Proper Use Of My Food Program MFP

# Proper Use Of My Food Program MFP

Purpose and Scope

Standardize My Food Program use for CACFP enrollment, attendance, meal counts, menus, claims, monitoring, and recordkeeping.

Applies to: Staff responsible for CACFP data entry, food service, and administration.

Set up access and site data. Sign in through the organization’s password manager. Verify the site profile, license/capacity details, meal types, user roles, claim month, and reimbursement settings.
2. Maintain participants. Add each child’s name, birthdate, start date, classroom, and schedule. Enter Income Eligibility Forms (IEFs) with effective/expiration dates and keep Active/Inactive status current.
3. Record attendance. Enter attendance daily, review it, and lock it after the client’s review process.
4. Enter meals. Select the correct meal type and mark each child served. Separate staff and non-reimbursable meals, then submit/approve counts daily.
Maintain menus. Build compliant menu cycles, enter food items, portions, and food-group contributions, use production records, and update substitutions immediately.
6. Verify daily. Compare attendance to meal counts, review error reports, correct red flags, and run the Meal Count Summary Report.
7. Prepare the monthly claim. Complete and lock data, run Meal Count by Category, Enrollment, and Claim Summary reports, correct disallowed meals, certify the claim, and export support records.
8. Retain records. Keep menus, attendance, IEFs, training logs, and monitoring reports for three years plus the current year; back up data monthly.
9. Train and monitor. Document initial and annual training, review MFP updates quarterly, and conduct internal reviews three times per year with corrective actions.

Use only approved access methods. Never place passwords in SOPs, comments, or task notes.