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Check out the CACFP Memo Page for a list of all memos and announcements.
Every week, ODE CNP process claims in CNPweb. This process allows ODE to review and pay claims that were submitted into Pending Approval or Approved status within the last week. During processing, ODE CNP turns off the claims function in CNPweb and sponsors are not able to submit any new claims or make revisions to claims during this time.
Starting April 2, 2024, ODE CNP will be closing CNPweb claims for processing from approximately 7:00 AM through 2:00 PM every Tuesday, except after a holiday when it will be processed on a Wednesday. This is a change from the original 10:00 AM - 4:00 PM schedule.
Sponsors who plan to submit claims on Tuesday mornings should take note of this small shift in the schedule.
On March 29, 2024 ODE CNP released the the Action Required: CACFP Annual Training memo. This memo is for center-based sponsors only and lists out the required CACFP Annual Trainings that must be met. It provides online options for sponsors who could not make the in-person trainings in Salem at the Willamette ESD building or the Oregon School Nutrition Association Conference on March 13 and 15, 2024.
An overview of the required trainings by the responsible principal and their attendance at in-person trainings is available below:
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Food Program Coordinators who attended one of the in-person trainings will only need to view the Civil Rights Training videos online and take the Civil Rights Quiz to complete their trainings.
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Non-School Food Authority Food Program Coordinators who did not attend in-person trainings must complete all three parts of the CACFP Annual Training online and take all three associated quizzes in order to complete annual training requirements.
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School Food Authority Food Program Coordinators who did not attend in-person training must complete the Civil Rights Trainings and CACFP Updates Training online and take the two associated quizzes in order to complete annual training requirements. Additional financial management training will be available at a later date for School Food Authorities.
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Non-School Food Authority Financial Office Contacts who did not attend the in-person trainings will need to view the CACFP Financial Management training and take the CACFP Financial Management Quiz to complete their training.
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School Food Authority Financial Office Contacts do not need to take financial management training at this time. Additional financial management training will be available at a later date for School Food Authorities.
Links to all training videos and quizzes are available from the memo link listed above.
If you have questions about your annual training requirements, reach out to your assigned Child Nutrition Specialist.
ODE CNP has new resources coming your way! See below for a list of different resources that are now available on our ODE CNP CACFP page.
Revised CACFP Policy and Procedure Manual
This resource is for center-based sponsors only.
ODE CNP has revised our Child and Adult Care Food Program (CACFP) Policy and Procedure Manual.
ODE CNP sent out the Revised CACFP Policy and Procedure Manual for Center-Based Sponsors memo on March 22, 2024. This updated manual is for center-based sponsors only and provides new chapters, revised information, links to more resources, and new appendices on terms and acronyms, frequently asked questions, and tools and resources. Additional regulatory or policy changes since 2022 have have been highlighted in the manual.
This March 2024 version of the manual supersedes the April 2022 version.
Please note that some chapters have been moved and sponsors are encouraged to review the Table of Contents and use the links embedded to navigate the manual.
If you have questions about this manual revision, contact your assigned Child Nutrition Specialist.
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CACFP Financial Management Workbook
This resource is for non-School Food Authorities only.
The CACFP Financial Management Workbook is a new resource meant for center-based, non-School Food Authority sponsors.
This workbook provides a comprehensive walk-through of CACFP financial management requirements and explains the 'why' behind the requirements with definitions and citations. The workbook also includes the new CACFP Financial Management Procedure Template (see below).
This is a companion workbook and should be used in conjunction with the CACFP Annual Training on CACFP Financial Management.
Sponsors are not required to complete this workbook or submit it in to ODE CNP unless otherwise required as part of an administrative review process.
Sponsors are encouraged to share this workbook with their financial team and/or external financial support, such as bookkeepers or accounting firms.
If you have questions about this workbook, contact your assigned Child Nutrition Specialist.
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CACFP Financial Management Procedure Template - PDF Version
This resource is for center-based sponsors only. Center-based School Food Authorities may use this resource, but may need to amend the template to include additional information.
