Are you able to answer these questions?
What records are required to maintain for participation in the Child and Adult Care Food Program (CACFP)?
Would you be able to access all your CACFP records if an OSPI Specialist came unannounced to your site today?
Do your policies and procedures include record retention and organization for CACFP?
Record Retention Requirements & Best Practices
1. Know the record requirements for CACFP
The U.S. Department of Agriculture (USDA) requires CACFP 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 fiscal year per 7 CFR 226.10.
Required Documents
- CACFP Application Material and Signed Contracts
- Eligibility Information
- Monitoring (Sponsoring Organizations only)
- Civil Rights
- Licensing
- Food Safety
- Meal Pattern Compliance
- Documentation for food substitutions (Special Dietary Needs)
- Claim Validation
- Financial Records
- Training
2. Organize the records in one place.
A binder system can work well for organizing monthly records. You can organize items by program year for easy access and retention purposes.
- CACFP Study Month Notebook/Binder
- CACFP Monthly Records Notebook/Binder
- CACFP Food Labels & Recipes Notebook/Binder
- CACFP Miscellaneous Information Notebook/Binder or add to an existing Binder for the program year
3. Have a written process in place for documentation collection, review, and retention.
Establishing written policies and procedures can improve 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 support your program. Additionally, they can be used to train staff, manage accountability, and serve as documentation of administrative capability.
Resources
Questions? Please contact your CACFP Specialist.
Child and Adult Care Food Program (CACFP) sponsors must complete OSPI’s required training annually to continue participation in the Program.
Who Must Attend Annual Training?
- All institutions participating in the CACFP.
- All institutions planning to participate in the CACFP in Fiscal Year 2023–24 (FY24).
- At a minimum, the person responsible for oversight of the CACFP must attend. This training is intended for directors and administrators.
How Will Annual Training be Conducted for FY24?
CACFP required training will be provided as recorded training modules in Canvas, OSPI’s new learning platform. Please note, trainings assigned vary depending on Sponsor type.
Use the FY24 CACFP Training Checklist to help determine which training track is required for your organization. Training tracks are split up between community sponsors, Local Education Agency (LEA) At-Risk only, and LEA pre-K sponsor types. *Please note, the recorded CACFP Oversight Training for LEA Sponsors will not be available until late August.
Enroll in Canvas to view these trainings
How Will I Receive Certificates for Annual Training?
Once you complete all required training modules for your sponsor type, you will be able to access the self-certification survey that will generate your training certificate. Keep this required annual training certificate for your records.
More About Canvas
Canvas is OSPI’s new learning management system and is replacing Moodle. Many features in Canvas are similar to Moodle; however, Canvas will provide a broader range of functionality for all learning styles.
Progressing Through a Canvas Module
Content is organized into "Modules" in Canvas.
- To move forward in a module, you can use the "Next" button in the lower right.
- To go back a page, use the "Back" button in the lower left.
- You can also click the "Modules" item in the sidebar on the left, and then click individual items in a module.
- Required modules are set up to unlock sequentially. To proceed to the next training in a series, you must complete the previous training.
Canvas Support
Canvas has a robust support system. Select the "Help" icon and navigate to the topic area where support is needed. Alternatively, please feel free to post in the Canvas Technical Troubleshooting forum and CNS’s Canvas specialist will provide assistance.
Questions about Annual Training Requirements? Please contact your OSPI CNS Program Specialist.
Questions about Canvas? Please email Ben Brown, Professional Learning Specialist.
It's time to start gathering your items for Fiscal Year 2023–24 (FY24) program renewal!
Applications are due by Friday, September 1, 2023. The Washington Integrated Nutrition System (WINS) application and required training opened on July 15.
New for FY 24 Renewal!
Only Sponsoring Organizations (Sponsors with multiple sites) are required to submit a Budget in WINS for FY24 renewal. Independent Sponsors (Sponsors with only 1 site) and LEAs do not need to submit a budget with annual renewal.
Application Reminders
All costs, including food, require prior approval before the cost is incurred. Therefore, budget submissions for Sponsoring Organizations must be approved prior to the start of the fiscal year, no later than September 30, 2023. It may take up to 30 days to process and approve a complete application.
Sponsors may choose to submit their application for approval past the September 1 deadline but may not be approved in time to receive reimbursement for meals served during October 2023.
Required in WINS
- Update Sponsor Profile
- Sponsor Application
- Site application(s)
- Site calendar(s)
- Budget (multi-site sponsors)
- Management Plan (multi-site sponsors)
- Contract Fact Sheet (for sponsors using a Food Service Management Company (FSMC) or has vendor agreements)
Resources
Recorded Training and Tutorials Recorded trainings will be posted on our CACFP Annual Training Moodle Course until August 30. You will need to create a free Moodle account to view this training if you do not have one already. Keep an eye out for upcoming CNS Updates for how to access these trainings starting this September.
