Application for CACFP - Day Care Homes

(877)TEX-MEAL

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Applying for CACFP

Below is a list of forms and documents that must be submitted to the Texas Department of Agriculture (TDA) Food and Nutrition (F&N) to apply for the CACFP - Day Care Homes. TDA has an Internet based system, Texas Unified Nutrition Programs System (TX-UNPS), which contracting entities (CEs) use to submit applications, file claims and manage the nutrition programs they operate.

New applicants must first obtain access to TX-UNPS to submit your application. Go to the TX-UNPS website at https://txunps1.texasagriculture.gov/txunps/Splash.aspx and select "Interested in Applying" under the Links heading. On the left side of the page, select "Pre-Eligibility CACFP," read the text, and click the link "Can I be a CACFP Contracting Entity?" at the bottom of the page. Use the interactive CACFP Decision Tool to determine if you may be eligible. If it is determined that you may be eligible for the CACFP you will be directed, within the CACFP Decision Tool, to complete and submit the CACFP Pre-Eligibility Form. The information on the CACFP Pre-Eligibility Form will be used to set up your access to TX-UNPS. Every new applicant is given a CE ID and each authorized individual is given a User ID and Password for accessing the system.

In addition to completing the online portion of the application you will be required to submit additional information identified as "Checklist Items". Not all Checklist Items apply to all CEs. It is the CE's responsibility to determine which Checklist Items apply and to submit those items. You will use the "Application Tracking - Day Care Homes" form when you submit these paper checklist items, as well as any other paper documents not submitted within TX-UNPS. There is also one upload form, "Budget Justification and Disclosure - Day Care Homes," that is part of the Contracting Entity Budget Detail - Day Care Homes screen in TX-UNPS.

All forms that are not submitted in TX-UNPS must be completed in ink or other non-erasable print. Keep a copy of all documents submitted to TDA. Per federal regulations, applicants may not contract with a third party for the preparation and submittal of application materials.

All new applicants must complete training prior to application approval. Applications can be submitted prior to training, but the application cannot be approved until the training is completed. You will complete Intro to CACFP for NEW Day Care Home Sponsors. If you have not already completed training, go to Training Information for Future Contractors and locate and register for the class.

All of the documents that are part of the application process must be updated and submitted for approval as changes occur. Do not wait until application renewal to submit changes.

If you need assistance, or a paper application, please contact TDA at (877) TEX-MEAL. (877-839-6325).

Note: Both new applicants and organizations already approved to participate are referred to as "contracting entities" (CEs).

Application Process - Day Care Homes

Download Form

New

Renewal

Additional Information

Application Tracking - Day Care Homes

You will submit this form, along with all paper documents, to show the submittal status of each item.

Contracting Entity Application

Download Form	New	Renewal	Additional Information
Contracting Entity Application - Day Care Homes	×	×	Those CEs that use TX-UNPS complete the Contracting Entity Application - Day Care Homes screen in TX-UNPS and do not complete this form on paper. Those CEs that do not use TX-UNPS will complete and submit this paper form as part of the application process.
Contracting Entity Budget Detail - Day Care Homes	×	×	Those CEs that use TX-UNPS complete the Contracting Entity Budget Detail - Day Care Homes screen in TX-UNPS and do not complete this form on paper. Those CEs that do not use TX-UNPS will complete and submit this paper form as part of the application process.
Budget Justification and Disclosure - Day Care Homes (upload document)	×	×	Those CEs that use TX-UNPS will complete and upload this form to the Contracting Entity Budget Detail-Day Care Homes screen in TX-UNPS. Those CEs that do not use TX-UNPS will complete and submit this form as part of the application process.
Board of Directors - Day Care Homes	×	×	Those CEs that use TX-UNPS complete the Board of Directors - Day Care Homes screen in TX-UNPS and do not complete this form on paper. Those CEs that do not use TX-UNPS will complete and submit this paper form as part of the application process. Note: If the contracting entity does not have a board of directors, this form/screen is used to capture the individual(s) within the organization that have overall responsibility for management of the CACFP. Complete and submit this form/screen for each board member or individual that has overall responsibility for management of the CACFP.
Annual Audit	×	×	Those CEs that use TX-UNPS complete, if applicable, the Annual Audit screen in TX-UNPS and do not complete this form on paper. Those CEs that do not use TX-UNPS will, if applicable, complete and submit this paper form as part of the application process. Note: CEs whose Type of Agency is Military Installation, Indian Tribe or Government Agency are not required to complete and submit the Annual Audit screen/form

