How child care centers can apply for CACFP in Washington, D.C.

Providing healthy, delicious meals to children comes at an additional financial cost to child care centers. To help ease this burden, the federal government provides subsidies through the Child and Adult Care Food Program (CACFP). Administered by the USDA, this program provides reimbursements to participating child care organizations for every meal served to children under their care, supporting children’s nutritional growth while helping centers improve their services.

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In Washington, D.C., the Office of the State Superintendent of Education (OSSE), Division of Health & Wellness (H&W) administers the program, overseeing the entire process from application to annual renewal. To help child care centers get federal support, we’ve outlined all you need to know to apply for CACFP in Washington, D.C. From the eligibility criteria to the application process and reimbursement steps, learn how you can start your application and serve healthy meals to children you care for below.

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Eligibility requirements

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To qualify for CACFP, child care centers must:

• Be licensed by the District of Columbia.
• Serve meals and snacks that meet CACFP nutrition guidelines
• Offer services to children 12 years and under
• Maintain proper financial and administrative records to comply with CACFP requirements
• For-profit centers must meet the income eligibility requirement, meaning at least 25% of enrolled children must qualify for free or reduced-price meals.

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How to apply for CACFP in Washington, D.C.

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1. Complete the CACFP Pre-Application Questionnaire

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Before you begin the full application, you must complete the D.C. CACFP Pre-application Questionnaire. This preliminary step helps OSSE understand your organization’s eligibility and readiness to participate in CACFP.

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Once this is complete, you’ll be registered to apply through Orchard, OSSE’s web-based system for Child Nutrition Program applications.

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2. Register and apply through Orchard

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After completing the pre-application, OSSE will grant you login credentials to register in Orchard. Here, you can create a new application or renew an existing one.

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New child care centers should first review the CACFP program information available in the system. Once ready, your center should contact the CACFP team to begin the application process, receive training instructions, and schedule a pre-approval site visit.

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As part of the application, you’ll need to provide details about:

• Complete general information
• Your organization’s structure and operations
• Financial status
• Site management and meal service details

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Review all the information carefully for completeness and accuracy. Once everything is finalized, submit your application for review.

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If your child care center is applying as its own sponsor, you’ll submit directly through Orchard. If you need a sponsor, contact OSSE for a list of approved sponsoring organizations.

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3. Accomplish your application within the deadlines

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You must submit your application, along with the required documents and certifications, within 30 days of gaining access to Orchard. OSSE will then review your submission and decide within 90 days from the date you receive Orchard access.

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Throughout the process, CACFP specialists will provide technical assistance and guidance. If your center is unable to finalize your application within 90 days, the application cycle ends, and you will need to reapply in the next cycle.

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Participants can apply at any time throughout the year. Once approved, meal reimbursements will begin in a specified month as determined by your program specialist.

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Recordkeeping and Documentation

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Participating in CACFP requires strict documentation and recordkeeping. Track the following records as you administer your program for smooth monthly claim submissions and annual renewals:

• Attendance records - Track the number of children present every day, whether they’re eligible or not
• Meal count logs - Record the number of meals served to children of all eligibility criteria (free, reduced-price, paid)
• Menus that meet CACFP nutritional guidelines - Keep menu plans for audit and renewal purposes
• Financial records - Keep invoices and procurement receipts to track reimbursement use
• Staff training records - Document certificates and training completion for CACFP compliance

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Reimbursement process

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Every month, centers must submit reimbursement claims by the 10th. Centers have 60 days after the last day of the claim month to submit their claims. Missing the deadline means claims won’t be reimbursed.

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The OSSE reviews claims and contacts the organization if corrections are needed. If deemed valid, the claims are approved within 45 calendar days. You can then expect payments from the D.C. government within 30 calendar days. Reimbursement amounts are based on the current rates. Upon receiving reimbursements, centers can use the funds to purchase food and support program operations.

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Ready to apply?

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Joining CACFP can help child care centers cut meal costs while ensuring children receive nutritious meals that support their development. Take the step to improve your care services without the additional cost and begin your application. Start by reviewing the program details, completing the pre-application questionnaire, and submitting your application through Orchard. For any questions, contact OSSE at (202) 727-6436 or osse@dc.gov.

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Ordo serves CACFP-approved meals for child care centers

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Meeting CACFP meal standards is easier with Ordo by your side. Our nutritious, CACFP-compliant meals ensure your child care center serves the best options while we handle meal preparation and compliance—without extra effort or cost. You focus on caring for children, and we’ll take care of the rest.

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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.