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This is the fourth tip sheet in a series of seven that includes the previously released Crediting Fruits, Crediting Vegetables, and Crediting Meats/Meat Alternates in Child Nutrition Programs. This tip sheet is an easy-to-use reference for program operators in implementing the milk component requirements across all Child Nutrition Programs (CNP). Program operators can do a knowledge check of the meal component requirement with a question-and-answer section.
Access today at: Crediting Milk in Child Nutrition Programs
Printed versions of the tip sheet series will be available at a later date. Stay tuned for tip sheets on crediting grains in Child Nutrition Programs!
What Changed?
October must be used as the study month to set the rate of reimbursement. To ensure success:
Study month information may only be updated ONE (1) time per fiscal year. To ensure success:
- If an updated study month is conducted, it must be conducted at all sites. For this reason, Sponsors should assess the anticipated change in reimbursement at all sites prior to initiating a change.
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NEW! Use the study month worksheet to help calculate the difference in reimbursement when new study month numbers are entered compared to current study month numbers. To access this tool:
- Log in to WINS
- Select the 'Info' tab
- Select 'WINS Documentation and Job Aids'
- Locate the 'CACFP - FY23 Study Month Calculator Tool' and select the 'view' icon.
- The document will download—Save it to your files!
- For more details read the 6/13 Study Month for Fiscal Year (FY) 23 article and watch the CACFP Annual Updates Recorded Training (note: you will need a Moodle Account to view this training).
Renewal closing date for FY23 is June 30, 2023. To ensure success:
- Sponsors who do not have an approved CACFP application by June 30, 2023, will not be able to operate CACFP July–September 2023.
- If you do not plan to start CACFP operation in October 2022, but may operate later in the fiscal year, plan to submit your renewal application by June 1, 2023 so your application can be approved by the June 30 cutoff date.
- For more details read our 5/23 Renewal closing date article and watch the CACFP Annual Updates Recorded Training (note: you will need a Moodle Account to view this training).
Infants enrolled for care at your facility must be offered a meal that meets CACFP meal pattern requirements. To ensure success:
Operating expenditure reporting is required with monthly claims.
- This change affects all Sponsors who are required to complete a Budget in WINS and will start with your October claim. Please wait to file your October claim until November 5.
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To ensure success:
- Track and maintain documentation of all CACFP Operating expenses. This will assist in reporting actual monthly expenditures with monthly claims. To help track these expenses, use the CACFP Operating Expenditures Worksheet.
- If you have elected to use CACFP reimbursement for administrative expenses, track and maintain documentation of these expenses. This will assist you in entering monthly administrative expenses by budget line-item. To help track these expenses, use the CACFP Administrative Expenditures Worksheet
- Verify expenses have been reported in WINS as applicable when entering your claim. If not entered, the claim will not be paid.
- Please read the 6/27 Expense Reporting article and watch the CACFP Annual Updates Recorded Training for more details (note: you will need a Moodle Account to view this training).
Limited availability of CACFP waivers for FY23 as CACFP returns to normal operations. To ensure success:
- USDA has released resources and guidance to help sponsors transition to normal child nutrition operations on FNS’s webpage.
- If circumstances arise due to COVID that affect normal CACFP operation, the following waivers may be requested. Waiver requests are approved on a case-by-case basis and only for a limited duration of time.
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Non-Congregate Meal Service waiver expires June 30, 2023
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Parent/Guardian/Caretaker Meal Pickup waiver expires June 30, 2023
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Waiver of Meal Time Requirements waiver expires June 30, 2023
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Waiver of Onsite Monitoring waiver expires with the end of the Public Health Emergency
- For more information watch the CACFP Annual Updates Recorded Training.
- To request use of an available waiver, please contact your CACFP Specialist.
It may take up to 30 days to process and approve a complete application. Your CACFP specialist will reach out with clarifying questions or if parts of your renewal application are returned for edits. If follow up action is required, please respond in a timely manner to ensure eligibility to submit an October claim. Sponsors will receive a FY23 renewal approval email when all components of your renewal have been completed and approved.
For Renewal Bulletins, Checklists, Training and Resources please refer to the 8/29 Renewal Article.
