1. Is it really that important?
CACFP RECORD KEEPING
Is it really that important?

2. CACFP Record Retention
7 CFR (e)
“Institutions must establish procedures to collect and maintain all records listed in the CACFP regulations and required by the State Agency. Failure to maintain records will be grounds for the denial of reimbursement for meals served during the period covered by the records in question and for the denial of reimbursement for costs associated with such records.”

3. CACFP Record Retention
Why?
Support validity of claims
How long?
3 years plus the current Program year
What if we don’t have these records?
Could owe State money for unsubstantiated claims

4. CACFP REQUIRED RECORDS
Copies of all applications and supporting documents submitted to the State Agency
Documentation of the enrollment of each participant at the center
Daily records indicating the number of participants in attendance and the daily meal counts by type (breakfast, lunch, supper, and snacks)

5. CACFP REQUIRED RECORDS
If applicable, information concerning the dates and amounts of disbursement to each child care facility or adult day care facility under its auspices
Copies of menus, and any other food service records required by the State Agency
Invoices and/or receipts, labor tracking, CACFP-related purchase tracking

6. CACFP REQUIRED RECORDS
Training Documentation
Include:
Date
Location
Topics Presented
Names of Participants
Document all training
Conduct at least once annually

7. CACFP REQUIRED RECORDS
Administrative and Operating Costs claimed by the center
Income to the Program
Copies of all Claims for reimbursement submitted to the State Agency
Receipts of all Program payments received from the State Agency

8. CACFP REQUIRED RECORDS
Documentation of nonprofit food service to ensure that all Program reimbursement funds are used
Solely for the conduct of the food service operation
To improve such food service operations
Principally for the benefit of the enrolled participant
For Sponsoring organizations, records documenting the attendance at annual training of each staff member with monitoring responsibilities.

9. Additional CACFP Required Records
Master Enrollment Lists (Monthly)
If meals are vended,
Daily Delivery Tickets
All Food Service Contracts
Current Business License
Recent Health Inspection Report
For Sponsoring organizations:
Facility monitoring forms

10. Permanent Agreement
The Permanent Agreement specifies the rights and responsibilities of all responsible individuals/principals and the State Agency.
Sections:
Agreement
Audit Requirements
Nondiscrimination Statement
Fraud
Certification Statement

11. Permanent Agreement Document

12. Policy Statement
The Policy Statement assures the Child and Adult Care Food Program State Agency that;
All participants enrolled at the institution or sponsored facilities are served the same meals at no separate charge.
All meals served to eligible enrolled participants will be reported on the claim for reimbursement.
In accordance with CACFP regulations, the institution accepts final administrative and financial responsibility for operating the CACFP.
The State Agency must be made aware of all pertinent changes at your institution that may affect the program.
The State Agency will ensure that each participating institution receives sufficient training and technical assistance to facilitate effective program operation.

13. Policy Statement Document

14. Let’s Play A Game! Keep It or Toss It?
1. Renewal Application from FY 2009?
Toss it
2. Copies of the Letter to Households from FY 2012
3. Permanent Agreement
Keep it
4. Income Eligibility Guidelines from FY 2012
5. Attendance and Meal counts from FY 2011

15. Let’s Play A Game! Keep It or Toss It? 6. MEL template from FY 2009?
7. Food purchase receipts from FY 2012?
Keep it
8. Original Application
9. Child and infant menus from FY 2013
10. IES forms from FY 2012

16. Organizing Your Records

17. Organizing Your Records

18. Organizing Your Records

19. Questions