Purpose and Scope
Help Allied Assist team members review, categorize, and document CACFP-related purchases for clients. An expense is generally allowable only when it is reasonable, necessary, and allocable to the CACFP food-service program, subject to current official guidance and client/sponsor approval.
Generally Allowable Categories
Food and milk
Meal-service supplies such as plates, cups, napkins, and trays
Kitchen supplies and food-storage containers
Small food-preparation equipment
Food-service sanitation supplies and disposable gloves
Large equipment, mixed-use items, unusual purchases, and anything requiring sponsor or state approval must be escalated before payment or submission.
Generally Not Allowable Without Specific Approval
Classroom toys, unrelated office supplies, decorations, gifts, entertainment, general childcare equipment, and general building maintenance must not be categorized as CACFP food-service expenses without clear official/client authorization.
Fuel receipts are audit-sensitive: never upload or submit them without prior client approval and documentation of purpose, date, destination, mileage/fuel details, and program connection.
Review Procedure
Inspect each receipt for completeness, legibility, date, vendor, item descriptions, and amounts.
Separate allowable and non-allowable items on mixed receipts; exclude non-allowable items from CACFP totals.
Confirm the item directly supports food preparation, meal service, storage, sanitation, or authorized program administration.
Save the receipt in the correct client folder and upload only through the approved workflow.
If uncertain, escalate with the receipt date, vendor, item, amount, reason for uncertainty, and supporting image/document. Do not guess.
Quality Checklist
Receipt is complete and legible
Items categorized correctly
Mixed receipt separated
Fuel or unusual expense approved before submission
Client/sponsor/state guidance checked
Supporting documentation filed for audit readiness