FAQ – Administrative Reviews & Technical Assistance
1. General Administrative Review (AR) Process
What is an Administrative Review and why does it happen?
An Administrative Review (AR) is a scheduled audit by TDA (or your state agency) to check your center’s compliance with CACFP rules and regulations. Reviews ensure you’re following food program guidelines, recordkeeping, and financial management standards. They typically take place every 3 years. However, it is possible to have one sooner.
How will I know when my review is coming?
You’ll receive an official Administrative Review Announcement Letter with your review dates and a list of documents to prepare. We will also notify you if we see that you are on TDA’s list of scheduled administrative reviews for the current year.
2. Required Documents & Preparation
What documents do I need to prepare for my Administrative Review?
Common requests include:
- Bank statements & canceled checks
- Attendance records and sign-in/out sheets
- Payroll records and time distribution reports
- Civil Rights training certificate/report
- Food/supply receipts
- Governing Body Awareness, Certificate of Authority, and enrollment forms
- Health inspection report
- Menus, production records, meal service times
- Income eligibility forms (F/R list for CCMI, NCI)
If unsure, always review your checklist or email us for a custom list.
Where do I upload my Administrative Review documents?
Upload documents to the TX-UNPS portal or as directed in your announcement letter. If you have trouble, contact our support team and we’ll assist you further. If you signed up for our Administrative Review Preparation Service, we will provide you instructions for where to upload your documents.
What if I’m missing a document or can’t find a record?
Contact us right away. We’ll help you determine acceptable alternatives or document the missing item for the reviewer.
3. Meal Service Times & Program Operation
What are “meal service times” and how do I confirm them?
Meal service times are the set hours you serve breakfast, lunch, snacks, or supper each day. Confirm your times match what’s on file and what is actually practiced in your center (e.g., Breakfast: 7-8am, Lunch: 10am-12pm, PM Snack: 2-3pm, Supper: 5-6pm). If you need to update these or are unsure, ask our team for help.
How do I document meal production and attendance?
Keep daily sign-in/out sheets, production records, and attendance logs. Make sure these are complete and accurate for your review period. Our CACFP software, MyFoodCloud, keeps track of these records and are easily accessible for download and/or print.
4. Findings, Corrections & Corrective Actions
What happens if I receive findings or requests for corrections?
If the reviewer finds issues, you’ll get a findings letter outlining what needs to be fixed. You must submit a written Corrective Action Plan (CAP) and any required documents by the stated deadline. We can help draft your CAP and review your documents before you send them.
How do I submit corrections or a CAP?
Follow the instructions in your findings letter—usually uploading to TX-UNPS or sending by email. Let us know if you need help with the submission process.
What if my Corrective Action Plan (CAP) is not approved or more info is requested?
If your CAP is not approved or more documentation is requested, don’t panic! Contact us immediately and we’ll help you address the concerns and resubmit.
5. Technical Assistance Visits & Follow-Ups
What is a technical assistance visit?
This is a check-in from TDA to offer support or clarify program questions—these may occur before or after your formal review. Treat them seriously and have your records ready.
How do I follow up after the review or exit conference?
After your review or exit meeting, complete all requested actions and keep records of your compliance. Save your Notice of CAD Acceptance and Closure of Review for your files.
6. Application & Renewal Questions
Do I need to renew my application or forms during my Administrative Review?
Sometimes, reviewers may request updated or signed forms (like renewal applications, governing body documents, etc.). Submit any requested paperwork as soon as possible to avoid delays.
7. Other Common Issues
What if I need to update program staff or contact information?
Send us the new staff names, roles, and emails. We’ll ensure your records are current for the review.
Can I appeal findings or actions taken?
Yes. If you disagree with findings or adverse actions, notify us right away. We can help you with the appeal process and prepare the necessary documentation.
8. Getting Support
Who do I contact for help with my Administrative Review?
Your primary contact is our review support team. If you’re not sure who to reach out to, email or call our main support line and we’ll direct your case.
How do I get a checklist or status update for my review?
Request a checklist or status update from our team at any time. We can also provide templates for common documents or sample corrective action document responses.