What is a pre-approval visit?
A pre-approval visit is a required monitoring step when a Contracting Entity (CE) adds a new childcare site to their CACFP participation. This applies whether you are a brand-new CE applying to the program for the first time or an existing sponsoring organization expanding to an additional site.
The visit verifies and documents that the facility is operationally ready to succeed. It is officially recorded using the TDA Square Meals Form H1606-P (Child Care Center Pre-Approval Visit Form).
Do you help with pre-approval visits?
Yes. We walk you through the entire readiness process:
- Providing the official, current H1606-P form alongside completed compliant samples.
- Walking your staff through a mock site walkthrough so you know exactly what a TDA reviewer looks for.
- Reviewing your finished paperwork for gaps before it goes into your permanent records.
- Ensuring the data matches your site application fields in TX-UNPS so it is fully optimized for future Administrative Reviews.
What does a pre-approval visit cover?
Form H1606-P focuses heavily on immediate operational capability. During the physical walkthrough, you must evaluate and document:
- Licensing & Health: Current childcare license capacities, valid local health inspections, and food service permits.
- Meal Service Infrastructure: Safe food preparation areas, appropriate sanitation equipment, and adequate seating/serving setups.
- Staffing & Training: Ensuring personnel are properly trained on civil rights, meal patterns, and point-of-service meal counts.
- Recordkeeping Setup: Confirming systems are active and ready to track daily attendance, enrollment forms, menus, and itemized food expenditures.
When does the pre-approval visit need to happen?
The visit must occur before the new site begins operating or claiming meals for CACFP reimbursement.
Critical TX-UNPS Link: The date you conduct this walkthrough and sign the H1606-P establishes the absolute earliest eligible start date for reimbursement. When you submit or amend your Site Application in TX-UNPS, the “Date of Pre-Approval Visit” field must match your paper form exactly. State reviewers will cross-reference these two dates during an Administrative Review; if they don’t match, or if claims are made prior to this date, those meals will be disallowed.
How is this different from a site monitor review?
| Feature | Pre-Approval Visit (Form H1606-P) | Regular Site Monitor Review (Form H1606) |
| Timing | Completed once, prior to the site operating or claiming any CACFP meals. | Ongoing; conducted three times per year per site. |
| Primary Purpose | Confirms foundational readiness, valid licensing, and setup compliance. | Verifies active, day-to-day compliance and accurate meal service counts. |
| TX-UNPS Impact | Hard prerequisite; unlocks the site’s capability to be approved for claims in the system. | Monitored internally and evaluated by TDA during administrative reviews. |
| Frequency | One-time event per new facility. | Thrice annually (with at least two being unannounced, and one during a shift variation). |