How child care centers in Idaho can apply for CACFP

The Child and Adult Care Food Program (CACFP) is a USDA-funded program that ensures children in centers can receive nutritious meals, improving the quality and affordability of care, especially for low-income families.

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In Idaho, over 5 million meals are served annually through CACFP, benefiting thousands of children daily. In the fiscal year 2021 alone, Idaho provided meals to more than 14,000 children per day and delivered over 3.5 million meals and snacks all over the state.

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In this guide, we’ll cover everything your child care center needs to apply for CACFP, including eligibility, the application process, reimbursement requirements, and more. Here’s how you can serve healthy meals to children in your care.

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Eligibility Requirements

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To qualify for CACFP, child care centers in Idaho must meet specific eligibility criteria:

• Centers must be licensed by the state or local authority.
• Nonprofit organizations must have 501(c)(3) status under the IRS code of 1986 and a community-based board of directors.
• For-profit centers must have at least 25% of enrolled children eligible for free or reduced-price meals.

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Additionally, child care centers can participate as:

• Independent centers - If they operate a single site, they may contract directly with the Idaho State Department of Education or work under a sponsoring organization
• Sponsored centers - Organizations with multiple sites must sign an agreement with the Idaho SDE and administer the program for each center.

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The Idaho SDE also encourages expansion in low-income and rural areas by providing technical assistance and training to new institutions.

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How to apply for CACFP in Idaho

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1. Fill out the CACFP Information Request form

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To start the application process, you must first express interest by completing the CACFP Information Request form. Once your submission is received, you’ll receive a confirmation email, and a CACFP representative will contact you with further instructions.

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2. Submit documentation to confirm eligibility

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The next step is to confirm your center’s financial viability and administrative capability to implement and oversee CACFP operations on a daily basis.

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To demonstrate this, submit the most current three years of financial records, which you can send via email or USPS mail. The required documents include:

• U.S. income tax returns
• Income (profit/loss) statements
• Balance sheets
• Cash flow statements

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3. Set up MyIdahoCNP account

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Once qualified, your center will be categorized as either an Independent Center (IC), Sponsoring Organization of Centers (SOC), or Sponsoring Organization of Day Care Homes (SODCH).

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To set up your account in MyIdahoCNP, you must submit:

• “Start-Up” Application form
• MyIdahoCNP User Authorization Form
• IRS Form W-9
• 501(c)(3) authorization (for tax-exempt status, if applicable)

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After receiving your documents, the Idaho SDE will grant your center access to MyIdahoCNP, Idaho’s online application and claiming system. You’ll be notified once your account is available. Then, login to MyIdahoCN and complete the sponsor and site application so Idaho SDE can assign your center the required CACFP training.

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4. Complete the required CACFP training

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Before finalizing the application, your center’s key staff are required to complete training on CACFP operations. The training will be provided by the Idaho SDE and includes topics such as:

• Civil rights requirements
• Claim records and submission
• Eligibility determination and enrollment
• Financial management and budgeting
• Meal service and menu records

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Each staff member involved in CACFP must undergo training before participation and annually thereafter.

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5. Submit a completed application packet

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Once training is completed, Idaho SDE will provide your center with the Application Packet list, which must be completed and submitted through MyIdahoCNP. The Application Packet includes the following forms or sections:

• Sponsor application
• Civil rights information
• Board of Directors list
• Sponsor budget detail
• Sponsor management plan
• Checklist and attachment list
• Site or provider application

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You must also attach the following additional documents:

• One week of completed menu records
• One month of planned menus
• Budget workbook
• Food service contract (if applicable)
• USDA Foods or Cash-in-Lieu preference form
• One blank enrollment form currently in use.

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Your center has 30-60 days from completing the training to submit the full application packet through MyIdahoCNP.

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6. Application review by Idaho Department of Education

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After submission, the Idaho SDE will review your application for completeness and compliance. They may also request additional information, which you must provide within 30 days. If deficiencies are found, your application may be denied. In that case, you’ll receive a notification along with instructions for an appeal.

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7. Pre-approval visit

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If your application meets the regulatory requirements and is accepted, a pre-approval visit will be scheduled within 15 days. During the visit, the CACFP representative will:

• Assess meal service operations and recordkeeping
• Ensure compliance with civil rights requirements
• Review one month of completed menus and production records
• Provide technical assistance, if needed.

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If any corrective action is required, you must submit it within 10 days of the visit.

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8. Wait for final approval

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The Idaho SDE will approve or deny your center’s application within 30 days of receiving a completed application packet.

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Approved applications will receive a signed permanent agreement, along with technical assistance and training on submitting monthly claims. Denied applicants will receive reasons for disapproval and appeal procedures.

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Applicants have six months from the completion of training to finish the process. If you miss the deadline, the application will be denied, and you’ll need to restart the process.

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Recordkeeping and documentation

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Proper recordkeeping and documentation are crucial for timely reimbursements, program compliance, and continued participation of child care centers.

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To receive CACFP reimbursement, your child care center must submit monthly claims, supported by essential records, including:

• Income eligibility applications: Verifying household income to determine reimbursement rates
• Daily meal participation records: Logs tracking the number of meals served to enrolled participants
• Daily attendance records: Attendance logs that prove the participant’s presence during meal times
• Food receipts: Proof of food purchases aligning with CACFP guidelines
• Menus: Meal plans that document compliance with USDA nutritional standards.
• Food production records: Logs tracking meal participation, portion sizes, and ingredients used,
• Infant menu records (if applicable): For meals served to infants.

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Your child care center must keep all records supporting reimbursement claims for at least three years after the final claim submission of the fiscal year. These records must be available for audit or review by the SDE, USDA, or the U.S. Government Accountability Office.

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Reimbursement process

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CACFP centers in Idaho must follow SDE’s strict timelines and procedures when claiming reimbursements through the MyIdahoCNP claiming system. Here’s an overview of the process:

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Reimbursement claims cover only the meals served in a given month. Your child care center must submit its final claim no later than 60 days after the end of the claim month. Once a valid claim is submitted, SDE will process payments within 45 calendar days of receipt.

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Ready to apply?

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Improving your child care program with CACFP funding is easier than you think! This program helps you provide nutritious meals while reducing costs. If you’re ready to apply or need more details on eligibility and onboarding, reach out to Idaho CACFP Coordinator Kim Sherman at (208) 332-6935 or email ksherman@sde.idaho.gov.

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Every meal served through CACFP supports healthier kids—take the first step today!

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Make CACFP compliance easy with Ordo

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With Ordo as your meal service partner, you can provide healthy, CACFP-compliant meals without the extra workload. We handle everything from planning to preparation so you can focus on caring for the children in your program.

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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.