Purpose and Deadline
Review and upload assigned receipts in My Food Program (MFP) each business day to maintain accurate CACFP records. Complete by the end of the assigned workday and report missing or unclear items immediately.
Procedure
Confirm with the center designee which receipts are assigned. Locate the originals in approved physical files, shared drives, or email folders.
2. Sign in to MFP through the organization’s approved password manager and select the correct client site/location. Never record credentials in documentation.
3. Go to Food Service Operations → Expenses → Add New Expense (labels may vary by current system version).
4. Enter every receipt line separately and exactly as shown: item name, cost, category, quantity, unit size, purchase date, description, and total amount. Classify milk under Milk, not generic Food, when the system provides that category.
5. Do not combine, round, or infer line items. Preserve the receipt’s structure.
6. Use the receipt-total validation feature. If the total does not match, check for typos, missed lines, quantities, and units.
7. Upload a clear, complete image or PDF showing the store, date, items, and total.
8. Save/submit the entry and verify it appears under the correct site and date.
9. Repeat separately for each assigned receipt; never combine multiple receipts into one entry.
10. Notify the designated reviewer when all assigned expenses are complete. Escalate missing receipts, unclear categories, mismatched totals, or possible disallowed costs before submission.
Quality Checklist
Correct site and date selected
- Each receipt entered separately, line by line
- Milk and other categories applied correctly
- MFP total matches the original receipt
- Full, legible receipt uploaded
- Entry saved and visible for review
- Exceptions reported to the designated reviewer