Everything Childcare Providers Should Know About the CACFP (Food Program)
This post may contain affiliate links, which means I'll receive a commission if you purchase through my link, at no extra cost to you.💰 Are you getting paid to feed the kiddos in your care?
Running a childcare program is no small task—especially when you're juggling lesson plans, licensing requirements, staffing, and feeding all those hungry little bellies.
If you’re paying for all those meals and snacks out of pocket, I want to let you in on something that might just change your life (and your budget): The Child and Adult Care Food Program (CACFP).
This federal program can help cover a big portion of your food costs—and most childcare providers I talk to aren’t using it to their full advantage.
In this article, we’re diving into:
What the CACFP is and how it works
How much money you can actually get back
Real-life examples to show the math
Who’s eligible and how to apply
Tips for staying compliant and getting the most out of the program
Before we get started, If you're new to my site, remember to snag my FREE Family Screening Guide to select the families right for your program! Yes, you can carefully accept the right families and avoid the high-maintenance ones 🙌
Now let’s dive into everything about the food program (CACFP) and if it’s right for you!
What Is the CACFP?
The Child and Adult Care Food Program (CACFP) is a federal program funded by the USDA that reimburses childcare providers for serving nutritious meals and snacks to the children (or adults) in their care.
If you’re feeding kids anyway (which I know you are), you could be getting reimbursed for doing something you’re already doing every single day.
What Does CACFP Actually Do?
Let’s keep it simple:
✅ Provides Funding – You serve meals, keep a record, and get reimbursed.
✅ Promotes Nutrition – Encourages providers to follow USDA guidelines for balanced meals.
✅ Supports Growth & Health – Helps children get the nutrients they need to grow, learn, and thrive.
It’s a win-win. Kids get healthier meals, and you get help with rising food costs.
Real Talk: How Much Can You Get Back?
Reimbursement rates vary based on the type of care setting and the income levels of the children’s families. Here’s a general breakdown of the rates (note: these rates are subject to change, so always check the current rates on the USDA website):
Day Care Homes: Rates depend on whether the provider is in a Tier I or Tier II area. Tier I homes, located in low-income areas or serving low-income families, receive higher reimbursement rates.
Child Care Centers: Reimbursement is based on the income eligibility of the children. There are three categories: Free, Reduced-Price, and Paid. Rates are higher for meals served to children who qualify for free or reduced-price meals.
Let’s break it down with a quick, real-world example.
Let’s say you run a small home daycare (Tier I status), serving breakfast, lunch, and a snack for 5 children, 5 days a week.
Reimbursement Rates (Approximate):
Breakfast: $1.40
Lunch: $2.60
Snack: $0.75
Meals per week:
5 kids x 5 days = 25 breakfasts, 25 lunches, 25 snacks
Reimbursement Breakdown:
Breakfast: 25 x $1.40 = $35
Lunch: 25 x $2.60 = $65
Snack: 25 x $0.75 = $18.75
Total Weekly Reimbursement: $118.75
So, if you're spending around $200 a week on food, CACFP could cover more than half. That’s over $6,000 per year back into your business.
💡 Think About It: What could you do with an extra $6,000 this year? Upgrade your playground? Hire an assistant? Give yourself a raise?
Who Can Apply?
You don’t need to run a big center to qualify. If you fall into any of these categories, you’re likely eligible:
Licensed Child Care Centers (including nonprofit and some for-profit programs)
Licensed Daycare Homes
Head Start or Early Head Start programs
Adult Day Care Centers
Afterschool Programs with educational/enrichment activities
Emergency Shelters serving children
For-profit centers can qualify if at least 25% of the children enrolled either receive child care subsidies (such as CAPS or Title XX) or come from families that meet the income guidelines for free or reduced-price meals.
How Do You Apply?
Here’s what to do if you’re interested (and I hope you are):
Check if You’re Eligible – Make sure your program is licensed and meets basic CACFP criteria.
Find a Sponsor Organization – This is key! Sponsors help you stay organized, trained, and compliant. They often provide easy tracking software and submit paperwork for you.
Complete the Application – This includes meal plans, family income info (for centers), and basic business info.
Start Tracking Meals and Submitting Counts – Once approved, you’ll start receiving monthly reimbursements!
📍 Pro Tip: Google “CACFP Sponsor + [Your State]” or contact your state’s CACFP agency. They’ll help connect you with a sponsor in your area.
Is It Hard to Stay Compliant?
I get this question a lot—and I totally understand why.
Yes, there are requirements, but most providers find it manageable (especially with a good sponsor).
Here’s what you’ll need to do:
Follow Meal Patterns – Your meals need to include fruits/veggies, grains, protein, and dairy in the right amounts. (Don’t worry—they give you clear guidelines.)
Keep Records – Track what you served and how many children ate. Some sponsors provide apps or templates to make this easier.
Submit Monthly Reports – Just your meal counts, menus, and receipts.
Prepare for Visits – Your sponsor or agency will visit occasionally to ensure you’re meeting guidelines.
Renew Annually – Just a quick update to stay in the program.
FAQs and Common Misconceptions
“Is this just for low-income providers?”
Nope! Many providers in all kinds of neighborhoods participate. Homes in Tier I areas may receive higher reimbursement, but anyone can apply.
“Will I have to cook boring meals?”
Not at all. As long as you meet the food group guidelines, you can get creative! Chicken stir fry, yogurt parfaits, veggie quesadillas—there’s room to make it your own.
“Is it worth the paperwork?”
Let’s be honest—yes, there’s some paperwork. But once you’re in a rhythm (and especially if you have a sponsor), it’s very manageable. And the financial benefits are so worth it.
Tips for Success
✅ Plan Menus in Advance – Use templates that follow USDA guidelines and save time
✅ Keep Daily Meal Counts – Don’t wait until the end of the month
✅ Use a Sponsor – They’ll be your best friend when it comes to support and compliance
✅ Stay Informed – Check for rate updates and policy changes at least once a year
✅ Train Your Staff (if you have a team) – Everyone should know what’s reimbursable and how to track meals
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Final Thoughts: Should You Join the CACFP?
Friend, if you’re serving meals to kids, you deserve to be reimbursed. Plain and simple.
The CACFP isn’t just about saving money—it’s about improving the quality of care you provide, offering better meals for kids, and reducing the stress of skyrocketing grocery bills.
If you're not already part of the program, I highly encourage you to reach out to your state agency or a local sponsor and learn more. You’re doing amazing work—this is just one more way to support it.
Want to Learn More?
Visit the official USDA CACFP page or contact your state’s Child Nutrition agency to get started.
Want a free, easy-to-follow guide that breaks all of this down for you? Click here to download my Understanding the Food Program (CACFP) PDF—it's totally free and super helpful!
Until next time, keep feeding hearts and growing little minds.
Next Steps
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