A CACFP program review examines how your organization operates the food program and whether its records support its claims and expenses. Start with the review request: who is conducting it, which period is being reviewed, what records are requested, and when they are due.
This guide covers TDA administrative reviews of Texas contracting entities. A sponsor’s monitoring visit to a sponsored center is a different review; follow the sponsor’s instructions for that situation.
What is a CACFP program review?
An administrative review checks program operations, records, and financial management. It is separate from a financial audit. Organizing files helps, but the review also examines whether the underlying program work meets requirements.
How often do Texas reviews happen?
TDA’s Section 5210 sets different minimum cycles:
- Independent centers and sponsors with 1–100 sites/providers: once every three years.
- Sponsors with more than 100 sites/providers, organizations deemed seriously deficient or at risk, and multipurpose organizations: once every two years.
- New sponsors with five or more sites/providers: within the first 90 days; new sponsors with fewer than five: within the first 12 months.
These are minimum cycles, not a promise that no other visit will occur. Announced and unannounced reviews are possible. For the multipurpose category, TDA excludes other child nutrition programs and activities conducted to provide child care. Ask TDA which cycle applies to your organization. A sponsored center also has sponsor monitoring obligations.
What should you expect?
- Confirm the request. Read the engagement letter and document request package. Note deadlines, submission instructions, the review period, and your reviewer contact.
- Organize the requested evidence. TDA examines a test month and may expand the period. The request can cover claim support, finances, staff training, and program procedures.
- Prepare for the review of operations. Keep originals available and arrange access to staff and records. Follow the reviewer’s instructions for the onsite portion and any advance document submission.
- Read the findings. The written notice identifies noncompliance, any adverse action, and applicable appeal rights. Corrective action may be required; a serious-deficiency determination has additional instructions.
Your practical preparation plan
- Assign one person to track the request and a backup who can retrieve files.
- Build a list of each requested item, its period, location, responsible person, and status.
- Check legibility and supporting evidence before sending files.
- Flag missing records rather than creating a replacement account of meals from memory.
- Keep the submitted packet and confirmation of delivery.
Next, organize your review paperwork and work through the readiness self-assessment. If findings have arrived, use the corrective-action response guide.
Need help with review preparation or corrective action?
CACFP Solutions’ specialists can help eligible clients organize requested records and prepare responses to findings. Review the service scope and client prerequisites before choosing this support. The preparation project is for qualifying existing monthly-service clients; corrective-action assistance has a separate scope.
If you need to clarify whether support is available for your situation, book a call to discuss the notice and deadline. Bring the request or findings letter and a list of records you have. CACFP Solutions is a private team of CACFP specialists; the reviewing agency or sponsor decides whether your response is acceptable.
Frequently asked questions
Is a program review the same as a financial audit?
No. An administrative review examines CACFP operations and records. A financial audit is a separate process; one does not replace the other.
Does an organized folder prove we are ready?
No. Organization helps you find the evidence, but the records must support the meals, costs, and activities being reviewed. Follow the specific document request and identify gaps honestly.
What if we already received findings?
Read the notice, track its deadline and instructions, and address each finding with the correction, supporting evidence, and a procedure to prevent recurrence. Check separately for serious-deficiency or appeal instructions.
Checked October 2026 · Texas administrative reviews. TDA CACFP Handbook, Section 5000 (March 2026) covers review scope, document requests, findings, and corrective action. The organization tips here are our practical recommendations.