[Audio] Welcome, and thank you so much for attending today's training! Please remember that everyone involved in the CACFP program is required to complete this training once every year.
If you have any questions, please feel free to ask. Once again, thank you for being such an important part of the CACFP–PCCPA family.
At the end of this training, you will find a link to complete an exam. You must receive the certification, or your site may risk losing the ability to claim.
Once you receive your certification:
Centers: Submit it to your supervisor, who will forward it to our team via cloud storage.
Day Care Home Providers: Submit it directly to us via email.. 

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[Audio] In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of any USDA-protected class: race, color, national origin, sex, disability, age, or reprisal/retaliation for prior civil rights activity.
Program information is available in languages other than English. Please let us at PCCPA know how we can assist you and your team.
Please also remember:
This training is not all-encompassing and may be updated or modified. We recommend reaching out to us frequently for the most current training updates.
All trainings and materials related to the CACFP program are provided at no additional cost.
These certifications can also be applied toward child care licensing teacher hours.
Because PCCPA is TECPDS certified, you are encouraged to request as many trainings as you need.. 

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In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating based on race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/ad-3027.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

Mail: U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410; or
Fax: (833) 256-1665 or (202) 690-7442; or
Email: Program.Intake@usda.gov

[Audio] The CACFP, or Child and Adult Care Food Program, is an amazing program designed to help organizations like yours provide healthy, nutritious meals to those who qualify. Participants may include enrolled children, enrolled infants, and eligible adults.
Whether it's reimbursement for:
Supper – minimum of 5 components
Lunch – minimum of 5 components
Breakfast – minimum of 3 components
Snack – minimum of 2 components
We are here to support you and guide you in staying compliant with this program.. 

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CHILD & ADULT CARE
PROGRAM
VA GREAT PROGRAM, NOIN EVEN

[Audio] So, what exactly is the CACFP program? CACFP stands for the Child and Adult Care Food Program. It is a federal program that provides reimbursement for nutritious meals and snacks served to eligible children and adults who are enrolled in participating care facilities, just like yours.. 

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The Child and Adult Care Food Program is a federal program that provides reimbursements for nutritious meals and snacks to eligible children and adults who are enrolled for care at participating facilities.

[Audio] A quick synopsis of the organizations that qualify can be seen here. As you can see, these include:
Licensed child care centers,
Registered or licensed day care homes,
At-risk after-school programs,
Licensed adult day care centers,
And Emergency shelters. 

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Adult day care centers Adults over the age of 60 or living with a disability and enrolled in day care facilities. At-risk Shelters Childcare centers Children and youth participating in afterschool care programs Children residing in emergency shelters Day care homes

*A program operator caring and serving meals to children & which is licensed or approved to provide day care services may participate in CACFP, independently or as sponsored centers.

[Audio] Here is a quick synopsis of this year's current reimbursement rates. Please keep in mind that these rates are released by the USDA and are uniform across the entire country. However, reimbursement rates differ depending on the type of program and tier for example:
Centers have their own reimbursement rate structure.
Day Care Homes are reimbursed at different tier levels (Tier I and Tier II).
These differences mean that while the USDA sets the overall framework, the actual reimbursement rate varies depending on whether you are a center or a day care home, and for homes, by the tier you qualify under.. 

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Through Reimbursements    

These rates are determined by USDA and are changed yearly.      

CHILD AND ADULT CARE FOOD PROGRAM (CACFP)
Per Meal Rates in Whole or Fractions o U.S. Dollars
Effective from July l. 2025 - June 30. 2026
CENTERS
PAID
CONTIGUOUS
STATES
ALASKA
GUAM. HAWAII,
PUERTO RICO and
VIRGIN ISLANDS
REDUCED PRICE
FREE
PAID
REDUCED PRICE
FREE
PAID
REDUCED PRICE
FREE
BREAKFASr
0.40
2.16
2.46
0.62
3.65
3.95
0.51
2.88
3.18
BREAKFASr
LUNCH AND
SUPPER'
0.44
4.20
4.60
0.71
7.05
7.45
0.57
5.58
5.98
LUNCH AND SUPPER
SUPPLEMENT
0.11
0.63
1.26
0.18
1.02
2.04
0.15
0.82
1.64
SUPPLEMENT
DAY CARE HOMES
CONTIGUOUS STATES
ALASKA
GUAM, HAWAII. PUERTO RICO and
VIRGIN ISLANDS
TIER
1.70
2.72
2.19
TIER
11
0.61
0.95
0.77
ADMINISTRATIVE REIMBURSEMENT RATES
FOR SPONSORING ORGANIZATIONS
OF DAY CARE HOMES
Per Home/Per Month Rates in C.S. Dollars
CONTIGUOUS STATES
ALASKA
GUAM, HAWAII, PUERTO RICO and VIRGIN ISLANDS
TIER 1
3.22
5.22
4.18
Initial
so
195
TIER 11
1.94
3.15
2.52
Next
150
115
186
149
TIER 1
0.96
1.55
1.24
Next
800
89
145
116
TIER 11
0.26
0.43
0.34
Each
Additional
79
128
102

[Audio] Now let's talk about the infant and child meal pattern requirements. Keep in mind that some of these are guidelines for providing nutritionally balanced meals for both infants and young children. Also, as we mentioned at the beginning of this training, there are five required components within the CACFP program. These five components are: Age-appropriate milk, A serving of grain, A serving of vegetable, A different vegetable or a fruit, A serving of meat or meat alternate
When we say age-appropriate milk, remember the following: Children who are 1 year old but less than 2 must be served whole milk. Children who are 2 years old and older must be served 1% milk.. 

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Guidelines for providing nutritionally balanced meals to infants and young children.


Please remember that there are 5 components within the cacfp program. 
They are
age appropriate milk, Grain, Vegetable, a different vegetable or fruit, meat/meat alternate

[Audio] In the next few slides, we will review a couple of recommendations. Something you will often hear from us here at PCCPA is that we will notify you if something is considered a best practice or if it is required under CACFP regulations, whether federal or state.
Please remember that when planning menus and making purchases, brand matters. In other words, please use the software we've provided, which makes it easy for your kitchen team to see which products qualify—or do not qualify—under the CACFP program.
Important Notice: Just because a product is not currently on the list does not mean it may not qualify in the future. However, before serving meals that use products not listed, please notify us so we can add them to the system. This step is very important because it may affect your claim amount.
For day care centers, emergency shelters, and after-school programs, we compare your receipts with your meal production records. If receipts do not match the meals you report serving, those meals will be disallowed. To avoid this, please let us know in advance if a particular brand or product is missing from the system, so we can add it before you serve or claim it. This will help ensure you don't lose reimbursement due to preventable mistakes.
Also, please remember that quantities matter. Be sure you are purchasing enough based on the number of children being served. To make this easier, we have added unit quantities into the system for you.. 

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The following recommendations are not required for Program compliance. The use of these best practice is optional and intended to further strengthen the nutritional quality of the meals served.

Please remember that it is important that BRAND name choices MATCH what you are putting into the system, this is due to the verification Procedure when we do the partial desk audit. 

Please remember the following DOES IMPACT YOUR CLAIM AMOUNT:
we DO compare the receipts * with your Meal Production Record. Any Meals where the receipts do not MATCH what you claimed to have given to participants WILL BE disallowed. REMEMBER TO LET US NOW 
IF a particular brand or product is not in the system so we can ADD 
IT BEFORE! Do NOT LOSE reimbursement on avoidable mistakes. 
REMEMBER that quantities matter AS WELL.

[Audio] In the following section, we'll go over a few best practices. Remember, best practices are not required, but we highly recommend considering them.
Snacks: For one of the two required components, it is best practice to include either a vegetable or a fruit. You may use whole fruit, canned fruit, frozen fruit, or dried fruit.
If using canned fruit, please ensure it is packed in water or light syrup. Avoid heavy syrup, as it contains too much sugar.
Juice: Juice may only be served once per day. If children receive juice more than once, one of those meals will be disallowed. Best practice is to minimize juice as much as possible.
Whole Grain-Rich Foods: Current policy requires serving whole-grain rich foods once per day. As a best practice, we recommend serving them twice per day.
Why? If, for any reason, the one planned whole-grain meal is not served, your site risks being out of compliance for that day.
Meats: When serving ground beef, please use at least 70% lean / 30% fat, as this is the minimum standard allowed.
Flavored Milk: Flavored milk may only be served to children ages 6 and older, and it must not contain more than 22 grams of sugar per 8 fluid ounces.. 

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Vegetables and Fruits Snack: 2 required components / vegetable or a fruit Serve a variety of fruits and choose whole fruits (fresh, canned, frozen, or dried) more often than juice Provide at least one serving each of dark green vegetables, red and orange vegetables, beans and peas (legumes), starchy vegetables, and other vegetables once per week
 Grains Provide at least two servings of whole grain-rich grains per day, remember if you do not give WHOLE GRAIN rich ingredients at least once a day one meal will be disallowed 
 Meat and Meat Alternates Serve only lean meats, nuts, and legumes (Minimum 70% lean / 30% Fat, higher fat content are UNALLOWABLE) Limit serving processed meats to no more than one serving per week Serve only natural cheeses and choose low-fat or reduced-fat cheeses
 Milk If flavored milk is served to children 6 years and older, select and serve flavored milk that contains no more than 22 grams of sugar per 8 fluid ounces, or the flavored milk with the lowest amount of sugar if flavored milks within this sugar limit are not available then the milk must be labeled or low-fat milk

[Audio] Remember, under the CACFP program, sites are required to serve meals only during their approved meal times. Meals served outside of the approved time will not be reimbursable.
The only exception is for infants:
Infants may be fed throughout the day, but meals must still be claimed within the approved meal time window.
To remain compliant, you must provide at least the minimum required quantities for the infant's age group:
Birth to 5 months
6 to 11 months
Once a child turns 1 year old, they must be fed during the approved meal times, just like the older age groups.
Two important reminders:
Always serve meals during the approved meal time window.
If you need to change your meal times, your executive team must email us in advance for approval. Do not make changes to meal times without providing written notice.
I know the rules can feel strict, but together we can ensure compliance and protect your reimbursement.. 

