Purpose and Scope
Standardize the verification, entry, upload, and filing of CACFP receipts using the client-approved systems. Check the approved upload folder daily for new receipts.
Procedure
1. Access client systems through the organization’s approved password manager; never write or publish credentials.
2. Open the approved receipt-upload folder and identify new receipts.
3. Open the corresponding purchase record in the client-approved retailer account. Do not use personal accounts or retain login details in notes.
4. Review the receipt for purchase date, vendor, item descriptions, amounts, and completeness.
5. Open the client’s food-program receipt workflow and navigate to Expenses → Receipts → Add Receipt (labels may vary by system).
6. Enter the receipt details exactly, double-check against the source, and save.
7. File a copy in the approved client food-program folder using the purchase month and client naming convention.
8. Apply the allowable-expense review. Separate or escalate non-allowable, mixed, fuel, or unclear items before submission.
9. Record exceptions and notify the designated client reviewer.
Quality Checklist
☐ New receipt identified in the approved folder
☐ Source receipt matches entered data
☐ Vendor, date, items, and amounts verified
☐ Receipt saved to the correct month/client folder
☐ Expense classification reviewed
☐ Exceptions escalated before submission