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CACFP Forms – Ah, Paperwork!

Boy with School LunchWhen your child care center participates in the USDA Child and Adult Care Food Program (CACFP) there certainly are benefits. For children, of course, it’s a great way to help ensure they receive regular, nutritious meals that meet specific guidelines. That is a wonderful thing! For center owners and directors the other nice part is being reimbursed for each meal served. But there is one drawback. There tend to be a lot of CACFP forms to fill out each month. Ah, paperwork and record keeping. Just what you needed, right? Say no more. Procare Software can help.

Child Meal Counts

One of the most intensive paper trails involves keeping track of what children were served which meals on each day. Luckily, this is an area in which Procare Meal Tracker Software excels. With the Batch Count Meals feature, meals can be counted in a few clicks of the mouse based on each child’s schedule, or on their actual clock in and out times (with Attendance Tracker). It’s important to remember that automated meal counts are intended to be used as a quick starting point. Manual adjustments can easily be made to count only the children who were actually served.

Free Meal Roll Call Sheets

There’s even a handy Meal Roll Call Sheet to record meals as they are served. With Procare the name and classroom information are filled in automatically, but as a courtesy, we’re making blank forms available to any center that tracks meals served.

Download Free Meal Roll Call Sheets (.pdf format):

CACFP Forms

Since the Food Program is administered on a state by state basis the forms that are required tend to vary. One state may require form XYZ while another requires form 123. That’s why Procare reports are generic, giving you the information you need to fill in the forms required by your state. Some states allow alternate forms to be used instead of filling out their standard report. You’ll want to check with your local Food Program representative to be sure what they will accept. The current version of Procare also includes a couple of alternate forms for Texas, alternate 1530 and 1535.

Eligibility Status

Having software to track who was served what and when is a real life saver, but you’ll also need information on the eligibility status of each family. Typically the status levels include Free, Reduced, and Above Scale. With Procare you can print reports showing the number of meals served at each level and keep track of how many families fall into each eligibility category.

Reimbursement Rates

It’s also useful to get an idea of the amount you can expect to be reimbursed. After rates for each eligibility level are entered into Procare, a report can be run to show reimbursement amounts. What could be easier?

Print Menus & Production Records

Oh yes, and I almost forgot about menus. You’ll want to print menu forms to post on your bulletin board or hand out to parents. Perhaps you’ll even want to include menus in your weekly or monthly newsletter. No problem. We’ve got you covered there as well. Now one more thing. What about a report or form to show exactly how much of each ingredient was needed for a particular meal including counts of the number of children in each age bracket. Bingo. The current version of Procare has that one too.

If there’s anything else we can do to help make it easier to handle your CACFP forms and paperwork just let us know.

Until next time, cheers!

-Phil

P.S. You may also be interested in other free child care forms including: Free Daycare Reigstration Forms, Free Child Care Sign In Sheets, and Free Daycare Bus Run Sheets.

If you have questions or comments about this article (or suggestions for another article) I’d be pleased to hear from you. Drop me at note at phil@procaresoftware.com.

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