CACFP Food Program Error Review Correction Process

# CACFP Food Program Error Review Correction Process

Purpose and Scope

Provide a weekly process for finding, documenting, and escalating CACFP claim errors before they accumulate at month-end. This review covers error identification and reporting; it does not authorize menu entry or corrections.

Roles: Maria/assigned CACFP support performs the review and report upload; Sonya Hickey reviews escalated findings and approves corrections; the support team tracks follow-up.

Prerequisites

  • Access the CACFP platform with the approved client credentials through the organization’s password manager.

  • - Have the shared-drive location and the report naming convention ready.

  • - Review one site per week, or follow the clients assigned site schedule.

Procedure

  1. Sign in to the CACFP platform and select the correct site/location.

  2. 2. Open Review Claim Errors and confirm the claim month.

  3. 3. Record the displayed error count, even if the detail view initially appears blank.

  4. 4. Open Disallowed Meals Report, select the correct month/year, choose Detail view, leave all required filters selected, and run the report.

  5. 5. Download and review the report for disallowed meals, missing components, and date-specific discrepancies.

  6. 6. Save it as SiteName_MonthYear_CACFP_ErrorReview and upload it to the approved shared drive.

  7. 7. Add notes identifying the site, month, error count, and visible or suspected discrepancies.

  8. 8. If the error count is nonzero but the report is blank, return to the error screen, use View and Edit, and check Summary, Detail, and alternate meal views.

  9. 9. Notify Sonya that the report is available. Do not edit menus or claims unless explicitly authorized.

  10. 10. Escalate errors that persist week over week and record the follow-up owner/date. Complete a live walkthrough when required for training.

Quality Checklist

  • [ ] Correct site and month selected

  • - [ ] Error count recorded

  • - [ ] Disallowed Meals Report run and downloaded

  • - [ ] Report saved with the standard name

  • - [ ] Shared-drive upload completed

  • - [ ] Sonya notified; unresolved issues escalated

Notes

Weekly review is the standard; do not defer known errors until month-end. No credentials are retained in this article.

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