How child care centers can apply for CACFP in Kentucky

The Child and Adult Care Food Program (CACFP) plays a crucial role in ensuring that thousands of Kentuckians, from young children to chronically impaired adults, have access to nutritious meals. This federally funded program, administered by the Kentucky Department of Education, reimburses child care centers among other programs for serving healthy meals. Beyond financial support, CACFP also promotes good nutrition habits across the state.

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If you run a child care center in Kentucky, understanding the application process, eligibility criteria, and reimbursement structure is key to successfully participating in the program. To help you apply, we’ve included all you need to know to apply for CACFP in Kentucky.

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Eligibility Requirements

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To participate in CACFP, child care centers must meet specific eligibility criteria:

• For-Profit Organizations: 25% of the children in care must be eligible for free or reduced-price meals.
• Non-Profit Organizations: Registered, certified, or licensed by the state

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Licensed centers serving children aged 12 and under are eligible. Participating centers can serve up to two meals and one snack per day.

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How to apply for CACFP in Kentucky

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Child care centers can apply for CACFP in two ways: participate under a sponsoring organization or apply as a direct sponsor.

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Participating under a Sponsoring Organization

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Centers may join an approved Sponsoring Organization (SO) that handles compliance and administration. To get a list of Sponsoring Organizations within your area, contact the State Agency at 502-564-5625 or via email at scncacfpgeneral@education.ky.gov. They’ll provide you with the next steps for joining.

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Applying as a Direct Sponsor

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As a direct sponsor, you’ll manage all CACFP requirements for independent centers including the following tasks:

• maintaining required documentation
• Preparing monthly reimbursement claims
• Train and supervise staff on program guidelines
• Prepare meals that meet USDA Meal Pattern guidelines
• Observe Food Safety and Sanitation Standards

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Here’s how you can apply as a direct, independent sponsor:

1. Contact the Division of School and Community Nutrition at 502-564-5625 or email scncacfpgeneral@education.ky.gov to show interest in applying for the CACFP.
   
   
2. Receive an Introductory and Registration Packet with instructions on submitting the necessary documentation for state review.
   
   
3. Demonstrate financial viability and administrative capability as required by federal regulations.
   
   
4. Complete an on-site visit and training session conducted by a state agency representative to ensure compliance with program requirements.

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Once you’ve completed these steps, you’re ready to start the program and provide healthy meals to children under your care.

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Recordkeeping and Documentation

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Staying compliant with CACFP requires proper documentation for reimbursement and renewal. Participating centers must:

• Maintain records supporting all claims for reimbursement: This includes the number of meals served, attendance, enrollment list, eligibility records, and procurement invoices, to name a few.
• Keep documentation for the current year and the past three years: These will be kept for auditing and renewal purposes.

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Reimbursement process for CACFP

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CACFP reimburses approved sponsors for meals served that meet Federal Nutrition Meal Pattern guidelines. They’re based on current reimbursement rates which vary per eligibility category—free, reduced-price, and paid. Here’s how the reimbursement process works:

1. Centers file an electronic claim for reimbursement of eligible meals through the CNIPS system.
2. The state agency reviews and processes payments based on the number of qualifying meals served.
3. Centers receive their reimbursement.

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Ready to apply?

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Joining CACFP can help child care centers provide nutritious meals while receiving financial support. If you’re ready to apply, contact the Kentucky Department of Education for guidance on the next steps. Call the Division of School and Community Nutrition at 502-564-5625 or email scncacfpgeneral@education.ky.gov to get started.

Take the first step to improving the child care support you provide today!

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Ordo supports Kentucky child care centers in meeting CACFP meal standards

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Navigating CACFP requirements—on top of managing a child care center and doing administrative work—can be complex. Ordo simplifies the process by ensuring your center meets CACFP meal standards with nutritious, compliant options. With our help, you can focus on providing quality care while we handle the meal planning and compliance details.

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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.