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

The Child and Adult Care Food Program (CACFP) is a federally funded initiative that reimburses child care centers for serving nutritious meals and snacks to children in their care. By covering meal costs, CACFP helps ensure children receive balanced, healthy foods each day, supporting their overall growth, development, and lifelong eating habits.

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In Pennsylvania, CACFP is administered by the Pennsylvania Department of Education (PDE), Bureau of Food and Nutrition. It provides local child care centers with the resources, training, and assistance they need to implement the program, while ensuring they meet federal nutrition standards.

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In this blog, we explain how child care centers in Pennsylvania can apply for CACFP funding, outlining eligibility criteria, the application process, and the program’s many benefits for both providers and the families they serve.

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Why apply for CACFP?

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Participating in the CACFP offers child care centers significant benefits:

• Meal Reimbursements: Joining CACFP grants you federal reimbursements for eligible meals and snacks served to enrolled participants, helping you offset food costs.
• Access to Commodities: Benefit from federally donated commodities or opt for cash instead of commodities
• Technical Assistance: Get support from the PDE for program administration and compliance
• Nutrition Education: Access free nutrition education materials to promote healthy eating habits among children and support staff training.
• Ongoing Training: Attend annual training sessions and workshops to stay current on program requirements and best practices.

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Through CACFP participation, child care providers manage costs while ensuring children receive healthy, well-balanced meals every day—contributing to their wellness, growth, and development.

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Eligibility Requirements

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Child care facilities in Pennsylvania may participate in CACFP if they fit the following categories:

• Non-profit, non-residential child care center with appropriate licensing
• For-profit, non-residential child care centers that receive Title XIX or Title XX funds for at least 25% of enrolled participants or licensed capacity
• Licensed and approved family or group day care homes operating in a residence
• Emergency shelters that serve children experiencing homelessness

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Program requirements

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Child care centers participating in CACFP must:

• Prove financial viability, administrative capability, and program accountability.
• Serve meals that meet USDA meal pattern requirements.
• Submit accurate monthly claims for reimbursements.
• Ensure proper storage and use of donated commodities.
• Follow all financial and administrative procedures required by CACFP.
• Maintain full responsibility for the proper operation of the program.
• Keep detailed records and collect necessary documentation, especially when operating under a sponsoring organization.

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Meeting these requirements is required to continue participation in the program. Every year, centers undergo training and review, ensuring staff are updated on changes.

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How to apply for CACFP in Pennsylvania

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You can apply for CACFP independently or through a sponsoring organization that handles two or more child care facilities.

• Operating independently means doing all administrative tasks, including the application, monthly claims, and annual renewal, yourself.
• Partnering with a sponsor means the accredited organization handles all the admin work and communicates with the PDE in exchange for a fee, usually taken from your reimbursement amount.

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Here’s how to apply as an independent child care center:

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1. Determine Eligibility

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First, ensure your facility is a licensed child care center and you fit in the eligible categories. Otherwise, get your license from the Pennsylvania Department of Human Services (DHS). License-exempt centers do not qualify.

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2. Contact the PDE

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Reach out to the PDE to express your interest in applying for CACFP. They’ll tell you how to proceed with your application, what documents to prepare, how to demonstrate your center’s viability, and more.

• Phone: 717-783-6558
• Email: RA-CACFP@pa.gov
• Website: education.pa.gov

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3. Complete required training sessions

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PDE provides mandatory training sessions that staff must attend. It covers program requirements, meal patterns, recordkeeping, and compliance—everything you need to know to run the program and maintain participation.

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4. Submit Application

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Gather all necessary documentation as instructed by the PDE and submit it through CN PEARS (Child Nutrition Program Electronic Application and Reimbursement System) or as directed during training.

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5. Pass the Site Visit and Approval

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PDE may conduct a pre-approval site visit to verify information and assess readiness. If you receive a satisfactory review, you’ll get approval to join CACFP and submit monthly reimbursement claims.

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Recordkeeping and documentation

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Once part of CACFP, child care centers must maintain records in several key areas for audits and renewals:

• Meal Counts: Track meals served to eligible students
• Menus: Weekly menus should meet USDA meal pattern standards
• Attendance: Should reflect your reimbursement claims
• Enrolment Records: Include all enrolled children, including those who do not qualify for free meals
• Income Eligibility Form: Eligible children should each have one; keep them for audits and reviews.

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Keep records for up to three years and ensure they’re updated annually.

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Reimbursement process

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CACFP allows reimbursement for up to two meals and one snack, or two snacks and one meal per enrolled participant per day.

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Reimbursement is calculated based on the eligibility category (free, reduced-price, or paid) and the number of eligible participants. Rates are updated annually to reflect changes in the cost of living and other factors.

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Ready to apply?

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Joining CACFP not only enhances the quality of care you provide—it also ensures the children you care for receive the nutrition they need to grow and thrive. Take the next step in supporting their well-being. Get in touch with the Pennsylvania Department of Education today to get started:

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PDE Bureau of Food and Nutrition

• Phone: 717-787-7698 or 800-331-0129
• Email: RA-CACFP@pa.gov
• Website: education.pa.gov

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Simplify CACFP meal compliance with Ordo

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From menu planning to meticulous recordkeeping, CACFP participation comes with many responsibilities and strict guidelines. We’re here to help. Ordo partners with child care centers to simplify compliance every step of the way.

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We provide fresh, nutritious meals that meet CACFP standards, offer flexible delivery options for centers of all sizes, and support you in meeting meal patterns, portion sizes, and documentation requirements. Let Ordo handle the food service logistics so you can focus on what matters most—nurturing the children in your care.

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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.