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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
- Submitting Budgets
- FDCH Carry Over
- Completing Contract Fact Sheets in WINS
- Renewal Bulletin—Coming Soon!
- WINS Checklist—Coming Soon!
- Renewal Instructions—Coming Soon!
Sponsors with a gap in CACFP operation of a year or longer must reapply to operate CACFP.
Questions? Contact your CACFP Specialist!
SP13-2025, CACFP 10-2025, SFSP 06-2025: Full Year Continuing Appropriations and Extensions Act, 2025: Effect on Child Nutrition Programs
USDA released SP13-2025, CACFP 10-2025, SFSP 06-2025 regarding the Continuing Appropriations and Extensions Act, 2025. There are no significant changes to program operations for SY 2025–26.
Prohibition on the Use of Chicken and Seafood from China
The 2025 Appropriations Act extends the 2024 provision that Program funds may not be used to procure raw or processed poultry or seafood products from the People's Republic of China. This prohibition applies to all child nutrition programs and remains effective through September 30, 2025.
SP 10-2025, CACFP 08-2025, SFSP 04-2025: Recission of Guidance on Promoting Access to Voting Through the Child Nutrition Programs
The USDA released SP 10-2025, CACFP 08-2025, SFSP 04-2025: Rescission of Guidance on Promoting Access to Voting through the Child Nutrition Programs, which rescinds SP 07-2022, CACFP 06-2022, SFSP 02-2022, Promoting Access to Voting through the Child Nutrition Programs.
Fiscal Year 2025-26 (FY26) Participant Eligibility documents are now available!
Institutions participating in the Child and Adult Care Food Program (CACFP) are required to report participant eligibility for Free and Reduced-Price meals to establish a rate of reimbursement. Previously, institutions conducted a study month annually in October to establish a reimbursement rate. In FY 26, institutions will report participant eligibility for Free and Reduced-Price meals monthly while submitting claims for reimbursement. Program reimbursement for each institution is based on the income levels of the families that they serve. Providing this information monthly establishes accurate reimbursement rates with each claim.
*Note: At-Risk Programs, Emergency Shelters and ECEAP or Head Start only programs are exempt from this requirement.
Get Ready to Distribute Information!
To prepare for monthly participant eligibility reporting in the new fiscal year, please print and have ready for distribution the Enrollment Income Eligibility Applications (EIEAs), Enrollment Forms and Sample Income Eligibility Parent Letters.
Always print the most current versions of these forms from our website. Please note, if there were no changes to these forms for the upcoming FY, they will continue to reflect the date they were last revised.
Visit the "Monthly Participant Eligibility" dropdown on the CACFP Requirements and Materials webpage for these documents, translated versions and additional participant eligibility resources.
For more information about the transition from Study Months, a Monthly Participant Eligibility Training will be available in August in the Bright Track Training Platform.
Sponsor Self-Termination or Sponsoring Organization Transfer
CACFP Sponsors may choose to terminate their Child Nutrition Programs (CNP) permanent agreement with the Office of Superintendent of Public Instruction (OSPI) for convenience. This means termination of the Program agreement is due to considerations unrelated to either party's performance of Program responsibilities under the agreement and does not result in ineligibility for any CNP (7 CFR 226.2).
Examples of when a Sponsor must terminate their CNP permanent agreement include ownership changes, business closure, issuance of new FEIN or transfer of CACFP operation under oversight of a Sponsoring Organization.
When terminating for convenience, Sponsors may choose to self-terminate their agreement with OSPI and:
OR
- Continue CACFP operation as an unaffiliated site under a current CACFP Sponsoring Organization
Sponsors who terminate their CACFP permanent agreement for convenience must complete the CACFP Change Form to notify OSPI of self-termination or transfer. Completed forms must be submitted to assigned Program Specialists for review and processing.
Please note, to remain in “good standing” with OSPI, all assigned corrective action items must be approved by OSPI, and all pending fiscal action must be paid in full prior to agreement termination. Institutions, and their responsible principles (RPs), who self-terminate and are not in “good standing” will be added to USDA’s National Disqualified List 7 CFR 226.6(c)(2)(iii)(A) (6). These Institutions and RPs will be ineligible to operate any Child Nutrition Program in Washington and will not be able to operate CACFP or the Summer Food Service Program (SFSP) in any state.
The CACFP Advisory Council is made up of Sponsors that operate various components of CACFP throughout the state. The council helps bring Washington state CACFP concerns to OSPI and assists in driving changes to improve program administration. Advisory Council Members are knowledgeable in Program requirements and have demonstrated successful CACFP operations during administrative reviews.
We are looking for military, school district, and tribal representation on the council, as well as Sponsors located in the South Puget Sound, Olympic & Kitsap peninsula to fill upcoming vacancies in FY 26; however, all interested Sponsors are encouraged to apply.