Checklist Items: CE Application - Day Care Homes

Download Form	New	Renewal	Additional Information
FND Permanent Agreement	×		Each organization applying for their first Child Nutrition Program must complete and submit an FND Permanent Agreement.
Permanent Agreement Contracting Entity Specific Amendment	× if applicable	× if applicable	Existing CE that is new to CACFP must submit a Permanent Agreement Contracting Entity Specific Amendment.
Vendor Direct Deposit/Advance Payment Notification Authorization (74-176)	×	× if changed	Complete to receive direct deposit of your reimbursement.
Application for Texas Identification Number (AP-152)	×		If you are providing your EIN on the Application for Texas Identification Number (Form AP-152), you must provide a copy of the document from the Internal Revenue Service (IRS) that establishes your EIN. A copy of the letter from the IRS issuing your EIN, or a copy of your payment coupon with your EIN on it, is acceptable.
Contracting Entity Management Plan - Day Care Homes	×	×	Along with a completed Contracting Entity Management Plan - Day Care Homes form, you must submit the following documents, if applicable: Monitoring Staff Information - Day Care Homes form Proof of IRS 501(c)(3) Tax Exemption (non-profit organizations only) Outside Employment Policy (applies to Sponsors only) Organizational Chart that includes the names and functions/titles of all officers, agents, full or part-time staff, volunteers, board of directors and consultants involved with the CACFP
Performance Bond	× if applicable	× if applicable	Non-governmental organizations applying to be sponsors in the CACFP that have fewer than three years of successful administrative and financial history must submit a performance bond to insure against misuse of funds.
Pre-Award Civil Rights Compliance Review	×		This form is used to provide Civil Rights information required by TDA to determine if an organization is eligible for participation. Note: The total ethnicity and racial breakdown must each equal the total enrollment. Example: 10 participants are enrolled; 10 participants must be categorized by ethnicity; and 10 participants must be categorized by race.
Subcontract Agreements	× if applicable	× if applicable	Invitation for Bid and Contract for Purchased Meals (IFB) Submit copies of each IFB for purchased meals for each provider that contracts for meals. The procurement process for purchased meals could take up to six months, so providers should begin the process early. Contract with a Public School for Meals Submit copies of each Contract with a Public School for Meals for each provider that contracts for meals. Sub-contractor and/or Consultant Agreements If applicable, submit copies of each agreement if you sub-contract any CACFP functions. Examples of sub-contracts include, but are not limited to, dieticians, CPA services, monitoring.
Legal Documents	×	×	Articles of Incorporation, Assumed Name Certificate, Certification of Formation (submit all that apply to your organization) The following applies to non-governmental contracting entities only: Government Issued ID and Proof of Residential Mailing Address: You must submit for each principal of the organization a form of government issued identification that contains a picture as well as proof of residential (home) mailing address. Acceptable forms of government issued identification and proof of residential mailing address include: Drivers license of personal identification card issued by the Department of Public Safety, or a similar document issued by an agency of another state, regardless of whether the card or license has expired, Military identification, Valid US Passport, Current, valid voter registration card, Official mail addressed to the person’s current address, by name, from a utility provider or government agency or bank, A lease executed by the individual, Any other proof approved by TDA.
Governing Body Awareness	×	×	You must submit documentation that your governing body is aware of the responsibilities and liabilities of participating in the CACFP. You may use the Governing Body Awareness form and submit the required documentation (reference the form for required documentation) or create your own form and submit the required documentation. Note: Governing body awareness does not apply to public institutions (such as Governmental, Military or Indian Reservations).
Certificate of Authority	×	×	Submit the Certificate of Authority to identify the officials designated to act on behalf of the contracting entity. These individuals will also be given access, as designated, to TX-UNPS.

Provider Application-Day Care Homes

Download Form

New

Renewal

Additional Information

Provider Application - Day Care Homes

Those CEs that use TX-UNPS do the following:

New Providers: Complete the Provider Application - Day Care Homes paper form and maintain at your office. Complete the Provider Application - Day Care Homes screen in TX-UNPS, based on the contents of the paper application maintained at your office. You must make the paper application available for review by TDA. Send a copy of the completed and signed application to the provider.

Continuing Providers: Complete the Provider Application - Day Care Homes screen in TX-UNPS. Since this is a continuing provider, you do not have to obtain the provider's signature on the paper form. However, you do have to send the provider a copy of the completed screen from TX-UNPS. TDA will verify that the provider received copies of all revisions submitted by the sponsor on their behalf.

Those CEs that do not use TX-UNPS will complete and submit this paper form for each provider they sponsor. Send a completed and signed copy to the provider. This form is also submitted when requesting revisions for a provider. You do not have to obtain the provider's signature on the paper form for revisions. However, you do have to send a copy to the provider. TDA will verify that the provider received copies of all revisions submitted by the sponsor on their behalf.

Permanent Agreement Between Sponsoring Organization and Day Care Home Providers

Those CEs that use TX-UNPS complete and maintain at their office for each provider they sponsor. You will document in TX-UNPS under the Provider Application - Day Care Homes the Agreement signature dates of the Contacting Entity and Provider(s).

Those CEs that do not use TX-UNPS will complete and maintain at their office this paper form for each provider they sponsor. You will document on the Provider Application - Day Care Homes the Agreement signature dates of the Contracting Entity and the Provider(s). Send a completed and signed copy to the provider(s).

License, Registration or Documentation to Care for Children

×

if changed

New Providers/Changes: Submit a copy of the current license or registration issued by the Department of Family and Protective Services (DFPS) for each new provider you will be sponsoring. For providers located on a Military Installation or Indian Reservation, that are not licensed or registered by DFPS, submit documentation authorizing the provider to care for children. Also submit the license, registration or documentation if changed or expired.

Renewal Providers: You do not have to submit a copy of the license, registration or documentation, if it has not changed or expired.

All Providers: It is the responsibility of the Contracting Entity to ensure that all participating provider remain licensed, registered or authorized to care for children.

PEIMS Data

Send completed applications to one of the following:

Mail to:
Texas Department of Agriculture
Food and Nutrition
Attn: F&N Business Operations - Applications
P.O. Box 12847
Austin, Texas 78711

Overnight to:
Texas Department of Agriculture
Food and Nutrition
Attn: F&N Business Operations - Applications
1700 North Congress Ave.
Austin, Texas 78701

E-mail to: CACFP.BOps@TexasAgriculture.gov

Fax to: 888-223-8645

Revised January 23, 2012

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