Recordkeeping - Office of Family Health Services

The Child and Adult Care Food
Program (CACFP)
Goal of the CACFP
• Subsidize eligible institutions for serving
nutritious meals to children and eligible
• Foster lifelong healthy eating and physical
activity habits
Background of the CACFP
The CACFP is a Federally funded Child
Nutrition Program.
• Authorized by the United States Congress
• Federally administered by the United States
Department of Agriculture (USDA)
• Administered in Virginia by the Department of
Who is Implementing the Program?
• Afterschool Care
• At-Risk Afterschool
• Outside School
Hours Care
• Child Care Centers
• Adult Day Care Centers
• Emergency Shelters
• Family Day Care Homes
USDA Handbooks
• Serious Deficiency, Suspension, & Appeals for State
Agencies and Sponsoring Organizations
• Released: December 2013
• Users: State Agencies and Sponsors
• At-risk Afterschool Care Handbook
• Released: July 2013(revised)
• Users: State Agencies and Sponsors
• Guidance for Management Plans and Budgets
• Released: December 2013
• Users: State Agencies and Sponsors
USDA Handbooks
• Adult Day Care Handbook
• Released: January 2014
• Users: State Agencies and Sponsors
• Independent Child Care Centers Handbook
• Released: May 2014
• Users: State Agencies and Sponsors
CACFP Resources on the Web
Updates on the Child and Adult
Food Care Program (CACFP)
from VDH and the USDA
Training Objectives
• List the reasons that VDH might disallow meals
and/or snacks for reimbursement.
• Describe which deficiencies require VDH action.
• Discuss changes to the USDA’s guidelines for CACFP
programs related to milk
• Explain what is required for smoothies to be deemed
creditable items
Reasons for Disallowing Meals/Snacks
Claiming meals for participant not enrolled
No written menu for claimed meals or snacks
Required food component(s) missing
Non-creditable items being counted as
a component
• Less than 2 servings of fruit and/or
vegetable component being served
for lunch or supper
• Planned portion sizes not age
Reasons for Disallowing Meals/Snacks
• Day Care Home provider claiming own child for meals
when no other child is present
• Serving meals/snacks outside of approved hours
• Meal counts exceed # of participants in attendance
• Inadequate quantity of milk/food provided for # of
meals served
• Meals served with substitute of component for
medical reasons without a proper medical note on file
Reasons for Disallowing Meals/Snacks
• Insufficient quantity of milk/food purchased to meet
amount required for the claimed meal service
• Meals claimed on a day institution is not in operation
• Absence of daily attendance records, enrollment
records, or daily meal counts to substantiate # of
meals claimed
• For-profit centers not meeting 25% eligibility
Deficiencies Requiring Fiscal Action
• Expenditures not identified in approved budget
• Expenditures for which there are no receipts available
or for which receipts do not support the meals served;
• Audit report findings of questioned costs
Milk in the CACFP
• Milk is a required component of
all meals in the CACFP except for snack and
supper in adult day care center.
• With snacks, milk may be served as a
component when the other component is not juice
• When used as an ingredient in cooked meals, the milk
serving requirement has not been met.
Milk in the CACFP
Allowable types for participants > 2
• Low fat (1% or fat free)
• Lactose-reduced or lactose free, buttermilk or acidified
• Unflavored or flavored, including chocolate or
• Goat’s milk (only if pasteurized)
• USDA-approved non-dairy milk substitutes products
(e.g. some brands of soy milk) at the participant’s (or,
for children, parent/guardian’s) request as long as it is
nutritionally equivalent to cow’s milk.
Milk in the CACFP: Exceptions
Medical or Other Special Dietary Need
• If a participant cannot consume fluid milk due to
medical or other special dietary needs (e.g. vegetarian),
non-dairy beverages may be served in lieu of milk
• If the substitute is not nutritionally
equivalent to milk (e.g. juice, water), a signed medical
statement is required for the meal to be claimed.
Milk Served in the CACFP: Exceptions
If a disability directly affects a participant’s ability to
consume milk and a signed medical statement is on
file, the facility must purchase and can claim
alternatives that do not conform to the meal pattern.
Statement must include:
• Participant’s disability and why it restricts
participant’s diet
• Major life activity affected by the disability
• Food(s) to be omitted from the participant’s diet;
• Appropriate substitutions
Creditable Smoothies
• Milk and fruit
• Milk and pureed fruit
**Milk used must be 1% or fat free for participants > 2
years old and whole for children 12-24 months
Non-Creditable Smoothies
Commercially prepared
Served as a snack without a second component
Added nutritional supplement
Yogurt except when used to credit as a meat/meat
alternate for the breakfast meal pattern
Smoothies and Meal Components
• May be credited toward the fluid milk requirements
for lunch and breakfast.
**Fluid milk must also be offered in the required
quantity to meet the meal requirements.
• Juice and pureed fruit may be credited as fruit juice
**Program operators are strongly encouraged to offer
additional fruit options.

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