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Breakfast. 4 to 6 fluid ounces of breastmilk or iron-fortified infant formula, or portions of both. 
 Lunch or supper. 4 to 6 fluid ounces of breastmilk or iron-fortified infant formula, or portions of both. 
 Snack. 4 to 6 fluid ounces of breastmilk or iron-fortified infant formula, or portions of both

[Audio] The next thing I want you to remember is for infants 6 to 11 months old. It's important to keep in mind the following about infant formula and feeding requirements:
Parent-Provided Formula or Breastmilk:
Parents may bring infant formula (for ages 0–11 months) or breastmilk if they choose.
However, your center is still required to offer an infant formula at no cost to parents.
The formula your center provides must be iron-fortified.
Requirements for Parent-Provided Formula:
Any formula brought by the parent must be a recognized infant formula, or it may be breastmilk.
Meals and attendance can still be claimed when parents provide the formula or breastmilk.
Additional Foods for 6–11 Months:
Infants in this age group may receive solid foods in addition to their required infant formula or breastmilk.
Parents are only allowed to provide one item to the program (formula or breastmilk).
All other foods must be provided by your center in order for the meals to be reimbursable under CACFP.
Updated Forms:
When a child transitions from 5 months to 6 months, an updated Infant Feeding Preference Form must be submitted.
Please don't forget to send this to us for every infant at this stage.
Thank you for helping ensure these requirements are followed so we can keep your site in compliance.. 

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Snack. 
 2 - 4 fluid ounces of breastmilk or iron-fortified infant formula; 
 0 to 1⁄2-ounce equivalent bread; or 
 0- 1⁄4-ounce equivalent crackers;   
 0- 1⁄2-ounce equivalent infant cereal or ready-to-eat cereals; and   0 to 2 tablespoons of vegetable or fruit, or portions of both.

Breakfast, lunch, or supper.  6 - 8 fluid ounces of breastmilk/iron-fortified infant formula, 
 0 to 1⁄2-ounce, equivalent of iron-fortified dry infant cereal; 
 0-4 tablespoons meat/meat alternate
 0 to 2 ounces (weight) of cheese;  0 to 4 ounces (volume) of cottage cheese/Yogurt and 
 0 to 2 tablespoons of vegetable, fruit, or portions of both. Fruit juices and vegetable juices must not be served.

[Audio] Breastfeeding is fully allowed under the CACFP program. If a parent wishes to provide breastmilk, it is still reimbursable under CACFP.
Please remember:
If a parent comes to breastfeed their child on-site, make sure you are following all child care licensing regulations for your facility.
Breastfed meals are reimbursable.
Every site, including day care homes, must provide iron-fortified formula at no cost to parents.
If parents choose not to use the formula you provide, then the site may accept the parent's breastmilk and/or iron-fortified formula instead.. 

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If sites have a parent who chooses to breastfeed, Be sure to establish a clear policy within the home/center. Have Directors train staff and keep them up to date with breastfeeding rules and regulations.
 Providers, directors, and all staff should ensure a safe comfortable atmosphere whenever a situation occurs. I.e., have a room set up for breastfeeding, changing.
 Breastfed meals are reimbursable! BUT the school/Site/DCH must still provide Iron Fortified Formula at no cost to the parents. ONLY if the parent does not wish them to receive the brand the site has chosen to offer can the school claim parent brought iron fortified infant formula.

[Audio] In the next slide, you'll see that:
Breakfast must include a minimum of 3 components.
Lunch and Supper must include a minimum of 5 components.
Snacks may include any 2 of the 5 components.
Please also remember the claiming limits:
Traditional Centers and Day Care Homes: You may claim up to 2 main meals and 1 snack, or 2 snacks and 1 main meal—whichever is greater.
Emergency Shelters: You may claim up to 3 main meals per child per day.
Afterschool Programs: You may claim up to 1 meal per child per day, which can be either a snack or a supper.
I know this might sound a little confusing, but don't worry—we're here to answer any questions you may have. By the end of this training, you'll feel more confident and prepared!. 

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Ages 1-2, transition a variety of foods from all food groups You can provider any three meals and two to three snacks per day. BUT Remember you will only be reimbursed for up to 2 main meals and 1 snack per day per child. Or 2 snacks and one main meal per child per day (DCH & DCC) or up to 3 Main Meals for Emergency Shelter or 1 Meal or Snack for After School Program.  Include whole grains, fruits, vegetables, lean proteins, and dairy products. Limit added sugars and unhealthy fats.

[image] Breakfast:
Lunch:
Snack:
(2 of the 4 Groups)
Fruit or Vegetable
ceo
Milk
Bread or Grains
Protein

[Audio] Now let's go into more detail about meal times and important compliance requirements under the CACFP program.
Length of Meal Service
Main meals (Breakfast, Lunch, or Supper) cannot last longer than two hours. This ensures that meals are structured, properly supervised, and meet the program's intent of providing scheduled, nutritious eating opportunities rather than grazing throughout the day.
Snacks cannot last longer than one hour total. This keeps them defined as quick eating opportunities rather than extended meal periods.
Spacing Between Meals
There must be a minimum two-hour window between the start time of one meal and the start time of the next. For example, if breakfast begins at 8:00 AM, the earliest you may begin lunch is 10:00 AM. This rule helps prevent meals from overlapping and ensures proper spacing for children's nutrition.
End of Day Requirement
Your last meal of the day must end at least 30 minutes before your licensed closing time with child care licensing. This rule ensures that meals are served during active hours when children are present and supervised, not right at closing when staff may be rushing.
Approved Meal Time Windows
Meals can only be served and claimed during the approved meal times listed in your application. Any meals provided outside of these approved times will not be reimbursable. Always double-check your approved schedule before making changes.
Afterschool At-Risk Programs
For our partners in Afterschool At-Risk Programs, the earliest you may begin CACFP meal service is after the final school bell rings, as outlined in your official written policy. This prevents overlap with the school's food service program and ensures CACFP is only operating during afterschool hours.
Change Requests
If you need to adjust your meal times, you must notify PCCPA in writing (via your executive team). Do not make changes on your own without prior approval, as unapproved meal times may result in disallowed meals.. 

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At your location,  Continue offering a variety of foods from all food groups.  Regarding meal time: 

Main meals cannot last for more then 2 hours total. Snacks cannot last for more then 1 hour total. 

There must also be a MINIMUM 2 hour window from start time of one meal and another.

ALSO remember that your last meal must end a minimum of 30 minutes from your licensed schedule closure (DCC). 

ONLY give out meals at the APPROVED MEAL TIME. Please do NOT get disallowed or found noncompliant for assuming a meal time was approved in the system. CHECK the system and if your time Is different let us know IMMEDIATELY Remember Quantity in the Meal Production Form must be correct and complete and MATCH what you PURCHASE. (DCC)
 Include whole grains, fruits, vegetables, lean proteins, dairy products, and healthy fats. Encourage self-feeding and promote a balanced diet.

[Audio] In this slide, you will see a quick overview of the standard meal patterns and minimum serving quantities for breakfast, lunch, supper, and snacks under the CACFP program. These patterns help ensure that children and adults in care receive meals that are nutritionally balanced, age-appropriate, and consistent across all participating sites.
1. Minimum Quantities
The serving sizes shown on this chart represent the minimum amounts that must be served.
You will never be penalized for serving more than the minimum.
However, if you serve less than the required amount of any food component, those meals will be disallowed.
This is why careful meal planning, measuring, and recordkeeping are so important—serving too little of any component can affect your reimbursement.
2. Offering vs. Eating
It is important to remember that your responsibility is to offer and serve the required components in the correct quantities.
A child does not have to finish or even accept eating every item, but you must still place it on the plate or offer it to them.
If the food is not offered, even if the child wouldn't have eaten it, the meal cannot be counted.
This rule ensures that every child has the opportunity to receive the full nutritional benefit of the meal.
3. Why This Matters
These requirements are designed to:
Protect children from being underfed.
Guarantee that meals remain nutritionally complete, regardless of children's individual preferences.
Maintain fairness and consistency across all CACFP sites.
For example, if a child doesn't like vegetables at lunch, you must still serve the vegetable in the required quantity. The child may leave it on the plate, but the act of serving fulfills the CACFP requirement.
4. Best Practice Tip
When planning meals, consider:
Offering a variety of foods within each component to increase the chances that children will accept them.
Using creative preparation (e.g., steamed, roasted, seasoned appropriately) to make components like vegetables more appealing.. 

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[Audio] Now we're getting to the fun part—fruits and vegetables! These are essential components in CACFP meals and can be served in a variety of forms, but there are important rules to follow to make sure they are reimbursable.
1. Forms of Fruits and Vegetables
You may serve:
Fresh produce
Frozen produce
Canned produce
Dried fruits and vegetables
All of these are acceptable as long as they meet CACFP requirements.
2. Canned Fruits and Vegetables
Must be packed in water or light syrup.
Heavy syrup is not allowed, as it adds unnecessary sugar and does not meet CACFP's nutritional standards.
3. Dried Fruits and Vegetables
Must contain no added sugar, fat, or sodium.
Examples of compliant foods: raisins, unsweetened dried cranberries, or dried apple slices.
Avoid items like "candied" or "sweetened" dried fruit, which are not creditable.
4. Juices
Juice can only be claimed if the label clearly states "100% juice" or "100% fruit juice."
This applies to both fruit juice and vegetable juice.
If the label says "juice drink," "fruit cocktail," or does not list "100%," then it is not creditable under CACFP.
5. Best Practices to Remember
Fresh is best. Whenever possible, serve fresh fruits and vegetables for maximum nutrition.
Read the labels carefully. The ingredient list will tell you if there are added sugars, syrups, or preservatives that disqualify the product.
Limit juice. Even though 100% juice is creditable, remember that it can only be served once per day. Offering more than one juice in a day will cause one of those meals to be disallowed.
6. Why These Rules Matter
These guidelines are in place to:
Reduce added sugars, sodium, and unhealthy fats in children's meals.
Encourage healthier eating habits by prioritizing fresh, whole foods.
Ensure that every meal and snack served provides the intended nutritional benefit.. 

