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

The Child and Adult Care Food Program (CACFP) is a federally funded initiative designed to help child care centers deliver nutritious meals that support the healthy growth and development of children. Whether you operate a nonprofit or for-profit center, the CACFP offers financial assistance through meal cost reimbursements, helping you enhance your services.

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In Oklahoma, the CACFP is administered by the Oklahoma State Department of Education. Our guide covers everything child care centers in Oklahoma need to know, from eligibility requirements to application steps and more.

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Eligibility requirements

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To participate in CACFP in Oklahoma, your child care center must specific eligibility criteria:

• For-profit child care centers: At least 25% of enrolled children must qualify for free/reduced meals or receive Title XX subsidies.
• Nonprofit child care centers: Must have a valid 501c3 status and are not subject to the 25% rule.
• Must hold a current DHS child care license
• Sponsoring organizations must be eligible to support centers.

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Important note: Institutions and individuals listed on the National Disqualified List (NDL) are not eligible to participate.

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How child care centers can apply for CACFP in Oklahoma

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The entire application process typically takes 2-3 months. Below are the key steps:

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Create a Single Sign-On (SSO) account

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Visit the Oklahoma State Department of Education (SDE) website and create an SSO account. Start by navigating to the Resources page and clicking on the Oklahoma Single Sign-On link.

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Once your account is set up, email the Child Nutrition office to notify them. If you need assistance at any point, feel free to call 405-521-3327 for support.

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Complete the initial questionnaire and submit the required documents

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Once you have an account, complete the initial online application questionnaire, where you’ll need to enter your country and district code. After submitting, wait for a confirmation email from the Child Nutrition office, which will include the next steps and the preliminary application form.

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As part of the process, you’ll need to provide identifying documents, including a DUNS number, which you must register on Sam.gov to generate its expiration date. If you don’t already have a DUNS number, you can obtain one by heading to this website. This will be used to track the claims and reimbursements made to your child care center.

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Attend the CACFP orientation

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Attend the live CACFP orientation hosted by the Oklahoma SDE’s Child Nutrition office. This session covers everything new participating child care centers need to know, including eligibility requirements, meal patterns, reimbursement processes, and required forms. Additionally, you can ask questions or raise concerns during the orientation, ensuring you have the guidance to navigate the application process successfully.

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Complete the VCA form

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The VCA form, sent via email, is used to demonstrate your child care center’s viability, capability, and accountability. To qualify for CACFP, centers must show they are:

• Financially viable: Have sufficient financial resources to sustain the program
• Administratively capable: Can effectively manage daily operations
• Accountable: Able to ensure program requirements and maintain accurate records.

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Submit the Certificate of Authority (COA)

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Once your VCA form is approved, you’ll receive a COA form. Complete and submit it to an authorized representative of the Child Nutrition office to gain access to the CACFP system. Through the portal, you can fill out the necessary online forms and complete the required training.

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Complete online forms and training

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Newly participating child care centers must complete all the required training sessions to gain approval.

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Once you have access to the CACFP system, you can view the training calendar and begin. You must attend the following training courses offered via Zoom by the Oklahoma State Department of Education:

• Application training
• CACFP Orientation
• Administrative and Purchasing training
• Civil Rights Training
• Meal Pattern Requirement training
• Infant training

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After completing the training, access the CACFP Application Checklist in the portal to view all the online forms you must fill out and submit. Once the checklist is complete and ready to be approved, the Child Nutrition department will contact your regional specialist to come out for an on-site pre-approval visit.

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Prepare for an on-site pre-approval visit

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A regional specialist will conduct an on-site visit within 30 days to finalize your application. After the visit, you’ll be notified of your approval results. Once approved, your center can start claiming reimbursements for eligible meals.

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Recordkeeping and documentation

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To ensure compliance with CACFP regulations and a hassle-free reimbursement and renewal process, it’s important for child care centers to maintain accurate documentation.

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Child care centers must:

• Keep receipts, invoices, and other food-related cost records for audits
• Collect annual income eligibility and enrollment applications from participants.
• Maintain daily attendance logs and meal count records.
• Document menus and meal production records.

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Reimbursement process

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Reimbursements are provided to participating child care centers based on the number of meals served and participants’ eligibility:

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• Eligible meals: Centers can claim reimbursement for 2 main meals and 1 snack or 1 main meal and 2 snacks per child per day.
• Reimbursement rates: The rate depends on the percentage of children qualifying for free/reduced meals. View the current rates here.

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Child care centers must submit reimbursement claims monthly through the CACFP system.

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Ready to apply?

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Applying for CACFP can change the lives of the children you serve in Oklahoma. Don’t hesitate to take the first step! For assistance, contact:

Child Nutrition Programs
2500 North Lincoln Blvd., Suite 310
Oklahoma City, OK 73105-4599
Phone: (405) 521-3327 | Fax: (405) 521-2239

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Meet CACFP meal standards with Ordo’s support

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With Ordo as your food service provider, you can focus on caring for children while we handle meal preparation and compliance. Our fresh, balanced meals meet CACFP standards, helping you provide nutritious options effortlessly—at no extra cost.

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Ordo has become America's fastest-growing school food program, 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 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.