Review Your CACFP Sponsor During CACFP Open Enrollment
Welcome back to our series on CACFP open enrollment! In our last post, we explored the fundamentals of open enrollment and why it’s an important period for childcare centers. Today, we’re delving into a topic on the minds of many centers: is it time to reconsider my CACFP Sponsor?
CACFP Sponsor Not Meeting Expectations?
When it comes to your CACFP Sponsor, it’s common to fall into a routine; “if it’s not (really) broken, don’t fix it.” Many centers consider sponsors as a simple “check-the-box” commodity. But the truth is, no two Sponsors are exactly alike; nor necessarily is one “better’ or “worse” than the other. The answer for what’s best for you depends on finding out how well the Sponsor’s business processes match up with your expectations.
And this is where the evaluation process comes in. Below, we note some important CACFP operational considerations. Use these as a starting point for determining criteria to evaluate your Sponsor.
Quick Questionnaire for Evaluating Your CACFP Sponsor
- Do you experience timely reimbursement processing?
Issue: Timely and consistent reimbursements are crucial for managing your center’s finances.
Impact: Delays can cause cash flow problems, affecting your ability to make ends meet.
- Is your CACFP record-keeping software easy to use?
Issue: The current CACFP record-keeping software is difficult to use, resulting in inefficiencies and frustrations among users.
Impact: Difficult to use software can lead to data entry errors and increase time spent on daily CACFP duties unnecessarily.
- Is your CACFP recording process completely paper-free?
Issue: Some sponsors require sites to do double the work by recording on an app & on paper.
Impact: This duplication of recording increases administrative workload and often frustrates staff.
- Does your Sponsor handle CACFP paperwork in an organized manner?
Issue: Forms or documents submitted to the sponsor are frequently lost.
Impact: This loss can lead to delays or reductions in reimbursement, increase admin burden, and lead to a deteriorating relationship.
- When a meal is disallowed, do you receive an explanation of why it happened?
Issue: Meal disallowances occur frequently without clear explanations or guidance from the Sponsor on what caused the disallowance and how to correct the issues properly.
Impact: Meal disallowances lead to reduced CACFP reimbursement.
- Do you receive a complete recap/report of your CACFP claim from your sponsor every month?
Issue: Do you consistently receive a complete recap or report of your CACFP claim from your sponsor every month?
Impact: Not receiving complete reports can lead to uncertainty about claim status and affect program compliance.
- Do you enjoy working with your CACFP sponsor?
Issue: Sponsor’s way of ‘doing business’ doesn’t align with your expectations of professional services.
Impact: Uncertainty or dissatisfaction in the working relationship with the CACFP sponsor can prolong issue resolution and affect program compliance.
- Do you consider your sponsor to be a partner that always has your back?
Issue: Sponsors are contractors and you are a subcontractor.
Impact: Their focus is on compliance rather than mutual benefit
- Does your sponsor communicate with you quickly and frequently?
Issue: Frequent miscommunications or lack of timely responses from your sponsor can create confusion and operational hiccups.
Impact: This can lead to missed deadlines, incorrect filings, and increased stress for your staff.
- Do you receive adequate training and resources from your Sponsor?
Issue: Sponsors should provide comprehensive training and resources to help you manage CACFP requirements effectively.
Impact: Without proper training, your staff might struggle with compliance, leading to potential issues with audits and funding.
It Could Be Time For Another CACFP Solution
If you answered NO to any of these questions, your current CACFP program sponsor may not be an ideal match for you.
It’s important to be vigilant and recognize when these pain points are more than just occasional inconveniences. They impact not only your food program, but your business in general. If you’re consistently facing these challenges, it might be time to consider a change.
We all know change can be daunting. But consider this: the time you invest in re-evaluating your sponsor could be a fraction of the time you’ll save down the line with a more efficient, supportive partner. Imagine the multiplied benefits – streamlined processes/time savings, increased reimbursements, and less administrative hassle – all from making a single, strategic change.
In our next blog post, we’ll delve into the steps you can take to navigate the process of changing your CACFP sponsor. We’ll provide a clear roadmap to ensure a smooth transition and empower you to find a partner that aligns perfectly with your center’s unique needs.
Ready to unlock the hidden potential within your CACFP partnership?
Contact CACFP Solutions today! Our team of experts can guide you through the evaluation process and help you find a CACFP support option that meets your specific needs and wants. Call us at 512-657-8036 or visit this page to schedule a free consultation.
Assess how these issues impact your center’s operations and weigh the benefits of finding a sponsor who better aligns with your needs.