Common questions about CACFP claim processing, deadlines, and reimbursements.
Section 1: Claim Processing & Deadlines
When will I receive my monthly claim report from CACFP Solutions?
Delivery depends on your service plan:
- Priority Service: Your records must be finalized by the 2nd of the month. We process and send your report by the 4th.
- Standard Service: Your records lock on the 5th. You’ll receive your report around the 7th.
What is “Priority Claim Processing” and is there an extra fee?
Priority Claim Processing delivers your claim report by the 4th of the month, giving you extra time to file with TDA. If it’s not included in your monthly plan, you can request it for a one-time fee of $29 plus tax.
I missed the deadline to finalize my records in MyFoodCloud. What happens now?
Contact us as soon as possible. We can often grant a short extension for you to finalize in MyFoodCloud. If you miss the Priority deadline, we’ll process your claim with the Standard group instead. The goal is still to file with TDA on time.
I’m ready for you to process my claim in MyFoodCloud & Zoho. What should I do?
Make sure your meal counts, attendance, expenses, and Time Distribution Reports (TDRs) are complete and accurate in the software by your monthly deadline (the 2nd for Priority, the 5th for Standard). You don’t need to email or notify us — we process automatically after that date and send your monthly performance report when it’s ready.
Section 2: Corrections & Discrepancies
My claim records are locked in MyFoodCloud or Zoho and I haven’t finished entering data. What can I do?
We can unlock your claim records in MyFoodCloud and Zoho. Whether you missed the deadline or spotted an error after the lock, just let us know and we’ll reopen the claim so you can make corrections before it’s filed in TX-UNPS. Allow 24–48 business hours for the unlock to process.
My claim report in MyFoodCloud shows disallowances. What does this mean?
A disallowance means certain meals weren’t eligible for reimbursement. Common reasons:
- Meal counts exceeded attendance or enrollment for the day (look for yellow warning triangles in the Daily Meal Production Records)
- Menus weren’t approved in the system
- The “No Meals Claimed” box was 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 walk through your report. Make sure all receipts are submitted on time to avoid disallowances in the first place.
The reimbursement total on my report doesn’t match TX-UNPS. Why?
This usually means the data entered into TX-UNPS doesn’t exactly match the data on the claim report we sent you. Double-check that all numbers (meal counts, attendance, enrollment categories) were entered correctly from our report into TX-UNPS. If there’s still a discrepancy, let us know and we’ll help investigate.
Section 3: Reimbursement Payments
Why is my reimbursement payment from TDA delayed?
Delays can happen when TDA is waiting on federal funding, which pushes their disbursement schedule back. TDA’s processing days are Tuesdays and Thursdays, and payments take approximately 5–7 business days to issue. Cutoff time on processing days is 12pm — claims received after that are processed on the next processing day, or as soon as funds become available.
If you’re concerned about a delay, contact TDA’s financial services department directly at (512) 463-7476 (ask for financial services) or BCT.BOps@TexasAgriculture.gov.
My reimbursement payment was less than expected. What should I do?
If TDA’s payment is lower than your claim report total, there may be an adjustment or deduction — typically a previous overpayment, a withholding from a recent Administrative Review fiscal finding, or another factor. The best first step is to call TDA’s financial services and ask for the reason. Let us know what they say so we can help you understand and resolve it.
I got an unexpected payment amount from TDA. How do I find out why?
We track your claim amounts but don’t have direct visibility into TDA’s payment system for unexplained deposits. Email TDA at BCT.BOps@TexasAgriculture.gov for clarification, then let us know what they say.
Section 4: System & Data Questions
I need to make corrections but the system won’t let me edit. What’s wrong?
If this is in MyFoodCloud, your records are probably locked because we’ve started processing your claim. Contact us and we’ll unlock the claim so you can make edits (24–48 business hours).
If this is in TX-UNPS, the claim may already be submitted and locked at TDA’s end — you’ll need to submit a revision to TDA instead.
How do I make corrections to a claim in TX-UNPS after I’ve submitted it for payment?
In TX-UNPS:
- Go to the Claims tab
- Click Claim Entry – Centers
- Click the claim month that needs correction
- Click Add Revision (red button)
- Make the necessary corrections
- Click Submit for Payment
I’m having trouble with my Time Distribution Reports (TDRs). Can you help?
Yes. Whether you can’t log in, need to adjust staff hours, or have questions about supervisor signatures, reach out and we’ll guide you through it or schedule a quick training session.
How can I get historical data from past claims for my accountant or tax records?
Let us know the timeframe and which center(s) you need data for (e.g., total children served per month, reimbursement totals). We’ll pull the reports and send them to you.
Section 5- TDA/TX-UNPS Related
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.”
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 eligible for Free/Reduced meals OR receiving Title XX benefits to be eligible for reimbursement each month. The subsidized children count is in section C11 of your claim report — match that number to TX-UNPS.
See How Do I Use My Monthly Audit Report and File a Claim in TX-UNPS for CACFP? for the full walkthrough.
I just received my claim report by email — how can I verify the numbers in C10 and C11?
Open MyFoodCloud and go to See Program Results → Performance Report. Select the correct month to see detailed numbers for each line.
How can I check the status of a TDA payment myself?
You can look up real-time payment status on the Texas Comptroller’s payment search portal:
👉 https://mycpa.cpa.state.tx.us/
Search by your business name or vendor ID. Payments from TDA typically appear in the portal within 1–2 business days of being issued.
If you don’t see your payment within 7 business days of your TDA processing date, email TDA’s financial services at BCT.BOps@TexasAgriculture.gov for a status update — then let us know what they say.
I missed TDA’s 60-day claim deadline. Can I still file?
Yes — TDA allows centers to request a one-time exception for a late claim. This is granted at TDA’s discretion and can only be used once.
To request the exception:
- Download the form: SNP CAD Late Claim One-Time Exception (PDF)
- Complete every field — TDA will reject incomplete forms
- Submit by email to: CACFP.BOps@texasagriculture.gov
Let us know when you submit so we can help follow up with TDA if needed.
Important: This exception can only be used once per center. After it’s used, future late claims will not be reimbursable. If you’re at risk of missing a deadline, contact us before the 60-day mark and we’ll do what we can to get the claim in on time.