Getting on the CACFP National Disqualified List (NDL) has serious consequences and can even jeopardize your center’s reimbursement. It may seem like only sponsors could be put on this list, but your center – and even staff – can end up here for failing to comply with Program requirements.
Here’s what to know about the list, how to check it, how to be removed from it, and how to stay off it entirely.
What Is the CACFP National Disqualified List (NDL)?
The NDL is a federal database managed by USDA that lists centers and individuals terminated from CACFP due to serious noncompliance. While on this list, you’re no longer eligible to participate in CACFP or other USDA nutrition programs.
Think you’re safe because you have a sponsor? Think again. Both sponsored and independent centers – and even individuals – can land on the NDL if CACFP rules aren’t followed.
How Can Centers or Staff End Up on the NDL?
Centers and individuals are placed on the NDL after being terminated from CACFP for serious noncompliance that isn’t corrected. Some of the most common reasons include:
- Inaccurate, incomplete, or missing records (finances, meal counts, and attendance logs) – including inaccurate financial records found during an administrative review.
- Spending CACFP funds on unallowable expenses.
- Failing to correct serious noncompliances, or ignoring warnings from your sponsor or state agency.
- Failing to repay funds when required.
- Serving meals that don’t follow Program requirements.
- Submitting false or inaccurate claims and meal data.
- Allowing anyone listed on the NDL to serve as a principal or in a CACFP-responsible role.
Want to learn more about serious issues that can affect your CACFP reimbursement? Click here.
What Happens If Your Center Is on the NDL?
If you or your center is listed on the NDL, your CACFP reimbursements stop and you’re barred from the Program for years. Specifically:
- You lose your CACFP participation – and your reimbursement stops.
- You’re disqualified for at least 7 years, or longer if Program debts are still owed.
- Your reputation can suffer, affecting future business opportunities.
- You’re barred from other USDA programs, like the Summer Food Service Program (SFSP) and other Child Nutrition Programs.
How Do You Check the NDL?
The NDL is maintained by USDA, and verification is handled through your state agency or sponsor. If you’re unsure whether your center – or a potential hire – appears on the list, ask your sponsor or state agency to verify before you apply, renew, or hire.
In Texas, the Texas Department of Agriculture (TDA) provides access to the list through SquareMeals: see the National Disqualified List & Texas Excluded SFSP List page and TDA’s How to Access the NDL guide (PDF). Remember: allowing anyone on the NDL to serve as a principal or in a CACFP-responsible role is itself a violation, so checking matters for hiring too.
Can You Be Removed from the CACFP National Disqualified List?
Yes, but it’s not easy. You remain on the list for a minimum of seven years, or longer if debts are still owed. However, early removal is possible in some limited cases.
Eligibility for Early Removal
You can request early removal for resolving issues that don’t involve dishonesty or fraud, such as:
- Administrative errors.
- Honest record-keeping mistakes.
Early removal is not possible if issues include:
- Outstanding CACFP debts, such as claim adjustments or overpayments.
- Falsifying records, such as financial documents, meal counts, attendance logs, or invoices.
- Any other unlawful/illegal business practices.
How Do You Get Off the NDL? Step-by-Step
If you’re eligible, removal comes down to fixing the underlying problems, documenting the fix, and submitting a complete removal request. Here’s the process:
Step 1: Fix What Went Wrong
Start by correcting every issue that got you on the list. This could mean repaying any money owed (such as claim adjustments or overpayments), fixing your recordkeeping, or proving you’ve changed the way you operate.
Step 2: Gather Your Evidence
You’ll need to show proof – think receipts, financial records, and a written corrective action plan (CAP) that demonstrates problems have been permanently corrected and explains how you’ll keep them from happening again. Include documentation supporting why you’re now eligible to resume participating in CACFP.
Step 3: Submit Your Request
Fill out the official Removal Request Form and attach all your supporting documents. Make sure nothing is missing – incomplete requests are often denied.
Step 4: Wait for Review
- The state agency (in Texas, the Texas Department of Agriculture) reviews your request and forwards it to USDA if corrective actions are satisfactory.
- USDA makes the final decision regarding removal.
