If you’re getting ready for a CACFP Program Review, you might feel anxious about what the reviewer will find. As a busy CACFP sponsor or daycare director/owner, we know you already have a lot on your plate. The last thing you want is to lose reimbursement or get stuck with extra paperwork because of a simple mistake. Knowing the top reasons centers run into trouble during a CACFP Program Review can help you avoid costly errors and move forward with confidence.
Here are the most common challenges we see:
1. Missing or Disorganized Paperwork
The number one reason centers struggle during a CACFP Program review is missing or incomplete documents. Reviewers will ask for a variety of records—meal counts, menus, receipts, enrollment forms, and more. If paperwork isn’t organized and easy to find, you risk getting slapped with extra issues – or findings – during the audit or even paying back some reimbursement funds.
Tip: Use CACFP software to keep everything organized and audit-ready.
2. Incomplete or Outdated Enrollment & Eligibility Forms
Every participant in your Program needs a current enrollment and eligibility form on file. Outdated or missing forms are a common reason for findings during a CACFP Program review. Reviewers will cross-check attendance, meal counts, and forms to make sure everyone is eligible for the meals you claimed.
Tip: Regularly audit your files to confirm everyone has a valid, up-to-date enrollment form. CACFP software can help with this too!
3. Financial Record Issues
Your financial records must clearly show how you’ve spent your CACFP funds. Problems arise when receipts are missing, expenses aren’t incorrectly categorized, or you don’t have up-to-date financial statements. This includes records for your business, including a balance sheet, income statement, general ledger, and chart of accounts.
If reviewers notice problems with a center’s your financial records, they will look closer at all documents. That’s why it’s essential to have clear, audit-ready records to avoid bigger issues.
Tip: AI-powered receipt processing tools – like this one – helps keep receipts organized and audit-ready.
Need help preparing CACFP financial statements? Get help by clicking here!
4. Inaccurate Meal Counts or Menu Records
Meal counts and meal production records must be accurate and match what was served. Simple mistakes—like claiming the wrong number of meals or not having up-to-date records—can trigger findings during an audit.
Tip: Use a digital meal tracking system and double-check your records each month.
5. Not Responding Quickly to Reviewer Requests
If you delay submitting documents or responding to findings, this can make a CACFP Program Review even more stressful. Be quick to communicate and have your files organized quickly so you’re ready when the reviewer reaches out!
Tip: We can help you prepare and respond to the reviewer fast! Learn more here.
You Don’t Have to Face This Alone
You can avoid these issues with the right support. Our team at CACFP Solutions helps centers like yours get audit-ready, organize paperwork, and respond to reviewer requests without all the stress. We use a mix of consulting and smart technology to make your CACFP Program review as smooth as possible.
Ready for peace of mind?
Contact us for a complimentary pre-review assessment or a quick Program checkup. Let’s get you on track before your next review!
Coming up next:
Watch for our next post, “How to Organize CACFP Paperwork for a Smooth Program Review,” where we’ll share practical steps to get your documents in order and reduce stress even further.