If you participate in the Child and Adult Care Food Program (CACFP), you’ve probably heard the words “CACFP Program Review.” For many daycare directors, owners, and CACFP sponsors, those words can trigger worry—especially when you’re already juggling a lot. Understanding what a CACFP Program Review is—and how to get ready for it—can make the whole process much easier and less stressful.
What Is a CACFP Program Review?
A CACFP Program review is a periodic check-up required by the Texas Department of Agriculture (TDA) to ensure your center or program is following all CACFP rules. In other words, it’s an audit: TDA will look at your paperwork, financial records, menus, and attendance to make sure everything matches up and that you’re serving meals to eligible participants.
How Often Do Reviews Happen?
- New to CACFP? Expect your first review within your first 12 months as a Contracting Entity (CE).
- Ongoing Reviews: Most centers are reviewed about every three years. Sponsors are every two years.
Why Does a CACFP Program Review Matter?
Passing your CACFP Program review is critical for:
- Keeping reimbursement funding you’ve already received
- Staying eligible for the CACFP long-term
If your records aren’t in order, you could face doing extra paperwork, having to pay back reimbursement funds, or even losing your ability to participate in CACFP altogether. That’s why preparation is key.
What Can You Expect?
Here’s what happens during a CACFP Program review:
- Official Notification: TDA will send a review letter with details of what you’ll need to provide them and deadlines.
- Document Submission: You’ll need to provide financial ledgers, receipts, meal count sheets, attendance records, enrollment and eligibility forms, menus, staff training certificates, and more. TDA will specify exactly what’s required in your letter.
- Test Month Records: TDA will choose a specific month (“test month”) to review in detail. You’ll submit all records for that month.
- On-Site or Virtual Review: A reviewer will either visit your center in-person or conduct the review virtually, checking your files and asking questions. They may observe a meal service if in-person. The reviewer will verify that your paperwork matches your program operations.
- Preliminary Findings: If anything is missing or incorrect, you’ll get a notice and a chance to fix it with a Corrective Action Plan (CAP).
- Final Decision: Pass your review, and you’re good to go until next time!
You Don’t Have to Do This Alone
Many directors and sponsors feel overwhelmed by a CACFP Program review. At CACFP Solutions, we can help—from organizing your paperwork, to prepping you for the review, to guiding you step-by-step through the corrective action process.
Ready to feel prepared for your next CACFP Program review? Schedule a complimentary consultation today and get a free readiness assessment.
Up Next:
Stay tuned for our next post, “Top 5 Reasons Centers Run Into Trouble During a CACFP Program Review,” where we’ll reveal the most common pitfalls (and tips on how to avoid them).
Don’t let a CACFP Program review catch you off guard. With the right guidance, you’ll save time, reduce stress, and conquer the food program!