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Food and Nutrition Programs

CACFP Policy for Annual Application Renewal

To:Child Nutrition Program (CNP) Operators of the Child and Adult Care Food Program (CACFP)
From:Robert M. Leshin, Director
Office for Food and Nutrition Programs
Date:August 3, 2022

The Massachusetts Department of Elementary and Secondary Education (DESE), Office for Food and Nutrition Programs (FNP) is releasing a policy to outline the requirements for Sponsoring Organizations (SO) renewing their applications for participation in the Child and Adult Care Food Program (CACFP). This policy applies to all actively participating SO in the CACFP.

Sponsors approved to operate in the Child and Adult Care Food Program (CACFP) must complete a program application and renew the application for each fiscal year. The CACFP application and annual renewals ensure that SO are operating programs in compliance with program regulations and requirements. Applications and any application-related document(s) are maintained in the Online Security Portal.

Annual application renewals typically begin in late summer and must be submitted, and in an approvable state (i.e., all required components are completely submitted and with correct information), by the start of each fiscal year (October 1st).

Failure to submit a complete and accurate renewal application by the deadline may result in a delay or disruption in reimbursement. Claims for reimbursement for months preceding the submission date may not be allowed.

SOs without a fully submitted and approvable application by December 31st may result in a disapproval of the annual application preventing the participation in the CACFP for that fiscal year and requiring a reapplication to the Program.

MA DESE provides annual training and technical assistance to SO on how to correctly complete the annual renewal application; the training is made available in live sessions with a Q&A and are recorded and available on-demand for SO who were not available for live sessions, or who may want to review content after the live event.

  • Annual application renewal components include, but are not limited to:
    • Sponsor Application
    • Sponsor Application Addendum
    • Authorized Signatures
    • Site application(s)
    • Food Service Vendor(s)—must include copy of current Food Service Agreement (FSA) or Formal Bid (IFB) document, with all required complementary resources
    • Central Kitchen(s)
    • CAC Requirements List
    • CACFP Budget
    • Staffing Pattern
  • SO are required to maintain applications that are reflective of current program operations via application amendments. All amendments must be approved by DESE. Examples of changes that must be reported in an amendment include, but are not limited to:
    • Adding or removing sites
    • Change of site address, site name
      • Change in site physical address requires a new site application and the SO must alert the DESE consultant to the move immediately
    • Change in license status-new license, increased/decreased capacity, license type, etc.
    • Change to meal service
      • Meal(s) served
      • Mealtime(s)
      • Vendor(s)
    • Budget revisions
    • Applicable/appropriate staff

If there are any questions about this policy, please contact your Special Nutrition Programs DESE consultant or FNP at 781-338-6480.

This institution is an equal opportunity provider.

Last Updated: August 3, 2022

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Massachusetts Department of Elementary and Secondary Education
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