What child care centers need to know to apply for CACFP in Rhode Island

In Rhode Island, the USDA-funded Child and Adult Care Food Program (CACFP) is administered by the Rhode Island Department of Education (RIDE). This program ensures that eligible children attending qualified child care facilities receive nutritious meals—completely free of charge to participants—making CACFP a crucial resource for promoting nutrition and well-being in Rhode Island’s communities.

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Through training and performance monitoring, RIDE supports child care centers to operate the program effectively while ensuring compliance with federal guidelines. Learn how your center can join the program below.

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Eligibility requirements

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To qualify for CACFP in Rhode Island, your child care center must meet specific eligibility criteria:

• Be a licensed or approved non-residential child care facility
• Serve meals and snacks that meet CACFP meal pattern requirements
• Operate in compliance with Civil Rights requirements
• Demonstrate financial and administrative capability to manage the program.

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How to apply for CACFP in Rhode Island for child care centers

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Register for the program

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To start the process, fill out the registration form for RIDE’s online training series for potential CACFP sponsors. Complete the form and provide detailed information about your child care center. Once submitted, a member of RIDE’s Community Nutrition team will contact you for further steps.

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Complete the training series

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If deemed eligible, you will receive a link containing the details of the mandatory new Sponsor training within a week, sent to your provided email address. The training sessions will be conducted virtually through a series of videos. Here are some details to know:

• Timeline: You must complete the training series within one (1) month of registration.
• Application deadline: After finishing the training series, you must complete the CACFP new Sponsor application process within six (6) months.
• Training topics: The topics for the training series include CACFP meal patterns, financial management, monitoring, and compliance.

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For recorded webinars, visit:

• CACFP Overview
• CACFP Meal Pattern Overview
• Additional training links are available on the RIDE website.

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Complete the application documentation

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To join the CACFP, child care centers are required to provide sufficient documentation to prove their financial viability, administrative ability to manage the program, and establish internal controls to maintain accountability.‍

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Financial history and documents

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‍Your child care center must prove that it has enough resources to manage the daily operations of CACFP, including the ability to pay employees and suppliers, in case of temporary disruptions in CACFP payments.To verify financial viability, your child care center must submit its most recent year of financial records, including the following documents:

• US Income Tax Returns or Form 990
• Profit/Loss Statements
• Balance Sheets
• Bank Statements (last three months)
• CACFP Financial Viability Questionnaire

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Send these documents via email, fax, or USPS to RIDE for review and approval by a grants and finance officer. RIDE will reach out to you if further information is required or once you are clear to proceed to the next step.‍

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CNP Connect forms

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‍Once your finance records are approved, RIDE will provide the following forms, which you must complete and submit:

• New Sponsor Information Form
• Authorized Signatures Form
• CNP Connect Delegation of Authority Form
• IRS Form W-9

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Once received, RIDE will set up your application in CNP Connect, their online application and claiming system. Once available, you must then log in to CNP Connect to complete the Sponsor agreement and site menu(s).

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‍Accomplish the application packet

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‍After setup in CNP Connect, complete the application packet in the system and attach the following supporting documents:

• One Month of Planned Menus (for all meal periods and age groups)
• News Media Release and Cover Statement
• Federal Funding and Transparency Act (FFATA) Reporting Form
• Permanent Agreement and Policy Statements
• Unaffiliated Center Agreements (if applicable)
• Child Care or Adult Care Licenses
• 501(c)3 Authorization Form (for nonprofits)
• Food Service Contract (if applicable)
• Organizational Chart and Board of Directors Listing

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View the complete list of required documentation here. Once you’ve accomplished the application packet, submit it to CNP Connect for approval. RIDE program specialists will review the application to ensure it is complete and compliant with regulations and policies. If necessary, they may request additional information or clarification, which you must provide within 30 days of submitting the initial application packet.

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Attend the pre-approval visit

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Once your application meets all requirements, RIDE will schedule a pre-approval visit to evaluate your center’s readiness and operations. This visit includes:

• Inspecting the facility to ensure suitability for meal service
• Observing meal preparation to verify if it adheres to CACFP meal patterns
• Reviewing documents such as attendance, meal counts, receipts, and other program records
• Assessing compliance with Civil Rights requirements and implementation of policies and procedures
• Offering guidance and technical assistance to improve program quality if needed

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If corrective action is needed following the pre-approval visit, RIDE will send a notice outlining the required steps. Any corrective actions required will need to be resolved within the given timeframe.

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Application approval

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After completing all steps, RIDE will notify you of approval or denial.

• Approval: Successful applicants will receive a copy of the permanent agreement signed by RIDE’s Child Nutrition Programs Coordinator and the application will reflect as approved in CNP Connect. Approved applicants can begin claiming meal reimbursements starting the first day of the approval month (or earlier, if applicable).
• Denial: Applicants may appeal the decision or reapply if the process is not completed within six (6) months.

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Recordkeeping and documentation (H3)Proper and accurate documentation of records is essential for demonstrating compliance with CACFP regulations. Child care centers must:

• Keep food-related cost records, including receipts and invoices.
• Collect annual eligibility applications from participants.
• Maintain daily attendance and meal count records.

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Additionally, all records must be kept on-site for at least three years plus the current year. Key documents to retain include:

• Daily attendance
• Income eligibility statements and enrollment forms
• Menus and meal production records
• Financial records for auditing purposes

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Reimbursement process

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To claim meal reimbursements, child care centers must submit accurate and timely claims through RIDE's CNP Connect system. Final claims should be submitted within 60 days of the last day of the month covered by the claim. Late claims may result in payment denial, although a one-time exception may be granted upon approval.

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Ready to apply?

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Joining CACFP can help elevate the nutrition and well-being of the children in your care. Take the first step toward making a meaningful difference today!

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For more information about the Child and Adult Care Food Program, contact the Rhode Island Department of Education (RIDE):

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• Phone: (401) 222-4257 or (401) 222-8481
• Email: katherine.chippendale@ride.ri.gov

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Ensure CACFP meal compliance with Ordo

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Let Ordo handle your meal service needs so you can dedicate more time to supporting the children in your care. We provide healthy, CACFP-compliant meals with zero additional costs, making it easier than ever to meet nutrition standards.

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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.