- CACFP Renewal in WINS Recorded Training
- Recorded Tutorials for each renewal component
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WINS Information Sheets are located in WINS. To locate these resources, log into your profile and select the “Info” tab, then click on the “WINS Documentation and Job Aids” option. Information Sheets that may help you with renewal include:
- Completing Sponsor Applications
- Updating Sponsor Contacts In WINS
- Completing Site Applications
- Entering Management Plans
- Entering Site Calendars
- Entering Study Months
- Submitting Budgets
- FDCH Carry Over
- Completing Contract Fact Sheets in WINS
- Renewal Bulletin—Coming Soon!
- WINS Checklist—Coming Soon!
- Renewal Instructions—Coming Soon!
Sponsors who have had a gap in CACFP operation of a year or longer must reactivate their CACFP application. This is in addition to the renewal requirements to operate in FY24.
Questions? Please contact your CACFP Specialist or join us for Office Hours!
Civil Rights Requirements
The U.S. Department of Agriculture (USDA) updated their nondiscrimination statement in May 2022 to clarify prohibitions against discrimination based on sex in all USDA Food and Nutrition Service (FNS) programs.
Translations Update
The USDA posted translations of the updated statement to their Nondiscrimination Statement webpage. When utilizing these materials, be sure to use the document listed under the "All Other Programs NDS" column.
Public Notification Requirement
USDA Child Nutrition Program sponsors have the responsibility to inform applicants, participants, grassroots organizations, and potentially eligible persons of information such as:
- Program availability
- Changes in programming
- The policy of non-discrimination
- The procedure for filing a Civil Rights complaint
- Your organization's responsibilities to be compliant with Civil Rights rules and regulations
Public notification responsibilities include websites or webpages used for the promotion of Child Nutrition Programs and public-facing documents.
Operators and sponsors are required to take reasonable steps to ensure program access and benefits to individuals with Limited English Proficiency (LEP).
Steps to Complete
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Ensure webpages and other widely distributed documents contain required Civil Rights information.
- The nondiscrimination statement is required on all documents referring to program access, program approval, and widely distributed documents.
- Examples include: items distributed to the public, landing page of web pages, student handbooks, brochures, letters to families, or press releases.
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Be on the lookout for CNS documents to be updated with the current NDS statement. Utilize these documents once available.
- OSPI CNS updated documents to include the updated statement in English and Spanish. We are in the process of updating documents translated into other languages.
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Continue using the 2019 'And Justice for All' posters.
- OSPI CNS has ordered updated 'And Justice for All' posters, we are currently waiting to receive these items and will announce when distribution will begin.
- Until you receive the updated posters, please continue using the 2019 'And Justice for All' posters in areas where participants may see it.
- For more information, please review the 6/26 Keep Using The 2019 "And Justice for All" Posters update.
Resources
Questions? Contact your OSPI CNS Program Specialist.
“CACFP Basics to Advanced Training” will be offered in person the weeks of September 11 and September 18. This training will be offered regionally throughout the state and will offer two learning tracks based on experience.
- Track 1: CACFP Basics- Intended for new staff/new sponsors
- Track 2: CACFP Advanced- Intended for experienced sponsors
Please limit registration to 1-2 participants from your organization. We encourage you to register early as these trainings are expected to fill up.
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Registration Information
Important Note: This is an optional training for CACFP sponsors. It does not fulfill your Annual Training requirements for application renewal. Use the FY24 CACFP Training Checklist for details on Annual Training requirements.
Questions? Please email the CACFP Team inbox.
Starting with FY24 renewal, budget submission is only required for sponsors of multiple sites.
Sponsors who are required to submit a budget with their FY24 renewal are invited to attend one or more CACFP Budget Office Hours. Office hours provide an opportunity for sponsors to ask general budget related questions.
There is no need to register, sponsors are encouraged to “drop-in” as needed.
ZOOM link for all Office Hours
Budget Renewal Office Hours
- Thursday, July 27, 3–4 pm
- Tuesday, August 1, 9–10 am
- Wednesday, August 9, 1–2 pm
- Thursday, August 17, 9–10 am
- Tuesday, August 29, 3–4 pm
CACFP Specialists have been hosting scheduled office hours over the past year. Please provide feedback on how we can best meet your needs during our time.
Specialists start office hours by providing important CACFP updates and reminders. During the remainder of the session, specialists provide technical assistance and training around specific CACFP topics.
Please complete this short Office Hours Feedback Survey to assist our efforts in program improvement.
*Technical issues were noted with the survey link, these errors have been resolved.
The U.S. Department of Agriculture (USDA) recently released Child Nutrition Program reimbursement rates for the upcoming program year.
Rates are effective July 1, 2023, through June 30, 2024, and are posted on the CNS Claims, Fiscal Information and Resources webpage.