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Fruits and Vegetables: Fresh, frozen, canned (in water or light syrup), or dried fruits and vegetables without added sugars, fats, or sodium. Juices must be 100% fruit or vegetable juice. Remember that it just say that on the INGREDIANT LIST

[Audio] Now I want you to look at this chart and think about which items do not qualify under the CACFP program in the vegetable, fruit, or juice categories. Let's walk through some examples together:
1. Examples That Do Not Qualify
Fruit-flavored ice cream – Even if it says "fruit-flavored," ice cream is considered a dessert and does not credit toward CACFP requirements.
Jell-O salad with fruit or juice – Jell-O, even with fruit mixed in, is also considered a dessert and cannot be counted as a fruit or juice.
Fruit Gushers or cookies – These are snack foods/desserts with added sugars and are not creditable.
Ketchup – While made from tomatoes, ketchup is considered a condiment and cannot be counted as a vegetable.
2. General Rule: No Desserts or Condiments
Desserts of any kind do not count toward CACFP meal pattern requirements. This includes items like ice cream, pudding, cookies, brownies, cake, Jell-O, or fruit snacks.
Condiments such as ketchup, mayonnaise, or mustard are not considered meal components and cannot be credited.
3. Why These Rules Exist
The CACFP program is designed to promote healthy, balanced, and nutrient-rich meals. Desserts and condiments typically:
Contain too much added sugar, sodium, or unhealthy fat.
Provide fewer vitamins, minerals, and fiber compared to whole fruits and vegetables.
Do not support the USDA's goals of encouraging lifelong healthy eating habits for children and adults in care.
4. What Does Qualify?
To make it simple:
✅ Fresh fruits and vegetables (e.g., apple slices, carrot sticks, cucumbers, bananas).
✅ Frozen or canned fruits/vegetables (in water or light syrup, no heavy syrup).
✅ Dried fruits (with no added sugar, fat, or sodium).
✅ 100% fruit or vegetable juice (but remember—juice may only be served once per day).
5. Best Practices
When in doubt, ask yourself: "Is this a whole fruit, vegetable, or 100% juice with no added sugar or sodium?" If not, it probably doesn't qualify.
Always read the ingredient labels carefully—if it says "fruit drink," "cocktail," or "snack," it's not creditable.
Focus on serving minimally processed foods to maximize nutrition. ✅ Quick Takeaway for Providers
Desserts ❌ (no exceptions)
Condiments ❌ (don't count)
Whole fruits, vegetables, and 100% juice ✅
Juice = max once per day. 

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NOT ALLOWED AS VEGETABLES/FRUITS 
The foods listed below are not creditable. These foods do not count toward the CACFP Meal Pattern requirements. ** Unless PFS is on FILE or CN LABEL **

Apple Butters Cranberry Sauces, Jellied Jams, Jellies or Preserves Pop-Tarts® or Other Toaster Pastries with Fruit Banana Breads Cream Soups Kool-Aid® Posole Banana Chips Fig Cookies Lemon Pie Fillings Potato Chips Barbecue Sauces Fruit-flavored Beverages – Ades, Juice Drinks Nectars – Apricot, Pear or Peach Puffs, Fruit and Vegetable Cakes, Containing Fruit Fruit Gushers® Olives Sherbets/Sorbets Catsup (Ketchup)  Fruit Punch Onion Rings Syrups, Fruit-flavored Chili Sauces Fruit Snacks Onions V-8 Splash® Chocolate-covered Fruits Jell-O® Salad with Fruit or Juice Pesto's Vegetable/Fruit Breads or Muffins Corn Chips Lemonades, Limeades Pickles Vegetables in Butter or Cheese Sauces Cranberry Juice Cocktail Ice Cream, Fruit-flavored Popsicles® or Other Frozen Fruit-flavored Pops Yogurt-covered Fruits

[Audio] The next component we need to cover is grains. For a grain to be creditable under the CACFP program, it must be at least enriched. If a grain is not enriched, it does not count toward the meal pattern requirements.
1. Enriched vs. Whole Grain-Rich
Enriched grains: These are refined grains that have had certain nutrients (like iron and B vitamins) added back after processing. Examples include enriched white bread or enriched pasta.
Whole grain-rich: These products contain at least 50% whole grains, and the remaining grains must be enriched. Examples include:
Whole wheat bread
Brown rice
Whole grain pasta
Oatmeal
Remember: "Enriched" does not mean "whole grain-rich." Both terms are important, but they are different.
2. Menu Guidance
On your simple menu, you'll see indicators to help you identify whole grain-rich items:
Foods marked with the letters "WG" are whole grain-rich.
In the drop-down, whole grain-rich options will be highlighted in yellow, making it easy to see which products qualify.
3. Requirements
Whole grain-rich foods must be served at least once per day.
It is a best practice to serve them twice per day, but the minimum requirement is once.
Serving sizes must always meet the minimum quantity requirements for the child's age group.
4. Why This Rule Matters
Grains are an important source of energy, fiber, and nutrients. The CACFP requirement for whole grain-rich foods helps children and adults build healthier eating habits by reducing highly processed grain products and encouraging more nutrient-dense options.. 

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Whole grains such as whole wheat bread, brown rice, whole grain pasta, and oatmeal. Creditable grain products should have at least 51% whole grain content (Which means ENRICHED). Remember ENRICHED does NOT mean WHOLE GRAIN. Please make sure you purchase food components accordingly.

[Audio] Now let's take a closer look at some examples of grains that are not creditable under the CACFP program. These are what we call unreliable grains—items that look like grain products but do not qualify because they are considered desserts or do not meet enrichment/whole grain-rich standards.
1. Common Non-Creditable Grain Examples
Fig Newtons – ❌ Do not qualify (classified as a dessert).
Pop-Tarts – ❌ Do not qualify (high in sugar, classified as a dessert).
Ice cream cones – ❌ Do not qualify (considered a dessert/novelty food).
Fruit bars, breakfast bars, or granola bars – ❌ Do not qualify (all considered desserts under CACFP rules).
2. Desserts vs. Creditable Grains
Under CACFP, any grain that is classified as a dessert does not count toward meal pattern requirements.
Example: A blueberry cupcake ❌ does not qualify.
A blueberry muffin ✅ may qualify, as long as it meets the whole grain-rich or enriched requirement and is not labeled or sold as a "dessert muffin."
This distinction is important, because many products marketed as "breakfast items" are actually desserts when reviewed under USDA standards.
3. Why These Rules Exist
The purpose of excluding dessert-type grains is to:
Reduce excess sugar and fat in children's diets.
Encourage the consumption of nutrient-rich grains (whole grain-rich or enriched).
Support long-term healthy eating habits by teaching children to see grains as healthy staples rather than treats.
4. Tools to Help You
The good news is that you don't have to guess which grains qualify! On your Simple Menu system, we've already done the work for you:
Creditable grain products are clearly marked.
Many common brands are pre-loaded and labeled for easy shopping.
This helps take the guesswork out of menu planning and ensures compliance with CACFP rules.. 

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NOT ALLOWED  AS GRAINS/BREADS  The foods listed below are not creditable. These foods do not count toward the CACFP Meal Pattern requirements. **Unless PFS or CN LABEL is on hand**



 Arrowroot Biscuits Cookies with Nuts, Raisins, Chocolate Pieces or Fruit Ice Cream Cones Pop Tarts®  Taco Chips  Bagel Chips Corn (Creditable as a Vegetable) Ice Cream Sandwich Wafers Potato Chips  Teddy Soft Bakes  Bread Puddings Corn Chips (Doritos® , Fritos® , Tostitos® ) Lorna Doone Potato Pancakes (May Be Creditable as a Vegetable)  Toaster Pastries  Brownies, Plain, Frosted or with Fillers Such As Cream Cheese or Nuts Corn Starch Nachos Pound Cakes  Turnovers, Sweet  Cakes, Unfrosted or Frosted Cream Puff Shells Nilla Wafers Pretzel Chips  Tortilla Chips, Corn or Wheat  Cereal Fruit Bars Cupcakes, Unfrosted or Frosted Nut or Seed Meal Flour Rice Cereal Bars, Homemade 
 Cereals, Dry, Ready to Eat, More Than 6 Grams Sugar Per Serving Danish Pastries Oatmeal's, Instant Flavored Rice Krispies Treats 
 Cheese Puffs (Cheetos® , Cheez Doodles® ) Doughnuts Oatmeal Raisin Cookies  Rice Puddings 
 Chips Fig Newtons  Pastries, Frosted or Unfrosted  Scones, Sweet 
 Chips Ahoy® Gingerbread Pie Crusts, Dessert and Fruit Pies  Shoe-string Potatoes 
 Cinnamon Rolls Gingersnaps Pita Chips  Sticky Buns 
 Coffeecakes, Homemade or Commercial Grain Fruit Bars  Popcorn Cakes  Sun Chips® 
 Cookies, Plain Granola Bars Potatoes (Creditable as a Vegetable)  Sweet Rolls

[Audio] Please remember that for a meat or meat alternate to be creditable under the CACFP program, it must be lean and meet program requirements. Meat alternates are not limited to traditional meats—there is a wide variety of options available.
1. Creditable Meat/Meat Alternates
Examples include:
Meat (beef, pork, etc.)
Poultry (chicken, turkey)
Fish
Eggs
Legumes such as beans and lentils
Tofu and other soy products
Nut butters (e.g., peanut butter, almond butter)
Nuts and seeds (served in appropriate, safe portions)
2. Processed Meats
Some processed meats, such as hot dogs and sausages, may qualify. However:
They must have a valid CN (Child Nutrition) Label or a Product Formulation Statement (PFS) from the manufacturer.
These documents verify exactly how much meat or meat alternate is in the product.
Without this documentation, the product cannot be counted toward the CACFP meal pattern and should not be purchased for program use.
3. Documentation Requirement
If you plan to serve processed meats, you must:
Provide PCCPA with the CN Label or Product Formulation Statement.
We will add the product to the system for you.
Until it is added and approved, the product should not be used for meal claiming. ✅ Key Takeaway for Providers
Meat/Meat alternates must be lean and creditable.
Options include meat, poultry, fish, eggs, legumes, tofu, nuts, and nut butters.
Processed meats require CN Labels or PFS—no exceptions.
Always submit documentation before purchase to avoid disallowed meals.. 

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Protein Foods: Lean meats, poultry, fish, eggs, legumes (beans and peas), tofu, and nuts. Processed meats like hot dogs and sausages should meet specific guidelines regarding sodium and fat content. REMEMBER processed meats MUST HAVE CN LABEL or PFS on hand and BE IN THE SYSTEM. Remember to GIVE AMOUNT ACCORDING TO OUR INTERNAL SYSTEM.

