CACFP in Vermont: How child care centers can apply

For child care centers in Vermont, the Child and Adult Care Food Program (CACFP) is a significant aid in serving nutritious meals and snacks without increasing food costs. Funded by the USDA and administered by the Vermont Agency of Education (AOE), CACFP offers reimbursements that support better nutrition and more affordable care. Joining this program improves child care facilities' quality of care, giving them a competitive edge and making them a more viable option for parents seeking excellent child care services.

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This guide walks through everything child care centers need to know to successfully apply and operate under CACFP. From eligibility criteria to reimbursement and training requirements, we cover how you can start your application below.

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Eligibility requirements

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The following organizations are eligible to apply for CACFP in Vermont:

• Public or private non-profit child care centers
• For-profit child care centers with 25% enrollees qualifying for free or reduced-price meals or receiving child care subsidies
• Head Start programs
• Other institutions licensed to provide child care services

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Regardless of the type of organization, centers must be licensed by the Vermont Department for Children and Families (DCF).

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How child care centers can apply for CACFP in Vermont

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Applying for CACFP in Vermont includes multiple steps and can take 2 to 3 months from start to approval. Here’s how to get started

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1. Submit a Letter of Intent

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First, express your interest in joining CACFP by submitting a Letter of Intent to the Vermont Agency of Education (AOE) Child Nutrition Programs office. This document will help the state agency determine if your center is eligible to participate

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To begin, contact the CACFP Coordinator at AOE, who will review your center’s eligibility and send a blank Letter of Intent form.

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As part of this step, you must also:

• Complete a W-9 Tax Form: This form is required to set up your organization for payment processing.
• Submit both documents to AOE: Email or mail your completed Letter of Intent and W-9 form to the Vermont AOE Child Nutrition Programs office.

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Once they’re reviewed and approved, you will receive the following:

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• Local Education Agency (LEA) number: A unique identifier necessary for financial processing and administrative tracking
• Supplier Number: Allows your center to receive payments from AOE for CACFP reimbursements.
• CACFP Application Packet: Contains all the necessary forms and instructions to complete the next steps.

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2. Complete the CACFP New Managers Training

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Before your center can begin serving CACFP meals, key personnel, including the director, business manager, CACFP coordinator, and kitchen staff need to complete New Managers Training. This one-day mandatory training session that the AOE provides must be done within six months of program approval. Afterwards, trained individuals will be responsible for training other site-level staff.

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The New Managers Training covers the following essential topics:

• CACFP meal pattern requirements
• Meal counting procedures
• Claims submission and review
• Reimbursement systems
• Recordkeeping
• Civil rights compliance
• Monitoring (for multi-site sponsors)

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3. Complete the online application and upload documentation

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Once you’ve received your LEA number, Supplier number, and CACFP application packet, AOE will assign you a username and password for the online application portal. You’ll also receive a custom URL to access your online application. Fill it out and submit all required supporting documents.

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Make sure to complete both the digital and paper forms and maintain copies of all submitted documents for your records.

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4. Establish operations and undergo a pre-approval visit

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After submitting your full application, establish your ground operations. AOE will then schedule a pre-approval visit to ensure your site is ready to administer CACFP. This visit must occur about one month after you’ve started operations.

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During this visit, the specialist will assess your center’s ability to manage the program in line with federal and state requirements. Representatives will:

• Inspect your facility, ensuring it meets food service and safety standards.
• Review your meal service plans to ensure compliance with CACFP meal pattern guidelines
• Assess your organization’s staff and administrative capabilities

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5. Submit your first claim for reimbursement

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If your center passes the pre-approval visit, you’ll receive a welcome letter from the CACFP Coordinator, confirming your participation in the program. You can then serve CACFP-approved meals and submit your reimbursement claims.

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Recordkeeping and documentation

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Proper documentation is crucial to comply with CACFP requirements. You’ll need to maintain the following records for monthly reimbursements and annual renewal:

• Daily meal counts: Record the number of meals served to children
• Enrollment forms: Track the total number of enrollees, including those who do not qualify for subsidized meals
• Menus and production records: Document meal plans for audit purposes
• Income Eligibility forms: Keep the income eligibility forms that participating parents fill out at the start of the fiscal year
• Financial and procurement records: Collect all invoices and procurement records for reimbursement purposes

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Reimbursement process

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Every month, centers submit claims through the online system provided during the application phase. Monthly reimbursement amounts will depend on the following factors:

• Number of meals served to eligible children
• Meal categories (paid, reduced-price, or free) based on the Income Eligibility Guidelines
• Current CACFP reimbursement rates set by the USDA

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Ready to apply?

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Serving healthy snacks and meals to children under your care makes you a champion of child nutrition and development—a factor parents look out for in finding the perfect care facility for their kids. Step above the competition and provide care beyond the basics when you apply for CACFP in Vermont!

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If you’re ready to get started or have additional questions, contact Vermont Agency of Education, Child Nutrition Programs at (802) 828-1130, (802) 828-6430, or aoe.edinfo@vermont.gov.

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Ordo supports child care centers with CACFP-compliant meals

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Following USDA meal patterns is a key part of CACFP. Let Ordo take care of it for you. Trusted by parents and schools, we provide fresh, CACFP-approved meals at no extra cost, so you can stay fully compliant while focusing on providing exceptional 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. 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.