Purpose
Review, enter, upload, and retain complete food receipts in KidKare so Louisiana CACFP claim documentation is readable, allowable, and aligned with menus and meal records.
Procedure
Collect the receipt from the approved client source and save a working copy.
2. Confirm the full receipt is readable and shows the vendor, purchase date, total, food items, and every page. Request a clearer copy when needed.
3. Verify that the purchase falls within the claim month and identify any non-food, personal, fuel, equipment, or questionable items. Exclude or escalate non-program costs.
4. Assign the correct food category when the client workflow requires it.
5. Enter the purchase date, vendor, allowable food total, category, and required notes in KidKare. For mixed receipts, enter only the supported allowable food portion.
6. Upload the complete receipt image or PDF and verify that it opens correctly.
7. Compare the purchase with the monthly menu and, when needed, meal counts and inventory. Escalate purchases that do not reasonably support the claim.
8. Save a backup in the approved client folder using the client naming convention. If none exists, use
YYYY-MM-DD Vendor Amount.pdf.9. Keep receipts with the month’s menus, attendance, meal counts, enrollment, infant-feeding records, and production documentation when applicable.
Quality checklist
Receipt complete and legible
- Vendor, date, total, and food items visible
- Correct claim month confirmed
- Non-food items excluded or escalated
- Allowable amount entered accurately
- Receipt uploaded and verified
- Menu/claim alignment checked
- Backup copy filed