Applying for CACFP in Alabama: A guide for child care centers

The Child and Adult Care Food Program (CACFP) is a federal initiative designed to help child care centers provide nutritious meals and snacks to children in their care. Eligible centers receive monthly reimbursements for each meal served to children who qualify for free or reduced-price meals, easing financial burdens and making healthy meals more accessible.

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In Alabama, the Department of Education oversees the program, ensuring that only eligible centers capable of meeting strict requirements participate and that they meet strict CACFP standards. To support child care centers in applying for this valuable federal assistance, we’ve outlined everything you need to know to get started.

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Eligibility requirements

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To qualify for CACFP, child care centers must meet the following criteria:

• Be licensed and approved by the Alabama Department of Human Resources (DHR)
• Serve meals that meet CACFP nutrition guidelines
• Maintain accurate records of meal service and participant eligibility
• Operate as a non-profit or for-profit center serving 25% of children eligible for subsidized meals and snacks

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How child care centers can apply for CACFP in Alabama

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Attend the required training

Centers applying to participate in CACFP must complete pre-operational training before submitting their application for approval. This training covers CACFP policies, regulations, recordkeeping, and meal requirements—responsibilities centers will have once they are approved.

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Generally, no more than two individuals from your child care center may attend. At least one must be the official representative of the business or organization:

• The president or highest-ranking official of an incorporated center or LLC
• The owner(s) of a sole proprietorship or partnership
• The pastor or highest-ranking official of a church-operated daycare
• The center director of a governmental agency

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Submit the written application and supporting documents

After completing the required training, submit your written application along with all supporting documents at one time. Incomplete applications will not be approved and if not completed within 60 days after the training, they will be denied.

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Required documents for CACFP application in Alabama:

• On-site Visit Form – Complete, sign, and submit as a cover sheet
• Public Release – Submit to both a local newspaper and a grassroots organization
• Pre-Application Form – Complete and sign for each participating center
• Menu Plan – Provide a one-month sample of planned meals
• STARRS Registration – Register in the STARRS Self-Service Vendor Portal, the State of Alabama’s official procurement and financial system
• Management Plan – Include names, addresses, and contact details of all board members or owners
• Church Certification Form – Required for church-operated centers
• Fiscal Responsibility Statement – Document intended use of CACFP funds
• Budget Planning Worksheet – Outline budget based on participant enrollment and meal types
• Licensing/Certification – Submit proof of child care licensing or exemption status
• Nonprofit Status Documentation (if applicable) – Submit IRS nonprofit status letter and Articles of Incorporation
• Public Agency Documentation (if applicable) – Provide an official letter stating the center is under the agency’s operation
• For-Profit Centers – Submit corporate documents, partnership agreements, or sole proprietorship verification
• Financial Viability Documentation – Provide tax returns, profit-loss statements, or audit reports
• Federal Funding Accountability (FFATA) Compliance – Obtain a DUNS number and register in the STAARS system
• E-Verify Compliance – Submit proof of enrollment in the Federal E-Verify program

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Once you’ve submitted your application along with the required documents, the department will reach out for further instructions regardless if you’re accepted or not.

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Recordkeeping and documentation

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After being accepted, participating child care centers must maintain the following records:

• Daily meal counts and attendance records: Record the number of children present and the number of meals and snacks served
• Documentation of food purchases and menu plans: Keep procurement invoices, menu plans, and other program documents
• Income eligibility forms for enrolled children: Every eligible child must have an income eligibility form on record to be updated annually
• Training records for staff involved in CACFP: Keep official training records and certifications for audit and renewals

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Reimbursement process

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CACFP reimburses centers based on the number of eligible meals and snacks served. Reimbursement rates vary depending on the percentage of enrolled children qualifying for free or reduced-price meals. Reimbursements are submitted online and reported on the State’s Child Nutrition Program (CNP) Application web page within 20 days of the month claiming for.

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Annual renewal and training

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To continue participation, centers must renew their participation every year by:

• Completing annual training
• Updating licensing and certification records
• Submitting a revised budget and management plan
• Ensuring continued compliance with CACFP regulations
• Update children’s income eligibility forms

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Ready to apply?

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Enjoy the benefits CACFP allows when you send your application. To get started, contact the CACFP Program Administrator at the State Department of Education through the following channels:

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State Department of Education:

• 334-242-8249 or 334-694-4900
• comm@alsde.edu

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Debbie Harris, CACFP Program Administrator:

• 334-694-4659
• dharris@alsde.edu

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With federal aid, your center can provide children in your care with nutritious food for no additional expense.

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Simplify CACFP compliance with food service from Ordo

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Meeting CACFP requirements on top of managing administrative tasks and ensuring quality care and service can be challenging. Ordo can help you run a CACFP-compliant meal program while streamlining recordkeeping at no additional expense. America's fastest-growing school food program, we provide fresh meals made from scratch every day in our kitchens.

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Our chefs focus on cooking homestyle food that’s both nutritious and what students love. Healthy meals result in better student outcomes, and administrators who invest in their nutrition programs invest in their schools.

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Students and parents can place their orders through their ordering app and choose from seasonal menus with 4 to 6 options daily, like Tex Mex Crunch Salad with Creamy Lime Dressing or Chicken Bacon Wrap with Pretzels, Carrots & Ranch.

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Our online platform automates compliance paperwork for reimbursable meals, tracks essential metrics like daily participation rate, and handles all payment and order processing. Ordo offers both vended meal service, where we deliver the food every day, and onsite food service management, where our chefs prepare food on campus. We have served all types of schools, from preschools and daycare centers to private and public schools. We’ve worked with some of the top brands in early education and child care, including Guidepost Montessori, Bright Horizons, Primrose, and more.

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If you’re interested in providing fresh, healthy food for your school, you can reach out to the school partnerships team here.