Gather and organize required documents for your upcoming CACFP Administrative Review using this guide.
1. General Program Documents
- Current child care center license or permit
- Civil Rights training documentation for all staff
- Written program policies and procedures
- Staff roster with CACFP responsibilities
2. Enrollment & Eligibility Records
- Current enrollment forms for all participants
- Income Eligibility Forms (IEFs) for all enrolled participants, if applicable
- Participant roster/list for the “test month” being reviewed
3. Meal Service Documentation
- Daily meal count sheets for every meal/snack served during the “test month”
- Daily attendance records that match meal counts
- Menus for all meals/snacks served during the “test month” + cn labels/product formulation statements (if applicable); Production records for each meal
4. Food & Nonfood Purchase Receipts
- Receipts/invoices for all food purchases during the “test month”
- Receipts/invoices for nonfood items (like cleaning supplies, paper goods) for the “test month”
- Vendor contracts/agreements (milk, food distributors, etc.)
5. Financial & Payroll Records
- Payroll records for staff claimed under CACFP (for the “test month”)
- Documentation of non-CACFP funds used for meal service (if applicable)
- Bank statements or ledgers showing CACFP reimbursements and related expenses
6. Training & Monitoring Documentation
- Staff training records (Civil Rights, food safety, annual CACFP training, etc.)
- Monitoring forms or self-review checklists (if required)
- Corrective action plans and documentation from prior reviews, if any
7. Claims & Reimbursement
- Copies of all submitted monthly CACFP claims, especially for the “test month”
- Records of CACFP reimbursement payments received
8. “Test Month” File
- All records above, clearly labeled and organized for the specific “test month” selected by TDA
- Double-check that all numbers (attendance, meal counts, and claims) match for this month
Final Self-Check
- Are all forms complete, signed, and dated?
- Are receipts and records legible and easy to find?
- Do meal counts and attendance match for every day?
- Is your “test month” folder 100% complete?
- Have you checked for missing or inconsistent documents?
Need help or have questions?
Reach out to the CACFP Solutions team for expert guidance and a personalized document review before you submit to TDA.