CACFP in Virginia: How child care centers can apply

Helping child care centers provide healthy meals for free is the Child and Adult Care Food Program (CACFP). This federal food assistance program provides funding to eligible institutions, ensuring children and adults under their care receive nutritious meals. In the Old Dominion State, the Virginia Department of Health (VDH) administers the program, overseeing child care centers and other facilities looking to subsidize healthy snacks and meals.

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In this guide, we’re outlining what child care centers need to know to join CACFP in Virginia, from eligibility criteria to application steps to annual participation renewal. Continue reading to discover the key requirements for participating in CACFP in Virginia and where to source healthy, delicious meals for children.

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Eligibility Requirements

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To participate in CACFP in Virginia, child care centers must meet specific eligibility criteria:

• Child care centers must be licensed or approved by the state
• For-profit child care centers can participate if at least 25% of their enrolled children receive subsidized care

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If your organization meets these requirements, you can proceed with the application.

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How to apply for CACFP in Virginia

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Attend the “Ask the Experts” Webinar

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Centers interested in joining CACFP can attend the VDH’s quarterly webinar “Ask the Experts” to ask questions directly to the specialists. This session provides an overview of CACFP and answers applicant questions. You can contact CACFP@vdh.virginia.gov for registration details. If you’ve missed a session, register to watch past recordings here.

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Complete the Pre-Screening Questionnaire

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To determine initial eligibility, complete the pre-screening questionnaire through the CHAAMPS portal. Key questions include:

• Organization type and tax-exempt status
• Interest in sponsoring day care homes
• Prior experience with child care and subsidized care enrollment

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Submit a complete application packet

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If the pre-screening is approved, a CACFP specialist will provide further application steps and required documentation. The completed application packet must include the following and be submitted through CHAAMP:

• Sponsoring organization details
• Budget and financial documentation
• Site-specific applications
• Board of Directors information (if applicable)

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Provide accurate information and complete all needed documents as soon as you can to speed up the process and avoid processing delays.

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Recordkeeping and documentation

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Once your center is accepted in the program, maintain detailed documents for easier reimbursements and participation renewals. Keep track of the following information:

• Daily meal counts and menus
• Food purchasing and production records
• Enrollment and eligibility documentation
• Financial records related to meal services

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Failure to provide the proper documents can lead to delayed or denied reimbursements.

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Reimbursement process

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Centers can reimbursement the following every month, granted that they are CACFP-approved meals that meet USDA nutritional standards:

• Maximum daily meal claims: Two meals and one snack or two snacks and one meal per participant
• Eligible meal types: Breakfast, morning snack, lunch, afternoon snack, supper

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Annual certification and training

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After every fiscal year, participating centers must renew their applications through CHAAMPS. Here’s the latest Annual Certification Checklist for reference. All program staff must undergo mandatory training through Bright Track.

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Ready to apply?

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Joining CACFP in Virginia makes it easier for your center to provide top-quality care and nutrition for no added cost. Start your journey to improved child nutrition by contacting the VDH via email at CACFP@vdh.virginia.gov or their helpdesk at (877) 618-7282. Take the first step to improving your child care services today!

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Meet CACFP meal standards with Ordo

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Partnering with a meal service provider can streamline operations while maintaining strict CACFP compliance. Ordo offers nutritious, CACFP-approved meals tailored for child care centers. Through our help, program operators ensure meals meet USDA standards, simplify recordkeeping, and reduce administrative burden at no additional 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.