How child care centers can apply for CACFP in Illinois

Children need nutritious food to grow, learn, and succeed in life. For many child care centers in Illinois, the Child and Adult Care Food Program (CACFP) helps make that possible. CACFP is a federally funded program that reimburses child care centers for serving healthy meals and snacks.

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In Illinois, the program is managed by the Illinois State Board of Education (ISBE). If you’re a child care center in Illinois, enrolling in CACFP can help you nourish the children in your care while keeping your budget in check.

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Our guide will break down what you need to know about CACFP eligibility, the application process, required training, and how reimbursements work in Illinois.

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Eligibility requirements

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To join CACFP in Illinois, your child care center must meet specific criteria. You may qualify for CACFP if you’re:

• A public or private nonprofit child care center that operates year-round
• A for-profit child care center that has at least 25% of enrolled children that either receive Title XX child care subsidies or qualify for free or reduced-price meals using CACFP Household Eligibility Applications meets certain requirements.
• Licensed or license-exempt as determined by the Department of Children and Family Services (DCFS)
• Serving children from birth through age 12

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How to apply for CACFP in Illinois

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You have two main options when applying to CACFP:

• Apply as an independent institution (sponsor yourself): If you want to manage the program directly and receive full reimbursement, you can apply as a new institution and serve as your own sponsor.

• Apply under a sponsoring organization: If you'd like help managing paperwork and compliance, you can join an unaffiliated sponsoring organization. They will assist with administration in exchange for a small administrative fee (deducted from your reimbursement).

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Here’s how to apply as a new institution:

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1. Review the program basics

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Your institution can apply to join the CACFP at any time throughout the year.

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Before you begin the application process, though, take the time to review the USDA CACFP guidelines along with the Illinois State Board of Education (ISBE) requirements to learn about meal pattern standards, reimbursement eligibility, and more.

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2. Complete the required training

Your center must complete mandatory CACFP training webinars through ISBE. Training schedules and registration are available on the ISBE Nutrition Department website.

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Additionally, you must submit the Training Certification (Form 65-08) with your application to be approved.

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Training covers:

• CACFP meal pattern requirements
• Meal counting procedures
• Claim submissions
• Recordkeeping rules
• Reimbursement system
• Civil rights requirements

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Note: Trainings must be completed annually and whenever there are staffing changes.

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3. Submit your New Institution Application

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Once training is complete, your child care center can begin the New Institution Application. ISBE provides an online application checklist to help you prepare the required documentation to submit as part of your application.

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Typical materials include:

• Proof of nonprofit status or for-profit eligibility
• Program budget and management plan
• Civil rights compliance forms
• Licensure or approval to operate
• Documentation of administrative and financial capability

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Make sure to retain a copy of every document you submit for your own records.

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4. Review and implement CACFP operational procedures

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To prepare for your participation in the program, your organization must be ready to implement all CACFP procedures outlined by ISBE. This includes:

• Creating written policies for food service operations
• Ensuring daily meal count and attendance tracking
• Following USDA meal patterns and portion sizes
• Maintaining accurate records for auditing and monitoring
• Establishing internal controls and review processes to ensure compliance

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5. Undergo a pre-operational visit

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Before your child care center can be approved for CACFP participation, a pre-operational visit will be scheduled. During this visit, a state representative will inspect your facility to make sure it meets all health, safety, and operational standards.

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6. Access your application through IWAS

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Once you’ve completed all the previous steps, the ISBE will notify you that you’re eligible for access to the IWAS (Illinois Web Application Security) system. This gives you access to the Illinois Nutrition System (WINS), where you can finish the online application.

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After you submit everything, ISBE will review your application. If approved, you’ll receive an approval letter via email. You can also find this approval letter in the WINS system. If any components are still pending approval, ISBE will notify you if further action is required.

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After approval, you’ll be able to use WINS anytime throughout the year to update or make changes to your application documents.

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Recordkeeping and documentation

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Child care centers in the CACFP need to keep detailed records to stay compliant and continue getting reimbursed. Keep these records for three years, plus the current program year for any necessary audits or renewals.

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Below is an overview of what to document:

• Sponsor and site applications, including budgets, audits, and agreements
• CACFP and Civil Rights training documents
• Monitoring and preapproval visit forms
• List of eligible children and annual enrollment forms (unless exempt)
• Daily attendance records
• Monthly claims (entered in WINS)
• Proof of 25% eligibility for for-profit centers
• Daily meal participation records
• Monthly menus for all age groups
• Nutrition labels or product statements
• Receipts, checks, bank statements, and invoices
• Keep records of food service activities, labor costs, and meal service.
• Record meal counts at the time of service

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Reimbursement process

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The CACFP reimbursement in Illinois is processed monthly and is based on the eligible meals served, not your program’s expenses. You must track your food program expenses to ensure reimbursement is used for non-profit food operations.

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Reimbursement rates

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The federal government adjusts reimbursement rates every July 1. Rates vary based on:

• Participant eligibility (free, reduced, paid)
• Meal type (breakfast, lunch, snack, or supper)
• Program participation

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Child care centers can claim:

• Two meals and one snack, or
• One meal and two snacks per child per day

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Submitting claims

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Claims are submitted through the WINS system via the ISBE IWAS portal. Claims must be submitted by the 10th of the following month (e.g., August claims are due by September 10). All claims must be submitted within 60 days of the claim month.

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Ready to apply?

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Taking part in the CACFP is a great way for your child care program to provide healthier meals and snacks. If you’re ready to take the next step, the process is simple, and we’re here to guide you through the steps!

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For more details or to apply, contact the ISBE at (217) 782-2407 or 1-800-252-8966.

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Meet CACFP meal standards through Ordo’s support

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With Ordo by your side, you can focus on nurturing children while we manage the meal prep. We deliver healthy, balanced meals that align with CACFP standards, so you don’t have to worry about compliance. Plus, there’s no extra 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.