Joining the CACFP in Utah: What child care centers need to know

Providing children in care centers with nutritious meals is key to supporting their growth, development, and well-being. The Child and Adult Care Food Program (CACFP) helps make this possible by offering financial assistance to child care centers and other eligible facilities.

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In Utah, the program is administered by the Utah State Board of Education (USBE), ensuring that participating centers meet federal nutrition standards and comply with CACFP regulations.

We’ll walk you through everything child care centers need to know about applying for CACFP in Utah, including eligibility requirements, application steps, training, and more. Let’s get started.

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Eligibility requirements

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To qualify for CACFP, your child care center must be licensed or approved by the state of Utah or meet Child and Adult Care standards for non-residential care.

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Eligible organizations include:

• Public or private non-profit child care centers
• Outside-school-hours care centers
• Head Start programs
• Emergency shelters
• Other licensed or approved day care service providers
• Independent or household-run centers

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For-profit centers may also qualify if they meet at least one of the following criteria:

• Receive Title XX funds for at least 25% of enrolled children or licensed capacity (whichever is less)
• At least 25% of the children in care qualify for free or reduced-price meals

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How to apply for CACFP in Utah

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Take the New Sponsor survey

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Complete the New Sponsor Intake Survey to determine if your child care center qualifies for the CACFP. If you need assistance in the application process, you can also contact the USBE CACFP staff.‍

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Submit the required documentation

After completing the survey, USBE will reach out to you to confirm your eligibility and provide a list of required documents. Alternatively, you can head over to the USBE’s CACFP Central where you’ll find resources and forms for the program. You can complete these forms online or by downloading and submitting them via email to communityprograms@schools.utah.gov.

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Complete the mandatory CACFP training

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The CACFP training covers essential topics to help you implement the program correctly and stay compliant in your child care center. You’ll learn about:

• Administrative training – Program overview, enrollment, income eligibility forms, meal service, claim submission, civil rights, procurement, and more.
• Operational training – Meal components, serving sizes, meal service, menu planning and recipes, special diets, food purchasing guidelines, and more.

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The CACFP training can be completed in one of two ways:

• In-person training: This is held quarterly at the Utah State Board of Education building in Salt Lake City. Register here.
• Online training: Available through the USBE training portal. This course consists of 17 modules and takes 5-8 hours to complete.

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Schedule a pre-approval visit

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Once all documentation and training are complete, USBE will schedule a pre-approval review to ensure that your child care center has the necessary systems and knowledgeable staff for compliance.Additionally, pre-approval visits must be scheduled and completed by August 15th to continue with the application process. Note: Applications are not processed in August and September.

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Receive approval & submit claims

Once your child care center is approved for the program, you’ll receive an approval letter and a signed permanent agreement to sponsor from the state office. You can now begin submitting claims for meal reimbursements.

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Recordkeeping and documentation

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Child care centers participating in the CACFP must keep accurate records to submit claims and receive reimbursements. Here are the required records you should maintain:

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Meal counts

• Daily point-of-service meal counts for each site or classroom
• Documentation of meal service, including date, location, meal type, and number of meals served

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Menu and documentation

• Working menus reflecting actual meals that were served
• Documentation of meal components, including CN Labels and Standard of Identity documents.
• Special dietary accommodations with proper medical documentation

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Attendance records

• Daily attendance logs for all participants
• Attendance records must match the meal count records

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Reimbursement process

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CACFP reimburses for-profit and non-profit child care centers based on the number of meals served at established free, reduced-price, and paid rates. Here’s what you need to know to submit your claims in Utah:

• Centers may claim up to two meals and one snack or two snacks and one meal per day per participant.
• Claims must be submitted to the USBE by the 5th working day of the month to receive your payment on time.
• The final deadline for claim submission is 60 days from the end of the claim month.
• Amendments can be made within 60 days if corrections are needed.

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Ready to apply?

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Applying for CACFP helps your child care center provide healthy, balanced meals to children in your care while receiving financial assistance. Start your application today by following the steps above.

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For assistance, contact the Utah State Board of Education (USBE) at communityprograms@schools.utah.gov or call (801) 538-7500.

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Change the lives of the children you serve by taking the first step!

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Meet CACFP meal standards with Ordo

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Managing CACFP meal requirements can be time-consuming, but partnering with a trusted meal provider makes it easier. Ordo delivers nutritious, CACFP-compliant meals to child care centers—without the extra costs. Let us handle the meals, so you can focus on providing quality care.

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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.