Compiling CACFP Claims

Mike Ryan Nutrition Program Consultant

Wisconsin Department of Public Instruction

Child and Adult Care Food Program

Child Care InstitutionsOutside of School Hours Care

CentersGuidance Memorandum #3Chttp://fns.dpi.wi.gov/fns_centermemos

Claim Documentation−Household Size Income Statements−Household Size-Income Record−Time of Service Meal Count Records−Attendance Records−Days of Operation−Dated Menus (listing substitutions, changes,

updates, etc.)−Production Records (Children ages 1-12 years)−Infant Production Records, if applicable−Recipes−Child Nutrition Labels/Product Analysis Sheets−Original Food receipts, invoices etc.

Claiming Month Last Day for Online SubmissionJanuary April 1 (March 31 on leap years)

February April 29March May 30April June 29May July 30June August 29July September 29

August October 30September November 29

October December 30November January 29December March 1 (February 29 on leap years)

Claim Deadline Dates

On-Line Claiming

• Required

• Maintain confirmation page from the

internet claim site

Online Confirmation Page

Claim Due Date

• Claim submission deadline of 60

days after the end of the claim

month

ENROLLMENT DATA

I. Child and Adult Care Food Program Enrollment Data

ENROLLMENT DATA

I. Child and Adult Care Food Program Enrollment Data

12 5 10 27

For-Profit Centers • Monthly eligibility requirement

• 25% of the children must be county-funded (W2 Child Care Assistance, i.e. Shares) or 25% must be determined as free or reduced

• Failure to meet the 25% means the center cannot be reimbursed for that given month

Participation Data

II. Participation Data

123

Average Daily Attendance

• Use daily attendance records, NOT meal counts

• Total children in attendance/days of operation=ADA

• Round all fractions up to the next whole number

Participation Data

5. Number of sites

6. Number of days of service

7. Average Daily Attendance

II. Participation Data

1

2321.1

22

Number of Meals Served to Children

II. Participation Data

Claiming Meals for Reimbursement

• 2 meals and 1 snack or 2 snacks and 1

meal per child per day

• Greater than 3 Meals

• Guidance Memorandum #9C

Number of Meals Served to Children

II. Participation Data

539

546

555

1640

Site Participation Data for Sponsoring Organizations

ABC Child Care 1 ABC Child Care 2

1 2 3 4 5 6 7 8 9 10

11

Participation Data: Sponsoring Organizations

34 17 38 89

2

21

82

1208 1247 1323 3778

Completing the CACFP Reimbursement Claim

Wisconsin Department of Public Instruction

Child and Adult Care Food Program

At Risk After School MealsEmergency Shelters

Guidance Memorandum #3Chttp://fns.dpi.wi.gov/fns_centermemos

Claim Documentation−Attendance/Participation Records−Days of Operation−Time of Service Meal Count Records−Dated Menus (listing substitutions, changes,

updates, etc.)−Production Records

• At Risk sites only

−Infant Production Records, if applicable• At Risk Sites Only

−Recipes−Child Nutrition Labels/Product Analysis Sheets−Original Food receipts, invoices etc.

Claiming Month Last Day for Online SubmissionJanuary April 1 (March 31 on leap years)

February April 29March May 30April June 29May July 30June August 29July September 29

August October 30September November 29

October December 30November January 29December March 1 (February 29 on leap years)

Claim Deadline Dates

On-Line Claiming

• Required

• Maintain confirmation page from the

internet claim site

Online Confirmation Page

II. Participation Data

Participation Data

1 20II. Participation Data

Average Daily Attendance (ADA)

