Child and Adult Care Food Program: Get USDA Reimbursements for Nutritious Meals

If you run a child care center, family day home, afterschool program, or adult day care facility, you know that feeding participants nutritious meals is both essential and expensive. Fresh fruits and vegetables, whole grains, lean proteins, and dairy products add up quickly, especially when you’re serving meals to dozens or hundreds of people every day.

The Child and Adult Care Food Program (CACFP) helps cover those costs. This USDA program reimburses eligible organizations for serving nutritious meals and snacks that meet federal nutrition standards. Depending on your program type, location, and the income levels of the families you serve, you can receive anywhere from about $1 to $4 per meal or snack served.

For many child care providers, CACFP reimbursements make the difference between operating in the red and staying financially viable. The program serves over 4.2 million children and 130,000 adults daily through more than 200,000 participating sites nationwide. If you’re not participating yet, you’re leaving money on the table—money that could help you serve better food, pay your staff more, or invest in your facility.

Beyond the financial support, CACFP participation improves program quality. You’ll receive training on nutrition, menu planning, and food safety. You’ll have access to resources and technical assistance from your state agency. And you’ll be part of a national effort to combat childhood obesity and food insecurity by ensuring that children and vulnerable adults have access to healthy meals.

Key Details at a Glance

What This Program Offers

Monthly Reimbursements for Meals Served
CACFP reimburses you for each eligible meal and snack you serve. The amount depends on three factors:

The type of meal (breakfast, lunch, supper, or snack)
The participant’s eligibility category (free, reduced-price, or paid)
Your location (rates are slightly higher in Alaska, Hawaii, and some territories)

For example, if you serve lunch to a child from a low-income family (free category), you might receive $3.66 per lunch. If you serve 20 such lunches per day, 5 days a week, that’s about $366 per week or $1,464 per month just for lunch. Add breakfast and snacks, and the reimbursements add up quickly.

The reimbursement rates are updated annually to account for inflation. For the most current rates, check with your state CACFP agency or the USDA Food and Nutrition Service website.

Training and Technical Assistance
When you join CACFP, you’re not just getting money—you’re getting support. Your state agency provides:

Training on USDA meal patterns and nutrition requirements
Guidance on menu planning and food purchasing
Help with recordkeeping and claim submission
Resources on food safety and sanitation
Civil rights and nondiscrimination training

Many providers find that the training improves their overall program quality, not just their meal service. Better nutrition knowledge helps you communicate with parents. Better recordkeeping systems help you manage your business. Better food safety practices protect the children and adults in your care.

Nutrition Education Materials
CACFP provides nutrition education materials you can share with families: recipes, meal planning guides, tips for picky eaters, information about childhood nutrition. These materials help reinforce healthy eating habits at home, extending the impact of the nutritious meals you serve.

Improved Program Quality and Reputation
Participating in CACFP signals to families that you’re committed to quality. You’re meeting federal nutrition standards. You’re investing in children’s health. For many parents, knowing their child is getting nutritious meals is a major factor in choosing a child care provider.

CACFP participation can also help you meet quality rating standards in many states’ Quality Rating and Improvement Systems (QRIS), which can lead to higher reimbursement rates from child care subsidy programs.

Who Should Apply

CACFP is designed for organizations and individuals who provide care and serve meals to children or adults in non-residential settings.

Child Care Centers
Licensed or approved child care centers serving children 12 and under (or children of migrant workers up to age 15) are eligible. This includes:

Nonprofit child care centers (always eligible)
For-profit child care centers (eligible if at least 25% of enrolled children receive child care subsidies or are eligible for free or reduced-price meals)
Head Start and Early Head Start programs
Preschools and pre-kindergarten programs

Family Day Care Homes
Individuals who provide licensed or approved child care in their homes are eligible. Family day care home providers typically participate through a sponsoring organization that handles the administrative work and submits claims on their behalf.

Family day care homes can be reimbursed for meals served to:

Children in their care (including the provider’s own children if they’re in the care program)
The provider’s own children if they’re 12 or under
Children of any age with disabilities

Afterschool Programs
Programs serving children 12 and under (or up to age 18 if the program serves a majority of children 12 and under) in low-income areas are eligible for reimbursement for snacks and suppers served during afterschool hours. This includes:

School-based afterschool programs
Community-based programs
Summer camps and enrichment programs

To qualify, the program must be in an area where at least 50% of children are eligible for free or reduced-price school meals, or at least 50% of enrolled children must be individually eligible.

Emergency Shelters
Homeless shelters serving children 18 and under can receive reimbursement for up to three meals per day. This helps ensure that children experiencing homelessness have access to nutritious food during a difficult time.

Adult Day Care Centers
Centers providing structured, comprehensive services to adults who are functionally impaired or age 60 and older are eligible. This includes:

Adult day health programs
Alzheimer’s and dementia care programs
Programs for adults with disabilities

Adult day care centers can be reimbursed for up to two meals and one snack per participant per day.