What might be holding up approval of our renewal application?
- Renewal components not submitted
- Renewal components in “Created” or “Returned” status will not be approved. Check the “Current Overview” tab from your Sponsor Profile page to see what action may be needed. For more information on the Sponsor’s Renewal Checklist in WINS, refer to the WINS Sponsor Home Page User’s Manual
- SAM UEI # documentation not provided
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Updates needed to Authorized Users
- Updates needed to Sponsor Staff
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Please delete or update information of staff are listed on your Sponsor Profile page. If staff no longer have assigned CACFP roles within your organization, or their role has changed, please delete or update their information as appropriate.
- Incomplete FSMC/Vendor Fact Sheet in WINS
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Sponsors who contract with Food Service Management Companies (FSMCs) and/or vendors for program year 2022–23 must have completed and approved Fact Sheet(s) in WINS prior to filing their first claim. Please refer to the 9/12 FSMC/Vendor Fact Sheet article for more details.
- Updated Unified Permanent Agreement with OSPI not on file
- A signed Unified Permanent Agreement with OSPI must be on file. CNS administrative staff will contact you if an updated agreement is needed.
- Unresolved corrective action or fiscal action
What happens if we submit our renewal after September 1?
- Please work to submit your renewal application as soon as possible. It is possible that Sponsors who submit their application for approval past the September 1 deadline may not be approved in time to receive reimbursement for meals served during October 2022.
- Please note, the renewal budget must be approved prior to incurring reimbursable expenses in the new fiscal year. For example, if the budget is not approved by October 1, your organization will not be eligible for meal reimbursement until the date the budget is approved.
Questions? Please contact your CACFP Specialist.
October 1-31: National Farm to School Month
Everyone can celebrate National Farm to School Month!
Farm to school empowers children and their families to make informed food choices and contribute to vibrant communities. Celebrate by offering farm to school activities at least once or all month long! Some ideas include: taste tests, nutrition education, farm visits, and garden harvest parties!
Serving local food items as part of your menu is another great way to celebrate! More ideas and specific resources are found on National Farm to School Network’s website.
OSPI and USDA support the use of Farm to School activities in your program. In fact, they’re considered a best practice!
Did you celebrate Farm to CACFP Week? Send your pictures and stories to Nichole Garden, OSPI Farm to Child Nutrition Program Specialist
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OSPI Child Nutrition Services annual training is mandatory for sponsors to maintain eligibility to participate in CACFP. At a minimum, the person responsible for oversight of the CACFP must attend. All CACFP sponsors must certify they will complete all training requirements when submitting their FY 2022–23 (FY23) sponsor application in WINS.
Who Must Attend Annual Training?
- All institutions participating in the CACFP.
- All institutions planning to participate in the CACFP in FY23.
- At a minimum, the person responsible for oversight of the CACFP must attend.
- This training is intended for CACFP directors and administrators.
How to Complete Your Training Requirements
CACFP Annual Training is located on our CACFP Annual Training Moodle Course. To complete training requirements, you must enroll in the course and complete all applicable training requirements. Use the FY23 How to Get Training Certificates Information Sheet for a guide with images on completing annual training requirements.
A. Create a Moodle Account to view this training if you do not have one already.
B. Go to the CACFP Child Care Centers and Family Day Care Home Sponsors Annual Training Moodle course and select ‘Self Enroll’ at the bottom of the page.
C. Watch Required Trainings Applicable to Your Organization Type.
D. Complete Moodle Requirements and Obtain Your Certificates.
- Once you have watched the required video, you must certify completion of each training topic by submitting a questionnaire. Note: By submitting this questionnaire you are certifying you have reviewed the corresponding training topic.
- Once submit the questionnaire, a training certificate will be available to print.
- You may download and print your certificates. Retain this documentation for your records.
- We will not ask for a copy of your certificate during renewal but may ask for it during administrative reviews.
- The person completing the FY23 sponsor application will certify that sponsor staff completed all required annual training in the Washington Integrated Nutrition System (WINS) Sponsor Application.
