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We are officially up and running for Fiscal Year 2022–23 (FY23)! Congratulations and thank you for the work you do to support families, adults, and children. As you prepare to submit your claims for FY23, we want to share some new information and tips for claim submission.
WINS Update
WINS deployed an update in early November to the claims screen where operating expenses are reported. For this reason, we asked that you wait to submit your October claim until November 5.
If you submitted your October 2022 claim prior to November 5, 2022, please revise your claim to include operating expenses.
Entering Expenses With Your Claim
Sponsors must submit a monthly claim to receive CACFP reimbursement. Beginning with the October 2022 claim, sponsors with budget submissions are required to include expense data for operating expenses. Sponsors who were approved in their budget to spend CACFP reimbursement on administrative expenses are required to enter these costs with their monthly claims as well.
If Monthly Food Operating Costs and Administrative Expenses are not entered with your claim, your claim will be in error status and not be payable.
Exception: Family Day Care home (FDCH) Sponsoring Organizations and School Districts do not need to report operating expenses.
Steps to Complete
Before you log into WINS to add your monthly claim, gather the following information:
- Completed Study Month roster for the month of October to include free, reduced, and above-scale categories
- Total Attendance (by Site)
- Operating Days (by Site)
- Accrued Monthly Food Service Operating Expenses for all sites
- If you include Administrative Expenses in your CACFP Budget, you will need line-item amounts for accrued administrative expenses (see example below).
A. Log into WINS and Navigate to the Claims Tab
B. Enter Administrative Expenses (if approved in CACFP Budget)
Administrative Expenses reporting is required for CACFP sponsors that have included administrative expenses in the approved CACFP Budget. If your approved CACFP Budget does not include administrative costs, please go to Step "C".
- Select the “CACFP Administrative Costs” sub-tab.
- Select the program year from the dropdown list.
- Select “Add Claim Month” button.
 4. Expand the “Claim Month”.
5. Enter administrative expense amounts for each line-item approved in the budget.
6. Select the “Save” button at the bottom of the screen.
7. Select the “Close” button at the bottom of the screen.
C. Add Monthly Claim
All sponsors must submit a monthly claim for meal reimbursement and if operating expenses are approved in the CACFP Budget, sponsors must enter the monthly operating expenses for the claim month on the sponsor level claim.
- Select the “Claims” sub-tab.
- Select the Claim Month from the drop-down list and select “Add”.
D. Add Monthly Operating Expenses and Complete Sponsor Claim
- Click “Sponsor Claim” dropdown to enter your Monthly Food Operating Costs.
 2. Open your site level claim and enter your claim data in the required fields (image below may look different for various Sponsor types).
3. Select “Preview Errors” as you enter your site level data, and make revisions if errors occur.
4. Once claim data has been entered for all sites, make necessary revisions and correct errors, then select “Recalculate All Claims”.
5. Review the “Claim Certification” information and then select “Close”.
 Tips for Success
- Review Recordkeeping Requirements and check your understanding and processes for financial management recordkeeping.
- Use tools to keep documentation organized. Administrative Expense Worksheet and Operating Expense Worksheet can help sponsors track expenses by month and add all expense for monthly reporting.
- File your documentation each month and incorporate quality checks for your financial data.
- When entering expenses, indicate $0.00 if you do not have documented expenses for the claim month. Do not leave a field blank.
- File your claims within the 60 day claim deadline to avoid missed reimbursement. Reference the Clam Due Dates 2022–23 resource and make note of these dates.
Questions? Please email Samantha Evans, Program Specialist.
The U.S. Department of Agriculture (USDA) Food and Nutrition Service (FNS) invites you to participate in the Modifications to Accommodate Disabilities in Community Programs training!
Join the Webinar
This one-hour session clarifies general Civil Rights requirements regarding meal modifications in the Child and Adult Food Program and the Summer Food Service Program.
Register for the Modifications to Accommodate Disabilities in Community Programs webinar!*
Date: Wednesday, December 7
Time: 11 am–Noon PT
*Note: Select "WRO" as the regional office when registering.
Do you need an alternative format or accessibility tools to help you participate in this event? Automated Closed Captioning will be offered during this training. Participants who require different accessibility tools to participate should email Sheila Kopczynski for assistance.
Child Nutrition Program operators can order free print materials to help kindergarten students discover MyPlate today.
Discover MyPlate: Nutrition Education for Kindergarten is fun and inquiry-based nutrition education that fosters the development of healthy food choices and physically active lifestyles during a critical developmental and learning period for kindergarten children.
Order each of the following materials now, while supplies last!
Questions? Please email the Team Nutrition inbox.
While it may not be a great time to start a garden at your center or plant seeds in the ground, winter is a great time to plan for future gardening efforts. Below is a list of some grant opportunities that can help your center increase their Farm to CACFP programing by building gardens.
Captain Planet Foundation and Delta Airlines, Project Learning Garden
Offering many different types of environmental education grants, Captain Planet supports garden programs through Project Learning Garden grants that provide garden supplies and a mobile cooking cart. Applications are due December 15, 2022.
National Head Start Association Gro More Garden Grants
The National Head Start Association with support from The Scotts Miracle-Gro Foundation provides grants to Head Start organizations aiming to increase both students' and their families' appreciation and understanding for healthy foods and nutrition through garden programs. Applications are due by December 23, 2022.
2023 GroMoreGood Grassroots Grant
The GroMoreGood Grassroots Grant, brought to you by The Scotts Miracle-Gro Foundation and KidsGardening, is designed to bring the life-enhancing benefits of gardens to communities across the United States. 160 programs will be awarded in 2023. Application Period: January 3, 2023 - February 10, 2023.
USDA's Farm to School Grant
The U.S. Department of Agriculture (USDA) awards competitive Farm to School grants that support planning, developing, and implementing farm to school programs. USDA's Farm to School grants are an important way to help state, regional, and local organizations as they initiate, expand, and institutionalize farm to school efforts. Applications are due by January 6, 2023. Learn more Farm to School Grant Program Applicant Resources webpage.
The Fruit Tree Planting Foundation
This foundation provides high-quality fruit trees and shrubs, organic soil amendments, equipment, planting volunteers, and on-site orchard design work, and more, with the goal of improving the surrounding environment and providing a source of healthy nutrition. Applications open on a rolling basis.
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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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As a sponsoring organization (CACFP sponsors with 2 or more sites) are you familiar with:
- CACFP’s Performance Standards and requirements specific to financial viability?
- The purpose and importance of monitoring, monitoring review elements, and best practices for conducting monitoring reviews?
- The purpose of the serious deficiency process and the six steps of the serious deficiency process for day care home providers?
Training Designed for You!
The CORE team is pleased to announce availability of the CORE online training courses. Each online course is designed to train on these importance Program Requirements. The courses are animated, self-paced, interactive, and informative.
Available courses include:
- Financial Viability
- Monitoring and Oversight
- Serious Deficiency (intended for day care home Sponsors only)
The online courses can be accessed using a desktop, laptop, or Android or iOS mobile app. Register for CORE training today!
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