CACFP Requirements and Materials

Contact Information

Child and Adult Care Food Program (CACFP)

360-725-6200
TTY: 360-664-3631

Staff Contacts

Materials to help with program applications, requirements, and record-keeping such as program forms, monitoring forms, special dietary needs requirements, and more!

Program Requirements Overview

CACFP Program Requirements Reference Sheet

CACFP Application and Renewal

Details

New applicants must follow the steps detailed on the New Sponsor webpage. For more information and to receive a new application by mail, please contact a program specialist that serves your area.

Programs wishing to continue to participate in the Child and Adult Care Food Program (CACFP) must complete a renewal application packet every year. An OSPI Bulletin is issued yearly with accompanying instructions and attachments.

Resources

Administrative Reviews and Recordkeeping

During an Administrative Review you will be asked to provide CACFP documentation. The U.S. Department of Agriculture (USDA) requires Child and Adult Care Food Program Sponsors to maintain accurate documentation that supports compliance with CACFP requirements. All records to support a claim must be kept on file for three years plus the current year 7 CFR 226.10.​ Please review the following reference sheets to assist you with organizing your CACFP records and for information on document retention:

Appeals
Civil Rights
Field Trip

Sponsors must notify OSPI of field trips when meals will be taken off-site.

Financial Management

Tools

Reference Sheets

Resources

For-Profit Centers

For-profit (proprietary) institutions can participate in the Child and Adult Care Food Program (CACFP) if 25% of the participants meet federal income requirements.

Child Care Institutions

Adult Care Institutions

Infant Meals
Meal Count Records
Policies and Procedures

Establishing written policies and procedures greatly improves internal controls for CACFP management, documentation compliance and claim accuracy. The written process of who, what, when, where, and how CACFP requirements are met can be used to train staff, manage accountability and is documentation of administrative capability to operate CACFP.​

Sponsors of multiple sites must have Program policies and procedures in writing that assign CACFP responsibilities and duties and ensure compliance with civil rights requirements 7 CFR 226.6(b)(1)(xviii)(B)(3). It is a best practice that independent centers have these written policies and procedures in place as well. Use this template to assign CACFP roles and responsibilities within your organization.

Serving 3-5 Year Olds in School District Settings

There are many different options when serving 3-5-year-olds in the school district. But which program should you operate? What considerations are there?​

Use these resources to help you get started with serving meals for preschool-aged children in school district settings.

Multi-Site Sponsors
Study Months

Institutions participating in the Child and Adult Care Food Program are required to submit current income-eligibility information based on a study month. Program reimbursement for each institution is based on the income levels of the families they serve. The study month establishes the percentages of the meals that will be paid at the free, reduced-price, and above scale rates.

Please review the CACFP Record Keeping Requirements Reference Sheet for information on document retention.

Child Care Centers

English materials have been updated with the current USDA Nondiscrimination statement and are posted below. We are waiting to receive translated materials from USDA.

Adult Care Centers

English materials for have been updated with the current USDA Nondiscrimination statement and are posted below. We are waiting to receive translated materials from USDA.

Training

All sponsors must meet minimum training requirements to participate in the Child and Adult Care Food Program (CACFP). Visit the CACFP Required Training webpage for details on how to participate in required training, as well as to view recorded program trainings.

Mandatory Trainings

  • Intro to CACFP- All NEW sponsors must participate in this workshop.
  • Annual Training- This training occurs yearly. Sign up for our CNS Updates to stay in the loop for more information!
  • Civil Rights- This training is an annual requirement for all CACFP sponsors and their employees.

Resources

Vending Meals
Additional Program Requirements

Promote Your Meal Program

Share WIC Information With Families

Washington WIC gives families access to nutritious food and provides health screening, risk assessment, nutrition education, breastfeeding support, and health and social services referrals. The program provides essential services for pregnant people, new and breastfeeding moms, infants, and children under five. Most pregnant people and young children on Medicaid or Basic Food (SNAP) qualify for WIC services.