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Joining CACFP in Washington: What child care centers need to know
The Child and Adult Care Food Program (CACFP) is a USDA-funded initiative that helps child care facilities provide healthy meals and snacks to children in their care. The program aims to improve the participants’ health and nutritional well-being while promoting overall public health.
In Washington, CACFP is administered by the Office of Superintendent of Public Instruction (OSPI) and offers reimbursements for meals served.
If you’re running a child care center in Washington, applying for CACFP can help you serve better meals, reduce costs, and stay compliant with nutritional guidelines. Let’s discuss everything you need to know to get started.
Eligibility requirements
Child care centers in Washington that can participate in CACFP include:
- Nonresidential licensed facilities (public or private, nonprofit).
- Programs like Head Start, Early Childhood Educational Assistance Program (ECEAP), and after-school or at-risk programs.
- Emergency shelters serving children in crisis.
- Proprietary centers (for-profit facilities) if at least 25% of participants qualify for free or reduced-price meals.
How to apply for CACFP in Washington
Follow these steps to get your child care center approved for CACFP:
1. Complete the New Applicant process
To get started, new applicants must follow the steps outlined on the New Sponsor webpage. For additional details or to request a new applicant via mail, you can contact the program specialist assigned to your area.
Here’s a breakdown of the steps you must accomplish in the new application process:
1.1. Watch the introductory webinars and attend orientations
Before starting your application, watch the recommended webinars to get a better understanding and overview of the program and its essential details:
Additionally, you can attend orientations to learn about the requirements and benefits of running the CACFP. These orientations are held statewide from September and June. Check the orientation locations and dates here.
1.2. Complete the New Sponsor Questionnaire
Before beginning the survey, it’s important that you have all necessary materials and documents ready. Use this Questionnaire Checklist to confirm that you’ve gathered everything required to complete the questionnaire.
The questionnaire should be submitted annually between July 1 and September 1. Once submitted, a program specialist will reach out to you in early September to guide you through the next steps.
1.3 Sign the permanent agreement with OSPI
After receiving approval to operate the CACFP, your final step is to sign a Permanent Agreement with OSPI. You can preview the agreement’s contents in this resource.
2. Meet mandatory training requirements
All new and returning CACFP participants must complete specific training requirements before their application can be approved. These include:
- Intro to CACFP Workshop (mandatory for new participants).
- Annual Training to stay updated on program changes.
- Civil Rights Training to ensure compliance with federal regulations.
Training sessions are offered online via Canvas or in person. If you don’t have a Canvas account, you can create one and enroll in the course using this link. Additionally, your program specialist can assist with training registrations and provide information on the available dates and times.
You must complete the course and fulfill all application training requirements. Use the FY25 CACFP Annual Training checklist to track your progress.
After completing training, you will be given a training certificate that you can download and print. Retain your certificates as part of your records and documentation.
Recordkeeping and documentation
In CACFP, you must maintain accurate records of all program-related expenses to ensure compliance and hassle-free reimbursement.
What to keep:
- Menus showing meals served and substitutions.
- Daily attendance records and meal counts.
- Income eligibility forms, updated annually.
- Financial records, such as receipts and invoices.
Participating facilities must keep all records for at least three years plus the current program year for audits and renewal purposes.
The Reimbursement process
The CACFP reimburses child care facilities for meals and snacks served to eligible participants. Reimbursements are based on annual rates, and meal claims must be submitted monthly via the Washington Integrated Nutrition System (WINS). WINS is an online platform used by the state of Washington to manage the application and reimbursement claims for Child Nutrition Program participants, including those in the CACFP.
To ensure payment within the same month, claims must be entered by 2:00 PM on the 15th of each month.
Annual participation renewal and training
To continue participating in CACFP, your child care facility must renew its applications each year. Submission deadlines are typically by September 1, with instructions provided by OSPI in the spring.
Use the CACFP Renewal Checklist to ensure your application is complete and ready. Missing the deadline could result in reimbursement delays or termination from the program.
Ready to apply?
CACFP offers great benefits to child care centers, helping you provide healthier meals to children while managing costs. Ready to get started? Contact OSPI via 360-725-6200 for more information. Take the first step today in changing the lives of the children you serve!
Make it easy—Simplify CACFP meal compliance with Ordo
Ordo makes it easy for you to meet CACFP meal standards without additional costs or headaches. While you focus on caring for children, we handle the rest—from meal planning and preparation to ensuring compliance and delivery—so you can serve CACFP-approved meals with no hassle.
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.
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.
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.
If you’re interested in providing fresh, healthy food for your school, you can reach out to the school partnerships team here.
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