Joining CACFP in Massachusetts: What child care centers need to know

The Child and Adult Care Food Program (CACFP) helps child care centers provide nutritious meals and snacks at no extra cost to families. It aims to improve the health of children and adults in care by promoting lifelong, healthy eating habits. In Massachusetts, the Department of Elementary and Secondary Education (MA DESE) administers this program and reimburses participating organizations.

In this guide, we’ll dive into how child care centers in Massachusetts can join CACFP and the steps to quality for this program.

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Eligibility requirements

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CACFP supports various settings, including child care centers, family child care homes, Head Start programs, after-school programs, adult day care centers, and emergency centers. Through the program, these organizations receive financial support and funding to provide nutritious meals to eligible participants.

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To qualify for CACFP, your child care center must be:

• Licensed or legally exempt from licensing
• Provide care to children aged 12 and under
• Offer community-based programming
• Be a public, private, nonprofit or for-profit organization
• Have permits from the local Board of Health to serve meals/snacks
• Actively serving meals and/or snacks consistently for at least two weeks before applying

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For profit centers must have at least 25% of enrollees eligible for free or reduced-price meals. Meeting these criteria ensures that your center is eligible to participate and receive reimbursements for providing meals.

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How to apply for CACFP in Massachusetts for child care centers

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Joining CACFP in Massachusetts involves a few key steps. Here’s a simple guide to help you through the process:

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1. Contact the Massachusetts DESE

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Start by reaching out to the Department of Elementary and Secondary Education (DESE) to obtain the necessary information about the application procedures, program, onboarding process, and other specific state guidelines.

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Contact the DESE in this email: NewSponsorCACFP.SFSP@mass.gov. You can also visit the CACFP New Institution Onboarding page for resources and detailed instructions.

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Note: New applicants can only apply between September 1st and April 30th each year. However, remember that applying does not guarantee approval. Your center must meet all program standards to qualify for reimbursement and complete the required preliminary training.

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2. Complete the Training

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Before applying, attend a DESE training to learn about CACFP regulations and operations. These trainings cover topics like menu planning, nutrition standards, and recordkeeping. Additionally, DESE’s FY25 application training will explain what’s needed for your application and any changes for the fiscal year. It’s highly recommended that your staff attend these sessions to ensure a smooth application process.

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3. Request and Complete Application Materials

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Obtain the necessary application forms such as the new sponsor interest form from DESE, either by requesting them directly via email or downloading them from their website. Make sure to fill out the application with accurate information about your child care program to help speed up the approval process.

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4. Receive Approval

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Once your application has been reviewed and processed, your child care center is approved to join CACFP. This means you will start receiving reimbursements for eligible meals served.

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5. Participate in Monitoring Visits

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After approval, your child care center will undergo monitoring visits to ensure that it complies with CACFP regulations. These visits will happen three times: first within the first four weeks of approval, and at least two unannounced visits during meal services at random days. Visits are spaced no more than six months apart.

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Recordkeeping and documentation

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To properly comply with CACFP guidelines, your child care center must maintain proper documentation. Here’s what you need to keep track of:

• Daily records: Attendance and meal counts to support your reimbursement claims
• Income eligibility statements: Update each participant’s income eligibility free or reduced-price meal eligibility, as well as enrollment forms
• Meal production: Document all served meals, snacks, and menus to ensure they meet CACFP standards.
• Financial records: Keep receipts and invoices for CACFP-related expenses for auditing purposes.

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Accurate and timely recordkeeping helps you submit monthly reimbursement claims and reapply each year without issues.

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Reimbursement process

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Approved child care centers receive reimbursements based on the number of free, reduced, or paid meals served to eligible participants. Reimbursement rates vary depending on household income or the location where the program operates (applicable only to at-risk afterschool programs or family day care providers).

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For the latest income eligibility guidelines, visit the current Income Eligibility Guidelines. Meanwhile, you can find the specific reimbursement rates by meal type in the USDA notice.

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Annual participation renewal

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Each year, you must renew your application to maintain your CACFP participation. To do so, you must keep up with ongoing requirements, such as:

• Training: Ensure all program directors, managers, and staff complete annual training online or in person to ensure all personnel involved are aligned with program guidelines, including recordkeeping, meal patterns, food safety, etc.
• Application renewal: Update your application documents annually to confirm eligibility.

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The DESE may also conduct an annual site visit to review records and observe your child care center’s program operations.

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Ready To Apply?

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Joining CACFP can improve your program by giving you the resources to serve nutritious meals to children in your care. Take the first step today!

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If you’re ready to get started, contact DESE at NewSponsorCACFP.SFSP@mass.gov. Make a positive difference in the lives of the children you serve!

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Serve CACFP-approved meals with Ordo

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Partner with Ordo, and let us take care of your meal preparation while you focus on what matters most—the children in your care. We guarantee balanced, nutritious meals that meet CACFP standards, so you never have to worry about compliance again.

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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 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.