After the CACFP Review

Undergoing a CACFP (Child and Adult Care Food Program) program review can be a daunting process, often filled with uncertainty about what steps to take next. Once the review is complete, it’s important to act quickly and effectively to address the findings, ensuring that your program remains compliant and that you stay in good standing.

The “Exit Conference” / Preliminary Findings

At the end of the review, your program will participate in an “Exit Conference,” where the reviewer will go over the preliminary findings of the audit. During this meeting, the reviewer may highlight any critical issues they’ve discovered, offer technical assistance, and suggest ways to address those findings. It’s essential to pay close attention to these early findings and recommendations, as they give you insight into potential corrective actions you’ll need to take.

Common CACFP Program Review Findings

Here are some of the most common issues that tend to come up during CACFP reviews:

• Meals Not Recorded at the Point of Service: This is one of the most frequently cited issues, and it’s vital that meals are documented at the moment they are served.
• Missing or Incomplete Enrollment/Income Forms: Ensuring all necessary documentation is complete is critical to passing your review.
• Discrepancies in Program Expenses vs. Reimbursement: The amount spent on program expenses should align with the reimbursement funds received.
• Inadequate Milk Purchases: Ensure that milk purchases are consistently documented and meet CACFP requirements.
• Financial Management System Issues: Keep accurate records of program labor costs to demonstrate compliance.

What to Do While You Wait for Final Results

After the exit conference, it may take several months for you to receive a formal notification of findings from the state agency. In the meantime, it’s crucial to start working on corrective actions to address any preliminary issues identified during the exit conference.

This is your opportunity to show that you’re proactive in resolving any concerns, which can help you avoid more serious penalties or delays once the final findings are issued.

Tips for Correcting Common Findings

Here are a few practical tips for addressing the most common findings during your review:

CACFP TIP #1: Record Meals at the Point of Service

To ensure that meals are accurately recorded, implement a system that ensures staff are documenting meals at the moment they’re served, not after the fact. This will help prevent discrepancies during your review.

CACFP TIP #2: Automate Enrollment and Income Forms

Using software that allows for electronic submissions of enrollment and income forms can streamline the process. Automation also ensures that forms are categorized and updated in real time, reducing errors and delays.

CACFP TIP #3: Monitor Program Expenses

Regularly review your program’s expenses to ensure they meet or exceed the reimbursements you’re receiving. You may need to amend your contract budget or adjust your purchasing habits to align your spending with the program’s guidelines.

CACFP TIP #4: Organize Milk Purchases

Keeping track of milk purchases is vital for compliance. Consider utilizing software to simplify and organize milk purchase records, ensuring everything is documented correctly.

CACFP TIP #5: Automate Time Distribution Reports

Automating time distribution reports will help ensure that labor costs are documented accurately each month, saving you time and reducing the risk of errors.

Corrective Action Plans

If your program is issued a corrective action plan, it’s important to start implementing solutions before you receive your final findings. A proactive approach shows that you are committed to addressing any issues identified during the review. Programs that submit corrective action plans with completed changes are far more likely to have their plans accepted by the state agency.

Need Help with Your Administrative Review?

If you’re feeling uncertain about how to address findings from your CACFP program review, we’re here to help. With over 20 years of experience in guiding programs through the administrative review process, we can provide expert advice and support.

Call us at 512-657-8036 or Book a free consultation here to get started on ensuring your program remains compliant and efficient.