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Program reimbursement for each institution is based on the income levels of the families that they serve. The study month establishes the percentages of the meals that will be paid at the free, reduced-price, and above scale rates and must be conducted in October.
*At-Risk centers, sites that enroll only Head Start and/or ECEAP children and Emergency Shelters are exempt from conducting a study month.
What are the Next Steps?
1. Compile your study month roster
- List all children in attendance during the month of October on the Attendance Roster.
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If a center enrolls infants they must be included on the Attendance Roster and included in the study month whether or not the center claims infant meals.
- Please note, if the center participates in the At-Risk Afterschool Program:
- A school-age child who attends only after school on school days during the study month must not be listed on the roster. This child is not part of child care.
- A school-age child who is in attendance before school or on a non-school day during the study month must be listed on the roster.
- Indicate if the child has an Enrollment Income Eligibility Application (EIEA) on roster.
- Place a check mark in the appropriate claiming category for the child (Free, Reduced-Price, Above-Scale).
- Total the numbers for each claiming category to determine the grand total of Free, Reduced-Price, and Above-Scale eligible children to determine your study month numbers that will set the rate of reimbursement for the year.
2. Enter Study Month Numbers in WINS
- Have another staff member who has received study month training review the evaluated EIEAs and completed study month roster for accuracy.
- Enter finalized study month numbers into WINS prior to submitting your first claim. To do this, navigate to the “Claims” tab, then select the “Study Month” tab.
*Please note, study month numbers do not need to be approved by CACFP Specialists and will remain in “Pending” status until the first claim of the fiscal year has been processed and paid.
Resources
Questions? Please contact your CACFP Specialist.
New in Fiscal Year 2022–23 (FY23), 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. Claims will remain in error status until operating expenses have been entered.
Wait to File Claims
It is important that operating expenses are tracked for all Sponsors starting with October. The update to WINS for this tracking will be fully implemented the first week of November. For this reason, we are asking that Sponsors please wait to file your October claim until after 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).
*Please note, if your institution is required to submit a study month, October study month numbers must be entered in WINS prior to submitting your first claim.
Questions? Please contact your CACFP Specialist.
Appeal procedures give USDA Child Nutrition Programs sponsors an avenue to appeal when the Office of Superintendent of Public Instruction, Child Nutrition Services takes adverse administrative action as required by federal regulations.
These procedures are specific in what actions are appealable and what programs they apply to. Appeal procedures are included in Final Letters summarizing review findings; however, you may review the procedure at any time on our webpages.
Questions? Please contact your program specialist.
The U.S. Department of Agriculture (USDA) Food and Nutrition Service (FNS) recently released CACFP 01-2023: Creditability of Infant Formulas Imported Through the Food and Drug Administration’s 2022 Infant Enforcement Discretion Policy in the Child and Adult Care Food Program. This guidance is intended to support Child and Adult Care Food Program operators and the families they serve during the ongoing infant formula shortage and provides guidance to State Agencies and local program operators on the use of imported infant formulas.
Questions? Please contact your CACFP Specialist.
The White House Conference on Hunger, Nutrition, and Health was a great success due to valuable input provided by conference participants across the country. For more information about the conference, action steps and goals moving forward, please review the following:
Post-Conference Updates
To keep momentum of the Conference, please join the Biden-Harris administration for their first post-Conference monthly update.
Register for the White House Conference on Hunger, Nutrition, and Health Monthly Update sessions
Date: Wednesday, November 23
Time: 12:30 - 1:00 pm PT
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!
As part of the National CACFP Sponsors Association (NCA) stakeholder commitment to the White House Conference on Hunger, Nutrition, and Health, NCA is hosting a virtual event on December 7, 2022 titled Power of the Food Program.
The purpose of this event is to help raise awareness on how the CACFP contributes to nutrition security for potential CACFP Sponsors. Current CACFP Sponsors will receive practical training on serving healthy meals and discover ideas and resources that can be used in program operation immediately.
Apply for a Scholarship!
NCA is giving away 100 scholarships to attend the Power of the Food Program. You are encouraged to apply or if you know someone who isn't on the food program yet and wants to know more, please encourage them to apply.
Apply for the Power of the Food Program Scholarship today!
Earn up to 6 hours of continuing education with these sessions:
- Power of the Food Program Welcome & CACFP 101
- Making Cents! How to Get Financial Reimbursement for the Meals Your Serve
- Beginners' Guide to the Five Meal Pattern Components
- Serving Up Nutrition: Menu Planning & Recipe Ideas
- Playing Around: Making Physical Activity Part of Your Program
- Joining Made Easy - Five Steps to Food Program Success
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Register now to attend free, live, interactive training sessions for child nutrition professionals offered by the Institute of Child Nutrition (ICN). These virtual training sessions feature individual lessons led by ICN's expert trainers on important topics for child nutrition professionals in child care programs.
Trainings will be held in October–December 2022. Some of the child care trainings include:
- Food Safety in Child care (4 hours)
- Introductions to Happy Mealtimes in Child Care Settings (4 hours)
- Norovirus in Child Care (2 hours)
- Training Culturally Diverse Groups (4 hours)
- Basic Culinary Math (4 hours)
For a list of trainings as well as training dates and times, please visit ICN’s VILT Registration page.
Registration is limited to 25 participants per session, and training sessions will fill up quickly.
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October 1–31
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National Farm to School Month
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October 31
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August 60-day Claiming Deadline - if you haven't already, submit your claim
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November 1
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Start to Compile Study Month Roster
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November 1
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Start to Compile October Operating Costs
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November 5
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First Day October Claim may be Submitted (due to operating expense updates in WINS)
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November 15
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October Claims Due in WINS
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