Insider Tips for Maximizing Your CACFP Benefits

Having worked with CACFP providers and state agencies, here’s what actually makes a difference in getting the most value from this program.

Start with a Strong Application
Your initial application sets the tone for your entire CACFP experience. Take time to complete it thoroughly and accurately. Incomplete or sloppy applications delay approval and create extra work for you and the state agency.

Before you apply:

Attend an orientation session offered by your state agency (often required)
Review the CACFP regulations and your state’s specific policies
Gather all required documents: license, menus, enrollment forms, financial statements
Develop your recordkeeping system before you start serving meals

If you’re a family day care home provider, connect with a reputable sponsor. Ask other providers in your area for recommendations. A good sponsor provides training, support, and timely reimbursements. A bad sponsor creates headaches.

Master the Meal Patterns
CACFP meals must meet specific nutrition requirements called meal patterns. These specify the types and amounts of foods required for each meal and age group. Understanding meal patterns is essential for getting reimbursed.

The meal patterns emphasize:

Fruits and vegetables at every meal
Whole grains (at least one serving per day)
Lean proteins
Low-fat or fat-free milk for children 2 and older
Limited added sugars and sodium

Get familiar with the meal pattern charts for your participant age groups. Post them in your kitchen. Use them when planning menus. Many state agencies provide menu planning tools and sample menus that meet the patterns—use these resources.

Common meal pattern mistakes that lead to denied claims:

Serving juice more than once per day (only allowed once)
Not serving enough of a component (e.g., only 1/4 cup fruit when 1/2 cup is required)
Serving grain-based desserts (cookies, cake) as the grain component (not allowed)
Not offering milk with lunch and breakfast (required for children)

Implement Bulletproof Recordkeeping
CACFP reimbursements are based on documentation. If you can’t prove you served a meal to an eligible participant, you won’t get reimbursed. Good recordkeeping is non-negotiable.

Essential records you must maintain:

Daily meal count sheets showing how many meals of each type you served in each category (free, reduced-price, paid)
Attendance records showing which participants were present each day
Enrollment forms with income eligibility documentation for each participant
Menus showing what you actually served (not just what you planned to serve)
Food purchase receipts and production records
Training logs for staff

Many providers use electronic recordkeeping systems that integrate attendance tracking, meal counts, and claim submission. These systems reduce errors and save time. Ask your state agency which systems they recommend or approve.

Submit Claims Promptly and Accurately
You typically have 60 days after the end of the month to submit your claim for that month’s meals. Don’t wait until day 59. Submit as soon as you’ve verified your meal counts and attendance records—ideally within the first week of the following month.

Late claims are often denied, which means you lose that month’s reimbursement. Set internal deadlines that give you buffer time before the state deadline.

Before submitting:

Double-check your math (meal counts should match attendance)
Verify that all required documentation is complete
Review for common errors (transposed numbers, missing signatures)
Keep copies of everything you submit

If your claim is rejected or adjusted, respond immediately to fix the problem. The longer you wait, the harder it is to reconstruct what happened.

Plan Menus Strategically
Menu planning is both an art and a science in CACFP. You need to meet nutrition requirements, stay within budget, and serve food that participants will actually eat.

Strategies for successful menu planning:

Use seasonal produce when it’s cheaper and fresher
Incorporate whole grains gradually so participants get used to them
Offer culturally relevant foods that reflect your community
Plan for leftovers—use leftover chicken in tomorrow’s soup
Buy in bulk when possible, but don’t overbuy perishables
Use USDA Foods (commodities) if available through your state

Test new recipes before putting them on the menu. If kids won’t eat it, you’re wasting food and money. Get feedback from participants and adjust.

Maximize Your Reimbursement Rate
The amount you receive per meal depends on the participant’s eligibility category. Children from families with income at or below 130% of the federal poverty level qualify for free meals (highest reimbursement). Children from families with income between 130% and 185% of poverty qualify for reduced-price meals. Children from families above 185% of poverty are in the paid category (lowest reimbursement).

