Delivery Receipts: are required for centers using a central kitchen, caterer, or contract food service management company.
• Child Nutrition (CN) Labels and Product Formulation Statements (PFS): are required for commercially processed food
• If licensed to care for infants, Infant Meal Records and Infant and Toddler Feeding and Care Plan or Infant Feeding Preference forms.

Weekly Duties

Add daily meal counts by free, reduced, and paid; keep confidential.

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.

• Current Income Eligibility Forms (IEF) and accompanying parent letter, updated annually.
• Current enrollment forms, updated annually.
• CACFP training documentation - all required topics must be covered at least once a year.
• Medical Statement to Request Special Meals and/or Accommodations
• Current sanitation and fire inspections.
• Beneficiary data report (ethnicity and race), completed annually.
• Site visit monitoring reports for Sponsoring Organizations, 3 per site per year.
• For contracted/catered meals, the original contract or agreement and annual renewal with Food Service Management Company.
• Procurement Plan and Code of Conduct

CACFP Record Retention: 3 Fiscal Years 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; infant meal count each meal once all of the age-appropriate components have been served
• Financial records: food service expenses; labor and indirect cost records summarized on the Documentation of Non-Profit Service Form
• Family Support Division vendor invoices (for-profit centers only)

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

• CACFP training documentation
• Requests for 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

Include in the enrollment packet:

• Participant letter, current fiscal year