If a CACFP Program review is coming up, organizing your paperwork now can save you a lot of stress later. As a busy CACFP sponsor or daycare director/owner, we know you don’t have time to hunt for missing documents or scramble at the last minute. Knowing exactly how to organize your CACFP Program review paperwork will make the process smoother, protect your reimbursements, and help you get through your review with confidence.
Here’s how to get started:
1. Create a Central Digital Folder
Set up a single, well-organized folder (ideally digital) for all your CACFP documents. This should include:
- Monthly meal counts and attendance records
- Menus and meal production records
- Enrollment and income eligibility forms
- Receipts and invoices for food and supplies
- Financial reports and bank statements
- Training logs and annual policy updates
Tip: Digital folders simplify sharing files with reviewers and consultants. This cuts down on lost and messy paperwork.
2. Keep Receipts and Financial Records Audit-Ready
Reviewers will look closely at your financial records during a CACFP Program review. Make sure every expense is clearly documented and categorized correctly for CACFP.
Smart Solution: Our AI-powered CACFP Receipts tool lets you snap a photo of each receipt, automatically categorizes expenses, and stores everything in one secure place. This cuts down on manual work and makes your financial documentation audit-ready at all times.
3. Regularly Update Enrollment & Eligibility Forms
Don’t wait until just before the review! Make it a habit to update enrollment and income eligibility forms as soon as a new child or participant joins or when their forms expire. Double-check that every current participant has a valid, up-to-date form on file.
Quick Win: Set a monthly reminder to review your forms so nothing falls through the cracks.
4. Use Checklists to Track Required Documents
A checklist is your secret weapon for a stress-free CACFP Program review. Use a comprehensive list to track all your essential documents—from administrative records and menus to receipts and more—ensuring every requirement is met and nothing is overlooked.
Get your CACFP Admin Review checklist freebie here!
5. Go Digital for Faster, Easier Organization
Paper files are easy to lose and hard to share. Digital recordkeeping, especially when combined with AI tools, saves you hours each month and makes preparing for a CACFP Program review much less stressful.
Want to see how easy digital organization can be? Book a demo of our CACFP Receipts tool or schedule a call with our team. We’ll help you get your records in order and give you peace of mind before your review.
Ready to get organized and stress less?
Contact us to try a demo or book a quick session with our consultants. Let’s make your next CACFP Program review your easiest one yet!
Coming up next:
Don’t miss our next post, “Don’t Panic: How to Handle Corrective Action Requests from Your CACFP Program Review,” where we’ll explain how to respond quickly and confidently if you get flagged during your review.