[Audio] Now we're going to look at some examples of non-creditable meats and meat alternates under the CACFP program. These are items that might look like they could count, but do not meet USDA requirements.
1. Imitation or Processed Cheese Products
Imitation cheese ❌ does not count. Only real cheese is creditable.
Products such as Kraft Singles are often labeled "cheese product" or "processed cheese food"—these are not the same as actual American cheese.
To be creditable, cheese must be made primarily from milk and meet USDA standards (cheddar, mozzarella, Swiss, and true American cheese are examples of allowable cheeses).
2. Non-Creditable Meats
The following items are not creditable:
Bacon or bacon bits – too high in fat and sodium, not recognized as a reimbursable protein source.
Imitation meats (soy patties or nuggets without a CN label or Product Formulation Statement).
Dried meat snacks such as beef jerky or meat sticks – considered snack items, not meal components.
Scraps or by-products (like lard trimmings or gelatin-only items) – do not provide adequate protein.
3. Processed Meats with Documentation
Some processed meats, like hot dogs, sausages, or chicken nuggets, may qualify only if they have a valid CN (Child Nutrition) Label or a Product Formulation Statement (PFS).
Without these documents, you cannot claim the item—even if it looks like it should count.
4. Why These Foods Don't Count
USDA excludes certain meats and meat alternates because they are:
Too high in fat, sodium, or sugar.
Too highly processed, providing little nutritional value.
Inconsistent in protein content without proper labeling.
5. Best Practice Tips
Always check the label—look for the words "cheese product" or "imitation" as red flags.
When in doubt, choose lean meats and natural cheeses.
Submit CN Labels or PFS for any processed products before purchasing them, so PCCPA can add them to the system.. 

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Not Allowed as Meat/ Meat Alternate **Have CN LABEL or PFS on HAND**



 Acorns Fish, Home Caught Oxtails Romano Cheeses Yogurt Products Bacon Ham Hocks Parmesan Cheeses Salt Pork
 Cheese Foods/Spreads Home slaughtered & any non-USDA Meats Pepperoni Scrapple
 Chestnuts Imitation Cheeses Pizza Soups, Commercially Prepared
 Chitterlings Imitation Frankfurters Pot Pies Soy Products
 Cream Cheese & Neufchatel Cheeses Macaroni and Cheese, Boxed Ravioli Wild Game

[Audio] In this slide, I want to remind everyone about the milk requirements under CACFP:
Milk Must Be Served
Children must be offered milk at meals.
You cannot substitute other dairy products (like yogurt or cheese) in place of milk.
Dairy Products and Meal Components
Yogurt and cheese count as a meat/meat alternate, not as a milk substitute.
For children, creditable milk must be low-fat (1%) or fat-free, depending on age requirements.
Milk Alternatives
Calcium-fortified soy milk or other milk alternatives may be allowed, but they must meet USDA's specific nutritional requirements.
A substitution may only be made with a doctor's note or, in some cases, a parent note with CE approval. Always keep documentation on file.
Important Reminders
Water cannot be served in place of milk. While water is encouraged throughout the day, it does not meet the CACFP milk requirement.
Any replacement milk must be approved by the Contracting Entity (CE) and supported with the proper documentation. ✅ Key Takeaways for Providers
Milk is required at meals—no exceptions.
Yogurt and cheese count as meat/meat alternates, not milk.
Only approved, fortified milk alternatives may replace milk.
Substitutions require a doctor's note or CE approval.. 

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Dairy Products: Milk (including lactose-free and soy milk), yogurt, and cheese. Creditable dairy products should be low-fat or fat-free. Remember Yogurt and Cheese count as Meat/Meat Alternate NOT as a Milk Substitute  
 Fluid Milk Substitutes: Calcium-fortified soy milk, or other milk alternatives that meet specific nutrition requirements. YOU CANNOT give them water in lieu of MILK unless you have a doctors note. ANY replacement MUST BE approved by CE and/or doctors note or parent note may be required

[Audio] This one's a little easier—what does not qualify as a milk substitute under CACFP? If you answered "mostly everything," then congratulations, you are correct!
1. Examples of Non-Creditable Milk Substitutes
The following are not allowed under the CACFP program:
Pudding pops
Rice milk (does not meet nutritional requirements)
Half-and-half or cream
Ice cream
Imitation milks (such as flavored "milk beverages")
Goat's milk (unless specifically prescribed and documented by a doctor)
2. Rule to Remember
For a milk substitute to be claimable, it must be nutritionally equivalent to the milk the child is supposed to receive under CACFP requirements.
This means:
It must match USDA's standards for protein, calcium, vitamins A & D, and other nutrients.
Only specific fortified soy milks and a few approved alternatives qualify.
3. Why This Matters
These rules are in place to ensure that children are receiving the same level of nutrition as they would from cow's milk. Products like rice milk, ice cream, or imitation drinks are too low in protein or too high in sugar and fat to meet program standards. ✅ Quick Compliance Reminder
Allowed: Fortified soy milk (and only USDA-approved alternatives).
Not Allowed: Rice milk, almond milk, half-and-half, imitation milk drinks, pudding pops, ice cream.
Always check labels and confirm with PCCPA if you're unsure.. 

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NOT ALLOWED AS MILK
The foods listed below are not creditable. UNLESS DOCTORS NOTE IS PROVIDED AND properly DOCUMENTED 
These foods do not count toward the CACFP Meal Pattern requirements.

Almond Milks
 Custards
 Non-fat Dry Milk, Reconstituted – Allowed In Emergencies Only with USDA Approval
 Certified Raw Milk
 Evaporated Milks
 Pudding Pops
 Cheeses – Allowed As a Meat Alternate
 Frozen Yogurt
 Puddings
 Coconut Milks
 Goat’s Milk – Medical Exception Only
 Reduced-fat Milks (2%) – Medical Exception Only
 Creams
 Half and Half
 Rice Milks
 Cream Sauces
 Ice Cream/Ice Milks
 Sherbets
 Cream Soups
 Imitation Milks
 Sour Cream/ Yogurt

[Audio] Now we're going to quickly talk about creditable infant foods under the CACFP program.
1. Infant Formula and Cereal
Infant formula and infant cereals must meet CACFP program standards in order to be creditable.
Always check labels to ensure the products are iron-fortified and meet USDA nutritional requirements.
2. Parent-Provided Formula
If parents choose to provide their own infant formula, that is allowed.
However, if parents provide the infant formula, they cannot also provide other meal components (such as cereal, fruits, or vegetables).
This is because CACFP rules require that the site provides all other components in order for the meal to be reimbursed.
3. Why This Rule Matters
CACFP wants to ensure that the center or day care home is fully responsible for providing balanced meals and meeting all program requirements.
If multiple components come from home, it prevents proper oversight and may lead to meals being disallowed for reimbursement. ✅ Quick Compliance Reminder
Infant formula and cereals must be program-approved.
Parents may provide formula only, not other components.
The center/home must supply all other required foods for the infant's age group.
If parents bring more than formula, the meal may not be reimbursed.. 

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Infant formula and infant cereals that meet the program's standards.

[Audio] Some examples of infant foods that are not allowable under the CACFP program include:
Cookies ❌ – not appropriate for infants and considered a dessert.
Fruit juice ❌ – juice is not creditable for infants under 12 months.
Half-and-half or cream ❌ – too high in fat and does not meet nutritional requirements.
Honey ❌ – never serve honey to infants under 12 months due to the risk of infant botulism.
Infant puddings or desserts ❌ – not reimbursable.
Shellfish ❌ – not creditable and also a common allergen.
Hot dogs or meat sticks ❌ – choking hazard and not appropriate for infants.
Infant formula low in iron ❌ – only iron-fortified infant formula is creditable.
Why These Foods Are Not Allowed
Nutrition: Many of these items are too high in sugar, fat, or sodium, and do not meet CACFP's nutrient standards for infants.
Safety: Some foods, such as honey, shellfish, hot dogs, and meat sticks, pose choking hazards or health risks for infants.
Compliance: USDA regulations clearly define which foods are reimbursable to ensure infants receive safe and age-appropriate meals.. 

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Buttermilk Cheese Foods Cheese Spreads Chicken Nuggets Chocolate Combo Dinners Cookies Creams Desserts, Infant Food Dry Milk Evaporated Milk Fish Sticks Fruit Juice Half and Half Honey Hot Dogs Infant Cereals, Dried w/ Fruit Infant Cereals in Jars w/ or w/Fruit Infant food, Commercial  Combo Dinner Infant Foods, Desserts Infant Foods, Home-canned Infant Foods Pudding Infant Formulas Follow-up Infant Formulas, Low-Iron Infant Formulas Manufactured outside US Meat Sticks Milk Nuts Peanut Butter Puddings Puffs, Fruit/Vegetables Sausages Shellfish Vegetables/Fruit Juice Blends Vegetable Juice

[Audio] Now let's remember the rules for credible snacks under the CACFP program.
1. Examples of Creditable Snacks
Nutritious snacks such as:
Whole grain crackers
Yogurt
Cheese sticks
Fresh fruits
Fresh vegetables
These may all be reimbursable when served correctly.
2. Snack Component Rule
A snack must include two of the five CACFP components:
Milk
Grain
Vegetable
Fruit
Meat/Meat Alternate
3. Different Components Required
The two snack items must come from two different categories.
❌ You cannot serve two items from the same category (for example, apples and apple juice, or orange slices and orange juice).
❌ You also cannot serve two juices as the components.
4. Why This Rule Exists
The purpose of this rule is to make sure children are exposed to a variety of nutrients and not just two foods from the same category. This helps ensure snacks are balanced and support overall healthy growth.. 

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Nutritious snacks like whole grain crackers, yogurt, cheese sticks, fresh fruits, and vegetables may be reimbursed. Snacks may be any two of the 5 components BUT make sure it matches what you are giving the children under your care.

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[Audio] Now we're going to talk about the different meal service styles allowed under the CACFP program. There are three main types: Pre-Plated, Family-Style Dining, and Cafeteria-Style Dining.
1. Pre-Plated Service
Staff place all required components directly onto the child's plate or into cups.
The minimum serving size of each component must be provided to every participant.
This method ensures that every child receives a complete reimbursable meal automatically.
2. Family-Style Dining
Common serving dishes for each meal component are placed on the table.
Children serve themselves, with staff sitting at the table to model and encourage healthy eating.
Requirements:
Enough food must be placed on the table so that each participant has access to at least the minimum required portion size.
Staff should encourage children to take all components, but children are not required to serve themselves every item.
Best Practice: Family-style dining helps promote independence, decision-making, and positive social interaction around meals.
3. Cafeteria-Style Dining
Similar to school cafeteria lines.
Children go through a service line where staff serve each of the required components.
Just like the other styles, children must receive at least the minimum serving size of each component to count as a reimbursable meal.. 

