Purpose and Scope
Maintain dated CACFP menu records that support reimbursement, meal-pattern verification, allergen communication, purchasing, and audit retention.
Prerequisites
Obtain the director/client’s approved menu or modification notice for the relevant site and meal.
Use My Food Program through the organization’s password manager; no usernames or passwords belong in task notes.
Procedure
Open the My Food Program menu area and filter to the required month and year.
Select the date and meal to add or update (for example, breakfast, lunch, or PM snack).
Open Edit Menu or the equivalent add-menu action.
Compare the requested menu with the source provided by the director/client. Enter the exact food items and ingredients supplied.
Search for each food item, confirm the correct meal service, and check components, portions, substitutions, and allergen implications.
Save the menu and re-open it to verify the date, meal, food items, and required components.
If a substitution occurs later, update the menu to show what was actually served and document the reason.
Retain menus with attendance, meal counts, and related records for three years plus the current year.
Quality Checklist
[ ] Correct site, month, date, and meal selected
Menu matches the approved source
Food items/components and portions reviewed
Substitutions and allergens considered
Menu saved and rechecked
Supporting records retained
Notes
Accurate menus protect reimbursement and demonstrate CACFP meal-pattern compliance. Do not reproduce source passwords; access is via the approved password manager.