Purpose and Scope
Keep daily menus, attendance, meal counts, and CACFP claims aligned. Applies to staff authorized to update menus and recalculate claims in the client’s meal-management system.
Procedure
1. Sign in to the client’s CACFP meal-management system through the approved password manager and confirm the correct center/location and permissions.
2. Review the planned menu for the day. Confirm each meal meets the current CACFP meal-pattern requirements and that age-group portions are recorded.
3. Save the menu update and verify it appears in the daily report.
4. Enter or verify actual attendance and meal counts for each service. Counts must reflect children present and meals actually served.
5. Open the claim section and recalculate the claim using the updated menu and attendance.
6. Review for missing components, invalid counts, duplicate records, and other discrepancies. Document adjustments in the daily CACFP log.
7. Save the finalized claim for the authorized submission workflow.
8. Escalate any meal-pattern, attendance, or claim discrepancy before submission; do not guess or overwrite source data.
Responsibilities
Menu staff: update menus accurately and check meal-pattern compliance.
Claim staff: recalculate and verify claims and retain evidence.
Director/CACFP coordinator: review daily submissions and resolve exceptions.
Quality Checklist
- Correct site/date confirmed
- Menu meets current meal pattern
- Portions and meal counts verified
- Attendance reconciled
- Claim recalculated and reviewed
- Exceptions documented and escalated
- Final evidence retained