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Meal Service Style Definition Requirement Best Practice Pre-plated Staff places all components on the plate or into cups. Minimum serving size of each component, per the CACFP meal pattern, must be placed on a plate and in a cup. Have plates/cups prepared prior to participants being seated.   Use scoop sizes or measuring cups. 
 Provide staff with summary sheets of how much to serve (i.e., 3 apple slices). Family Style Dining Common serving dishes of each component is placed on the table Participants & serve themselves. Minimum serving size of each component, per the CACFP meal pattern, must be available for each participant seated at the table.
 Encourage participants to take all components in the minimum serving size, but do not require. Place components/ common serving dishes on table prior to participants being seated. Use age-appropriate size bowls, utensils, tables, chairs.

[Audio] Last but not least, let's review Cafeteria-Style Dining.
In cafeteria-style meal service:
Participants move through a serving line.
Either the staff serve the food, or the participants serve themselves from the line.
All required meal components must be provided in at least the minimum required quantities for each participant.
Important Rule
"Offer vs. Serve" (where participants are allowed to decline certain items) is only allowed in:
CACFP Adult Day Care Centers, and
At-Risk Afterschool Programs.
For child care centers and day care homes, Offer vs. Serve is not permitted—all required components must be served to each participant in the correct quantities.. 

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Participants move through a line and serve themselves or the staff serves the food. All meal components must be served, and quantities taken by participants or served by staff must meet the minimum serving size Offer versus Serve (OvS) is only allowed for CACFP Adult Day Care and At-Risk Afterschool programs

[Audio] Now, let's talk about children with special needs and how the CACFP program applies.
1. Equal Access
This program must be accessible to all children, including participants with disabilities. Disabilities may include physical or mental impairments that substantially limit one or more major life activities.
2. Meal Modifications
If a participant has a disability that restricts their diet, you must make reasonable meal modifications to accommodate their needs.
These modifications must be provided at no additional cost to the family.
The goal is to ensure every child has the opportunity to fully participate in the CACFP program.
3. Documentation
Accommodations are determined on a case-by-case basis.
In some situations, you may be required to obtain a medical statement signed by a licensed physician or recognized medical authority. This statement should outline the disability and specify the required meal modifications.
4. Key Reminder
You cannot exclude a child from participation in the program due to a disability-related dietary need.
Always reach out to PCCPA if you have questions or need guidance about proper documentation and compliance.. 

Scene 29

Participants with Disabilities - A physical or mental impairment does not need to be life threatening to constitute a disability. Substitutions and other Reasonable Modifications- Program operators must make reasonable modifications meals, providing special meals at no extra charge & to accommodate disabilities which restrict a participant’s diet. Requiring a Medical Statement - Program regulations require Program operators to provide modifications for participants with disabilities on a case-by-case basis only when requests are supported by a written statement from a State licensed healthcare professional, such as a physician or nurse practitioner (medical statement). The medical statement should include a description of the participant’s physical or mental impairment that is sufficient to allow the Program operator to understand how it restricts the participant’s diet. It should also include an explanation of what must be done to accommodate the disability.

[Audio] Here's an important note about meal modifications for children with special needs under CACFP:
1. Comparable Meal Modifications
Program operators are not always required to provide the exact modification requested.
However, you are required to make a reasonable effort to provide a comparable meal modification that accommodates the child's needs.
2. Inclusive Meal Service
All meal services must be provided in the most integrated setting appropriate to the needs of participants with disabilities.
Excluding a child from mealtime or isolating them from others is not considered an appropriate or reasonable modification.
3. No Exclusion
Children with disabilities may not be excluded from the CACFP program environment simply because they require meal modifications.
Program operators must make every effort to ensure that children with disabilities are included in all aspects of the program, including shared mealtimes with their peers.
4. Program Responsibility
Your responsibility is to provide meals in a way that demonstrates there was intent to make reasonable modifications.
Denying participation or excluding a child is a violation of civil rights requirements and program rules.. 

Scene 30

Accommodating Special Needs							(continued)

Assessing Requests for Substitutions and other Modifications - Program operators are not required to provide the exact substitution or other modification requested. However, they must work with the parent, guardian, participating adult, or a person acting on behalf of an adult participant, to offer a reasonable modification that effectively accommodates the participant’s disability and provides equal opportunity to participate in or benefit from the Program.
 Serving Meals in an Integrated Setting - Program operators must provide all meal services in the most integrated setting appropriate to the needs of the disabled participant. Exclusion of any participant from the Program environment is not considered an appropriate or reasonable modification.

[Audio] Remember that each meal served under the CACFP program must include the required minimum quantities of the approved components.
1. Required Meal Components
Meals must include the following:
Milk
Vegetables
Fruits
Whole grains
Meat or meat alternates
These are the core building blocks of every reimbursable meal.
2. Component Requirements Depend on the Meal
The number and type of components required depends on whether you are serving breakfast, lunch, supper, or a snack.
Always check the CACFP meal pattern chart to confirm what must be included.
3. Documentation
Be careful when submitting meal documentation. Meals can be disallowed if they are missing a component or do not meet the minimum required quantities.
Remember: if it's not documented, it didn't happen in the eyes of a reviewer.
4. Age-Appropriate Meals
Meals must be served in age-appropriate portion sizes based on USDA guidelines.
This ensures that infants, toddlers, preschoolers, school-age children, and adults all receive the correct serving sizes for their needs.
5. Best Practices for Healthy Meals
Include a variety of fruits and vegetables throughout the week to encourage balanced nutrition.
Ensure at least one grain per day is whole grain-rich.
Reduce the use of salt, fat, and added sugars when planning and preparing meals.. 

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Each meal served in the Program must contain, at a minimum, the indicated food components: milk, vegetables, fruits, whole grains, along with meat and meat alternates  Serve age-appropriate meals as a unit Include a great variety of fruits and vegetables Include whole grains Reduce the amount of solids fats and sugars Offer a variety of protein choices.

Logo, company name

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[Audio] Here are a couple of sample menus for you to review. Please take a look at them and think about the following:
Which menu do you think would work under CACFP guidelines?
Which menu would not work, and why?
What components are missing, if any?
Are the serving sizes appropriate for the age group?
Do the menus meet the requirements for whole grains, fruits/vegetables, milk, and meat/meat alternates?
This activity is designed to help you apply what you've learned and practice identifying whether a meal is reimbursable or disallowable under the CACFP program.. 

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Monday Tuesday Wednesday Thursday Friday Breakfast Honey-Nut (high fiber) Cheerios Fresh strawberries 1% Milk Scrambled eggs w/ chopped spinach Whole wheat English muffin with low-fat cream cheese Orange slices 1 %milk
 Low-fat yogurt with granola and blueberries Whole grain bagel  1% milk Apple slices
 Whole grain cereal  1% milk Hard-boiled eggs Sliced grapes
 Whole wheat pancakes  Sliced strawberries  Turkey sausage links Mixed melon chunks
 Lunch Baked Chicken Strips Mashed Potatoes Green Beans Fresh Pears 1% Milk Chicken noodle soup Whole wheat bagel  Vegetable sticks Mango bites  1% Milk Whole wheat turkey and cheese wrap  Carrot and celery sticks with hummus Yogurt cup Whole grain crackers 1% Milk Tilapia Fish Sticks Whole grain tortilla chips Sliced cucumbers Orange wedges 1% Milk Whole wheat pasta with marinara sauce Grilled zucchini and bell peppers Spinach and strawberry salad with vinaigrette dressing Low-fat yogurt cup
 PM Snack Pineapple cup Water
 Whole Wheat Crackers Oranges Water
 Ham Cheese WG Bread Water
 Celery Sticks Peanut Butter Apple Juice
 Toast Honey Sliced kiwi
 Dinner Grilled Steak Bites Macaroni & Cheese Corn Strawberries 1% Milk Baked Chicken Mashed Potatoes Mixed Salad Grapes 1% Milk
 Beef Lasagna w/ CN Label Carrots Cantaloupe 1% Milk
 Smothered Salmon Whole Grain Rice Edamame Melon 1 % Milk
 Turkey Necks Broccoli Cream Pasta Sliced Apples 1% Milk

[Audio] Please remember the importance of our milk and food audits under the CACFP program.
1. Milk Audits
Milk audits allow providers to compare their actual milk purchases with the amount of milk that should have been served based on meal counts and requirements.
This process helps identify any shortages or inconsistencies in milk supply.
Data from receipts is used to calculate how much milk was purchased.
If a shortage is found, the system may automatically disallow meals on the claim during processing.
2. Food Audits
In addition to milk, other food purchases are also reviewed to ensure that all required components were purchased in sufficient quantities.
This ensures that the meals served align with CACFP requirements and that reimbursements are supported by accurate documentation.
3. Desk Audits for Centers
For centers, PCCPA also conducts desk audits.
These reviews may include:
Bank verifications
Review of receipts
Verification of food purchases against meal counts
Desk audits are designed to confirm that claims are accurate and that funds are used properly.. 

Scene 33

Milk Audits allow providers to compare milk purchases with the amount of milk that was theoretically required. It helps to identify any on hand milk shortages. Specifically, it uses data entered from receipts to determine how much milk is purchased. If shortages are found, the system can automatically disallow meals on the claim when the claim is processed.  PLEASE REMEMBER this is why what you put in in the software must match what you put in the system because we compare receipts with purchases Please remember we do complete desk audit for centers that includes Bank Statement verification and purchases.

[Audio] Remember, some food products may require a CN (Child Nutrition) Label in order to be creditable under the CACFP program.
1. What is a CN Label?
The CN Label is a distinctive mark with a border and the letters "CN" on each side.
It is usually found on processed foods or products made with multiple ingredients (such as chicken nuggets, cheese pizza, burritos, or corn dogs).
The label certifies how much of the product contributes toward the CACFP meal pattern requirements.
2. Why CN Labels Are Important
They allow sponsors and reviewers to verify exactly how much meat, grain, or other creditable component is in a processed item.
Without a CN Label (or a Product Formulation Statement, PFS from the manufacturer), the product may not be counted toward a meal.
3. Documentation
It is very important for you to keep copies of all CN Labels for any processed products you purchase.
Please submit these to PCCPA so we can maintain them in our files for audit and review purposes.
4. Preview
On the next slide, I'll show you an example of a CN Label so you'll know exactly what to look for on packaging.
Have you ever seen one before?. 