Reimbursement rates for Child Care Centers, Adult Care Centers, and At-Risk Programs
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Meal
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Free Rate
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Reduced-Price Rate
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Paid (Above Scale) Rate
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Breakfast
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$2.28
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$1.98
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$0.38
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Lunch/ Supper
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$4.25
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$3.85
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$0.40
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Supplements
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$1.17
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$0.58
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$0.10
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Reimbursement Rates—Family Day Care Home Providers
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Meal
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Tier I
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Tier II
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Breakfast
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$1.65
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$0.59
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Lunch/ Supper
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$3.12
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$1.88
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Supplement
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$0.93
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$0.25
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USDA Foods Commodity Rates
USDA recently released the Value of Donated Foods rates for July 1, 2023 – June 30, 2024. The SY 2023–24 per meal rate for NSLP and CACFP is $0.2950 cents, which is a decrease from $0.3000 in SY 2022–23.
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For NSLP the effective SY 2023-24 NSLP rate is $0.3650 (the sum of the per meal rate ($0.2950 cents) plus the 12% provision dollars and the $20M breakfast monies). The Planned Assistance Level (PAL) is based on the Total Lunches Served from the previous school year.
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The CACFP per meal cash in lieu of USDA foods rate is $0.2950. The Planned Assistance Level (PAL) is based on the total number of lunches and suppers served from the previous school year.
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Each month, your regional staff will be holding office hours. Specialists will start office hours by providing important CACFP updates and reminders. During the remainder of the session, specialists will provide technical assistance and training around specific CACFP topics. If a specialist outside of your region is hosting office hours with a topic of interest to you, please feel free to join! |
Upcoming August Office Hours Schedule
Specialist: Molly Gleason, Region 4
Topic: Study Month
Date: 8/14/2023 Time: 1:30 pm Click here to join the meeting
Specialist: Tina Bischoff, Region 8
Topic: Infant Feeding
Date: 8/14/2023 Time: 4:00 pm Click here to join the meeting
Specialist: Samantha Evans, Region 2
Topic: Participant Eligibility
Date: 8/16/2023 Time: 10:30 am Click here to join the meeting
Specialist: Sandra Goodman, Region 5
Topic: Renewal
Date: 8/17/2023 Time: 10:00 am Click here to join the meeting
Specialist: Eddie Griffin, Region 7
Topic: Family Style Meal Service
Date: 8/21/2023 Time: 11:00 am Click here to join the meeting
Specialist: Teresa Diaz, Region 1
Topic: Study Month
Date: 8/21/2023 Time: 2:00 pm Click here to join the meeting
Specialist: Jeannette Green, Region 3
Topic: Renewal Q&A
Date: 8/24/2023 Time: 2:00 pm Click here to join the meeting
As the temperatures heat up outside, it is especially important to keep food safety in the forefront of our minds. Here are some useful food safety resources from the US Food and Drug Administration (FDA):
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Food Safety Quick Tip Sheets
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Summer Squash
Did you know squash is one of the earliest plants domesticated in the Americas? This bountiful plant is typically available in Washington from July to October. Some other interesting facts about squash:
- They are related to cucumbers and melons.
- Zucchinis are so easy to grow and so abundant that Aug 8 is "National Sneak Some Zucchini onto your Neighbor’s Porch Day"!
- The largest ever recorded zucchini came in at just under 70 inches long and weighed 65 pounds!
Nutrition Information
- Contains vitamins C, B6, beta-carotene, and manganese.
- Zucchini has more potassium than a banana.
- It is a good source of fiber.
Selection and Storage
- Choose summer squash that is firm and free of cuts and bruises.
- Choose squash that is about 6 to 8 inches long and about 2 inches in diameter.
- Store zucchini in a plastic bag in the refrigerator for 4 to 5 days.
- Do not wash it until you are ready to use it.
- Cooked zucchini can be stored in the refrigerator for 2 days.
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Recipes
Educational Resources
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 Looking to increase the amount of locally sourced food served in your meal program?
The Washington State Department of Agriculture (WSDA) Farm to School Purchasing Grant provides funding for child care centers participating in CACFP. These funds are used to purchase Washington Grown foods from November 2023– June 2025.
The application will open this August, please visit the Farm to School Grant webpage.
Join the WA Farm to School Network
The WA Farm to School Network’s Farm to Early Care & Education (F2ECE) Community of Practice (CoP) is a great place to learn! During scheduled time, network members across Washington share Farm to ECE related ideas, resources, questions, and best practices.
The next quarterly meeting is Tuesday, July 25, at 3pm where they will be discussing recent Farm to ECE survey results, the Farm to School Network Gathering, and the Farm to ECE Implementation Grant’s Strategic Plan.
Register today to join the CoP.
Additional Farm to Program Grant Opportunities
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