Understanding the Child and Adult Care Food Program (CACFP) is the first step to accurately providing CACFP meals and snacks to Minnesota’s children and adults. Administration and delivery of program benefits in compliance with federal regulation is integral to becoming a viable, capable, and accountable program sponsor. Managerial and administrative staff responsible for program delivery requires skills in recordkeeping and food service operations, as well as nutrition education and meal service information.
State agency staff administer training and provide technical assistance to sponsoring organizations. Training opportunities include online training through e-learning, real-time webinars with interactive learning and opportunities to ask questions, and classes offered around the state and at the Minnesota Department of Education. Training opportunities specific to CACFP sponsors are listed below. View a full list of training opportunities on the MDE Calendar.
Sponsors provide training to new-hires and ongoing instruction to all staff on program meal patterns, attendance and meal counts, claims submission, food service operations, recordkeeping requirements, and reporting. In addition, sponsors provide annual training to all staff on CACFP program updates and compliance standards for operations and program delivery. The resources and webinars below may supplement the sponsors training program.
Introduction and Types of Centers
Navigating the MDE Website (30 minutes)
A variety of information is available on the MDE website that is useful to potential and existing sponsors of CACFP. Program requirements, application materials, reimbursement and budgeting tools, and information to manage and operate the program, are identified by navigating multiple webpages. This session demonstrates how to locate CACFP information and resources available on the MDE website.
Emergency Shelters (20 minutes)
Sponsors of emergency shelters will review the additional specific requirements for participating in CACFP. This includes eligibility, age requirements, financial recordkeeping, and meal service, as well as date-of-birth, meal count and attendance documentation.
Menus and Meal Pattern Components
Meal Pattern Component: Fruits and Vegetables (17 minutes)
Meal patterns of CACFP contain four food components and this session features the fruit and vegetable component. Creditable and noncreditable examples of fruits and vegetables are explained so sponsors with be able to write reimbursable menus and submit claims accurately.
Recordkeeping and Training
Infant Room Recordkeeping (20 minutes)
Infant room recordkeeping focuses on instructions to complete infant meal notification, infant menu records, and infant attendance and meal count records. Staff gains insight to infant menu documentation, accurate attendance and meal count documentation that ensures accurate claims for reimbursement.
Meal Count and Attendance Records (15 minutes)
This session covers the meal count and attendance records and guides the learner to select the record format best suited to their operation. Point of service meal counts and methods to complete attendance documentation is explained.
Required Documents, Training and Recordkeeping (24 minutes)
Sponsors of CACFP are required to complete and retain required documents and training records as specified by federal regulations. In this session, systems to recordkeeping tasks are summarized based on daily, monthly, and annual requirements.
Civil Rights and Civil Rights Training (11 minutes)
This session covers civil rights requirements for CACFP sponsors. There are four requirements which include: public notification, equal access, racial/ethnic data collection, and annual staff training. Civil Rights compliance is critical and should be reviewed regularly by sponsor.
Procurement and Financial Recordkeeping (16 minutes)
This session features procurement procedures, non-profit foodservice operations, revenue and expenses, and recordkeeping. Required sponsor characteristics are discussed which includes financial viability, administrative capability, and internal controls for CACFP program accountability.
Infant Meal Pattern (20 minutes)
This session explains the meal pattern for infants from birth through one year of age. The infant meal pattern is based on three age categories and identifies the optional and required portions for breakfast, lunch and supper, and snack. The center must offer at least the minimum amounts of each required food component for the meal or snack to be reimbursed. Infant room staff must be knowledgeable about the infant meal pattern to assure accurate claims for reimbursement.
Preparing and Submitting Claims
Infant Room Claiming (15 minutes)
The session focuses on claiming processes within the infant room to ensure that only accurate claims are submitted. Developmental readiness, breastfeeding and common scenarios of when- and when-not-to claim meals or snacks are explained.
Approving Household Income Statements for Child Care (24 minutes)
This session discusses the process of distributing Household Income Statements (HISs) and the household letter for child care centers. It also highlights the types of HIS forms sponsors may encounter and how to accurately approve them. Sponsors listening to this training will have the opportunity to follow along and have hands on examples! Materials to go along with Approving Household Income Statements for Child Care
Approving Household Income Statements for Adult Day Care (24 minutes)
This session discusses the process of distributing Household Income Statements (HIS’s) and the household letter for adult day care. Accurate HIS review and A, B, and C assigning is featured.
Determining Monthly A, B, and C Totals (18 minutes)
This session reviews how to determine and document the monthly A, B, and C totals using monthly summary forms and master eligibility lists. Sponsors learn how these documents remain current and are useful tools to accurate claims month-after-month. Materials to go along with Determining Monthly A, B, and C Totals.
Determining Monthly Meal Count Totals and Average Daily Attendance (28 minutes)
This session identifies routine edit checks, basic math, and operational days to accurately total attendance and meal count records and average daily attendance. Sponsors may practice edit checks and simple math calculations during the session to build skills in accurate claim submission. Materials to go along with Determining Monthly Meal Count Totals and Average Daily Attendance.
Determining Monthly For-Profit Eligibility (12 minutes)
This session explains the critical math calculation which for-profit sponsors must complete every month for each site. A site’s eligibility must meet the minimum of 25 percent low income participants. If the minimum is not met, the sponsor cannot claim meals for that site for that particular month. Complete the session Approving Household Income Statements for child care or adult day care, as appropriate, prior to viewing this training session.
Submitting Monthly Claim for Reimbursement (12 minutes)
Learn how to enter and adjust the claim for reimbursement in the Cyber-Linked Interactive Child Nutrition System (CLiCS). Those using CLiCS need to be proficient in entering meal counts, average daily attendance, and A, B, and C totals within submission due dates. Materials to go along with Submitting Monthly Claim for Reimbursement.
Financial Reimbursement (26 minutes)
This session covers how to estimate Child and Adult Care Food Program (CACFP) reimbursement for each meal and snack submitted on a monthly claim. Helpful payment information in CLiCS and methods to estimate monthly and annual CACFP reimbursement is explained. Materials to go along with Financial Reimbursement.