What is a CACFP Meal Count Sheet Form and How is It Used?

Definition & Meaning

A CACFP Meal Count Sheet Form is a vital document utilized in the Child and Adult Care Food Program (CACFP) to systematically track the number of meals and snacks served to eligible participants. This form serves as the foundation for monthly reimbursement claims submitted by care facilities. It includes a list of participants' names and requires the documentation of each meal and snack provided at the point of service, ensuring accurate reporting and compliance with federal guidelines.

How to use the CACFP Meal Count Sheet

The CACFP Meal Count Sheet is used to record daily meal counts for eligible participants in various care settings, including child care centers and adult day care facilities. The form must be filled out at the point of service, capturing each meal served to participants. This process involves:

• Participant Identification: Each participant's name must be clearly listed on the form.
• Meal Tracking: Indicate which meals (breakfast, lunch, supper, snacks) were served to each participant.
• Attendance Verification: Record daily attendance to confirm that participants are present and eligible for the meals.

How to obtain the CACFP Meal Count Sheet

The CACFP Meal Count Sheet can be obtained through several avenues:

• State Agency Websites: Many state agencies provide downloadable versions of the form on their websites.
• Local CACFP Sponsors: Organizations sponsoring CACFP programs often distribute the meal count sheets to participating facilities.
• Online Resources: Various online platforms may offer printable versions of the meal count sheet.

How to fill out CACFP Meal Count Sheet

Filling out the CACFP Meal Count Sheet requires attention to detail and accuracy. Follow these steps:

• List Participants: Write down the names of all eligible participants in the designated section.
• Mark Meals Served: For each participant, mark the meals they receive using checkmarks or initials.
• Daily Totals: At the end of each meal service, total the number of meals served for each type.
• Sign and Date: Ensure that the form is signed and dated by the person responsible for meal service.

Key elements of the CACFP Meal Count Sheet

The CACFP Meal Count Sheet includes several key elements that ensure compliance and accuracy:

• Participant Names: A complete list of participants is essential for tracking meal eligibility.
• Meal Types: The form must specify the types of meals served, such as breakfast, lunch, and snacks.
• Daily Attendance: Recording attendance is crucial for verifying eligibility for meal reimbursement.
• Signature Line: A signature from the meal service provider confirms the accuracy of the recorded data.

Examples of using the CACFP Meal Count Sheet

Real-world scenarios illustrate the practical application of the CACFP Meal Count Sheet:

• Child Care Center: A child care center serves breakfast and lunch to children. Staff members record each child's name and mark the meals they receive, ensuring accurate reporting for reimbursement.
• Adult Day Care Facility: An adult day care program uses the meal count sheet to track meals for elderly participants. This documentation helps maintain compliance with CACFP requirements.

Legal use of the CACFP Meal Count Sheet

The legal use of the CACFP Meal Count Sheet is governed by federal and state regulations. Facilities must ensure that:

• Accurate Reporting: All meals counted must have been served to eligible participants.
• Compliance with Guidelines: Facilities must follow CACFP guidelines to avoid penalties.
• Retention of Records: Completed meal count sheets should be retained for audit purposes, typically for three years.

State-specific rules for the CACFP Meal Count Sheet

Each state may have specific rules regarding the use of the CACFP Meal Count Sheet. These can include:

• Submission Frequency: Some states may require more frequent submissions of meal count data.
• Additional Documentation: States may mandate supplementary forms or documentation to accompany the meal count sheet.
• Variances in Meal Patterns: States may have unique meal pattern requirements that affect how meals are counted and reported.