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Enrollment Documentation for Child Care Centers


Nutrition Services Division Management Bulletin
Purpose: Policy, Action Required

To: Child and Adult Care Food Program, Independent Child Care Centers and Sponsors of Child Care Centers

Number: USDA-CACFP-05-2009

Attention: Food Program Director

Date: July 2009

Subject: Enrollment Documentation for Child Care Centers

Reference: Child and Adult Care Food Program Second Interim Rule: Title 7, Code of Federal Regulations, Part 226, section 15(e)(2); United States Department of Agriculture CACFP Policy Memo 02-2005: Nutrition Services Division Management Bulletin 05-205

This Management Bulletin clarifies the Child and Adult Care Food Program (CACFP) enrollment documentation requirements for children enrolled in a child care center (CCC). The requirements do not apply to outside-school-hours centers, after-school at-risk centers, and emergency shelters. This requirement was originally distributed through Management Bulletin 05-205 in March 2005.

The existing federal regulations require a CCC to ensure that a child’s enrollment document contains the following information:

Every CCC must ensure that this information is on file for each child before any meals are claimed. The enrollment document must be updated annually. Centers can choose to have all the parents or guardians update the enrollment forms for the children during the same month of the year, or they can stagger the updates, as long as no more than 12 months elapse between the updates of any child’s enrollment form. To accomplish the annual update, the parent or guardian and the center representative must initial and date the original enrollment application. A new enrollment form is not needed to fulfill the update requirement.

If a center maintains accurate, daily sign-in/sign-out sheets that identify the time a child arrives at the center and the time the child leaves the center (as certified by the parent or authorized representative of the parent), enrollment documents do not have to state the normal days and hours that a child is in care.

When a CCC reports program enrollment and participants’ meal category eligibility in Line 7 of the CACFP Claim for Reimbursement, the CCC must include in the figures reported each child enrolled for care regardless of whether the child consumed a meal during the claim month. The enrollment figure that a CCC must report is the actual number of children who are enrolled for care in the center, including a child whose parent or guardian has declined to allow the child to participate in the CACFP.

If you have any questions regarding this MB, please contact the CACFP specialist assigned to your agency in the Child Nutrition Information Payment System (CNIPS). You will find a list of contact information for specialists in the Download Forms section of the CNIPS. You may also contact the Help Desk by phone at 800-952-5609, option 6.

Questions:   Nutrition Services Division | 800-952-5609
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