Terms of Service:
- Two-year commitment (FY 26 & FY 27).
- Attendance at six council meetings per FY (every other month).
- Support new Sponsors:
- During New Sponsor Orientation
- as a "best practices partner" for the first six months of operation.
Interested in joining the CACFP Advisory Council? Please email CACFP@K12.wa.us.
OSPI has a variety of templates available for Sponsors’ use. Sponsors may create their own forms and policies; however, these may require OSPI approval prior to use.
Sponsor-created menu templates, Sponsoring Organization site monitoring forms and electronic signature policies must have OSPI approval prior to use. After OSPI approval, if changes are made, they must be resubmitted for OSPI approval. OSPI tracks which Sponsors are approved to use their own forms and the date they received approval.
OSPI Approval of Sponsor Created Forms Timeline
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Menu Template
- OSPI Approval needed prior to use.
- Needs approval each time updates are made.
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Site Monitoring Forms
- OSPI Approval needed prior to use.
- Needs approval prior to FY 26 AND when updates are made.
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Electronic Signatures (EIEAs) Policy
- OSPI Approval needed prior to use.
- Needs approval each time updates are made.
Sponsors currently using their own site monitoring form must submit their form to their Program Specialist for OSPI approval by September 30, 2025. Many of these forms were approved prior to recent regulation updates and may not comply with federal regulations.
Resources:
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The 2025-2027 Washington State Department of Agriculture (WSDA) Farm to School Purchasing Grant Application is NOW OPEN.
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The WSDA Farm to School Purchasing Grant is a competitive reimbursement grant available to school districts and childcare centers for the purchase and use of Washington-grown foods in child nutrition programs.
Important
WSDA Plans to offer one Farm to School Purchasing Grant application for the entire 2025-2027 biennium. This period includes the 2025-26 and 2026-27 school years. WSDA does not intend to offer a second grant application within this period.
Who Can Apply:
- Schools or early learning programs operated by Federally Recognized Tribes.
- Organizations that operate one of the following USDA Child Nutrition Programs: National School Lunch Program (NSLP) and/or the Child and Adult Care Food Program (CACFP - childcare).
Timeline:
- Application Open Date: Friday June 6, 2025
- Applications Close Date: Thursday July 3, 2025, at 5:00 PM PST
- Grant Period: Date of Grant Agreement Execution - June 30, 2027
How to Apply:
- Read the Grant Guidelines.
- Watch the Application Webinar recording (coming soon).
- Register for Application Question and Answer Sessions:
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Register for Tuesdays: June 10. 17, and 24 from 3 pm – 4 pm
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Register for Wednesdays: June 11, 18, and 25 from 7 am – 8 am
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Register for Wednesdays: June 11, 18, and 25 from 12 pm – 1 pm
- Create an account in the Application Portal.
- Complete the Profile. This step is required before starting the application intake.
- Complete the Application Intake for each program type you are applying for (school meals and/or childcare meals). Application Intake includes 3 required sections: Application, Budget Proposal, and Attestations and Signature.
- Click the “Submit” button by Thursday, July 3, 2025 at 5 pm PST.
Technical Assistance:
Staff from WSDA, OSPI, and partner organizations are available to provide assistance and answer questions about the grant program and application. See the list of contacts in the “Technical Assistance” section on the grant webpage.
For more information, visit the WSDA Farm to School Purchasing Grant webpage.
Questions? Contact Farm to School Purchasing Grant Specialist at: farmtoschool@agr.wa.gov.
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CACFP renewal must be approved by June 30 for current fiscal year operation. This applies to all CACFP sponsor types (child care, at-risk, adult, emergency, HeadStart/ECEAP). New sites will not be approved to operate after June 30. |
What does this mean for Sponsors currently operating CACFP?
- New sites will not be approved after June 30 for FY 25 operation.
- New schedules added to site calendars will not be approved after June 30 for FY 25 operation.
Note: Revisions to approved site applications and site calendars may be submitted in WINS anytime during the fiscal year.
What does this mean for Local Education Agencies (LEAs)?
- CACFP Pre-K or At-Risk operation for SY 2025–26 in August or September must be approved by June 30.
- Complete a renewal application before the end of school year 2024–25 if CACFP operation is anticipated in August or September 2025.
- Submit additions, such as a new site or new meal schedules, prior to the end of the 2025–25 school year. This will allow time for approval prior to June 30.
Reminder: CACFP fiscal year is October–September.
Resources
CACFP Application and Renewal Reference Sheet
Adding New CACFP Sites Reference Sheet
CACFP Preparing to Complete Renewal Checklist
Questions? Contact your CACFP Program Specialist.
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