Scene 34

• The CN logo, which is a distinct border with “CN” on each side, surrounding the meal pattern contribution statement.  • The meal pattern contribution statement: Provides the specific crediting information for the serving.  • A six-digit product identification number. • The USDA Food and Nutrition Services (FNS) authorization statement: “Use of this logo and statement authorized by the Food and Nutrition Service, USDA.”  • The month and year of AMS approval (listed after the FNS authorization statement).  • Other required label elements, including the product name, ingredients statement, inspection legend, company signature/address line, and net weight.

[Audio] As you can see in this example CN Label for chicken stir-fry, the statement clearly shows how the product credits toward the CACFP meal pattern. In this case, the chicken stir-fry provides:
1½ ounce equivalent of meat/meat alternate
1 ounce equivalent of grain
¼ cup of dark green vegetables
¼ cup of red/orange vegetables
⅛ cup of other vegetables
This breakdown tells us exactly how much of each CACFP component is included in a single serving of the product.
Why This Matters
CN Labels make it easy to confirm how a complex or processed food item fits into the CACFP meal pattern.
Without this information, it would be difficult to know whether the product meets requirements.
This ensures your menus remain compliant and your claims are protected during reviews or audits.. 

Scene 35

o
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O
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o
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o
o
Product name
Ingredients statement
logo
Meal pattern contribution statement
Six-digit product identification number
INS authorization statement
Month and year of AMS approval
Net weight
Company signature/address line
Inspection I

[Audio] Don't stress—we're learning so much together! Now, let's move on and start talking about meal counts and why they are so important in the CACFP program.
Why Meal Counts Matter
Meal counts are the foundation of your monthly claim for reimbursement.
They must reflect the actual number of eligible participants served at each meal or snack.
Accurate counts protect your program from disallowed meals and ensure you receive the correct reimbursement.
What to Remember
Meal counts must be taken at the point of service—that means as children are being served their meals, not before or after.
Counts must include only those participants who are enrolled, present, and served a reimbursable meal.
Inaccurate or estimated meal counts can lead to audit findings and loss of reimbursement.
Best Practices
Always train staff on how and when to record meal counts.
Double-check that counts align with attendance records and meal production records.
Use the tools provided (such as your electronic system or paper forms) to keep documentation clear and consistent.. 

Scene 36

[Audio] Let's review the maximum number of meals you can claim per child, per day under CACFP.
1. Claiming Limits
Traditional Centers and Day Care Homes:
Up to 2 main meals and 1 snack, OR
Up to 2 snacks and 1 main meal.
Emergency Shelters:
May claim up to 3 main meals per child, per day.
At-Risk Afterschool Programs:
May claim up to 1 meal per child, per day (either a snack or a supper).
Some licensed afterschool programs may qualify to claim 2 meals, depending on approval.
2. Meal Service Requirements
Meals must be served only during the approved times established by the state.
All meals must be provided by the organization—parents may not supply components (with limited exceptions for infant formula or breastmilk).
Meals must be eaten on-site unless special approval has been granted (e.g., certain field trips).
3. Eligibility & Enrollment
Meals can only be claimed for children who:
Meet CACFP age requirements, and
Are properly enrolled in the program.
Accurate enrollment records are essential for compliance.. 

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The maximum numbers of meals you may claim per child per day are as follows: 	Two meals and one snack, or Two snacks and 1 meal Pattern requirements include: Meals served to children who are enrolled Meals that are eaten in the site Meals served to children who meet CACFP age requirements Meals supplied by your site Meals served at a time that FND has approved Meals served that FND has approved for participation in the CACFP Meals prepared by a source (self-prep or vended) that FND has approved Meals served in any month in which you are at least 25% of the enrolled children or licensed capacity (whichever is less) and eligible for free or reduced price meals Meals that are counted at the point of service (where it is observed that the child receives a reimbursable meal) EXCEPTION: For-profit sites must not claim reimbursement for meals or snacks served to children in any month in which less than 25% of the children in care (enrolled or licensed, whichever is less) were eligible for free or reduced price meals or where Title XX beneficiaries.

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[Audio] Here are the basic steps for participating in the CACFP program. But since you're already here with us, that means you've already taken the most important step—you're part of the program!
I'm excited, and I hope you are too. Together, we'll continue learning how to stay compliant and make the most of this wonderful program.. 

Scene 38

Contracting Entities (CEs) and sites must document attendance and meals served to Program participants.  

 The Daily Meal Count and Attendance Record (H1535) is provided for that purpose. 

 Contracting entities may develop their own daily meal count and attendance documentation but must ensure it contains all information, including the certification statement, signature and date lines, on this form.  

 EXCEPTION: contracting entities can omit the columns for meal types they do not serve.

[Audio] Above is an example of a daily meal count and attendance record. The good news is that since you will handle everything digitally through MYSimpleMenu, you won't need to go through the full paper training modules for this section.
So—yay!—we can skip ahead to the next topic.. 

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[Audio] Friends, just a gentle reminder—if a provider isn't up to date with attendance, meal counts, or meal production records (and for centers, that means the food quantities too), then unfortunately the meals for those days could be disallowed.
We don't want that to happen, because we know how much love and effort you put into preparing these meals for the children. 🌟
That's why it's so important to:
Keep your attendance and meal counts current every day.
Make sure your meal production records are complete and accurate.
Remember, audits do happen, but staying on top of your records protects all of your hard work and ensures every one of those amazing meals is counted.
We're here to support you every step of the way—together we can make sure nothing gets lost and every meal served to the children can be reimbursed. 💙. 

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If a Providers is not up to date, with the attendance/meal counts or menus/quantities, then meal counts will be disallowed for the days not posted.
Please remember DESK audits do Occur!
Help us not have to disallow Meals!

[Audio] When submitting your meal count claims, please remember everything must be turned in by the 5th of the following month to avoid delays in payment. ⏰✨
Here's what that means for each type of site:
Day Care Homes 🏡 → You only need to submit your meal count claim. Receipts are not required.
Centers & At-Risk Programs 🏫 → You must submit your meal count claim along with receipts and other required documentation (such as expense reports) so your claim can be processed.
A few important reminders for everyone:
Second meals cannot be claimed for reimbursement.
If claims and required documents are not submitted on time, we may not be able to process them, and those meals could be lost for reimbursement.
So please don't wait—send your claim (and documents, if required for your site type) in as soon as possible. Submitting early helps us process quickly and ensures you receive your reimbursement on time.
We know how much care and effort you put into preparing meals for the children you serve. 💙 Submitting your claims on time is the final step to make sure your hard work is fully recognized and reimbursed.. 

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When submitting meal count claims. Sponsors must receive all documentation before the 5th day of the following month to avoid delays in payments.. Any documentation that is submitted after the due date may or may not be processed at the discretion of the Sponsors acting director. Likewise with adjusted claims.

 *Second meals cannot be claimed for reimbursement.

[Audio] Each program year, our organization will visit your site at least three times. These visits are part of CACFP requirements, but more importantly, they are our way of partnering with you to keep your program strong, compliant, and fully reimbursed. 💙
1. How Many Visits to Expect
Most visits will be unannounced. This is because USDA requires us to see the program as it truly operates day to day.
Occasionally, one visit may be scheduled in advance, but this is not guaranteed.
2. First Visit
Your first visit will take place within the first 28 days of starting with CACFP.
This initial visit ensures everything is set up correctly, and it must be completed successfully before we can process your first claim.
3. Why So Many Unannounced Visits?
We know unannounced visits can sound stressful, but please remember:
They are not meant to "catch you" doing something wrong.
They help us confirm that meals and records are accurate as they happen in real time.
They give us the chance to see your wonderful program in action and offer guidance where it's most useful.
4. What Happens if a Review Isn't Successful?
If a visit does not meet compliance standards, it does not count as one of your three required visits.
We'll return to complete another review—supporting you step by step until everything is corrected.
You may see us more than three times in a year, but that's only because we want to make sure you're set up for success.
5. Timing Between Visits
Generally, you'll see us about every 3–4 months, but in some cases, it could be up to six months.
And even if we aren't physically there, remember—you can always reach us by phone or email with any questions in between.. 

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Each program year, your Program Monitor will make at least three visits to a daycare. Two of these monitor visits will be unscheduled and one monitor visit may be scheduled.
First visits must be conducted within 28 days of a providers start date, or they will not be able to claim meal services after the 28th day.
Once reviewed, no more than 6 months can elapse between any two of your visits, including those between fiscal years, or you will not be eligible to claim meal services beginning the day after the 6th month elapses.

[Audio] Remember, when the PCCPA team visits your site, our goal is to support you and your success in the CACFP program. During our time with you, we will:
Check that meal counts are being recorded properly—at the point of service (when the child receives the meal, not before or after).
Review that attendance records are being maintained within program guidelines.
Ensure that your kitchen records and food quantities are documented correctly.
Confirm that your enrollment forms are complete and on file.
👉 If you ever notice children listed under the "pending" category, that's a perfect time to ask our team to review your enrollment forms. We'll help identify what might be missing or still needs approval.
Most importantly—please remember:
We are not visiting to make you feel nervous or to disrupt your routine.
You don't need to act any differently when we're there.
Our role is to help you succeed, guide you through compliance, and ensure that all your hard work is recognized and reimbursed.
We are your partners in this program, and every visit is another chance to celebrate what you're doing well and to strengthen the areas that need support. 💙. 

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Recorded meal counts Recorded attendance Any advanced menu planning (at least through the current day) Your kitchen will be inspected for sanitation and storage Your monitor will also ask to see your computer software records. Meal service will be observed and quantitatively analyzed Confirming that your Enrollment forms are kept on file and updated accordingly. REMEMBER when children are Withdrawn to UPLOAD withdrawn Date enrollment form. 
 While this is happening, you are to just go about your normal duties of feeding and caring for your children.

[Audio] This section is only for Day Care Home Providers. Please keep in mind that your CACFP reimbursement rates are based on whether your home qualifies as Tier I or Tier II.
1. How Tier Eligibility Is Determined
We determine your tier category using one of the following methods:
School Data 📊
We check the school zone where your home is located.
If the local school has 50% or more of children eligible for free or reduced-price meals, your home may qualify as Tier I.
Household Income 🏡
If school data does not qualify your home, we look at your household's reported income.
You'll need to submit the required documentation, including a completed Provider Income Eligibility Form, to see if you qualify for Tier I.
Other Sources of Assistance 📑
If someone in your household receives benefits such as SNAP, TANF, or FDPIR, this may also qualify you as Tier I.
2. What if You Don't Qualify for Tier I?
If your home does not meet Tier I requirements, you may still participate in CACFP as a Tier II provider.
Tier II homes receive reimbursement at a different rate, but you are still fully eligible to participate.
3. Mixed-Tier Option
If you are a Tier II provider, but some families you serve qualify by income, you may be eligible for a Mixed-Tier household.
This means you would collect income eligibility forms from parents.
Reimbursement is then based on each child's eligibility status, along with your attendance and meal count records.. 

