Purpose and Scope
Maintain complete, traceable CACFP records for client forms, data entry, screenshots, confirmations, corrections, and audits.
Responsibilities
Data-entry staff: intake forms, enter approved data, capture evidence, and record confirmations.
CACFP support staff: archive records and maintain correction tracking.
Operations lead: handle client communication and escalations.
Leadership: provide oversight, training, and process enforcement.
Procedure
Log child-enrollment and IEF forms upon receipt. Forms received after the daily cutoff are entered the next business morning.
Enter data exactly as shown on the official client-submitted form. Do not infer or edit information without an authorized revised form.
Record the entry date and processor name.
Capture a screenshot of every My Food Program entry and save it in the designated client CACFP folder.
Send the approved client confirmation with the screenshot attached using the designated client communication channel.
If a form or entry is incorrect, retain the original and corrected versions. Log the correction date, error type, responsible staff member, action, and supporting evidence.
Route CACFP communication through the designated client channel and file the confirmation by student and date.
Audit-Readiness Checklist
Original and corrected forms retained
Screenshot evidence for every entry retained
Confirmations filed by student/date
Correction log is complete
Records are stored in the approved client folder
Access uses the organization’s password manager; no credentials are stored in documentation.