What child care centers need to know to apply for CACFP funding in Wisconsin

The Child and Adult Care Food Program (CACFP) gives child care centers additional financial support, enabling them to offer children in their care nutritious meals and snacks. The program reimburses accepted centers for eligible participants’ food costs, making healthy meals more accessible and affordable.

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Federally funded and overseen by Wisconsin’s Department of Public Instruction (DPI), the program requires centers to prove they’re financially viable to run the program and adhere to strict regulatory guidelines. To make applying for CACFP in Wisconsin simpler, we’ve laid down all child care centers need to know, from eligibility requirements to the reimbursement process.

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Eligibility requirements

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To participate in CACFP, child care centers in Wisconsin must meet the following criteria:

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• Be operational for at least one month
• Hold an active license from the Department of Children and Families or comply with local/state health and safety standards if exempt from licensing.

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How to apply for CACFP in Wisconsin for child care centers

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To begin your center’s application to the CACFP, follow these steps:

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1. Review the “Join the CACFP” web page

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The WDPI offers a comprehensive website for CACFP participants and those interested in joining.  Visit the Join the CACFP webpage to familiarize yourself with the program and its requirements.

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2. Submit the CACFP New Agency Information Form

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Complete the CACFP New Agency Information Form with key details such as:

• Organization’s legal name
• Type of organization (for-profit, non-profit with 501(c)3 status, or public)
• Federal Employer Identification Number (FEIN)
• Unique Entity Identifier (UEI) from SAM.gov

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This form helps DPI determine your initial eligibility. Afterward, they’ll schedule a call with you.

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3. Confirm Eligibility via a call with DPI

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Once you’ve submitted the new agency form, DPI will contact you for a detailed review. During the call, DPI representatives will discuss:

• Roles and responsibilities
• Meal preparation methods
• Reimbursement eligibility

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Program owners and key staff must participate in this discussion.

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4. Submit required documentation

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Next, you’d have to provide DPI with the following documents:

• Child care license
• IRS documentation, including FEIN and 501(c)3 status, if applicable
• Unique Entity Identifier (UEI)
• Enrollment records

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DPI will review these documents to confirm your compliance with CACFP requirements.

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5. Complete training and implement CACFP standards

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Key personnel must complete the CACFP E-Learning Course to learn administrative and operational requirements. Once you’ve completed the course, implement CACFP standards and submit the required menus and checklists for review.

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6. Submit the Online CACFP Contract

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Once training is complete, you can now fill out the CACFP online contract. This document certifies your center’s commitment to financial stability, administrative capacity, and program accountability once approved in the CACFP.

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7. Pass a pre-approval onsite visit

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DPI will contact your center for an onsite visit to verify CACFP implementation. Inspectors will review records, observe meal preparation, and confirm you’re ready to begin your program. After this visit, you’ll have an effective start date.

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8. Final steps to begin participation

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If your center passes the approval, set up Aids Banking to receive electronic reimbursements. As you start your program, ensure ongoing compliance with CACFP standards, as DPI will conduct periodic reviews.

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Recordkeeping and documentation

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For reimbursements and review processes, keep and organize the following documents. This allows you to stay compliant during your participation.

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• Enrollment Data: Track the number of enrollees and eligible participants per category (free, reduced price, paid)
• Meal Counts: Record all meals and snacks served according to meal type (breakfast, lunch, dinner, and snacks)
• Meal Plans: Document weekly meal plans, ensuring they meet USDA nutritional standards for CACFP
• Receipts and Procurement Documents: All expenditure records may be needed for audits

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Reimbursement process

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CACFP reimburses meal costs using a claiming percentage method. Every month, child care centers submit enrollment and attendance data to DPI, which calculates reimbursement based on eligibility and the number of meals served. To get your reimbursement, submit claims within 60 days following the claim month.

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Ready to get started?

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By joining CACFP, child care centers in Wisconsin can make nutritious meals more accessible while benefiting from financial assistance. If you’re ready to get started, reach out to  CACFPApplication@dpi.wi.gov for any questions. Start your application today and provide healthier meals for children in your care!

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Ordo makes serving CACFP-approved snacks and meals easy

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Complying with strict CACFP requirements becomes more manageable when you partner with Ordo. As child care centers’ trusted meal service provider, we help you serve children in your care with healthy meals and snacks based on CACFP meal pattern requirements—-at no added expense.

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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 important 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 with our chefs preparing 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.