Remember

Remember to Maintain Daily:

  • Copies of most Current Child Enrollment Forms completed and signed by parents for all infants and children in care including participating and non-participating children.
  • Menus that are planned and recorded before each meal service. These menus are to be dated and posted daily or weekly.
  • Meal counts, by each meal type claimed, supported by child enrollment forms, recorded by the end of your business day.
  • Daily attendance taken with in and out times that support your meal counts. The attendance record alone is not a meal count.

Failure to maintain required records may result in you being found seriously deficient in your operation of the CACFP and loss of reimbursement dollars.

Remember to Display (and keep on file):

  • The “Building for the Future” poster must be displayed in each home so parents are aware that the home is receiving federal assistance for serving meals that meet the nutrition requirements established by USDA
  • Your daily or weekly dated pre-planned menu
  • Your childcare license
  • License/approval of all assistants who are working in your childcare

The following documents must be on file for immediate review by your monitor, or representatives from the Department of Elementary and Secondary Education (DESE), and/or the U.S. Department of Agriculture (USDA). These records must be kept in the childcare home and available during your business hours:

  • Copy of the Permanent CACFP Agreement
  • Copy of the Annual Enrollment Status Update for the current year
  • Current month Menus, Meal Counts, and Child Enrollment Forms
  • Copies of Home Review Reports for current fiscal year
  • Tier Status documentation, along with Copies of any approval letters for income eligibility or capacity changes
  • Medical Statement, if applicable
  • Any correspondence regarding the CACFP
  • Training certificates for you and any assistants

USDA regulations require that providers maintain the current fiscal year and the three prior years of CACFP records. Current year’s records are listed above; you may store the remaining years of records in a manner that is accessible within a reasonable amount of time and under your control. Records may be stored in hard copy or electronic format. Records available in both your home and Clarendon’s office allow DESE or USDA the ability to confirm the accuracy of records at both locations.
Any advertising of your childcare that references the CACFP must have the USDA non- discrimination disclaimer included. The disclaimer is included in the front of this training.   If the material is too small to print the full statement, you may include, in the same print size as the text: “This institution is an equal opportunity provider”.

REMEMBER

  • We need current information to process your claim quickly and accurately.
  • Explain a reason you are temporarily claiming a child outside the schedule we have on file.
  • Update any changes to your scheduled meal times.
  • Notify CEES when children no longer in your program so nutrition staff can withdraw them from your program.
  • A new Child Enrollment Form must be completed by the parent for any permanent changes to a child’s schedule.
  • Minute Menu/KidKare generated Child Enrollment Forms are NOT acceptable.
  • Notify CEES’s field trip line 781-275-2720 ext. 113 in advance if closed or away from premises during a meal service.
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