Update Contact Information in the FFY 2025 CACFP Contract (ALL)
Take a couple minutes today to review the contacts, emails, and mailing addresses in your FFY 2025 CACFP contract prior to the contract rollover for FFY 2026. Reviewing and updating contact information will ensure your agency receives important emails regarding contract renewal this fall.
To do so, log into Online Services using this link and reference the contract manual to navigate the contract. Do not update the contract for changes related to the FFY 2026 contract at this time. Email your assigned consultant after re-submitting the contract with any necessary contract changes.
If you have new staff working with the CACFP, check out this resource: New Staff Responsibilities for CACFP.
Organization Updates (ALL)
CACFP agencies must report any changes to the Department of Public Instruction (DPI) to ensure appropriate internal controls as described in Title 7, Code of Federal Regulations, Section 226.6(b).
Organizations must immediately report changes of the following to their assigned CACFP Consultant:
- Federal Employer Identification Number (FEIN)
- Federal Tax-Exempt Status (501(c)3)
- Organization name
- Organization address
- Ownership
- Responsible principals (Ex. Authorized Representative, Board President, Executive Director, etc.
- Bank Account
Agencies agree to notify the DPI of changes in their program’s business or organizational structure (i.e., from nonprofit to for-profit or sole proprietorship to Limited Liability Corporation) and CACFP program type through the Permanent Agreement/Policy Statement. Failure to report required changes may impact claims, review findings, and, in some cases, may require repayment of reimbursements received.
Federal Employer Identification Number (FEIN)
A FEIN change can occur when there is a change in entity type. A change in FEIN may render the organization’s CACFP agreement invalid and may require an organization to complete a new application and agreement with the CACFP.
Federal Tax-Exempt Status (501(c)3)
A change or revocation with the organization's Federal Tax-Exempt Status must immediately be sent to the DPI. An organization is not eligible to participate in the CACFP if the Federal Tax-Exempt Status changes or is revoked by the Internal Revenue Service (IRS).
Organization Name
A name change refers to a change in the legal business name of an organization, to include the addition or deletion of Incorporated or LLC, or the addition or deletion of a doing business as/fictitious business name.
Organization Address
An organization address change includes a change in the physical location of the organization.
Ownership
A change in ownership renders the organization’s CACFP agreement invalid. The organization’s new ownership must sign a new agreement and may be required to complete a new application to participate in the CACFP.
If an agency with a CACFP agreement voluntarily ceases operations, whether due to a change in ownership or closing of the business, that agency must also notify their assigned CACFP Consultant of the intent to terminate the CACFP agreement and follow all required close-out procedures.
Responsible Principals
Organizations must identify all individuals responsible for the operation of the CACFP (responsible principals) in the organization’s CACFP Contract. This means that if there is any change to those individuals, the organization must update the responsible principals list accordingly. The DPI uses this list to ensure that all CACFP agencies continue to meet the requirement at 7 CFR, Section 226.6(b)(2)(iii)(C). This regulation states that any responsible principals must not currently be on the National Disqualified List.
The DPI must verify the accuracy of any of the above changes and must use the most current organizational information to accurately report reimbursement payments to federal and state government authorities.
The DPI may require proof that any changes reported to the Bureau of Community Nutrition have also been recorded with other government authorities.
Bank Account / Updates to Aids Banking
An organization that has a change with their bank account must update Aids Banking to ensure deposits for reimbursement are not interrupted or delayed. Go to the Bank Change Information webpage to learn more.
Planning for FFY 2026 Contract Renewal (All but FDCH)
Health and Safety Standards
If your agency has unlicensed sites, Health and Safety Standards are required to be met for each site. Plan to obtain and update the following documentation for the FFY 2026 CACFP contract renewal:
If you are unsure if this is applicable to your agency, contact your assigned Consultant with questions.
Vendor Agreements (ALL but FDCH)
If your agency purchases meals from a vendor and your current vendor agreement(s) will be expiring, it is required to complete a new vendor agreement for the FFY 2026 CACFP contract renewal. The current CACFP Vendor Agreement to Provide Meals/Snacks can be found under Guidance Memorandum 4: Procurement and Vendor Agreements.
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