Applying for CACFP in Ohio: What child care centers need to know

Through the USDA’s Child and Adult Care Food Program (CACFP), child care centers can provide 3.3 million American children with the nutritious meals they need to grow. The federally-funded program reimburses child care centers for providing well-balanced meals and snacks to children, helping improve their eating habits and daily nutrition without additional expenses.

In Ohio, the Department of Education, Office of Nutrition oversees the program. They ensure child care centers comply with CACFP guidelines, from application and training to program implementation and renewal.

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To make applying for CACFP in Ohio simpler, we’ve listed everything child care centers need to know. Find out how you can provide healthy meals for children’s growth and get reimbursements here.

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Eligibility requirements

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Public or private nonprofit child care centers can participate in CACFP, granted that they meet the following criteria:

• Licensed and approved to provide day care services by the Ohio DOE and the Ohio Department of Job and Family Services
• Financially viable to run the program, proven through financial documents such as balance sheets, bank statements, and an income statement. Nonprofits also need to provide their most recent 990 Form
• Meet meal pattern requirements set by the USDA
• Submit complete paperwork

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To be eligible, for-profit centers must either receive Title XX funds for at least 25% of enrollees or licensed capacity, whichever is less or have at least 25% of the children in care eligible for free or reduced-price meals according to current income eligibility guidelines.

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CACFP Meal Pattern requirements

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Aside from federal nutritional guidelines for schools, meals and snacks served in CACFP centers must meet meal pattern requirements set by the USDA. These include recommended quantities of meat/alternatives, whole grains, vegetables, fruits, and milk. CACFP meal pattern requirements differ per age (infant, child, adult) and type of meal served (breakfast, lunch, supper or snack).

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CACFP-approved centers can provide each eligible participant each day with up to two meals (breakfast, lunch, or supper) and one snack or one meal with two snacks. They’ll be reimbursed for all meals served to eligible participants in a month.

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How to apply for CACFP in Ohio

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Eligible child care centers in Ohio can apply for CACFP independently or through sponsors. Applying independently means partnering directly with CACFP where you’d have to submit your application and monthly reimbursement claims yourself. If you partner with a sponsor, they’d review and submit your application.

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Either way, you’d have to contact ODE’s CACFP office to express interest and get proper guidance. They’ll inform you of the steps to apply or look for a sponsor through the Claims Reimbursement and Reporting System (CRRS).

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What to expect when applying for CACFP

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The ODE CACFP page does not state explicitly the application process, but here is what it usually entails. Make sure you confirm with the office staff before proceeding.

1. Mandatory Seminar Training: You might have to undergo a training seminar where CACFP standards and requirements are discussed in detail. The CACFP office commonly holds an in-person training monthly. Confirm with an officer to check the schedule and availability.
2. Application Packet Submission: Submit your complete application packet including required documents such as proof of licensing, staffing details, budget plans, enrollment details, meal service plans, and income eligibility records.
3. Pre-approval Visit: Pass the pre-approval visit by a CACFP official to complete the application process. They’ll verify your center’s compliance and readiness to operate the program.

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Once you get a start date, you’re ready to run a CACFP program. Make sure you keep all records in your application for annual review.

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Recordkeeping and documentation

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Keep a record of the following details needed to submit monthly claims and reapply annually.

• Meal Counts and Attendance Records: Maintain accurate daily meal counts and attendance to verify that served meals align with CACFP claims.
• Income Eligibility Forms: Update every child’s form for free or reduced-price meals annually
• Menus and Meal Production Records: Record meals and snacks which should be following CACFP meal pattern guidelines.
• Financial Records: Keep all records of CACFP-related expenses including receipts, invoices, etc., for auditing purposes

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Reimbursement process

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Child centers submit reimbursement claims through the CRRS. These should detail the number of meals and snacks served, the attendance count, and eligibility records. Claims can be submitted within fifteen days from the last day of the claim month.

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Centers receive payment based on the type and number of meals served, the income eligibility of each participant, and the current reimbursement rates set by the USDA which vary per category (free, reduced-price, or paid).

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Annual renewal and staff training

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Applications must be renewed annually, with documents updated to re-confirm eligibility. The ODE may review the center's record and conduct a site visit to ensure compliance. During this time, child care center staff undergo annual training online or in-person to ensure they’re aligned with current and new guidelines, including meal patterns, civil rights, recordkeeping, and food safety.

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Ready to Apply?

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Joining CACFP allows you to improve children’s diets and provide them with the nutritious meals they need. If you’re ready to get started, visit the ODE CACFP information page or contact the ODE Office of Nutrition at (614) 466-2945 or (800) 808-6325 for assistance. You can reach them via email at child.nutrition@education.ohio.gov. Take the step to improving children’s diets and health today!

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Ordo helps you meet CACFP meal requirements

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Ensuring every meal and snack satisfies CACFP requirements on top of managing a child care center is no small feat. Here’s where Ordo can help. As an external food provider, we ensure children get the nutrition they need based on CACFP meal pattern requirements and you stay compliant for no additional cost.

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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. 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 different 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 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.

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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.