Applying for CACFP in Delaware: Guide for child care centers

The Child and Adult Care Food Program (CACFP) is a federally funded program administered by the USDA that helps ensure children in care settings receive the nutritious meals they need each day. These meals support healthy growth and development in young children.

‍

In Delaware, CACFP supports child care centers by providing funding and is managed by the Delaware Department of Education (DDOE). If you’re a child care center or sponsor in Delaware, here’s what you need to know to get started with the program.

‍

Eligibility requirements

‍

For child care centers

‍

To join CACFP in Delaware, child care providers must:

• Have a valid child care license from the State of Delaware
• Have at least one child currently enrolled
• Be able and willing to serve meals that follow USDA and CACFP/DelaCare nutrition rules

‍

For sponsoring institutions

‍

If you want to sponsor CACFP, you’ll need to meet more detailed requirements:

• Good standing: The institution and its key personnel must not be on the CACFP National Disqualified List or have serious issues with CACFP. The Delaware Department of Education (DDOE) checks this status annually.
• Clean record: No one running the organization should have been convicted of fraud, embezzlement, or similar crimes in the past 7 years.
• Non-profit or qualified for-profit:
  
  • Non-profits need to show proof of 501(c)(3) status and submit tax records.
  • For-profit child care centers can qualify if they meet one of these:
    
    • At least 25% of enrolled kids (or the center’s capacity, whichever is less) qualify for free or reduced-price meals
    • OR 25% receive Title XX benefits and the center gets state funds (known as Purchase of Care or POC)  

How to apply for CACFP in Delaware

‍

1.  Decide whether you’ll be a sponsor or join under one

‍

There are two ways for Delaware child care centers to participate in CACFP:

• As a sponsor: You directly manage and operate the CACFP for your own center(s), or on behalf of others.
• Under a sponsoring organization: If you lack the capacity to take on CACFP responsibilities yourself, a sponsoring organization can handle the administrative work for you.

‍

To become a CACFP sponsor, fill out Delaware’s official New Sponsor Interest Form. A program representative will contact you with the next steps. If you prefer to join under a sponsoring organization, email CACFP@doe.k12.de.us. The Delaware Department of Education (DDOE) will connect you with a qualified sponsor.

‍

2. Review the CACFP sponsor expectations

‍

The Delaware CACFP Sponsor Expectations Document (2024) outlines everything you need to know—especially about finances, staffing, recordkeeping, and staying in compliance.

‍

All sponsors must also meet three key federal performance standards:

• Financial viability: Sponsors must show they’re financially stable and able to manage program funds responsibly.
• Administrative capability: Sponsors must prove they can run the program well and have qualified staff to handle day-to-day operations.
• Program accountability: Sponsors are expected to follow all CACFP rules and maintain internal oversight.

‍

3. Complete the required training

‍

Before you can run CACFP, you’ll need to complete mandatory training. Delaware offers this training online through Schoology, and you’ll register using the Professional Development Management System (PDMS).

‍

How to register:

1. Log in to EdAccess.
2. Use the search bar to look for “CACFP.”
3. Find the course you need and click Register.

‍

How to access the course:

• After registering, go to Schoology through EdAccess
• Follow the instructions and complete all the required training modules

‍

This training will help you understand how to:

• Follow CACFP meal pattern rules.
• Claim reimbursements correctly.
• Stay in compliance with program rules.
• Handle reporting and documentation.

‍

‍

Recordkeeping and documentation

‍

Maintaining complete and accurate records is a must for any center in the Child and Adult Care Food Program (CACFP). This helps you stay organized, prove compliance, and get reimbursed for the meals you serve.

‍

Here are the documents you must maintain:

‍

Program operations

• Approval letters and sponsor/site applications
• Annual audits and financial reports
• Staff training logs (CACFP and Civil Rights)
• Monitoring reports and preapproval visit forms
• Food service contracts

‍

Participant eligibility

• Daily attendance logs
• Master list of eligible children
• Enrollment and income eligibility forms

‍

Claims and meal counts

• Monthly claims
• Daily meal counts
• Menus, recipes, and product labels

‍

Financial records

• Receipts and invoices for food and supplies
• Proof of payment (bank statements, cancelled checks, etc.)
• Cash disbursement journal and monthly profit/loss summaries

‍

Reimbursement process

‍

Once your child care center is approved for the CACFP, you can start serving eligible meals and getting reimbursed each month under DDOE.

‍

Claims must be submitted no later than 60 calendar days after the last day of the month you’re claiming for. Late submissions beyond this window may not be reimbursed.

‍

To qualify for reimbursement, all meals should meet CACFP meal pattern requirements. Additionally, reimbursement rates are determined annually by the USDA and adjusted every July 1. These depend on:

• Participant eligibility: Children are classified into free, reduced-price, or paid categories based on household income.
• Meal type: Rates differ for breakfast, lunch or supper, and snacks.
• Program participation: Some centers may qualify for higher rates based on their location, services offered, or other eligibility criteria.

Reimbursement is only provided for up to two meals and one snack or one meal and two snacks per child per day.

Ready to apply?

‍

Thinking about joining CACFP? This program is a great way to get extra support for your child care center. If you’re ready to learn more about what’s involved in CACFP participation, reach out directly to the Delaware Department of Education (DDOE) at CACFP@doe.k12.de.us. They’ll help connect you with a sponsoring organization and walk you through the steps to join.

‍

You don’t have to figure it out alone; DDOE is here to help you every step of the way.

‍

Make CACFP compliance easy with Ordo’s support

‍

Running a child care center is already a big job—adding CACFP meal requirements to the mix can be overwhelming. Ordo can help make it simple. We prepare and deliver meals that meet CACFP requirements, so you don’t have to worry about tracking guidelines and portion sizes. Our team handles the planning, cooking, and compliance, so you can focus on the children in your care.

‍

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.

‍

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.

‍

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.

‍

If you’re interested in providing fresh, healthy food for your school, you can reach out to the school partnerships team here.