Purpose and Scope
Provide a startup and compliance checklist for a childcare center seeking to participate in CACFP. Confirm current state-agency requirements before submitting anything; this article is an operational guide, not a substitute for official guidance.
Eligibility and Sponsor
Step 1: Confirm the center is licensed/approved, provides nonresidential care, serves eligible children, and offers meals/snacks meeting CACFP patterns.
Step 2: Determine whether to operate independently or through a sponsor.
Step 3: Contact the applicable state CACFP agency or sponsor for orientation, application instructions, and current forms.
Preparation Checklist
Review meal-pattern and menu requirements.
Establish meal-service times, locations, and responsible staff.
Assign a CACFP administrator.Before and After Approval
Prepare for a state/sponsor pre-approval visit covering kitchen, storage, sanitation, meal service, and staff knowledge.
After approval, post required nondiscrimination materials, count meals and attendance daily, maintain menus and production records, collect enrollment records, submit claims on time, and complete required training.
Keep a digital or paper CACFP compliance file with training, menus/production records, attendance/meal counts, eligibility forms, and state/sponsor correspondence.
Perform a monthly internal audit and retain records for the required period.
Quality Checklist
Eligibility and sponsor route confirmed
Current state application instructions obtained
Required documents assembled
Meal counting and recordkeeping systems tested
Pre-approval visit prepared for
Ongoing claims, training, and monitoring calendar established
Collect required income-eligibility/enrollment forms when applicable.
Choose an approved recordkeeping system.
Prepare license/approval, EIN or nonprofit documentation, W-9 where required, management plan/budget, civil-rights materials, training records, policies, menus, production records, site information, banking, and health/sanitation documents.