Applying for CACFP in Montana: A guide for child care centers

Serving healthy food in child care centers helps children meet their nutritional needs. While crucial, this adds to the centers’ financial responsibilities. The USDA steps in to help with the Child and Adult Care Food Program (CACFP). This program helps ensure that eligible children in care facilities receive nutritious meals and snacks, while providers receive vital reimbursement support. In Montana, it’s administered by the Department of Public Health and Human Services (DPHHS) through the Early Childhood and Family Support Division (ECFSD).

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For child care centers, participating in CACFP can cut food costs and improve nutrition standards while supporting Montana families relying on services. In this guide, we break down everything you need to know to get started on your application—from eligibility requirements to training and the monthly claims process.

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Eligibility Requirements

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To participate in Montana’s CACFP, child care facilities must meet certain eligibility and operational standards. They differ slightly depending on whether your center is for-profit or non-profit.

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For-Profit Child Care Centers

• At least 25% of the enrolled children or licensed capacity (whichever is less) must qualify for free or reduced-price reimbursement rate.
• To determine eligibility, collect Income Eligibility Forms from families before applying.

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Non-Profit Child Care Centers

• Must be licensed (no additional requirement needed)
• Complete the online application to begin the process.

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Program requirements

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Regardless of type, participating programs must:

• Offer a variety of nutritious and culturally inclusive meals
• Use fresh and locally grown foods when possible
• Serve meals based on the USDA Dietary Guidelines and family-style service
• Support breastfeeding or provide iron-fortified infant formula
• Serve milk with meals for children ages one and up

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Children up to 12 years old and migrant children up to 15 years old can receive meals. Centers must also comply with additional program requirements below:

• Maintain an annual application and contract with DPHHS
• Maintain non-profit status, or serve at least 25% of low-income families if for-profit
• Be licensed, federally approved, or meet CACFP self-certification
• Store all records for three years plus the current year

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How to apply for CACFP in Montana

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Child care providers in Montana can apply for CACFP at any time of year. Here’s how to get started:

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1. Complete your Pre-application Profile

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Start by contacting the CACFP state office and requesting the pre-application profile. This helps the state determine your eligibility and readiness to participate. During this call, you can also ask about available training and technical support.

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2. Complete the required CACFP training

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Once your pre-application is reviewed, you’ll be asked to submit the following:

• CACFP Application: Available online or in paper form
• IRS W-9 Form: Required for reimbursement payments
• Two-Week Sample Menu: Shows how you’ll meet USDA meal pattern requirements
• Proof of Non-Profit Status: Required for nonprofit centers
• Income Eligibility Forms (IEF): Required for for-profit centers; proves that at least 25% of enrollees qualify for free or reduced-price meals.

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Aside from these, you’ll also need to submit documentation for the following:

• Your current state child care license
• Food service operations (e.g., kitchen setup, food storage)
• Staff responsible for meal prep and recordkeeping

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3. Pass the Pre-approval visit

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Once you’ve completed your application, a CACFP staff member will schedule a pre-approval visit to your center. During this time, they’ll:

• Review your meal service setup
• Check your food safety procedures
• Ensure your documentation is in order
• Answer any questions about compliance

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You’ll need approval during this visit before you can start claiming meals. Otherwise, the staff member will provide suggestions to ensure you comply with all guidelines.

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Note: Staff will schedule follow-up visits months after you’ve started the program to ensure you’re operating correctly.

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4. Get Approval and Initial Training

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After your site visit and application review, your center will receive an official approval letter. Staff responsible for the program must then complete state-provided training on CACFP requirements, including:

• Nutrition guidelines
• Recordkeeping
• Claim submission
• Civil rights compliance

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5. Start Serving and Claiming

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Once approved and trained, you may begin serving meals and submitting claims through the CACFP online claims system. It will guide you through the uploading process, where you’ll need to input meal counts and other required data monthly.

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Recordkeeping and documentation

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To maintain CACFP participation and continue receiving reimbursements, centers must ensure accurate documentation. Keep detailed records of meal service, attendance, income eligibility, staff training, and operating costs. Here’s what you’ll need to maintain

• Monthly attendance records
• Sign-in/out sheets
• Enrollment forms
• Income Eligibility Forms (IEFs)
• Weekly menu records (including substitutions)
• Infant feeding schedules
• Daily food production records
• Meal participation records
• Procurement receipts
• Payroll and labor documentation
• CACFP staff training records

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Reimbursement process

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Every month, centers submit claims for reimbursement based on the meal participation records and current reimbursement rates set by the USDA. You can find them here.

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Here’s how the reimbursement process goes:

• Submit a claim for reimbursement through the state’s online system using monthly enrollment and meal count data
• Claims must be submitted within 60 days of the end of the month in which meals were served.

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Once you’ve received your reimbursement, you’ll need to print the claim sheet as proof.

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Ready to apply?

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As a child care provider, applying for CACFP not only improves the quality of care you offer but also improves children’s health and food habits, setting them up for success later in school. If you’re ready to begin your application or have questions about your eligibility, reach out to the Montana CACFP office for guidance from program specialists:

• Brooke Pickett, Program Manager – (406) 444-4086
• Pam Barragato, Program Specialist – (406) 444-9478
• Cassie Kaufman, Program Specialist – (406) 444-9120
• Rachel Rolston, Program Specialist – (406) 444-9812

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Simplify CACFP Compliance through Ordo’s support

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Meeting CACFP requirements on top of administrative responsibilities and child care tasks takes work. Ordo can make it easier. Partnering with schools and child care centers across Montana, we make food service manageable through custom menus that meet USDA guidelines, a simplified online process, and reliable recordkeeping support. We make compliance easy at no additional cost to you.

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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.

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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.