ODE CNP has a new CACFP Financial Management Procedure Template.
This new Adobe PDF version of the template is incorporated into the CACFP Financial Management Workbook (see above), but is also available as a standalone file. While the template is geared towards center-based non-School Food Authority sponsors, School Food Authority sponsors can also use the template as a starting point for creating their own financial management procedures.
Much like the other Microsoft Word version of the Financial Management Procedure, this template covers all the required elements of maintaining a non-profit food service. It also includes a section on the management plan and has links to resources.
Instead of a narrative format, this PDF version has a question and answer format with fillable blanks for sponsor answers. Both versions are available to be downloaded from the ODE Resources page, under the Procedures section.
Reminder: Sponsors are required to have an up-to-date written financial management procedure (see 7 CFR 226.6(b)(1)(xviii)) and can use either the Adobe or Word versions of the template to meet this requirement. Sponsors can also choose to use their own template, but must ensure that all aspects of maintaining non-profit food service are included.
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Creditable Infant Formula Handout
This resource is for all sponsors and providers with infants in care.
The Creditable Infant Formulas handout is a helpful resource for sponsors and providers who are new to the infant meal pattern or need a refresher on the requirements for a creditable infant formula. This one-page handout provides information on what makes up a creditable infant formula and answers some common infant formula questions. This handout is also available on the CACFP Meal Pattern page under Infant meal Pattern Resources.
The Department of Early Learning and Care came out with new administrative rules for Certified Child Care Centers and Certified School-Age Child Care Centers in 2023. This new rule allows parents to request that their children are not served milk (see Rules for Certified Child Care Centers OAR 414-305-1140(4)(c) and Rules for Certified School-Age Child Care Centers OAR 414-310-0620(4)(c)(D)).
The DELC rule states that parents may request that their child not be served milk although the center must obtain written parental permission to not serve milk to a specific child. This must be at the parent's request, on a case-by-case basis, and must not be a center-wide policy.
Some centers may already have policies in place to accommodate families who wish to serve a milk alternative or to remove cow's milk from their child's meal. Licensed child care centers who currently only accommodate medical or disability special meal requests may have to update their policies to align with current DELC rules.
As a reminder, the CACFP meal pattern includes fluid milk as part of the breakfast, lunch, and supper meal pattern and fluid milk is an optional component for the snack meal pattern (see the CACFP Child Meal Pattern Chart).
Under CACFP meal pattern requirements, a nutritionally equivalent milk substitute can meet meal pattern requirements with a parent/guardian-signed Meal Preference Request Form on file (see the ODE CNP Meal Accommodations Page, under Nutritionally Equivalent Milk Substitutes for a list of milk alternatives).
If the parent does not want a nutritionally equivalent milk substitute, the meal will not be reimbursable unless a Medical Statement or doctor's note is on file. This is because meal accommodations for non-medical/disability reasons that result in a non-creditable meal or snack are not reimbursable. Participants whose families are able to provide a Medical Statement or doctor's note for their meal accommodations, including waiving milk or providing a non-nutritionally equivalent milk substitute, can have their meals reimbursed.
In summary, when a parent requests a milk waiver due to recent DELC rule changes:
- If they are requesting a nutritionally equivalent milk substitute and there is a signed Meal Preference Form on file, the meals are reimbursable.
- If they are requesting a non-nutritionally equivalent milk substitute or waiving the milk component altogether, sponsors must check to see :
- If there is a Medical Statement or doctor's note supporting the request, the meals are reimbursable.
- If there is NOT a Medical Statement or doctor's note supporting the request, the meals are NOT reimbursable.
Sponsors are encouraged to review the ODE CNP Meal Accommodations Page and refer to the Meal Accommodations Quick Guide for information on CACFP Meal Accommodation requirements and reimbursement guidelines.
Sponsors can share the handout on Requesting Meal Accommodations to families along with USDA resources on milk in the CACFP meal pattern, such as the CACFP Milk Aid and Crediting Fluid Milk in the Child Nutrition Programs Tip Sheet.