To maximize reimbursements:

Make sure every family completes an income eligibility form
Update income eligibility annually (or when family circumstances change)
For family day care homes in low-income areas, you may qualify for Tier I rates for all meals, regardless of individual family income—check if you qualify
Don’t assume families won’t qualify—many working families are surprised to learn they’re eligible for free or reduced-price meals

Stay Compliant to Avoid Serious Consequences
CACFP is a federal program with strict rules. Violations can result in serious consequences:

Disallowed claims (you don’t get paid)
Required repayment of reimbursements
Termination from the program
Being placed on the National Disqualified List (which prevents you from participating in any USDA nutrition program)

Common compliance issues:

Claiming meals for children who weren’t present
Serving meals that don’t meet meal patterns
Inadequate recordkeeping
Missing required training
Civil rights violations (discrimination)

Avoid these problems by:

Training all staff on CACFP requirements
Conducting regular internal audits
Responding quickly to monitoring findings
Asking your state agency for help when you’re unsure about something

Leverage CACFP to Strengthen Your Entire Program
Smart providers use CACFP as a foundation for overall program improvement:

Use nutrition education materials with families to build relationships
Incorporate meal service into your curriculum (cooking activities, garden projects)
Coordinate CACFP with other funding streams (child care subsidies, grants)
Use the training you receive to improve staff skills across the board
Highlight your CACFP participation in marketing to families

Application Timeline and Process

Step 1: Contact Your State Agency
Each state has a designated CACFP agency that administers the program. Find your state agency contact at the USDA Food and Nutrition Service website. Call or email to express interest and request information about the application process.

Step 2: Attend Orientation
Most states require prospective participants to attend an orientation session before applying. These sessions cover program requirements, application procedures, and what to expect. Orientations may be in-person or virtual. Attend with your questions ready.

Step 3: Gather Required Documents
Before you start your application, collect:

Proof of licensure or approval to operate (child care license, health department approval, etc.)
Proof of nonprofit status (if applicable) or documentation of for-profit eligibility
Sample menus showing you can meet meal patterns
Enrollment forms and income eligibility documentation for current participants
Financial statements showing you have adequate resources to operate
Civil rights policy and nondiscrimination statement
Staff training plans

Step 4: Complete the Application
Fill out the application thoroughly. Typical application components:

Organization information and contact details
Description of your program and participants served
Meal service information (which meals you’ll serve, how many participants)
Budget and financial management plan
Staffing information
Recordkeeping procedures
Civil rights assurances

If you’re a family day care home provider, you’ll work with a sponsor who handles most of the application paperwork.

Step 5: Pre-Approval Visit
Before you’re approved, a state agency representative will visit your site to:

Verify that you can prepare and serve meals safely
Review your recordkeeping system
Ensure you understand meal pattern requirements
Check that you meet licensing and safety standards

Prepare for this visit by having everything organized and ready to demonstrate.

Step 6: Receive Approval and Start Serving Meals
Once approved, you’ll receive an agreement outlining your responsibilities and the reimbursement rates. You can begin claiming reimbursements for eligible meals served after your approval date (not before).

Step 7: Submit Monthly Claims
Each month, compile your meal counts and attendance records and submit a claim to your state agency. They’ll review the claim and send reimbursement, typically within 2-4 weeks.

Step 8: Ongoing Compliance
Maintain accurate records, serve meals that meet requirements, complete required annual training, and cooperate with monitoring visits. Your state agency will conduct periodic reviews to ensure you’re meeting program requirements.

Required Materials and Documentation

Licensing or Approval
Current state or tribal license to operate a child care center, family day home, or adult day care facility. Some programs (like emergency shelters) have alternative approval processes—check with your state agency.

Menus
Sample menus showing that you can meet USDA meal pattern requirements. Menus should show all components required for each meal type and age group you serve.

Income Eligibility Forms
For each participant (or family), you need documentation of income eligibility. Families complete a form listing household size and income. You determine their category (free, reduced-price, or paid) based on federal income guidelines.

Some participants are categorically eligible (automatically qualify for free meals) if they receive SNAP, TANF, FDPIR, or if they’re homeless, migrant, runaway, or in foster care. Documentation of categorical eligibility can substitute for income forms.

Civil Rights Documentation
You must have:

A written civil rights policy prohibiting discrimination
A public notification statement (the “And Justice for All” poster) displayed prominently
Procedures for handling civil rights complaints
Documentation that staff receive annual civil rights training

Financial Records
Bank statements, budgets, or other documentation showing you have adequate financial resources to operate the program and advance funds for food purchases (since reimbursement comes after meals are served).

Staff Information
Names and roles of staff involved in meal preparation and service, along with documentation of required training.

What Makes a Strong CACFP Participant

Commitment to Nutrition
The best CACFP participants genuinely care about nutrition and see the program as more than just a funding source. They use the meal patterns as a foundation for teaching children about healthy eating. They involve families in nutrition education. They model healthy eating behaviors.

Strong Organizational Systems
Successful participants have solid systems for:

Menu planning and food purchasing
Meal preparation and service
Attendance tracking and meal counting
Recordkeeping and documentation
Staff training and supervision

These systems don’t have to be fancy, but they need to be consistent and reliable.

Attention to Detail
CACFP requires accuracy. Successful participants are detail-oriented. They double-check meal counts. They verify that menus match what was actually served. They keep meticulous records. They catch errors before submitting claims.

