CACFP Program Review Readiness Checklist
Instructions: Mark Yes, No, Unsure, or Not applicable. Use the records for the period requested by the reviewer, and note the evidence for each answer. This is a practical gap-finding tool, not a compliance certification or a substitute for the agency or sponsor document request.
Texas examples are used below. Confirm which records apply to your program and participation arrangement. Updating current forms or completing training now does not establish that requirements were met for a past claim. Keep originals and identify later corrections.
General Program Records
- Is the applicable license, permit, or exemption documentation on file for the period under review?
- Action if No: Locate the applicable license or exemption evidence for the requested period.
- Is the latest CACFP application and TDA approval letter on file?
- Action if No: Request or print a copy from TDA.
- Is required Civil Rights training documented for the applicable staff and review period?
- Action if No: Identify missing evidence, complete any currently required training, and record the actual date. Do not backdate training.
Enrollment & Eligibility
- Are required enrollment records on file for participants claimed during the review period?
- Action if No: Locate the records applicable to the claimed period; identify missing documentation and ask the reviewer how to address it.
- Tip: Keep an index connecting each participant to the applicable enrollment record.
- Are all required Income Eligibility Forms (IEFs) current and complete?
- Action if No: Check the forms and eligibility determination applicable to the claimed period. List missing or incomplete evidence; do not treat a newly collected form as proof of earlier eligibility.
- Is the participant roster accurate for the “test month”?
- Action if No: Compare the roster with original enrollment and claim records for that period; document corrections and explanations.
Meal Service Records
- Are daily meal count sheets complete for each meal/snack for the test month?
- Action if No: Locate original meal count records or legitimate copies. Do not reconstruct counts from attendance or memory. If records remain missing, ask the sponsor or state agency how to handle the affected meals.
- Are meal counts supported by daily records and consistent with attendance, without exceeding attendance?
- Action if No: Investigate discrepancies and document their cause. Attendance does not prove that each participant received every meal; do not change counts simply to make totals agree.
- Are menus and production records complete and accurate for the test month?
- Action if No: Retrieve the original records and supporting evidence. Identify gaps and document legitimate corrections without inventing food items or quantities.
- Tip: Check that menus, production records, and meal claims describe the actual service.
Financial & Purchase Documentation
- Are receipts/invoices for all food and non-food purchases on file?
- Action if No: Locate or request copies of missing receipts.
- Tip: Check that receipt copies are complete and legible and connect to your expense records.
- Are payroll records for CACFP staff organized and accessible?
- Action if No: Gather and organize payroll documentation.
- Are CACFP reimbursement payment records and bank statements up to date?
- Action if No: Download and file the latest copies.
Training & Monitoring
- Are required staff trainings (Civil Rights, food safety, CACFP) documented?
- Action if No: Locate training evidence for the period. Complete currently required training before assigning duties, document the actual date, and identify historical gaps.
- Are monitoring/self-review forms completed and filed (if required)?
- Action if No: Locate records of reviews actually performed. If a required review was missed, identify the gap and seek instructions; do not create a form implying it occurred.
- Are any past corrective action plans and documentation on file?
- Action if No: Gather or request missing CAP documentation.
Claims & Reimbursement
- Are copies of all submitted CACFP claims for the test month on file?
- Action if No: Download or print claim copies from TX-UNPS.
- Are reimbursement payment records organized and accessible?
- Action if No: Gather and file payment records.
Organization & Consistency
- Is all test month documentation clearly labeled and stored in one place?
- Action if No: Create a labeled folder (paper or digital).
- Do all records tell the same story (no mismatches between forms, counts, etc.)?
- Action if No: Investigate differences, preserve originals, and document supported corrections and explanations.
Results & Next Steps
- All “Yes” answers: You have identified supporting records for these questions. Check the reviewer’s full request and the accuracy of the evidence; this does not establish compliance or guarantee a review outcome.
- Any “No” answers: Prioritize missing records, assign responsibility, and seek clarification before the deadline. Treat “Unsure” answers as items to investigate.
Tip: Print or share this checklist with your staff as part of your annual CACFP compliance routine!
Need the broader process? Read what to expect in a Texas program review. For a file organization plan, use the paperwork guide; after findings, use the corrective-action guide.
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.