How to Apply to the CACFP

Thank you for your interest in participating in the Child and Adult Care Food Program (CACFP) and providing healthy and delicious meals to the eligible children and adults of California!

If your organization is interested in operating the CACFP, please review the information below. After reviewing the information, you may start the survey process by clicking the “Interest Survey” button.

The CACFP Interest Survey for Prospective Operators, or Interest Survey for short, is intended to help you assess your potential eligibility for the CACFP and help you understand the necessary requirements to operate the CACFP. It also helps our team understand how to best support you on your way to serving meals.

Throughout the survey there are several technical assistance notes to inform you where you may need additional information.

If you are interested in participating in the CACFP as a family day care provider (operating out of your own home), please visit the Day Care Home Sponsors web page and directly contact a day care home sponsor that serves your county.

Interest Survey Information for Prospective Operators

What to expect of the Interest Survey

Prospective operators can expect to be asked several questions about their business and operations according to Title 7, Code of Federal Regulations (7 CFR), 226.6(b)(1) and California Department of Social Services requirements for organizations applying to participate in the CACFP. You can review the survey topics and subject areas covered by this survey in the CDSS CACFP Administrative Manual using the reference list below:

• Business operations and CACFP Programs Eligibility (Section 1)
• Participant Eligibility, Enrollment, Age and Residency requirements (Section 2)
• Other federal program participation (Section 1)
• Financial management (Section 1.6 Performance Standards and Section 6)
• Meal service operations (Section 9)
• Sponsoring unaffiliated centers (Section 1)

Who should complete this survey?

The CACFP Branch recommends that a designated authorized representative be identified to complete the survey. In the CACFP, the authorized representative is responsible for the full oversight of the CACFP and therefore should be someone who is able to make program decisions on behalf of your organization. In addition, our team will contact the authorized representative to continue the application process if applicable and having a consistent contact throughout will help ensure a smooth application process. Given the nature of topics covered in the Interest Survey (please revisit the What to Expect section for more information) and application process, you should ensure that individuals completing the Interest Survey on behalf of your organization be knowledgeable on the organization’s business operations and financial management. Authorized representatives are typically program directors, child nutrition program managers, food service directors, and other similar managerial positions with meal service program oversight.

How long is the survey?

The Interest Survey questions vary depending on the business entity and the program type that interests prospective operators, but submission should generally take approximately 10 to 15 minutes to complete.

What questions will be asked?

A preview of the survey questionnaire is available for review here. We encourage you to preview the survey prior to beginning to best prepare to complete it. The survey preview provides all possible questions but remember, questions will vary depending on the business entity and program type and as such, not all questions shown will be asked of your organization.

Please note that there are certain program eligibility requirements addressed through survey questions that must be met in order to complete your Interest Survey and continue on to the application process. This includes having:

• Active registration with the California Secretary of State.
 
• A Unique Entity Identifier (UEI number). Prospective operators can visit Sam.gov to acquire a UEI number.
 
• For-profit child care and adult care centers must meet program and participant eligibility. Please visit CACFP Administrative Manual Section 1.1 for more information.
 
• For non-profits:
  • 501 c 3 Letter of Determination issued by the IRS
  • Registration with the Department of Justice

If you are missing any of the above requirements, we encourage you to obtain them prior to beginning the survey or reach out to CDSSFEEDCACFPInterestSurvey@dss.ca.gov for more information.

What if we cannot finish the survey in one session?

We encourage you to complete the Interest Survey in one session. If this is not possible, a “Save and continue” function is available. If you choose to use this function, the survey will email a unique survey link which allows you to return to your survey form. This allows you to return to topics you may need assistance completing.

Once I complete the survey, what happens next?

You can expect to hear from a CACFP specialist within 10 business days. If your answers in the survey require further information, the program specialist will work with you regarding that information. If your organization is ready to apply to participate in CACFP, the program specialist will provide information on starting the application process. The exact application process will vary based on your organization type and the program that will be participating in the CACFP.

Application processing time frames vary based on the complexity of your application. Additionally, there are processes that every prospective operator must complete prior to being approved. In general, the following steps are required to complete the application process:

Step One:

All prospective operators must complete the required training courses. These courses vary based on your organization type and the program that will be participating in the CACFP. These courses are provided through the CDSS Bright Track training platform.

CDSS staff will also provide resources that will help you understand program and meal pattern requirements and will assist in completing the required application documentation such as the written management plan.

Step Two:

CDSS staff evaluate applications for compliance with performance standards per 7 CFR, Section 226.6(b)(1)(xviii). This includes assessing your organization’s responses regarding financial viability and financial management, administrative capability, and program accountability. You will be required to submit documents for your organization, some of which will include documentation to demonstrate financial viability. These will include but may not be limited to:

Step Three:

In this step, you will begin collecting and certifying documentation related to the participants in your facility(ies) and their households.

Step Four:

CDSS staff will provide you with access to the CACFP module of the online Child Nutrition Information and Payment System (CNIPS) with instructions for completing an application packet.

Step Five:

You will complete the preapproval webinar. The webinar takes approximately three hours and is self-paced. It will reinforce all the requirements for participation in the CACFP.

Step Six:

Once you have submitted all documentation for your organization and viewed the preapproval webinar, you will then work with your program specialist to determine when to begin meal service and how to maintain meal service records. Your program specialist will review a week of records to ensure your organization is completing and retaining required documentation in compliance with federal and state regulatory requirements. The start of meal service does not constitute approval. Your program specialist will advise when your organization is approved and may begin claiming reimbursement for meals served.

Step Seven:

Step seven is a preapproval visit from your program specialist. During this visit, the program specialist will ensure that your organization is correctly administering the CACFP.

Step Eight:

Following the preapproval visit, your program specialist will determine whether your organization demonstrates full capability to run the CACFP and maintain proper recordkeeping for success on the program. You will then be asked to sign a permanent single agreement and your program specialist will submit your application packet and supporting documentation for final approval to participate.

PLEASE NOTE:

Reimbursement for meals cannot begin until the prospective operator is approved to participate in the CACFP and the permanent single agreement has been fully executed. Prospective operators cannot be reimbursed for meals served prior to approval. 7 CFR 226.11(a) and 7 CFR 226.6(b)(4)(i).

To begin the application process, click on the below button and complete the Interest Survey:

 

 

Resources

CACFP Info: Basic information about the CACFP.

CACFP Administrative Manual: The CDSS online guide to operating the CACFP.

CACFP Center Sites: A list of existing locations that operate the CACFP, by county.

CACFP Appeal Process: Provides the process for requesting an appeal if you believe your application was unfairly denied, as well as a list of appealable actions.

Transfer of Agency Ownership: This page provides guidance on how to handle a sale or transfer of an organization that is operating the CACFP. Organizations must immediately notify the CDSS prior to a change of ownership to avoid loss of meal reimbursement.

Questions

For assistance with this survey, please contact CDSSFEEDCACFPInterestSurvey@dss.ca.gov and indicate “Interest Survey” in the subject line.

If you experience technical difficulties with completing the survey, please contact RADDSurveyHelp@dss.ca.gov.

This institution is an equal opportunity provider.
Esta institución es un proveedor que ofrece igualdad de oportunidades.