Joining CCFP in Florida: What child care centers need to know

The National Child and Adult Care Food Program (CACFP) helps care centers shoulder the costs of serving fresh, nutritious meals daily by reimbursing them monthly. It’s a great way to fight hunger and ensure children eat according to their nutrition needs.

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In Florida, the Department of Health Bureau of Child Care Programs oversees the Child Care Food Program (CCFP). They set the requirements and standards centers wanting to participate must adhere to.

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To make applying for CCFP easier, we’ve simplified the steps to becoming a CCFP provider in Florida here.

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Eligibility requirements

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Private and public, for-profit and non-profit organizations can apply for CCFP in Florida. They must be licensed or approved license-exempt by the Florida Department of Children and Families. If they’re religious exempt, they must have a religious accreditation certificate.

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For for-profit organizations, at least 25% of enrollees must be eligible for free and reduced-price meals based on the current income eligibility guidelines. Private non-profit centers are automatically eligible and don’t have to meet these requirements.

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How to become a Child Care Food Program provider in Florida

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Child care centers in Florida can apply for CCFP in two ways: contact a sponsor or partner directly with the CCFP.

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Through a sponsoring organization

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Private sponsors provide food for more than one center across multiple counties. Partnering with one means they’ll handle the paperwork, audits, and documentation for your center to meet CCFP requirements. They already comply with the program requirements and have their own processes to follow if you partner with them.

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To find a sponsor, do the following:

1. Check the CCFP’s list of approved sponsors and the counties where they operate.

1. Reach out to the nearest sponsoring organizations operating in your county.
2. Follow their requirements on how to apply for CCFP.

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Sponsors hold their own orientation training according to CCFP’s standards. Consult your chosen sponsor on the next steps once you’ve contacted them.

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As an independent contractor

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Partnering directly with CCFP as an independent contractor means following the requirements and submitting monthly reimbursement claims yourself. If you want to partner directly with CCFP, follow the steps below:

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Complete mandatory pre-application training

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You’ll have to take the first part of the Prospective Contractor Training (PCT) Part 1. The CCFP holds one PCT training per month in different cities across the state. Check the PCT schedule and fill out the Intake Form to register. During this training, you’ll know the CCFP requirements including forms and documentation you must fulfill before PCT part 2.

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Submit forms

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Finalize and submit your application package including a completed CCFP agreement, proof of licensing or exemption, a sample menu, and income eligibility documentation.

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Wait for program approval

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Once the state has reviewed your application, they can approve or advise improvements. Make the necessary changes and wait for approval. The DOH will send guidelines on initial setup for reporting and compliance.

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Record-keeping and Documentation

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Participating in CCFP means keeping up with strict document requirements. Record the following data every year for monthly reimbursement and annual reviews. For all necessary documents and forms, check the CCFP site:

• Daily attendance and meal count: Record the attendance and the number of meals served daily for accurate reimbursement claims, and the enrollment roster yearly for application renewal.
• Menu and food purchase records: Document food purchases, menus and production records to track nutrition standards and serving sizes. Make sure they’re according to the updated nutrition requirements set by the USDA as of 2024.
• Income eligibility forms: Collect and maintain child participation forms and income eligibility documentation for each child, updated annually for compliance.
• Monitoring reports: Maintain records of monitoring visits by the DOH, including corrective actions if needed.

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Reimbursement Process

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Every month, centers must submit the enrollment roster, monthly meal counts, and attendance records for reimbursement. The enrollment roster must include every child enrolled, whether they receive free or reduced-price meals.

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Payment rates depend on the current CCFP reimbursement rates set by the Florida DOH. They vary based on each child’s enrollment category (free, reduced-price, or non-needy) which can be adjusted annually.

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Centers file their claim through the Management Information and Payment System (MIPS) within 30 days from the last day of the claim month. Otherwise, they’d have to file their claim on paper within 60 days.

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Approved claims typically result in reimbursement within 4-6 weeks, with funds deposited directly to the center’s account.

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Annual Renewal

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To renew their participation, centers must complete annual refresher training on meal pattern requirements, recordkeeping, and civil rights. Other training topics regarding food safety include food safety and sanitation, proper purchasing and preparing food and following CCFP procurement requirements to acquire catered meals.

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Centers must also submit new enrollment rosters, child application forms, and updated income eligibility documentation for every child at this time. The fiscal year ends in September and renewal occurs every October.

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Ready to Apply?

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Joining CCFP allows you to provide children at your center with the nutritious meals they need every day, minus the added cost. If you’re ready to get started, visit the CCFP application page and register. For any other concerns, reach out to DOH at 850-245-4323 and ccfp@flhealth.gov.

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Ordo meets CCFP meal requirements without problems

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Planning daily menus, filing claims, and making sure every meal is as nutritious as it tastes is no easy feat. That’s why many care centers partner with external vendors they can trust to provide fresh meals daily. At Ordo, we ensure every child eats well-balanced meals according to CCFP guidelines and care centers comply without added cost.

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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.

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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.

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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.