Getting Started with CACFP

Step 1: Assess Eligibility and Program Interest

Facilities must meet certain eligibility criteria to operate the CACFP. Further, being a federally-funded program, there are a number of program requirements that must be upheld to sustain operations.

Please view the Introduction to the CACFP online training prior to beginning the applications process to assess eligibility and interest for the program.

Once complete, please print the training certificate as it will be needed in the following application steps.

Step 2: Notify ADE of your Intent to Apply

After assessing your eligibility and interest to operate the CACFP, a series of documents, or Intent to Apply Packet, must be sent to ADE as notification of your intent to apply. For information about the documents and detailed guidance on how to correctly complete them are outlined in How to Complete & Submit the Intent to Apply Packet- Step by Step Instruction training. Missing or incorrect information can significantly delay or prevent the ability to advance in the application process.

Intent to Apply Packet- Required Documents:

• Permanent Agreement

  • Manual Permanent Agreement (print, sign 1 original, mail to ADE for approval)

  • Electronic Permanent Agreement (complete CACFP Initiation Form, agreement is emailed to signers directly by AdobeSign, electronic signature) 

• Add/Change/Delete Form
  • Manual Form (print, sign, scan and email)
  • Electronic Form (access and fill out online, electronic signature)
    • The "Applicable Program" at the top of the form MUST be selected in order for the request to be processed 
    • The initiator of the form must also be an authorized signer.
• Request for ADEConnect Entity Administrator Account
• Nonprofit 501c3 from the IRS (if applicable)
• State of Arizona W-9 Form
• Introduction to CACFP Online Training (Training Certificate FAQ)
• Three Most Recent Months of Bank Statements
• Unique Entity Identifier (UEI) lookup or request a UEI by visiting https://sam.gov/content/duns-uei
• ADHS License to Operate (Operators on Tribal Nations, Emergency Shelters, and At-Risk Sites not licensed by ADHS should contact the Community Nutrition Programs Specialist of the Day to Identify Acceptable Licensing Documentation)
• At-Risk Only:
  • Documentation of Site Eligibility (How to Determine At-Risk Eligibility)
  • Brochure or Schedule of Afterschool Enrichment
  • Non-Associated Site Agreement Form (for sites not owned by your Institution) 

Once you have a complete Intent to Apply packet, please mail your packet to the following address:

Arizona Department of Education

Health and Nutrition Services Division

1535 West Jefferson Street, Bin #7

Phoenix, AZ 85007

After submission, please advance to Step 3 to begin training completion. You will be notified by ADE when your packet is received.

Step 3: Complete Online CACFP Essentials Trainings Step Required

As your Intent to Apply packet is being received and processed by ADE, move on to Step 3 of the process by completing required CACFP training. The required online CACFP Essentials Series covers various Nutrition, Administration, and Infant Feeding topics and each training will take between 0.25 - 1 hour to complete. These trainings are self-paced and can be completed on a day and time that works best for you. It will take approximately six hours to complete all required Essentials Series' trainings.

At the end of each training, you will be asked to click a link to complete a survey and obtain a training certificate. Please complete the survey and customize and keep each training certificate because they will be collected by ADE for verification of training completion in future application steps. If you encounter any issues customizing your training certificate, please reference the Training Certificate FAQ.

Civil Rights Training (Required)

• Online Course: Civil Rights Compliance for Child Nutrition Operators (English) (Spanish) (Self-Guided, 1 Hour)

Nutrition Essentials (Required):

• Part 1: Meal Pattern and Creditable Foods (1 Hour)
• Part 2: Menu and Supporting Documentation (0.5 Hour)
• Part 3: Meal Service and Food Safety (0.5 Hour)

Administration Essentials (Required):

• Part 2: Participant Enrollment (0.5 Hour)
• Part 3: Meal Count Summary (0.25 Hour)
• Part 4: Procurement Requirements (0.5 Hour)
• Part 5: Training Requirements (0.25 Hour)
• Part 6: Recordkeeping and Cost Reporting (1 Hour)
• Part 7: (Required for Multi-Site Sponsors Only) Multi-Site Operations (0.25 Hour)

Infant Feeding Essentials (Required for Facilities Licensed for Infants Only):

• Part 1: Meal Pattern and Meal Service (0.5 Hour)
• Part 2: Feeding Infants Breastmilk and Formula (0.75 Hour)
• Part 3: Solid Foods & Infant Feeding Requirements (1 Hour)

Step 4: Complete a Management Plan and Budget

Congratulations on reaching step 4 of the applications process! This step requires you submit a Management Plan and Budget in our CNP Management Plans and Budgets online system. Please note, you cannot advance to this step until a complete Intent to Apply packet has been received and processed by ADE.

