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Applying for CACFP in Michigan: what child care centers need to know
The Child and Adult Care Food Program (CACFP) helps child care centers, after-school programs, and family or group daycare homes provide affordable, healthy meals and snacks. Over 5,000 Michigan facilities participate in CACFP annually, serving millions of meals.
Through federal reimbursements, CACFP offers financial support to care facilities, making healthy, balanced meals more accessible. Overseen by the Michigan Department of Education (MDE), the program aims to promote healthy development in children.
However, child care centers must first apply and follow strict regulations to join the program. To help you apply for CACFP, we’ve put together an easy-to-follow guide to navigate the application process.
Eligibility requirements
Any licensed public or private nonprofit childcare center can join the CACFP. For-profit centers can also qualify if they serve at least 25% or more children from low-income backgrounds eligible for free or reduced-price meals or have child care subsidy (Title XX funds).
Eligible child and adult care facilities include:
- Licensed childcare centers
- Head Start programs
- Great Start to Readiness Programs (GSRP)
- Public and Non-Public Schools
- After-school care programs
- Emergency shelters providing residential and food services to homeless children
- Some private, for-profit childcare centers
Prerequisite Steps Before Applying for CACFP in Michigan
The application for the CACFP is entirely online. Before you start your CACFP application, you should first complete these steps.
Here’s a quick summary of what you need to do:
- Complete the prequalification survey
- Register with SIGMA VSS (Statewide Integrated Governmental Management Applications - Vendor Self-Service)
- Obtain a Unique Entity Identifier (UEI)
- Create a profile in the Michigan EEM (Education Entity Master)
- Create a MiLogin for Third Party Account
- Create a MEIS (Michigan Education Information System) account
- Link MEIS account to MiLogin for Third Party Account
- Request NexSyS Access
Now, let’s go through each step in detail.
1. Complete the Prequalification Survey
The first step to applying is accomplishing the required survey and supporting documentation. These will be reviewed by the Michigan Department of Education (MDE) to determine whether the facility or sponsor is administratively and financially capable of participating.
Note: If you’re an NSLP sponsor or already participating in another Child Nutrition Program, this prequalification application is no longer necessary.
If you’re a new participant, follow these steps:
- Access the survey and the list of required documents you should submit at the following link: www.michigan.gov/cacfp-survey.
- Follow the prompt—provide whether you’re For Profit or Non-Profit and for how many locations you’re applying for.
- Download the packet that contains the application form and other necessary worksheets.
- Submit the completed survey, along with the required supporting documentation as separate attachments, to mde-cacfp@michigan.gov.
- MDE will review your packet, and wait for approval before proceeding with Step 2.
2. Register with the Office of the State Budget via SIGMA VSS
Once you’re approved, the next step is to register in SIGMA Vendor Self-Service so you can receive payments from the State of Michigan. Using this online system, you can register as payee/vendor/guarantee to manage your information, view your payment status and history, or access business and grant opportunities.
To register in the system, simply head to SIGMA VSS (www.michigan.gov/sigmavss) and complete the provided SIGMA application.
3. Obtain Your Unique Entity Identifier (UEI)
The Unique Entity Identifier (UEI) is a federal identification number that all recipients of CACFP funds must have. To get your UEI, go to Sam.gov and click on “Get Started” under the Register Your Entity or Get a Unique Entity ID section. Complete the registration process and wait to receive your UEI number, which may take several days.
Note: Be sure to obtain your UEI first before proceeding to Step 4.
4. Create Your Agency Profile in the Education Entity Master (EEM)
The EEM serves as Michigan’s directory for educational entities, linking them to other data collection applications in the state. Creating a profile in the EEM is required to access MDE grants and online applications, as well as obtain an agency entity code/agreement number.
Here’s what you need to do in this process:
- Enter your UEI number in your agency profile to obtain security rights to EEM.
- To register your agency as a non-school participant, complete the Center for Education and Performance or CEPI application form. You’ll receive your agreement number/entity code via email to confirm your registration.
- Now, to gain access to EEM, you must first have a MiLogin Account. Proceed to the next step.
5. Create Your MiLogin for Third Party
MiLogin for Third Party is a platform from the State of Michigan that lets users access multiple state systems online with one username and password.
Here’s what you need to do:
- Create an account through this link: https://milogintp.michigan.gov/
- Log into your account, search for EEM, agree to the Terms, and click Request Access.
- Complete the security agreement form.
- Once done, submit it to CEPI at cepi@michigan.gov
The next step is to link your MiLogin for Third Party account to your MEIS account. To do that, let’s create your MEIS account in the next step.
6. Create a Michigan Education Information System (MEIS) Account
The Michigan Education Information System (MEIS) is a security system used to access any applications from the MDE. To obtain your MEIS account number, go to the website and simply create a new account. Once accomplished, remember to note down your MEIS account number, username, and password, which we’ll need in the next step.
