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 looking at a topic on the minds of many centers: is it time to reconsider my CACFP Sponsor?
Is Your CACFP Setup Meeting Your 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 setup.
Quick Questionnaire for Evaluating Your CACFP Sponsor
1. 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.
2. Is your CACFP record-keeping software easy to use?
Issue: If the record-keeping software is hard to use, the result is inefficiency and frustration for the people entering records every day.
Impact: Difficult software can lead to data entry errors and increase time spent on daily CACFP duties unnecessarily.
3. Is your CACFP recording process completely paper-free?
Issue: Some arrangements involve recording both on paper and in an app.
Impact: Recording the same information twice increases administrative workload and often frustrates staff.
4. Is your CACFP paperwork handled in an organized manner?
Issue: If documents go missing between submission and processing, work has to be redone.
Impact: Missing documents can lead to delays or reductions in reimbursement and increase the administrative burden on your staff.
5. When a meal is disallowed, do you receive an explanation of why it happened?
Issue: If disallowances occur without a clear explanation of the cause and how to correct it, the same issue tends to repeat.
Impact: Meal disallowances lead to reduced CACFP reimbursement.
6. Do you receive a complete recap/report of your CACFP claim every month?
Issue: A monthly claim report is what lets you reconcile what was claimed against your own records.
Impact: Not receiving complete reports can lead to uncertainty about claim status and affect program compliance.
7. Do you enjoy working with your CACFP sponsor?
Issue: A working relationship that doesn’t match your expectations of professional services.
Impact: Uncertainty in the working relationship can prolong issue resolution and affect program compliance.
8. Do you know exactly which tasks your sponsor handles and which are yours?
Issue: An unclear division of duties between the sponsor and the center.
Impact: Tasks fall between chairs, with each side assuming the other has it covered.
9. Does your sponsor communicate with you quickly and frequently?
Issue: Frequent miscommunications or delayed responses can create confusion and operational hiccups.
Impact: This can lead to missed deadlines, incorrect filings, and increased stress for your staff.
10. Do you receive adequate training and resources from your Sponsor?
Issue: Comprehensive training and resources are what help your staff 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 several of these, that doesn’t mean anyone failed you — it means the setup may no longer fit how your center operates now. Some centers want someone else to carry all of it; others reach a point where they’d rather hold more of it themselves. Both are reasonable.
We all know change can be daunting. But consider this: the time you invest in re-evaluating your setup could be a fraction of the time you’ll save down the line with an arrangement that fits how you operate today.
In our next blog post, we walk through the steps for changing your CACFP sponsor, with a clear roadmap for a smooth transition and for finding a partner that aligns with your center’s unique needs.
Want help evaluating your options?
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 questions relate to your center’s operations and weigh the benefits of an arrangement that aligns with your needs.