Resources
For more details upcoming changes in FY23, watch the “What’s New in CACFP” recorded webinar.
Questions? Please email the Community Nutrition team!
The optional Administer CACFP Like a Pro! Workshop will be hosted in-person around the state this October!
This optional, in-person training will be hosted around the state with the goal to give you hands-on experience and time to connect with others so you can administer CACFP like a pro!
Training topics include Meal Patterns, Staff Training, and Financial Management. Join breakout sessions based on your organization sponsor type (Multi-Site/ Affiliated Sponsors; Independent Center Sponsors; At-Risk Program Sponsors; Family Day Care Home (FDCH) and Unaffiliated Sponsors.
Who Should Attend?
This training is meant to enhance your knowledge about the CACFP and allow time for you to connect to other CACFP Operators around the state.
Important Details
- Training is free to attend; however, participants must pay for meals, parking, and any overnight stays.
- OSPI CNS is unable to provide coffee or meals when providing training. We recommend participants to bring snacks, water, or coffee as needed.
- Ensure to pay attention to registration information. We will send additional messaging out regarding parking fees, nearby restaurants, and accommodation information through pdEnroller after you register.
Format for this Workshop
This workshop will be held from 9:30 am– 4 pm PT. All attendees will be in a general session at the beginning of the day for all sponsor types. After the general session, participants will split up into breakouts by organization type (Multi-Site/ Affiliated Sponsors; Independent Center Sponsors; At-Risk Program Sponsors). View the FY23 Administer CACFP Like a Pro! Schedule for details.
Sponsor different types of programs? No worries, you can register for whichever sessions apply the most to you.
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Additional Learning Opportunities at this Training
Does your organization procure items? (hint: we all do!)
How does submitting my claim after the 15th of the month impact my reimbursement?
Stop by the information tables outside of the classrooms where you can chat with our CNS procurement and fiscal specialists! Some dates may have additional drop-by tables—We can't wait to see you there!
Registration Information
Registration helps us know how many people to anticipate for each training - register early!
Common Questions
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Does this training meet our FY23 CACFP Renewal (Annual Training) requirements? No. This training is an optional training that does not count toward your annual training requirements. Please review our 9/19 Annual Training article for details on completing your training requirements for FY23 renewal.
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Are STARS Credits Available for this Training? Yes! The Department of Children, Youth, and Families (DCYF) has specific requirements for which trainings can offer STARS credits. We will be offering STARS credit for the first session of the workshop. Make sure to bring your STARS ID with you to training!
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Can we register more than one person from our organization? Yes! We encourage you to invite those who have responsibilities surrounding the training topics to join the training. Please note: OSPI CNS does not conduct training for FDCH providers.
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How do we register more than one person from our organization? Each participant must register for the event using their own pdEnroller account, please have each person create a free pdEnroller account if they do not have one already, and have them register for the event.
Questions about which sessions might be most applicable for your organization type? Please contact your CACFP Specialist.
Operation of the Child and Adult Care Program (CACFP) is not transferable between businesses when ownership changes occur. Reimbursement to the previous owner will not be granted after the date of the ownership change.
The new owners must start the CACFP application process to become a CACFP Sponsor with the new:
- Business name
- Tax ID number
- Statewide Payee Number
The application process may take up to three months and in some cases longer. During this time claims may not be submitted for reimbursement by the new or previous program sponsor. New CACFP sponsors may begin claiming meals for reimbursement once the Child Nutrition Programs Unified Permanent Agreement has been signed by both OSPI and the CACFP Sponsor.
Funds Must be Returned to OSPI CNS if:
- Claims are submitted for reimbursement by the previous owner after an ownership transition occurs
If your business is anticipating an ownership change please notify your specialist as soon as possible. Your CACFP specialist will assist you and the new business owner through this transition.
The Washington Farm to School Network hosts a monthly community of practice call for early learning providers and partners. This is a great opportunity to connect with other early learning providers interested in bringing local foods, gardening, and agriculture education into their early learning and child care programs.
Register now to attend the Next Community of Practice Call
Date: Tuesday, October 25
Time: 3 pm PT
You can view the recording of the last meeting using this link.
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