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** Day Care Home Tier Determination**
Only For Day Care Home Providers

Day Care Home Providers are determined Based on either Tier 1 or Tier 2 Classification.  This is determined via: School Data Showing you zoned to a school with 50% or more free or reduce category, Household Income that qualifies with supporting provider documentation and completed IEF form renewed Annually, or Provider that is determined eligible based on participating in categorical federal founded programs (Having a child enrolled in public school receive Free/Reduced Meals, Someone in your household receiving SNAP or TANF. If you do not qualify based on anything above your Day Care home qualifies as Tier 2, or you can be a mix tier Household (Similar as a day care center) which requires you to collect Income Eligibility Form from each parent with their enrollment form.

[Audio] One very important part of CACFP is congregate eating—and we want you to know why this matters.
1. Meals Are Meant to Be Shared Together
CACFP meals are designed to be eaten in group settings, where children gather, sit together, and enjoy their food on site. This creates not just nutrition, but also a sense of community and shared experience.
2. Meals Must Stay On Site
For a meal to be reimbursable, it must be eaten at your site.
This means children cannot take their meal with them if a parent picks them up early.
Even if the child hasn't finished, or the parent asks to take it along, those meals must remain on site in order to meet CACFP rules.
3. Leftover or Extra Food
Please don't worry—we do not regulate what you do with leftover or extra food that was not counted as part of CACFP meal service.
What we're talking about here are the meals you claim for reimbursement—those must always be eaten on site.
4. At-Risk Afterschool Programs
At-Risk programs must also include a scheduled enrichment activity every day, which should be visible and accessible to the children.
This ensures the program is about both nourishment and enrichment.
5. Why It Matters
Following these rules keeps your site in compliance and protects the reimbursement you earn for the wonderful meals you provide. More importantly, it helps us create consistent, safe, and positive mealtime environments for children.. 

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Meals served in the CACFP are intended to be consumed in settings where organized groups of children are gathered to eat; therefore, meals must be consumed on-site for the meal to be reimbursable.
 Sites must not allow children to take meals off-site for later consumption.
 Remember that for AT RISK PROGRAM, EVERY DAY MUST have a SCHEDULED ENRICHMENT PROGRAM VIEWABLE  at all times. 
 *Failure to comply with the congregate feeding requirement will result in the disallowance of meals and may lead to placement in the serious deficiency process.

[Audio] Here's something very important to remember: if your site is closed on a scheduled day—whether it's for a holiday, staff training, family emergency, illness, weather event, or any other reason—we ask that you notify us before the scheduled meal time.
Why This Matters
If our team arrives for a visit and finds the site closed without prior notice, it will be marked as noncompliance.
This can result in meals being disallowed for that day or your claim not being processed.
We know how much work and love goes into preparing meals for the children—you don't want to lose credit for them simply because of a missed notification.
Emergencies Happen
We understand that unexpected things come up—life happens! Children get sick, staff members may have emergencies, and sometimes closures are completely out of your control. 💙 That's okay. All we ask is that you reach out as soon as you can so we can make note of it and avoid any impact on your claim.
Best Practices
If you know in advance about a closure (like holidays or training days), let us know as early as possible.
For sudden emergencies, a quick phone call, text, or email before your first scheduled meal service is all it takes to keep everything in order.
Think of it as protecting your program and your reimbursement—it's one small step that makes a big difference.
Our Goal
Remember, we're not here to "catch" you—we're here to support you. By keeping us updated, we can make sure your meals are never at risk of being disallowed just because of a scheduling issue.. 

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If a Provider, or site,  is not operating on a specific day or is closed due to an emergency we MUST receive notification PRIOR to 
the Scheduled Meal time. If this non-compliance  Is found during a review, site may be found Seriously Deficient and may be disallowed meals, or claims may not be processed.

[Audio] Please remember that monitoring visits are a required part of the CACFP program. These visits help ensure compliance, protect your reimbursements, and give us a chance to support you in the amazing work you're doing.
1. Visits Must Be Allowed During Normal Hours
If at any time a provider does not allow a monitoring visit to take place during their regular day care operating hours, the site will not be able to submit Food Program claims for that period.
This is because CACFP requires us to verify that meals, records, and attendance are in place during the times you serve children.
2. Serious Consequences for Refusal
Refusing a monitoring visit from a state or PCCPA representative is considered serious noncompliance.
In some cases, it may even be grounds for immediate termination from the program.
3. Why This Matters
We want to be clear—visits are not meant to be stressful or to disrupt your day. They are a way to:
Confirm that your program is in compliance.
Protect you from disallowed meals or future audit findings.
Offer guidance, training, and resources to make your job easier.
4. Partnership First
Think of monitoring visits as a partnership tool, not a punishment. 💙 Our goal is to ensure that your hard work is recognized, your reimbursements are safe, and your children receive the high-quality meals they deserve.. 

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If at any time a Provider does not allow a monitoring visit during normal daycare hours, then they will not be allowed to make food program claims for that period. 

 Refusing a State Representative’s monitoring visit may be grounds for immediate program termination.

[Audio] Now let's take a moment to talk about the Serious Deficiency Process for institutions and day care homes under CACFP.
1. What "Serious Deficiency" Means
CACFP regulations define a site as seriously deficient when it is found to be noncompliant in one or more areas of program operation.
This could include issues such as recordkeeping, meal service, enrollment documentation, financial accountability, or refusal of monitoring visits.
2. Why This Process Exists
The goal of the serious deficiency process is not to punish, but to protect the integrity of the program.
USDA requires sponsors like PCCPA to make sure all participating institutions are following the rules so that children and families continue to benefit from safe, healthy, and reimbursable meals.
3. What Happens if Deficiencies Are Found
If your site is found to have a compliance issue, you will be given a chance to correct the problem through what's called a Corrective Action Plan (CAP).
Our team will work closely with you to provide guidance, resources, and training so that the issue can be fixed quickly and smoothly.
Only if a site continuously fails to correct problems would it risk removal from the program.
4. Reassurance
Please remember—being found seriously deficient does not mean immediate removal. It means there are areas that must be corrected, and we will partner with you every step of the way to make sure you succeed. Removal from the program only happens when a site chooses not to comply after multiple opportunities to fix the issue.. 

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Serious Deficiency Process for Institutions

CACFP regulations define seriously deficient as: the status of an institution or a day care home that has been determined to be non-compliant in one or more aspects in its operation of the Program [7 CFR 226.2].
 The Program integrity is upheld by removing the institution from the Program and preventing the institution and RP/Is from returning to the Program until the approval to reapply for participation is granted by FNS.

[Audio] Please remember that the Serious Deficiency process follows six clear steps. This process is designed to give every institution or day care home multiple opportunities to correct issues and remain in the program.
The Six Steps
Step 1: Identification
The sponsor (PCCPA) identifies a serious deficiency at the site, such as a major compliance issue in recordkeeping, meal service, or other program requirements.
Step 2: Notice of Serious Deficiency
A formal notice is issued to the institution or day care home.
This notice explains what the problem is and what needs to be corrected.
Step 3: Corrective Action Plan (CAP)
The institution or provider must submit a written Corrective Action Plan.
The CAP explains how the problem will be corrected and how it will be prevented in the future.
Step 4: Review of the CAP
If the CAP is adequate and approved, a temporary deferral of the serious deficiency is issued.
If the CAP is not adequate, or if no CAP is received, a Notice of Proposed Termination and Disqualification is issued. This notice will also explain the provider's appeal rights.
Step 5: Appeal Process
The provider may request an appeal, review, or administrative hearing to challenge the proposed termination.
During this time, the case is carefully reviewed, and the provider has a fair opportunity to present their side.
Step 6: Final Action
If the appeal is denied or the timeframe to appeal passes, a Final Notice of Termination and Disqualification is issued.
If the appeal is successful, the serious deficiency may be overturned or temporarily deferred, allowing the provider to remain in the program. Why This Matters
This process is not meant to remove providers quickly—it is designed to ensure fairness and multiple opportunities to correct issues. Termination is only the final step if problems are not resolved after repeated chances.. 

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The six steps in the serious deficiency process are:

Identify the serious deficiencies;   Issue a notice of serious deficiency;   Receive and assess the institution’s written corrective action plan (CAP) for adequacy;   Issue a notice of temporary deferral of the serious deficiency if the CAP is approved, or issue a notice of proposed termination and disqualification, including appeal procedures, if the CAP is not adequate (or if no CAP plan is received);   Provide an appeal review (appeal hearing, administrative review), if requested, of the proposed termination and disqualification; and   Issue a notice of final termination and disqualification if the appeal is upheld or if the timeframe for requesting an appeal has passed or issue a notice of temporary deferral if the appeal is overturned.

[Audio] If a provider feels that a serious deficiency case has been wrongfully determined, they have the full right to file an appeal in order to challenge and potentially overturn the decision.
For more detailed information, you may also review the USDA handbook on serious deficiency, suspension, and appeal procedures.
That being said, please remember—our goal at PCCPA is to help and train your organization well before it ever reaches that stage. We encourage you to ask questions, seek clarification, and reach out whenever you need guidance.
At the end of the day, we are here to:
Support you in maintaining CACFP compliance
Provide the tools and training you need to succeed
Ensure that your site can continue doing what matters most: feeding healthy, nourishing meals to all qualified participants 💙. 

