HOW TO PREPARE FOR AN ADMINISTRATIVE REVIEW - Child and Adult Care Food Program - Illinois State Board of Education Nutrition and Wellness Programs August 2 01 3

Oct 10, 2026

Uploaded by Jasmine

Guide for preparing for an Administrative Review of the Child and Adult Care Food Program by the Illinois State Board of Education. Covers review objectives (compliance assessment, technical assistance, corrective action, and fiscal action when applicable), review logistics from announcement to exit conference, and key areas of interest including recordkeeping, enrollment/eligibility documentation, meal counts and reimbursement claims, menus and meal service, expenditures, civil rights, training, sanitation, and multi-site sponsors. Lists required documents and timelines, such as maintaining records for three years plus the current year and reviewing items from the current fiscal year.

LanguageEnglish

CategoryHealthcare

FormatPDF

Pages16

Reading Time40 min

AccessFree to download

Administrative Review Objectives

Review Logistics

Areas of Interest

Recordkeeping

Enrollment and Eligibility Documentation

Meal Counts and Claim for Reimbursement

Menus and Meal Service

Expenditures

HOW TO PREPARE FOR AN ADMINISTRATIVE REVIEW Child and Adult Care Food Program Il l inois State Board of Education Nutrition and Wellness Programs August 2 01 3 ADMINISTRATIVE REVIEW OBJECTIVES 􀂃 Assess compliance with program requirements 􀂃 Provide technical assistance 􀂃 Recommend corrective action 􀂃 Assess fiscal action, if applicable REVIEW LOGISTICS 􀂃 Announcement letter 􀂃 Phone or email contact from monitor to schedule exact date and time of on-site review 􀂃 On-site review 􀂃 Exit conference 􀂃 Review report 􀂃 Corrective action plan, if necessary AREAS OF INTEREST 􀂃 Recordkeeping 􀂃 Enrollment and Eligibility Documentation 􀂃 Meal Counts and Claim for Reimbursement 􀂃 Menus and Meal Service 􀂃 Expenditures 􀂃 Civil Rights 􀂃 Training 􀂃 Sanitation 􀂃 Multi-site Sponsors RECORDKEEPING 􀂃 Records must be maintained for three years plus the current year 􀂃 The CACFP fiscal year is from October 1 st through September 30 th 􀂃 Records from the current fiscal year will be reviewed ENROLLMENT AND ELIGIBILITY DOCUMENTATION 􀂃 Enrollment forms (ISBE 67-98) 􀂃 Sign-in, sign-out sheets 􀂃 Attendance records 􀂃 Eligibility documentation for all children claimed for free or reduced-price meals 􀂃 Direct certification report 􀂃 Household Eligibility Application (ISBE 69-88) 􀂃 Legal document from DCFS, a court or a foster care agency, for foster children certified without a Household Eligibility Application 􀂃 Master List for Head Start or Even Start (ISBE 65-10) 􀂃 Emergency Shelter exception – intake documentation is acceptable in lieu of an enrollment form and eligibility documentation; attendance records are not required MEAL COUNTS AND CLAIM FOR REIMBURSEMENT 􀂃 Meal Participation Records (IS BE 68-75) 􀂃 Daily 􀂃 Each claimable meal service 􀂃 Program and non-program adults 􀂃 Total Meals Recap (ISBE 67-22) 􀂃 Monthly 􀂃 Consolidation of site counts 􀂃 Documentation of For-profit Eligibility (IS BE 67-91), if a for-profit institution 􀂃 Monthly 􀂃 Each site 􀂃 Claim for Reimbursement 􀂃 Monthly 􀂃 Each site 􀂃 Sponsor MENUS AND MEAL SERVICE 􀂃 Infant menus (age birth to 11 months) 􀂃 Create for each claimable meal service 􀂃 List all meal components served 􀂃 Date the menus 􀂃 Child menus (age 1 and older) 􀂃 Create for each claimable meal service 􀂃 List all meal components served 􀂃 Date the menus MENUS AND MEAL SERVICE CONT’D… 􀂃 Infant Formula Food Waiver Notification (IS BE I FW N) 􀂃 Physician’s Statement for Food Substitutions (IS BE 67-48) 􀂃 Meal observation on day of review EXPENDITURES 􀂃 Cash Disbursements (ISBE 67-24) 􀂃 Itemized receipts/invoices for food, milk and all other food program related expenses 􀂃 Food Donations (IS BE 68-77), if applicable 􀂃 Personnel Activity Report (IS BE 67-54) 􀂃 Payroll records 􀂃 Depreciation allowance calculation and supporting documentation, if applicable 􀂃 Overhead costs calculation and supporting documentation, if applicable

FAQs

What are the objectives of the Administrative Review for CACFP?

The review assesses compliance with program requirements, provides technical assistance, recommends corrective action, and assesses fiscal action when applicable.

What review logistics should programs expect during an on-site review?

Programs receive an announcement letter, are contacted by phone or email to schedule the exact on-site date and time, and then proceed through the on-site review, exit conference, and review report. A corrective action plan is prepared if necessary.

What recordkeeping requirements apply to CACFP during the review?

Records must be maintained for three years plus the current year, and records from the current fiscal year (October 1 through September 30) will be reviewed.

Oct 10, 2026

Uploaded by Jasmine