If you have questions on how the DELC Milk Administrative Rule change will affect your CACFP operations, reach out to your assigned Child Nutrition Specialist.
In February 2024, ODE CNP Procurement Compliance staff made necessary changes to the written procurement procedures document template. Written procurement procedures are required for all purchasing entities when using federal awards. This template document only received a minor update in response to USDA regulatory guidance changes and a new Oregon Senate bill that altered State of Oregon Revised Statutes rules for Public Contracts and Public Procurements. There were also some slight changes to the documents formatting, accessibility, and overall usability.
A change specific to the National School Lunch Program was the requirement for annual training on Federal procurement responsibilities for school nutrition program directors, management, and staff tasked with procurement responsibilities. This change was part of the USDA published rule for Child Nutrition Program Integrity.
Also, Oregon passed Senate Bill 1047 which adjusted the state procurement thresholds for small purchases and formal procurements. The new Oregon small purchase threshold is for purchases less than $25,000. However, keep in mind that the federal threshold stands steady at the more restrictive $10,000. The Oregon formal procurements threshold was raised to match the federal amount at $250,000. This information was included on the document update.
Please note that USDA Policy Memo CACFP 03-2022 addresses updated micro-purchase regulation and the opportunity for program operators to increases their micro-purchase threshold via a self-certification process. ODE CNP Procurement will release more information about this process, specific to Oregon, in following program newsletters.
More information can be found on the document itself, which can be viewed on ODE CNP Procurement resources webpage.
Any questions, comments or concerns can be directed to Jared Puckett, CNP Procurement Compliance Specialist at Jared.Puckett@ODE.Oregon.gov or via phone at 971-208-2407.
Application submissions are still being accepted for the Start-Up and Expansion Grants for At-Risk Afterschool, Seamless Summer Option (SSO), and Summer Food Service Program (SFSP)! For the 2023-2024 biennium, grant applications will be accepted and evaluated on a rolling basis. Applications turned in will be evaluated on a monthly basis.
During the 2023-2025 biennium, ODE CNP has the opportunity to provide grants of up to $20,000 per grantee for the startup and/or expansion of the At-Risk Afterschool meal program, SSO and SFSP. To apply, review the Application Forms available on the ODE CNP Special Grants page.
Sponsors are encouraged to share this opportunity with their At-Risk Afterschool and summer meal partners. Questions regarding the grant or the RFA process can be submitted to ode.communitynutrition@ode.oregon.gov.
ICN Meal Time Memo Newsletter
Check out last month's Institute of Child Nutrition's (ICN) Meal Time Memo. The March 2024 newsletter covers best practices to improve nutrition in the CACFP with tips to encourage breastfeeding, increasing vegetable and fruit intake, and offering different menu ideas.
Download this newsletter and all ICN Meal Time Memo newsletters here: https://theicn.org/memo/.
 Meghan Tschida, Community Team Manager
Deanna (DeDe) Poynor, Team Lead
Cathy Brock, Child Nutrition Specialist, Summer Food Service Program Outreach Coordinator
Sarah English, Child Nutrition Specialist
Eliza Kondo, Child Nutrition Specialist
Darcy Miller, Child Nutrition Specialist
Kaitlin Skreen, Child Nutrition Specialist
Shannon Smith, Child Nutrition Specialist
Shirley Wu, Child Nutrition Specialist
Teresa Murray, Fiscal & Audit Analyst
Emma Ahern, Program Analyst 1
Ashlie Berry, Program Analyst 1
Community Nutrition E-mail box
Visit us on the web ODE CACFP
Upcoming CACFP Newsletters will be distributed around the first week of each month.
Subscribe to this newsletter: CACFP Newsletter Subscription
For previous ODE CNP CACFP newsletters, check out the ODE CNP CACFP Memo page.
In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.
Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.
To file a program discrimination complaint, a Complainant should complete a USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/ad-3027.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 Complaint form or letter must be submitted to USDA by:
- mail:
U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410; or
- fax:
(833) 256-1665 or (202) 690-7442; or
- email:
program.intake@usda.gov
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