Good nutrition is foundational to learning, development, and well-being. The Child and Adult Care Food Program (CACFP) helps ensure children and adults in care settings get the healthy meals they need every day.
In West Virginia, this program supports eligible child care centers in serving nutritious meals and snacks. The West Virginia Department of Education administers CACFP in the state. They oversee the application process, compliance standards, and training requirements.
Here’s everything West Virginia child care centers need to know to participate in CACFP.
Eligibility requirements
West Virginia welcomes a range of institutions to participate in CACFP, including:
- Public institutions
- Private nonprofit organizations (must show 501(c)(3) tax-exempt status)
- For-profit child care centers that meet one of the following:
- At least 25% of enrolled participants (or licensed capacity, whichever is less) receive Title XX child care subsidies.
- At least 25% of enrolled children qualify for free or reduced-price meals.
How to apply for CACFP in West Virginia
Getting started with CACFP in West Virginia starts by connecting with a sponsoring organization. These organizations act as liaisons between your child care center and the West Virginia Department of Education. They offer technical support, help with paperwork, and ensure your program stays compliant with all CACFP standards
1. Contact a sponsoring education
Reach out to a CACFP sponsor in your area. Some options include the Central Child Care of WV and the Community Action of South Eastern West Virginia.
2. Start the enrollment process
The sponsoring organization will review your eligibility and license, collect initial information, and schedule an on-site visit.
3. Complete the required training
New providers must take CACFP Sponsor Training via wvnutritiontraining.com. Training covers key areas like:
- Civil rights and nondiscrimination: All staff interacting with program participants must undergo civil rights training.
- Meal patterns and food safety
- Recordkeeping and documentation
- Procurement and food allergies
- Claiming and reimbursement processes
4. Comply with CACFP meal guidelines
Once approved, the meals you serve should follow USDA and state nutrition standards. Sponsors can also help you plan meals and ensure compliance.
Recordkeeping and documentation
While participating in CACFP, your center must maintain accurate recordkeeping to stay compliant with CACFP and prepare for potential audits.
In West Virginia, centers have to keep documentation for at least three years, plus the current year. Make sure you’re keeping track of:
- Enrollment forms and attendance logs
- Menus and meal counts
- Income eligibility forms and any supporting documents
- Racial and ethnic data for civil rights reporting (pulled from census data or collected onsite)
If you’re also in the E-Rate program, income applications need to be saved for 10 years. Keep everything safe, organized, and only accessible to those who are authorized.
Reimbursement process
CACFP provides reimbursement for eligible meals based on meal type (breakfast, lunch/supper, or snack) and eligibility status (free, reduced-price, or paid).
Each enrolled child may receive reimbursement for: two meals and one snack, or one meal and two snacks per day.
Reimbursement rates are updated annually by the USDA and vary by provider category and family income level. See the latest CACFP reimbursement rates.
Ready to apply?
Joining CACFP in West Virginia can help your center serve healthy, affordable meals to children in your care. This program provides you with the resources to keep kids nourished while offsetting your food costs.
To get started, contact the West Virginia Department of Education at 1-833-627-2833.
Meet CACFP standards with Ordo’s support
With Ordo as your trusted food service partner, you can skip the stress of CACFP compliance. We provide fresh, balanced meals that meet CACFP nutritional standards, so you can focus on caring for children, not worrying about meal prep or planning.
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.
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 Bright Horizons, Primrose, and more.
If you’re interested in providing fresh, healthy food for your school, you can reach out to the school partnerships team here.
