Navigating the world of CACFP claims can feel complicated, but it doesn’t have to be. Here are answers to some of the most common questions we receive about claim processing, deadlines, and reimbursements.
Section 1: Claim Processing & Deadlines
Q: When will I receive my monthly claim report from CACFP Solutions?
A: The delivery of your claim report depends on your service plan.
- Priority Service: If you’re on a Priority plan, your records must be finalized by the 2nd of the month. We will then process your claim and send your report by the 4th of the month.
- Standard Service: For standard processing, your records are typically locked on the 5th of the month, and you will receive your report around the 7th.
Q: What is “Priority Claim Processing” and is there an extra fee?
A: Priority Claim Processing is a service for clients who want their claim report delivered by the 4th of the month, giving them extra time to file with the Texas Department of Agriculture (TDA). If this service isn’t included in your monthly plan, you can request it for a small one-time fee of $29 plus tax. Many clients find this helpful for peace of mind and early filing.
Q: I missed the deadline to finalize my records for processing. What happens now?
A: Don’t worry, we understand things get busy! If you miss the deadline, please contact us immediately at help@cacfpsolutions.com. We can often grant a short extension. If you miss the priority deadline, we can still process your claim with the standard group. Our main goal is to ensure your claim is filed on time with TDA.
Q: I’m ready for you to process my claim. What should I do?
A: Great! Once all your meal counts, attendance records, expenses, and Time Distribution Reports (TDRs) are complete and accurate in the software, just let us know. You can send us a quick email to help@cacfpsolutions.com, and we’ll take it from there.
Section 2: Corrections & Discrepancies
Q: I have not completed my claim records, but the claim records are locked. What can I do to fix it?
A: Yes, you can request to have your claim records unlocked. If you did not complete your records in time, or if you noticed an error after your records were locked, we can reopen the claim for you and allow you to make necessary corrections before filing with TX-UNPS. Please allow 24-48 business hours for us to process this request.
Q: My claim report shows disallowances. What does this mean?
A: A disallowance means certain meals were not eligible for reimbursement. Common reasons include:
- Meal counts exceeding attendance or enrollment for that day (checking for those yellow warning triangles in the Daily Meal Production Records).
- Menus not being approved in the system.
- The “No Meals Claimed” box being accidentally checked for a specific day.
- Missing information for an infant or child.
If you see disallowances, or discrepancies, including being short on expenses, contact us to schedule a detailed discussion about your report. Ensure all receipts are submitted to avoid issues.
Q: The reimbursement total on my report is different from what TX-UNPS is showing. Why?
A: This can happen if the data entered into TX-UNPS doesn’t exactly match the data on the claim report we provided. Carefully double-check that all numbers (meal counts, attendance, enrollment categories) were typed correctly from our report into the TX-UNPS system. If you still see a difference, let us know, and we can help you investigate.
Section 3: Reimbursement Payments
Q: Why is my reimbursement payment from TDA delayed?
A: Payment delays from TDA can occasionally happen. A common reason is a delay in TDA receiving federal funding, which can push their disbursement schedule back. TDA’s processing days are Tuesdays and Thursdays and takes approximately 5-7 business days before payment is issued. Cut-off time for claims submission on processing days is 12pm. Claim submissions received after the deadline will be processed on the next processing day or as soon as funds become available. If you’re concerned about a delay, you can contact TDA’s financial services department directly at BCT.BOPs@TexasAgriculture.gov or (512) 463-7476 and ask for financial services.
Q: My reimbursement payment was less than I expected. What should I do?
A: If your payment from TDA is lower than the claim report total, there might have been an adjustment or deduction made by TDA. This could be due to a previous overpayment, or garnish from a recent Administrative Review fiscal finding, or other factors. The best first step is to call TDA’s financial services to ask for a reason. Please let us know what they say, as we can help you understand and resolve the issue. You can contact TDA’s financial services department directly at BCT.BOPs@TexasAgriculture.gov.
Q: I received a strange payment amount from TDA. Can you tell me why?
A: While we track your claim amounts, we don’t have direct visibility into TDA’s payment system for unexpected deposits. The most direct way to get an answer is to email TDA at BCT.Bops@texasagriculture.gov and ask for clarification on the payment.
Section 4: System & Data Questions
Q: I need to make corrections, but the system won’t let me edit. What’s wrong?
A: This usually means the claim period has ended and the account has been locked for processing. Just contact our helpdesk! We can quickly unlock the records so you can make your edits.
Q: I’m having trouble with my Time Distribution Reports (TDRs). Can you help?
A: Of course. TDRs are a common point of confusion. Whether you can’t log in, need to adjust staff hours, or have questions about supervisor signatures, we are here to help. Reach out to us, and we can guide you through the process or schedule a quick training session.
Q: How can I get historical data from my past claims for my accountant or tax records?
A: We can easily provide this for you. Just let us know the timeframe and which center(s) you need the data for (e.g., total children served per month, reimbursement totals, etc.). We can pull the reports and send them directly to you.
Q: I got this error on my monthly audit: If ‘Total days of Operating’ is > 0, and Child Care Center is ‘For Profit’, Number of Subsidized Children must be greater than or equal to 0.
A: This error means your for-profit center needs to show subsidized children to claim meals. For-profit centers must have at least 25% of enrolled children either eligible for free/reduced meals OR receiving Title XX benefits to be eligible for reimbursement each month. The number of subsidized children can be found in section C11 of your claim report. Check your monthly audit report for the exact numbers needed. How Do I Use My Monthly Audit Report and File a Claim in TX-UNPS for CACFP? – CACFP Solutions
Q: How do I make corrections to a claim in TX-UNPS after I have submitted it for payment?
A: In TX-UNPS,
- Click on Submit for Payment
- Go to the Claims tab
- Click on Claim Entry – Centers
- Click on the claim month that needs to be corrected
- Click on Add Revision (red button)
- Make the corrections