1. Budget Amendments
What is a budget amendment, and when do I need one?
A budget amendment is an update to your approved CACFP budget when there are changes in expenses, staffing, or operations. You’ll need an amendment if you plan to make significant purchases (like supplies or equipment), add new staff or remove existing staff, or adjust spending categories.
How do I request a budget amendment?
Let us know what changes you need (e.g., new equipment, new cook, altered staffing). We will reach back out to you to let you know what supporting documents are needed and help you modify the budget line items for submission to TDA.
What documents do I need for a budget amendment?
Typically, you’ll need:
- An updated organizational chart
- An updated compensation policy for adding/changing staff
- Quotes or invoices for major purchases
- Explanations for the requested changes
How long does it take to get a budget amendment approved?
Approval timelines may vary, but usually range from 0–3 weeks after submission to TDA. Please notify us as soon as your amendment is approved or if more info is needed.
Can I purchase new items (like chairs or equipment) before my budget amendment is approved?
No. Always wait for written approval from TDA before making new purchases to ensure the expense is allowable and reimbursable.
How do I submit or amend my budget?
We can help you with this. Please book an appointment with us to do so.
2. Budget & Management Plan Questions
How do I prepare for a budget or management plan call?
Before your scheduled call, gather your latest payroll records, current budget, planned purchases, and any questions about expenses or staffing. We’ll walk through your current numbers and discuss any needed changes.
What is a management plan, and why is it important?
A management plan outlines your center’s policies and procedures for operating the CACFP program, including its structure, budget, and key responsibilities for CACFP compliance. It’s required with applications and renewals, and sometimes with budget amendments.
How do I update or submit my management plan?
We will provide you with a template upon request. You will update staff roles, titles, and duties as needed, then upload or email the plan to us for review.
3. Staff Amendments
How do I add or change staff on my CACFP roster?
Notify us with the new staff member’s full name, role (e.g., cook, teacher) and hire date. If they will be added to your CACFP budget, additional information is required. Provide their email address, schedule (including breaks), and pay rate. We’ll update your records and we can help you submit an amendment to TDA for approval.
Do I need to submit a staff amendment for every new hire?
If the staff member’s salary is paid with CACFP funds or impacts your program’s budget, then yes. Prompt updates help keep your records compliant.
4. Payroll and Time Distribution Reports
What payroll records are needed and when?
You will need to submit recent paystubs, payroll summaries, and time distribution reports for any affected staff during an administrative review. This is typically part of their checklist document requirements. The specific time period required will be in your TDA engagement letter.
What is a Time Distribution Report (TDR), and how do I use it?
A TDR tracks how staff members split their work hours between CACFP and other duties. Accurate TDRs are required when adding or updating staff or payroll information. TDRs must be completed and approved by a supervisor every month.
5. Tracking & Status
How do I check the status of my budget amendment or staff change?
Contact our support team or check your TX-UNPS portal for updates. TDA will also notify you by email as soon as they make a decision or request more information.
I realized a made a mistake on my budget revision. Can you help?
One of our team members will give you a call within 24-48 business hours to clarify what happened and guide you on next steps.