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Please note, Specialists may conduct an unannounced meal observation prior to the scheduled administrative document review.
Prepare Now For Your Next AR
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 year. (7 CFR 226.10). It is important to maintain required documentation whether it is a review year or not. Take these steps to ensure review readiness.
- Maintain required CACFP records. Review the OSPI Administrative Review Checklists. (Sponsoring Organization| Independent Sponsor)
- Consolidate your reports. Consolidated reports are required during an AR for meal counts and attendance for the claim month reviewed. It is best practice to always consolidate your reports.
- Use the OSPI sample Administrative Review forms to conduct a "mock" review of your facility(ies). (Sponsoring Organization| Independent Sponsor)
- Identify which findings will lead to disallowed meals or adjustments to your reimbursement with the Administrative Review Findings Resulting in Fiscal Action Form.
- Become familiar with writing Corrective Action Plans using the Corrective Action Plan Template.
Resources
Appeal procedures give USDA Child Nutrition Program sponsors an avenue to appeal when OSPI takes adverse administrative action as required by federal regulations.
These procedures specify what actions are appealable and to what programs they apply. Appeal procedures are included in final letters summarizing Administrative Review findings and are available on OSPI's webpages.
Questions? Please contact your CACFP Specialist.
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USDA requires all CACFP sponsors to demonstrate financial viability. Financial viability means an organization has enough resources to run the CACFP food program responsibly, even if federal reimbursement is delayed. |
1. USDA: Sponsors must have enough money to operate daily
USDA states that sponsors must have “sufficient financial resources to operate the program on a daily basis and to continue operations despite temporary interruptions in federal cash flow.”
Put into Practice:
Organizations need backup funds to ensure the meal program continues smoothly if reimbursement arrives late.
Source: CACFP Management Plans and Budgets Handbook
2. USDA: State agencies must review bank records during financial reviews
USDA requires state agencies to review Sponsoring Organization’s bank account activity annually and compare it with invoices, receipts, and other supporting documents.
Put into Practice:
Bank statements must match records. Every CACFP cost must have documentation.
Source: Implementation Guidance: Financial Review Requirements
3. USDA: All costs must be necessary, reasonable, and allowable
USDA’s financial management rules state sponsors must ensure all CACFP expenses are:
- Necessary for meal service
- Reasonable in cost
- Allowable under federal guidelines
Put into Practice:
Organizations may only charge CACFP for costs directly related to serving reimbursable meals. Costs must make sense and be priced fairly.
Source: Financial Management in CACFP
4. USDA: Financial viability is reviewed annually
Every sponsor must show financial viability, administrative capability, and program accountability during annual renewal.
Put into Practice:
An organization's financial health is checked each year to ensure it can manage federal funds responsibly.
Sponsors must be able to:
- Cover 90 days of operating expenses
- Maintain clean accounting records
- Provide documentation for each CACFP expense
- Pay staff and vendors without waiting for reimbursement
- Reconcile bank accounts monthly
- Separate fiscal duties when possible
Common Issues That Cause Findings:
- Running CACFP entirely on reimbursement cash flow
- Missing receipts or incomplete documentation
- Using restricted funds to cover CACFP expenses
- Submitting late claims
- Inconsistent or unbalanced accounting
- No internal controls or separation of duties
Source: CACFP Implementation Guidance: State Agency Financial Review Requirements
Support is Available
For help with budgeting, documentation, internal controls, or allowable cost questions, contact: cnsfiscalservices@k12.wa.us
Washington Women, Infants, and Children (WIC) Nutrition Program gives families access to nutritious food and provides health screening, risk assessment, nutrition education, breastfeeding support, and referrals to health and social services. The program provides essential services for pregnant people, new and breastfeeding persons, infants, and children under five. Most pregnant people and young children on Medicaid or Basic Food qualify for WIC services.
Spread the Word
Share WIC benefit information! Post the WIC flyer in your center and/or include it with participant enrollment packets. The Department of Health offers a handout in 14 languages.
Resources:
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