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Institutions participating in the Child and Adult Care Food Program (CACFP) are required to conduct a study month every October. Program reimbursement for each institution is based on the income levels of the families they serve. The study month establishes the percentages of meals that will be paid at the free, reduced-price, and above scale rates.
*At-Risk Programs, Emergency Shelters, and ECEAP or Head Start only programs are exempt from this requirement.
October is Almost Over, Now What?
Starting November 1, sponsors can create their study month roster of children who attended during the month of October. Once rosters have been compiled, free, reduced-price or above scale eligibility for each child can be assigned to set the rate of reimbursement for the fiscal year.
For more information on how to compile your study month roster, review the Study Month Tips reference sheet. Visit the 'Study Month' dropdown on the CACFP Requirements and Materials webpage for study month documents, attendance rosters, and recorded Study Month training.
Entering Study Month Numbers in WINS
- Study month numbers must be entered with your October claim. If study month numbers are not entered, the October claim will remain in "error status."
- Study month numbers will show as "pending" in WINS until the claim has been paid. OSPI does not need to approve study month numbers in WINS.
The new federal Fiscal Year (FY) started October 1. Please review these program changes to ensure program compliance during FY 25.
State Agency — Program Updates
New/Updated Forms:
Training
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Bright Track Trainings
- OSPI has contracted with Brighton Training Group to provide over 25 interactive recorded trainings to all sponsors! Log in today and see what is available! Use the password "cacfp".
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Multi-Site Sponsor Training
- Sponsors of single sites interested in operating CACFP at more than one site must attend, The Basics for Multi-site Sponsors training.
- This training will be held three times per year with virtual and in-person options. Sponsors should contact their Program Specialist for more information.
WINS
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For Profit Sponsors-Free/Reduced Price Tracking in WINS
- If sponsored site(s) do not meet the F/RP for profit eligibility threshold, sponsors should continue to submit claims for these sites during FY 25. Please note, claims will remain in error status.
Administrative Reviews (AR)
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Documentation must be provided on the day of review. If not provided, it will be considered a finding, and the AR will continue without the requested documentation. Fiscal action will result if meal counts or Free/Reduced-Price categorization are not supported.
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Meal counts must be consolidated for the review month for the AR.
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Consolidated attendance reports are required for the study month and the month of review.
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Fiscal Action (FA) Repayment
- OSPI will accept a check for the full amount of repayment within 30 days of the FA letter. However, OSPI will no longer accept monthly checks for repayment of FA.
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Reminders:
- Program Specialists will coordinate and conduct visits with sponsor monitors.
- Program Specialists will also conduct unannounced visits without the monitor.
USDA Program Updates
The USDA published the final rule, Child Nutrition Programs: Meal Patterns Consistent With the 2020-2025 Dietary Guidelines for Americans, on April 25, 2024. This rule finalizes practical, science-based nutrition requirements, and includes minor updates to align USDA Child Nutrition Programs. This final rule:
- Explains in regulation that state licensed healthcare professionals and Registered Dietitians may submit medical statements in CACFP. Effective October 1, 2024.
- Allows sponsors, institutions, and facilities serving primarily American Indian or Alaska Native participants to substitute vegetables to meet the grains requirement. Effective July 1, 2024.
- Allows nuts and seeds to credit for the full meat/meat alternates component in all USDA Child Nutrition Programs. Effective July 1, 2024.
The "FY 25 Annual Updates" webinar in Canvas provides additional information about these changes. You will need a free account to access this training. If you do not have a Canvas account, please create an account and join the course using this link.
The USDA requires each CACFP sponsoring organization (sponsors with two or more sites on the CACFP) to provide adequate supervisory and operational personnel. This is to maintain effective management and monitoring of the program at all sponsored sites. Each sponsoring organization must employ monitoring staff sufficient to meet the federal requirements set forth in 7 CFR 226.16(b)(1).
The beginning of the fiscal year is an ideal time to create a monitoring schedule that includes unannounced visits and incorporates observation of a variety of meal types. This helps ensure monitoring requirements are met. Additionally, if a new site begins operation in FY 25, it must be monitored within the first four weeks of operation.
Keep these CACFP monitoring requirements in mind when creating your schedule:
- Child Care Sites need to have three monitoring visits each FY.
- At least two of the reviews must be unannounced.
- At least one unannounced review must include observation of a meal service.
- At least one review must be during each new facility’s first four weeks of operation.
- No more than six months may elapse between reviews.
- Local Education Agencies (LEAs) operating At-Risk only school sites only need two monitoring visits per school year (SY). Please use the updated LEA Monitoring Form.
Visit the Program Requirements and Materials page and use the “Multi-Site Sponsor” dropdown for monitoring forms and other resources for sponsors of multiple sites.
Monthly claims are due by the 15th of each month following the claim period. All claims entered into WINS and in “OK to Pay” status will process for payment at the end of the month.
New Deadline: Starting November 15, 2024, claims data must be entered into WINS by 2 pm PT on the 15th of each month to be processed and paid by the end of that month. WINS will automatically log all users out of the system on the 15th of each month at exactly 2 pm PT.
All Claims that are in "OK to Process" status will process for payment in the same month.
Didn't submit your claim by the 15th? That's okay! Submit your monthly claim by the 60-day deadline.
NEW! Claim Due Dates 2024–25
Best Practice: Submit claims early in case an error comes up and you need assistance.
Claiming Resources
Visit the Claims, Fiscal Information, and Resources webpage for essential tools and guidance. The Claims Reference Sheet provides key details, including updates and late-claim exceptions. The WINS Claim Status Guide offers solutions for common claim errors.
For any fiscal-related questions, including claims or grant payments, reach out to our Child Nutrition Services Fiscal Team via our shared inbox at CNSFiscalServices@k12.wa.us. We're here to help!
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Harvest of the Month
Fall brings rain, cooler temps, and shorter days known in the farming world as the shoulder season. We are featuring Asian Pears for the month of November. If you don’t have access to Asian Pears near you or want to feature another food item, check out our past Harvest of the Month resource pages on the OSPI Farm to CACFP webpage under the Harvest of the Month drop down menu.
How did you Celebrate National Farm to CACFP Week?
OSPI would love to see how you celebrated Farm to CACFP week! Share your pictures and stories with the Farm to Child Nutrition team at farmtocnp@k12.wa.us or tag us in your social media posts by using @waOSPI and the hashtags #WAFarmtoCACFP and #WAOSPI.
Events and Webinars
Association of State Public Health Nutritionists (ASPHN) Farm to ECE Webinars
ASPHN is offering Farm to ECE related webinars throughout the coming year. The webinars will review topics, innovations, and ideas in Farm to Early Care and Education, especially as it relates to CACFP. These webinars are open to anyone who wishes to attend. View the schedule and sign-up.
Grant Opportunities
Award Amount: Donation of fruit trees and shrubs, equipment, on-site orchard design expertise and oversight, horticultural workshops, and aftercare training and manuals
Orchards are donated where the harvest will best serve communities for generations, such as community gardens, public schools, city/state parks, low-income neighborhoods, Native American reservations, international hunger relief sites, and animal sanctuaries. This grant is open to nonprofits, non-governmental organizations, public schools, or government entities serving a charitable purpose.
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