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Applying for CACFP in Virginia: What child care centers need to know
The Child and Adult Care Food Program (CACFP) helps children receive nutritious, balanced meals and snacks supporting their wellness, healthy growth, and development. In Virginia, the CACFP is overseen by the Virginia Department of Health (VDH), which helps child care centers offset meal costs and improve care quality by reimbursing USDA-approved meals.
If you're a child care provider in Virginia, this step-by-step guide will walk you through the CACFP application process.
Eligibility requirements
Child care centers must meet specific criteria to participate in the CACFP and gain access to reimbursement for meals served. Eligible institutions include:
- Nonprofit child care centers
- Head Start programs
- Licensed or approved for-profit centers meeting at least one of these requirements:some text
- Receiving Title XX funds for at least 25% of enrolled children.
- Having at least 25% of children eligible for free or reduced-price meals.
How to apply for CACFP in Virginia
1. Prescreen your eligibility
The first step is to take the VDH’s prescreening test through the CHAAMPS prescreen tool. This tool helps determine if your center qualifies for CACFP. Afterwards, wait for the State agency to communicate via email for guidance and details of the next steps.
Annual enrollment typically opens in August. If you have any questions about eligibility or prescreening, consider attending an "Ask the Experts" session hosted by the VDH.
2. Complete required CACFP training
Annual CACFP training is mandatory for your application to be approved. Operators and key staff must also earn their certificates as a prerequisite.
You can enroll in the appropriate training courses and online modules via the Bright Track platform. The topics that will be covered, include:
- CACFP enrollment process
- Annual sponsor/site training
- General recordkeeping for child care centers
- Maintaining CACFP meal pattern compliance for children and infants
- CACFP performance standards
- Civil rights training
3. Submit the required application and documents
Applications and required documents must be submitted through the CHAAMPS system. To find a checklist of all the requirements and documents, refer to the VDH’s Application Packet.
Upon submission, the VDH will review and approve your application within 30 days. If your submission is incomplete or contains errors, it will be returned, and the 30-day review period will restart.
Recordkeeping and documentation
Child care centers must have procedures in place to collect and retain all records. This is crucial to validate your reimbursement claims for meals.
These records must be preserved for at least three years following the end of the year, which may be used for program renewals, ongoing audits, or investigations.
Daily meal counts and attendance records
- Record the number of participants served daily.
- Document food items served, including milk fat content.
- For each child, include signed, annually updated forms noting normal care days, hours, and meals typically received.
Financial documentation
- Food, operating, and administrative costs, including employee time records for CACFP-related tasks
- Document CACFP-related expenses such as processing, transport, storage, and handling fees
- Maintain original receipts, invoices, inventory records, and itemized bills
- Include kitchen equipment, paper goods, and cleaning supplies directly used in food service
The Reimbursement process
CACFP reimbursements are based on USDA meal pattern guidelines and household income level. Claims must be submitted each month and received within 60 days of the claim month. Refer to the claim submission schedule to avoid missing deadlines, as late claims will not be reimbursed.
Participating child care centers can reimburse the following:
- Meals: Breakfast, lunch, or supper
- Snacks: Morning, afternoon, or evening
To qualify, each meal must meet USDA requirements for portion sizes and include key ingredients such as grains, fruits, vegetables, proteins, bread, and fluid milk.
Ready to apply?
The CACFP empowers child care centers to improve the quality of care they provide to the children they serve. Make a difference in your child care services in Virginia by applying for CACFP today!
To learn more about CACFP requirements and the onboarding process, contact the Helpdesk at (877) 618-7282 or email CACFP@vdh.virginia.gov.
Your dedication can transform lives—start your application now!
Meet CACFP meal standards easily with Ordo
Navigating CACFP requirements doesn’t have to be overwhelming. With Ordo as your meal service partner, you can simplify USDA compliance, meal preparations, and delivery support, while providing kids with fresh, nutritious meals they’ll love.
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.
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.