Accessing the System:

First, you must gain access to ADE's online systems. You should have received an email from [email protected] and [email protected] indicating your Intent to Apply has been processed and your organization has been established in ADE's systems. Once that email is received, the individual established as your Entity Administrator must grant you access to two systems:

1. CNP Management Plans and Budgets - Sponsors
2. CNPWeb - CAC Center Sponsors

For assistance, please use ADEConnect's How to Videos should you need help assigning the ADEConnect roles to yourself or someone else within your organization.

Completing the Management Plan and Budget:

Once you have gained permissions to the CNP Management Plans and Budgets system, you may begin completing your management plan and budget.

Management Plan: Your Management Plan outlines your institution’s policies and procedures related to administering and monitoring the CACFP. The information provided will be used by ADE to assess your administrative capability, internal controls for accountability, and financial viability to operate a federally-funded child nutrition program.

Management Plan Forms and Resources:

• General Resources:
  • New Applicant Guide
  • Management Plan and Budget Help Guide

• Forms and Resources for the Sponsor Information Page:
  • Unique Entity Identifier (UEI) lookup or request a UEI by visiting https://sam.gov/content/duns-uei
  • Food Service Contract Document if applicable – contact Phil Grant at [email protected] or  [email protected]
  • Organization’s Certificate of Incorporation lookup electronic certificate of good standing
  • Computer Software Agreement if applicable
  • Free/Reduced-Price Policy Statement
  • Media Release
  • Annually Required Training Certificates: Upload all Nutrition (3), Administration (6 or 7 if multi-site), and Infant (1, if licensed for infants) Essentials Series Certificates (Training Certificate FAQ)

• Forms and Resources for the Site Information Page(s):
  • Civil Rights Data Collection (How to Complete Ethnic and Racial Data) (Worksheet) (American FactFinder Website)
  • How to Determine At-Risk Eligibility only for sites that operate at-risk
  • Child Care Standards for Unlicensed Facilities only required for unlicensed sites/facilities

• Forms and Resources for the Administrative Capability Page:
  • Sample Job Descriptions
  • Template Annual CACFP and Civil Rights Training Agendas and Sign-In Sheet
  • Sample Monitoring Schedule only required for multi-site sponsors
  • Recordkeeping Policy Template
  • Building for the Future Poster
  • Civil Rights Pre-Award
  • Sample Unannounced Review Policy only required for multi-site sponsors
  • Sample Outside Employment Policy

• Forms and Resources for the Financial Viability Page:
  • Procurement Standards and Code of Conduct

Budget: Your CACFP budget will project the amount you anticipate receiving in reimbursement and the allowable program expenses you anticipate spending it on.

Budget Resources:

• Budget Builder
• Projected Reimbursement Calculator 

Step 5: Receive a Pre-Approval Visit by ADE

Once you have submitted your Management Plan and Budget, your assigned program specialist will schedule a Pre-Approval Visit.

The Pre-Approval Visit is an opportunity for ADE to determine if your processes are consistent with program regulations or if you need some additional support prior to official program approval.

Step 6: Submit Applications in ADE's Claiming Portal

Congratulations! You have reached the final step of the CACFP applications process. Once your Management Plan and Budget have been approved, you will transfer approved information into the CNPWeb Site and Sponsor applications.

Resources:

• How to Submit CNPWeb Applications for the Child and Adult Care Food Program: This guide walks you through the steps to successfully submit your CNPWeb site and sponsor applications. ADE highly encourages you utilize this guide.
• Transferring the Management Plan and Budget to the CNPWeb: The information reported in the CNPWeb must match the approved information reported in the Management Plan and Budget. ADE has created this optional worksheet to simplify this process of transferring information.

Once submitted, your assigned program specialist will review your CNPWeb site and sponsor applications. If there are errors, they will request revisions. If/when the applications are free of errors, your application will be approved, and you will be ready to begin claiming for CACFP operations.