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If providers feel a serious deficiency case is wrongfully attained, they have full access to file an appeal to overturn the decision.
 If anyone would like more information about Serious Deficiencies the link below will give you a full breakdown. Any specific questions relating to appeals you can find it in part 7 of the CACFP Serious Deficiency Handbook. 
  https://www.fns.usda.gov/cacfp/serious-deficiency-suspension-appeals-state-agencies-and-sponsoring-organizations

[Audio] Wow—now we're going to talk about something very important: recordkeeping.
1. How Long to Keep Records
Please remember that all documentation related to CACFP must be kept for a minimum of three years (plus the current program year).
2. Types of Records to Maintain
This includes, but is not limited to:
Meal production records (showing what was prepared, quantities, and serving sizes)
Attendance records (daily sign-in/out or equivalent documentation)
Meal count records (taken at the point of service)
Financial records (receipts, invoices, bank statements, and expense reports for centers)
3. Why This Matters
These records serve as your proof of compliance if your site is ever audited or reviewed.
Without proper documentation, meals may be disallowed—even if they were served correctly—because reviewers must verify everything on paper (or in your digital system).
4. Support & Encouragement
We know recordkeeping can sometimes feel like "extra work," but it is truly the backbone of your program's reimbursement. Think of it this way:
If it's written down and saved → ✅ you're protected.
If it's missing or incomplete → ❌ reimbursement could be lost.
And don't forget—we're here to help! If you ever feel unsure about what records to keep or how to organize them, just reach out to our team.. 

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Providers are required to maintain records for 3 years I.E., Meal Production Records Attendance Records &  Financial Records

[Audio] Please remember that all records must be maintained and made available for review by state and federal authorities, or their representatives, in order to evaluate the operation of your CACFP program.
For All Sites
Records must be accurate, complete, and kept for the required retention period (at least three years plus the current year).
This includes meal production records, attendance, meal counts, and enrollment forms.
For Centers
In addition to the standard CACFP records, centers are also required to maintain financial documentation showing how CACFP funds are being spent.
This means keeping receipts, invoices, bank statements, and any other financial records that demonstrate program funds are being used correctly.
These records must clearly show how funds are allocated and expensed.
Why It Matters
Keeping thorough records not only keeps your program in compliance, but also protects your reimbursements and demonstrates the integrity of your operation.. 

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Maintain all records necessary for state and federal authorities and their agents to evaluate the operation of your daycare.  Providers must maintain CACFP–CCC records separately from the records that you keep for Texas Department of Family and Protective Services. If participation in the CACFP–CCC is terminated for any reason, all records related to the CACFP services that they provided, and for which a claim was submitted, for a period of three years from the last day of the program year to which they pertain, must be maintained.

[Audio] Now, this part is just for our Day Care Centers, At-Risk Afterschool Programs, and Emergency Shelters. 👉 Day Care Home Providers—this does not apply to you, so you can relax during this section. 💙
1. What Is a Bank Verification?
From time to time, your center, afterschool program, or shelter may be selected for what's called a desk audit.
As part of this review, we may be required to complete a bank verification.
This simply means we will ask for a bank statement from a randomly chosen month.
We then compare the expenses you've submitted (like receipts and invoices) with your bank records to confirm those expenses were actually paid from your organization's account.
2. Why Do We Do This?
We know the words audit or verification can sound stressful, but please remember:
This is not about trying to find problems—it's about showing that your organization is using CACFP funds the right way.
These verifications help protect your program and the integrity of CACFP as a whole.
Think of it as a way to keep everything clear and transparent, so your program is always safe and supported.
3. Best Practices to Make It Easy
To keep this process simple, we strongly recommend:
Using a separate organizational bank account for CACFP funds.
This keeps your records neat and makes it much easier to show that program money is being spent correctly.
It also avoids mixing personal and program expenses, which can sometimes create confusion during a review.
4. Our Commitment to You
Please know that if your site is chosen for a desk audit or bank verification, you are not alone. 🌟
Our team will walk with you step by step to help gather what's needed.
We'll explain the process, answer questions, and make sure you feel confident every step of the way.
Remember—our goal is never to overwhelm you, but to support your success and help you keep your program strong.. 

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Verification Documentation 
**ONLY FOR Centers not Homes**

We may be required to complete Bank 
Verification for your site.  When chosen to go through This desk Audit  We will request your Bank Statement for the chosen month  We will compare ALL YOUR submitted 
expenses to verify that those expenses have been made from our accounts.  BEST Practice: use your Company Account to purchase food items, or other expenses AS we would prefer not to have to request your personal bank account records.  Please remember by participating in this program you are confirming that USDA, TDA, and PCCPA is able to verify that the expenses submitted have been paid using CACFP funds.

[Audio] Now let's talk about reimbursement for Day Care Homes.
1. Tier I vs. Tier II Reimbursement
As we've discussed before, Tier I providers receive a higher reimbursement rate than Tier II providers.
Tier I is typically for providers who live in an area where at least 50% of children qualify for free or reduced-price meals, or whose household income qualifies.
Tier II applies to homes in higher income areas or where household income does not qualify for Tier I.
No matter the tier, all providers are an important part of CACFP, and reimbursement helps support the healthy meals you serve.
2. Payment Schedule
Once you submit your claim, PCCPA sends it to the state for processing.
After we receive the funds, it generally takes about 1½ to 2 weeks for us to process the reimbursement and get it to you.
Please note: by regulation, the state technically has up to 60 days to process a claim.
While it usually does not take this long, if it does, our ability to speed up payments is limited since we can only reimburse once funds are released to us.
We know how important timely payments are, and we keep you updated if there are ever unexpected delays.
3. Our Commitment
We value your hard work and want you to feel reassured that:
Your claims are submitted on time.
Your reimbursements are always processed as quickly as possible once funds are received.
We are here to answer questions, provide updates, and support you if delays occur.. 

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Daycare homes are broken into two Tier’s 
 				      Tier 1 & Tier 2
 Tier 1 receives a higher reimbursement rate per meal.
 Tier 2 consists of areas with a higher income ratio.
 *Payments are scheduled when we receive funds from the state. Traditionally a week and a half to two weeks following the first Tuesday & Thursday of each month, excluding that Tues. or Thur. falls on a holiday. Then payment will be processed the following Tues. or Thurs. (whichever comes first) and payment should be received during the above time frame BUT TDA has up to 60 days to process eligible claims. There is no cost to DCH for participation in the CACFP from Sponsor, as the amount is already paid for by the State.

[Audio] Now let's talk about reimbursements for Centers.
1. Eligibility Requirement
In order for a center to receive any CACFP reimbursement, at least 25% of the actively enrolled children must qualify for free or reduced-price meals.
This requirement ensures that CACFP funds are directed to centers serving children who need them most.
2. Payment Schedule & Requirements
Just like with Day Care Homes, reimbursements depend on when the state releases funds. Typically, once PCCPA receives the money, payments are processed within 1½ to 2 weeks.
However, please keep in mind: the state technically has up to 60 days to process a claim.
While it usually does not take this long, we are limited in what we can do if delays occur, since we cannot pay centers until we receive funds from the state.
3. Documentation Required Before Payment
For centers, reimbursements can only be processed once all required documentation has been submitted to PCCPA and approved.
This may include:
Receipts
Payroll statements
Any other requested documentation for a desk audit
If these documents are missing, we are unable to submit your claim to the state, which could delay or even prevent payment.
4. Our Commitment to You
We know how important timely reimbursement is for your center's operations. Please remember:
We are here to help you stay on top of documentation requirements so your claims are never held up.
Our goal is to work with you in advance so your program runs smoothly and your meals are reimbursed without issue.
The more proactive you are in submitting required documentation, the faster your claims can be processed.. 

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Reimbursement System Important notice (Centers Only)

Claiming Percentage There is no requirement that an appropriately enrolled program participant be in attendance, or participate in a meal, at any time during the claim month; however, REMEMBER for FOR-Profit Entities 25% of children active must be in either FREE or REDUCED categories to receive reimbursement. This is verified MONTHLY. 
 The State agency may establish, with FNS-RO approval, additional requirements establishing attendance and/or meal participation as an element of defining an enrolled participant in a proprietary child or adult care center. *Payments are scheduled when we receive funds from the state. Tradditionally a week and a half to two weeks following the first Tuesday & Thursday of each month, excluding that Tues. or Thur. falls on a holiday. Then payment will be processed the following Tues. or Thurs. (whichever comes first) and payment should be received during the above time frame BUT TDA has up to 60 days to process eligible claims. 

Remember we CANNOT process claims UNTIL ALL REQUIRED documentation has been submitted to CE such as Receipts, Payroll, Bank Statements, or any requested documentation to complete a DESK AUDIT. CE has ONLY up to 60 DAYS to Submit claim for reimbursement or else site will NOT be paid for that claim period.

[Audio] "For our centers, please remember that USDA allows sponsors like PCCPA to receive up to 15% of the meal reimbursement for administrative costs. This helps us cover training, monitoring, and support for your program.
But just to be clear—your cash-in-lieu reimbursement is always 100% yours. We don't take any portion of that.". 

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There is an administrative cost of 15% This is the maximum amount that the 
CE is able to retain for
Administrative Expenses.  Please remember that centers 
receive their full cash in lieu 
amount.

[Audio] Civil Rights Is Important.. Civil Rights. 

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[Audio] Please remember that federal law prohibits discrimination in program administration based on the following USDA protected classes: race, color, national origin, sex, age, or disability.. 

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Federal law prohibits discrimination in program administration based on the following USDA protected classes: Race Color National origin Sex Age, or Disability.

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[Audio] So, what exactly is discrimination?
Discrimination happens when someone is treated differently—either more favorably or less favorably—because of the group, class, or category they belong to. This could include things like race, color, national origin, sex, age, or disability.
1. Intentional vs. Unintentional
It's important to remember that discrimination can occur in two ways:
Intentionally: when someone makes a choice on purpose to treat one person differently than another.
Unintentionally: when actions, words, or decisions may cause unfair treatment—even if the person didn't mean to cause harm.
Either way, under federal civil rights law, discrimination is unlawful and is not allowed in CACFP or in any of your program activities.
2. Why This Matters in CACFP
Our goal in CACFP is to make sure every child and family feels:
Welcomed when they walk through your doors
Included at mealtimes and in activities
Respected in their cultural, physical, and personal needs
Something as simple as offering a meal modification for a child with a disability, greeting families warmly regardless of their background, or providing information in a family's preferred language all help ensure that discrimination has no place in your program.
3. Our Shared Commitment
We know that providers like you open your homes and centers with so much care and dedication. 💙 Part of that love is making sure that every child is treated fairly and equally, no matter who they are.. 

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Discrimination is the treatment or consideration of, or making a distinction in favor or against, a person based on the group, class, or category to which that person belongs.

Unlawful discrimination in any form is strictly prohibited whether a program is fully or partially federally funded. 

Unlawful discrimination can be intentional or unintentional.

Yearly Training & Civil Rights