Willingness to Learn and Improve
Regulations change. Meal patterns are updated. New best practices emerge. The best CACFP participants stay current. They attend trainings. They ask questions. They implement feedback from monitoring visits. They continuously improve their meal service.

Common Mistakes to Avoid

Claiming Meals for Absent Participants
You can only claim reimbursement for meals served to participants who were actually present. Claiming meals for absent children is fraud and can result in termination from the program and criminal prosecution. Always cross-check meal counts against attendance records.

Serving Meals That Don’t Meet Patterns
If a meal doesn’t meet the meal pattern requirements, it’s not reimbursable. Common mistakes:

Missing a required component (forgot to serve fruit)
Serving insufficient quantities (only 1/4 cup milk instead of 1/2 cup)
Serving non-creditable foods (fruit snacks don’t count as fruit)

When in doubt, check the meal pattern charts or ask your state agency.

Poor Recordkeeping
Inadequate records are the number one reason claims are disallowed. Keep detailed, accurate records of everything: meal counts, attendance, menus served, food purchases, training completed.

Missing Training Deadlines
Annual training is required. Missing training can result in suspended reimbursements. Mark training deadlines on your calendar and complete them early.

Not Responding to Monitoring Findings
When your state agency conducts a monitoring visit and identifies issues, you must respond with corrective action. Ignoring findings or responding late can result in serious consequences. Take monitoring seriously and address issues promptly.

Assuming All Families Won’t Qualify
Some providers don’t bother collecting income eligibility forms because they assume families are too affluent to qualify. This is a mistake. Many working families qualify for free or reduced-price meals. Always collect the forms—you might be surprised.

Frequently Asked Questions

Can for-profit child care centers participate?
Yes, if at least 25% of enrolled children receive Title XX child care subsidies or are eligible for free or reduced-price meals. You must document this eligibility annually.

How long does it take to get approved?
It varies by state, but typically 30-90 days from when you submit a complete application. The pre-approval visit and any required corrections can add time.

Can I serve vegetarian or culturally specific meals?
Absolutely. CACFP meal patterns are flexible enough to accommodate vegetarian, vegan, halal, kosher, and other dietary preferences, as long as meals meet the component and quantity requirements. Work with your state agency to ensure your menus comply.

What if a child has food allergies?
You can make substitutions for children with disabilities that restrict their diet. You need a statement from a medical authority describing the disability, the food to be omitted, and the food to be substituted. For non-disability food allergies, substitutions are allowed but not required.

How quickly are reimbursements paid?
Most state agencies process claims and issue payment within 2-4 weeks of receiving a complete, accurate claim. Delays usually result from errors or missing documentation.

Can I participate if I’m just starting my child care program?
Yes. New programs can apply for CACFP. You’ll need to show that you meet licensing requirements and have the capacity to serve meals and maintain records, but you don’t need to be established for a certain period of time.

What happens if I make a mistake on a claim?
If you discover an error, contact your state agency immediately. Honest mistakes can usually be corrected. Intentional false claims are fraud and have serious consequences.

Can I serve meals family-style?
Yes. Family-style meal service (where food is placed on the table and participants serve themselves) is allowed and even encouraged as it promotes independence and social skills. You must still ensure that each participant is offered the required components and quantities.

How to Apply

Ready to join CACFP and start receiving reimbursements for nutritious meals? Here’s exactly what to do:

Step 1: Find Your State Agency
Visit the USDA Food and Nutrition Service CACFP page at https://www.fns.usda.gov/cacfp and click on “State Agency Contacts” to find your state’s CACFP office. Note their contact information.

Step 2: Make Initial Contact
Call or email your state agency to express interest in participating. Ask about:

Application procedures and timeline
Orientation session schedule
Required documents
Any state-specific requirements

Step 3: Attend Orientation
Register for and attend an orientation session. Bring questions. Take notes. Get contact information for the staff who can help you through the application process.

Step 4: Prepare Your Application
Gather all required documents and complete the application thoroughly. If you need help, ask your state agency—they want you to succeed.

Step 5: Schedule Your Pre-Approval Visit
Once you submit your application, coordinate with the state agency to schedule the pre-approval site visit. Prepare by organizing your kitchen, recordkeeping system, and documentation.

Step 6: Get Approved and Start Claiming
After approval, begin serving meals and maintaining records. Submit your first claim for the first full month of participation.

Step 7: Build Your CACFP Routine
Establish systems and routines that make CACFP compliance part of your normal operations, not an extra burden.

For complete program information, resources, and to find your state agency, visit: https://www.fns.usda.gov/cacfp

Questions about whether your program qualifies or how to apply? Contact your state CACFP agency directly. They provide free technical assistance and want to help you participate successfully.

CACFP has been helping child care and adult care programs serve nutritious meals for over 40 years. If you’re feeding children or vulnerable adults as part of your program, CACFP can help you do it better and more affordably.