- If your request is denied, the decision is final and cannot be appealed.
- If your request is approved, you must submit a new CACFP application to be approved for Program participation again.
What Documentation Do You Need? A Survival Checklist
The removal process is strict, and getting turned down for a single missing piece of paper is a real risk. Gather all of the following before you submit your removal request:
- Corrective Action Plan (CAP): a clear, detailed explanation of what went wrong and, most importantly, what changes you’ve made to prevent it from happening again. Be specific – “we’ll do better next time” isn’t enough.
- Proof of paid debts: receipts, bank statements, or official letters showing you’ve paid back every dollar owed to CACFP or the state. If you have unpaid debts, your request will be denied.
- Acceptable single audit (if required): if your center was flagged for audit issues, include a completed and correct single audit report.
- Supporting documentation: updated financial records (budgets, ledgers, receipts), recent meal records and attendance logs, and training certificates showing you and your staff have completed all required CACFP training.
- Personal identification: a copy of your driver’s license or other photo ID.
- Written explanation: a thoughtful letter explaining why you and your center deserve another chance in CACFP. Be honest, specific, and show you truly understand and corrected the issues.
Common Application Mistakes – and How to Avoid Them
- Missing paperwork: double-check every required document before you submit.
- Unpaid debts: settle every outstanding balance first.
- Vague explanations: use precise, detailed descriptions of how you’ve fixed the problems.
- Rushing your submission: always double-check.
Pro tip: before sending your NDL removal packet, have a colleague or sponsor review your application. A fresh set of eyes can catch missing details that you may have overlooked.
How Do You Stay Off the NDL?
Staying off the CACFP National Disqualified List starts with a proactive mindset – and it’s well within your control:
- Keep accurate financial records – especially your CACFP budget and expenses. Document every meal, every dollar, every day.
- Track reimbursements and expenses carefully to ensure you’re spending CACFP funds appropriately – only on approved food, supplies, and staff – and reconciling them regularly.
- Monitor operations regularly – including your financial processes – to quickly identify and address issues before they escalate.
- Follow meal pattern requirements to ensure meals served and claims submitted are accurate.
- Attend required training and ensure staff are familiar with CACFP guidelines.
- Act fast on warnings. If you get a notice, don’t wait – fix the issue right away and document everything.
- Communicate with your sponsor or state agency and ask for help when needed to prevent problems from escalating.
Frequently Asked Questions
How long do you stay on the NDL?
A minimum of seven years – or longer if Program debts, such as claim adjustments or overpayments, are still owed.
Can you appeal if your removal request is denied?
No. If USDA denies your removal request, the decision is final and cannot be appealed.
If you’re removed from the NDL, can you start claiming again right away?
No. Removal from the list doesn’t mean automatic re-entry into the Program. You must submit a new CACFP application and be approved before participating again.
Can individual staff members be on the NDL, or just centers?
Both. Centers, sponsors, and individuals can all be placed on the NDL – and allowing anyone on the NDL to serve as a principal or in a CACFP-responsible role is itself a violation.
Is early removal possible if the issue involved fraud or unpaid debts?
No. Early removal isn’t possible for issues involving falsified records, other unlawful business practices, or outstanding CACFP debts. In those cases you’ll need to wait out the seven years — longer if any program debts remain unpaid.
Who decides whether you’re removed from the list?
Your state agency reviews your request first and forwards it to USDA if your corrective actions are satisfactory. USDA makes the final decision.
Protect Your CACFP Reimbursement and Avoid the NDL
The CACFP National Disqualified List (NDL) isn’t just a penalty – it’s a major disruption that will cost you your reimbursement. Remember, compliance is your responsibility, not just that of your sponsor or state agency. Help protect your center by keeping accurate records, following CACFP guidelines, and proactively resolving issues – and if you’re facing the NDL, don’t panic and don’t procrastinate. Fix the issues, gather every piece of documentation, and follow the process step by step. You don’t have to do this alone – CACFP Solutions can make the process smoother and less stressful.
Wondering what happens if your center is terminated from CACFP? Read our post “CACFP Termination: What It Means and How to Respond”.