21.1

22

II. Participation Data

Number of Meals Served to Children

II. Participation Data

Number of Meals Served to Children: At Risk After School

539

546

555356 150 506

Number of Meals Served to Children: Emergency Shelter

23 14 63 100

Site Participation Data for Sponsoring Organizations

1234

1235 AR

AR ABC Elementary

ABC Middle School

30

75

105

17

20

25

60

85

150

500 325

325650

1 2 3 4 5 6 7 8 9 10 11 12 N/A

Site Participation Data for Sponsoring Organizations

105

2 20 85

650 325 975

Average Daily Attendance

• Use daily attendance records, NOT meal counts

• Total children in attendance/days of operation=ADA

• Round all fractions up to the next whole number for ADA

Claim Due Dates• Claim submission deadline of 60

days after the end of the claim

month

CACFP Meal Patterns• Breakfast

−Milk−Grain/Bread−Fruit/Vegetable

• Snack (2 of 4)−Milk−Grain/Bread−Fruit/Vegetable−Meat/Meat

Alternate

• Lunch/Dinner−Milk−Meat/Meat

alternate−Fruit/Vegetable

• 2 items required

−Grain/Bread

Menu Exercise

• Review Menu handouts

• Identify which meals are not

reimbursable

• Edit month meal count sheet to reflect

correct totals

ABC DAY CARE SAMPLE MENUMay 2014 - BREAKFAST

Monday Tuesday Wednesday Thursday Friday 4

Cream of wheat Bananas Milk

5Vanilla yogurtw/Fresh blueberries & granola

6Corn bread w/ *honey & butterCantaloupeMilk

7Blueberry pancakes w/syrupSausageMilk

8Toast w/peanut & Strawberry jamMilk

11

Scrambled eggs w/ Cheddar cheeseToastMilk

12Cinnamon & butterTortillasKiwi slicesMilk

13WafflesStrawberriesMilk

14Malt-O-Mealw/Apple chunksMilk

15Whole wheat English MuffinStrawberriesMilk

18

Warm rice w/ Cinnamon & butterPineapple chunksMilk

19Scrambled eggsHashbrownsOrange Juice

20CheeriosBlueberriesMilk

21Bagels w/cream cheeseFresh strawberriesOrange Juice

22Bran muffinApple slicesMilk

25

Warm peaches & cinnamon over Shortcake biscuitMilk

26Raisin branRaspberriesMilk

27OatmealToastMilk

28Strawberry yogurtGrapesMilk

29Rice KrispiesFresh blueberriesMilk

Need Milk

Need Fruit/Vegetable

Need Grain/BreadNeed Fruit/Vegetable

Need Milk & Grain/Bread

Jam-not creditable- need F/V

Need Fruit/Vegetable

Need Milk

*don’t serve to children <1yr

ABC DAY CARE SAMPLE MENUMay 2014 - Lunch

Monday Tuesday Wednesday Thursday Friday 4Beef BBQ sandwich

on kaiser rollBroccoli MangoesWater

5Meatballs & gravyRiceWatermelonRye BreadMilk

6 Egg salad sandwichesPineapple ringsCauliflowerApple juice

7Ham & cheese quesadillasGreen bean casseroleTropical fruit saladChocolate milk

8*Pepperoni pizza Sliced cucumber saladCauliflowerMilk

11Grill cheese sandwich Tomato soupPlumsMilk

12*Chicken nuggetsCarrot sticksBaked applesMilk

13*Macaroni & cheesePineapple chunksBroccoli florets

14Turkey-n-cheese pitasSteamed broccoliFresh peach slicesMilk

15*Breaded fish sandwichPasta Salad w/ broccoli, carrots, & tomatoPeaches & Milk

18*PB&J sandwich Orange wedgesCucumber slicesMilk

19Sub sandwiches(turkey, ham, cheese, lettuce, tomato)Carrot/celery sticksApples & Milk

20Tater tot casserole (hamburger & tater tots)Cantaloupe Broccoli & Milk

21Grilled ham & Swiss on light rye bread Cauliflower floretsSliced peachesMilk

22Baked hamScalloped potatoesGreen peasButtered noodlesMilk

25*Spaghetti w/meat sauceSliced zucchini w/dipMilk

26 MeatloafMashed potatoesHoneydew melonMixed veggiesMilk

27Tacos w/refried beans (cheese, lettuce, & tomato)Mandarin orangesMilk

28Chicken Salad on pitaTomato wedges w/ranch dipKiwiMilk

29*Canned vegetable/beef soupTomatoes CrackersMilk

Need Fruit/Vegetable

*additional m/mamay be needed Need Grain/Bread

Need Grain/Bread*combination of 3 components

*Need CN LabelNeed Milk Need Milk

*Need CN Label*Need CN Label

*Need CN Label

*may not creditable as m/ma

Need Milk

ABC DAY CARE SAMPLE MENUMay 2014 - SNACK

Monday Tuesday Wednesday Thursday Friday 4

Cheddar cheese slicesWheat thinsOrange juice

5Tomato wedges*Cottage cheese

6Soft pretzel w/Nacho cheese Milk

7Strawberries Oatmeal raisin cookie

8Ice cream Strawberries

11

Baked potato w/sourcreamOrange Juice

12*Fruit SmoothieWater

13Ham sandwich quartersTangerinesWater

14Vanilla puddingGraham crackers

15Cantaloupe and Watermelon chunks Mini bagels

18

Carrot & celery sticks w/ranch dressingGrape juice

19Hard boiled eggSaltine crackersPineapple juice

20Frozen yogurt

Ice cream cones

21Blueberry muffin SaltinesWater

22Fresh fruit kabobsYogurtWater

25

Popcorn & GrapesOrange Juice

26TriscuitsString cheesePineapple slices

27Jell-OApple slicesWater

28Pretzel wrap: pretzel rod rolled in 1-2 slices of cheeseMilk

29Toasted raisin breadGrape juice

*2 oz (1/4 c) serving= 1 oz of meat

Both components are Fruit/Vegetable

Jell-O not creditable

(not creditable)

Ice cream is not creditable

Both components are Fruit/Vegetable

Both components count as a Grain/Bread

Popcorn not creditable; Grapes and OJ-same component

Only the fruit OR the milk in the smoothie is creditable

pudding is not creditable

QUESTIONS?

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Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by

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