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Monitoring. Requirements for Sponsors of Multiple Site s. Pages 82-84. Sponsors With Multiple Sites Overview. Additional requirements in application Procedure for adding new sites Administrative Staffing-online Pattern Schedule of reviews. Preapproval Visits.

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Requirements for Sponsors of Multiple Sites

Pages 82-84

Sponsors with multiple sites overview
Sponsors WithMultiple Sites Overview

Additional requirements in application

  • Procedure for adding new sites

  • Administrative Staffing-online

  • Pattern Schedule of reviews

Preapproval visits
Preapproval Visits

  • Prior to adding new site(s), sponsor must conduct and document preapproval visits to each facility.

  • Must discuss CACFP requirements and training with center staff.

  • Verify that the proposed food service does not exceed the capability of the facility.

Prior to claiming requirements
Prior to Claiming Requirements

Before meals are claimed- documents required

On-line facility application revision

Add the center under “sites”.

Revise Sponsor Application, page 6.

Revise Facility Application

Revise Budget Application, page 1.

Submit all parts of the online application revisions.

  • Pre-application Visit Form

  • License or certification

  • Memo indicating on what days the sponsor wish to start serving meals

  • If contracting meals, the appropriate food service contract or amendment to current contract

Monitoring visits r eview schedule
Monitoring VisitsReview Schedule

  • Three times annually – including main site

  • Two of the three unannounced

  • New sites within first 4-weeks of CACFP operation

  • Visits cannot be more than 6-months apart

p. 82


CACFP Sponsor’s Monitoring Form :

  • A meal observation

  • Checking REQUIRED FORMS for accuracy

  • Safety and sanitation

  • Display of the “…And Justice for All” poster

  • Civil Rights Compliance

  • Training sessions for staff

  • Complete 5-day Reconciliation

Monitoring responsibilities
Monitoring Responsibilities



Required annual training

Non-CACFP training

  • Planning and scheduling monitoring visits

  • Traveling to site

  • Conduction Review

  • Technical assistance related to review

  • Follow-up review

  • Training monitors

  • Submitting appeals based on Audit reviews

Meal claim edit checks
Meal Claim Edit Checks

Sponsors of multi sites must review each site’s monthly claim for the following:

  • Approval of meals being claimed.

  • Total meal count for any meal not exceeding the total enrollment for the month.

  • Total meal count for any meal not exceeding license capacity.

  • Total meal count for any meal may not exceed the number in attendance.

  • The Required Daily Record and sign-in and out sheets are complete and accurate.

Monthly edit checks
Monthly Edit Checks

Are only approved meals claimed?

Maximum Number of Meals


Total enrollment days served # meal types max. number of meals

(check formula against total meals claimed)





Five day reconciliation a must
Five Day ReconciliationA Must !

To Conduct the 5- day Reconciliation:

  • Gather all Sign-in Sheets, Required Daily Records, or Daily Attendance Sheet and Monthly Meal Count Record for the month.

  • In the first column, list dates to be reviewed (five consecutive days).

  • For each day, enter the enrollment (number of children that were provided a meal by the center) from the Daily Attendance Record or Required Daily Record.

  • For each day, count the numbers of children signed in from the Sign-In Sheets.

Page 84

Multi site sponsors
Multi-site sponsors

  • Keep records separate for each center, except expenses

  • File one claim, but report meals separately

  • Can store records at a central location

  • Other records will be reviewed at on-site visit

Mini review sponsor of multiple centers
Mini Review- Sponsor of Multiple Centers

  • The sponsoring organization must document reviews for

    every site under its administration that participates in the

    CACFP. This includes the “main” site where the administrative

    staff regularly works.

  • The sponsor must submit and receive approval for any new

    sites before meals may be claimed at those sites.

  • New sites must be reviewed within the first four weeks of

    CACFP participation.

  • Two of the three required site reviews must be unannounced.

  • Sponsors must do the “Monthly Edit Check” each month on

    each center.

  • Facility Reviews must include a “5-Day Reconciliation”.