7. Link Your MEIS Account
Finally, we’ll link your MEIS account to your MiLogin for Third Party account.
You can do this by heading to the platform and clicking Request Access. Then, select the Michigan Department of Education from the Select Agencies dropdown and click on the MEIS account link.
Complete the remaining steps such as agreeing to the Terms and verifying your information. Click the submit button and you should see a confirmation screen informing you that your access has been approved.
Note: Log out of MiLogin and log back in to view the new system added to your list of MDE system options on your home screen.
8. Request NexSys Access
The last and final prerequisite step is requesting access to the NexSys application platform, which you will use to complete the CACFP application. To accomplish this, click Request Access from your MiLogin for Third Party account and search for NexSys.
Like our previous steps, select the NexSys link and complete the access request form.
Completing the CACFP Application in Michigan
Once you’ve completed the prerequisites, you can start applying for the CACFP Application. Follow these steps:
1. Complete the Required Online Training Modules
Before applying for the CACFP application, you should first complete the online training modules necessary for your CACFP application to be approved. You can access various training resources on the MDE website that cover essential topics such as meal planning, recordkeeping, program oversight, financial management, documentation, etc.
For instance, the Brighton Training website offers the CACFP New Sponsor Training 2023 (MICHIGAN-120)—a training module intended to provide foundational training for new CACFP sponsors and organizations.
Once you’ve completed the required training, download the certificate and upload these alongside your CACFP application.
2. Submit Request to Create CACFP NexSyS Application
Once you’ve completed all eight prerequisite steps and acquired your training certificate, it’s time to complete your CACFP application. First, you’ll need to email your assigned analyst to create your CACFP NexSys application, which you can access in your MiLogin for Third Party Account.
Finally, complete the application form and submit it by changing the status under the Status Option tab.
3. Pre-approval Site Visit & Approval Notification
Before your application is approved, a pre-approval site visit will take place to evaluate your application information, confirm that key staff have completed the CACFP Webinar Recordkeeping training, and review CACFP-related procedures and recordkeeping.
During the visit, you’ll also receive additional training on CACFP policies and procedures and can ask any questions you may have. The date for your center to start claiming meal reimbursements will also be established during this visit.
Once your CACFP application is finally approved, your assigned analyst will notify you via email.
Recordkeeping and Documentation
For the CACFP, centers and sponsors must keep clear and detailed records that show how expenses are allocated between program and non-program food services. During reviews, the State agency will verify that all CACFP reimbursements are used exclusively for nonprofit food service activities.
It’s important to start documenting and keeping records for meal reimbursements as early as possible in the CACFP application process. To help you, there are recordkeeping forms available on the MDE website.
Here’s a summary of the records you should maintain:
- Menus for all foods served to participants
- Meal attendance records for each meal served
- Center attendance (which may differ from meal attendance)
- Receipts and invoices
- Food items (including milk)
- Food service supplies
- Administrative expenses
- Enrollment Forms
- Household Income Eligibility Statements (HIES), if applicable
Reimbursement Process
To help cover the costs of serving healthy meals and snacks, CACFP provides monthly cash reimbursements to participating childcare centers. The reimbursement rates are based on the number of eligible meals served, their income eligibility category (free, reduced, or paid), and how many participants are in each category.
Annual Staff Training
CACFP centers and all its key staff must complete annual training to stay updated on program requirements. There are various MDE resources you can utilize to meet the CACFP training requirements such as:
- Brighton Training Website
- The MDE website
- Training videos
Ready To Apply?
Applying for CACFP can greatly improve your child care services in Michigan. Don’t hesitate to take the first step! Head over to the CACFP application page or call the Michigan Department of Education CACFP at 517-241-5353 for help. Your commitment can change the lives of the children you serve!
Make It Easy—Meet CACFP Meal Standards with Ordo
With Ordo, you can simplify your meal service and ensure that you comply with federal standards while managing your child care center. Centers using CACFP can have external vendors like Ordo provide food service for your kids. We can deliver the nutritious, balanced meals you need so you can focus on what you do best—caring for the children.
Ordo has become the fastest-growing school food program in America, providing fresh meals made from scratch every day in our kitchens. Our chefs focus on cooking homestyle food that’s both nutritious and what students love.
Students and parents can place their orders through their ordering app and choose from seasonal menus with 4 to 6 different options daily like Tex Mex Crunch Salad with Creamy Lime Dressing or Chicken Bacon Wrap with Pretzels, Carrots & Ranch.
Our online platform automates compliance paperwork for reimbursable meals, tracks important 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 with our chefs preparing 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.
If you’re interested in providing fresh, healthy food for your school, you can reach out to the school partnerships team here.
Never worry about food again
We provide freshly prepared meals and take care of the paperwork so you can focus on what matters.
