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Application for CACFP - Centers
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 - Centers. 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 on 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 - Centers" 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 - Centers," that is part of the Contracting Entity Budget Detail - Centers 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 Adult Day Care (Independent and Sponsors) and/or Intro to CACFP for New Child Care Centers (Independent and Sponsors). If you have not already completed training, go to Training Information for Future Contractors and locate and register for the appropriate event.
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 - Centers
Application Tracking - Centers
   | × | × | You will submit this form, along with all paper documents, to show the submittal status of each item. |
Contracting Entity Application - Centers
Contracting Entity Application - Centers
| × | × | Those CEs that use TX-UNPS complete the Contracting Entity Application - Centers 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 - Centers
| × | × | Those CEs that use TX-UNPS complete the Contracting Entity Budget Detail - Centers 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 - Centers
(upload document)
| × | × | Those CEs that use TX-UNPS will complete and upload this form to the Contracting Entity Budget Detail-Centers 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 - Centers
| × | × | Those CEs that use TX-UNPS complete the Board of Directors - Centers 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
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Checklist Items: CE Application-Centers
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 - Centers
| × | × |
Along with a completed Contracting Entity Management Plan - Centers form, you must submit the following documents, if applicable:
- Sponsoring Organization Monitoring Staff Information - Centers 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
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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.
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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).
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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. |
Site Applications - Centers
Site Application - Centers
| × | × | Those CEs that use TX-UNPS, based on your organization type, do the following:
(1) Independent Center: Complete the Site Application - Centers screen in TX-UNPS and do not complete this form on paper.
(2) Sponsor: For each affiliated site, complete the Site Application - Centers screen in TX-UNPS and do not complete this form on paper.
(3) Sponsor: For each new unaffiliated site, complete the Site Application - Centers paper form and maintain at your office. Complete the Site Application - Centers 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 site.
(4) Sponsor: For each continuing unaffiliated sites, complete the Site Application - Centers screen in TX-UNPS. Since this is a continuing site, you do not have to obtain the site representative's signature on the paper form. However, you do have to send the site representative a copy of the completed screen from TX-UNPS. TDA will verify that the site 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 site (e.g., center). Send a completed and signed copy to any unaffiliated sites. |
Permanent Agreement Between Sponsoring Organization and Child Care Facility
(Sponsors of Unaffiliated Sites Only)
| × | | Those CEs that use TX-UNPS complete and maintain at their office for each unaffiliated child care site they sponsor. You will document in TX-UNPS under the Site Application - Centers the Agreement signature dates of the Contacting Entity and Site Representative.
Those CEs that do not use TX-UNPS will complete and maintain at their office for each unaffiliated child care site they sponsor. You will document on the Site Application - Centers form the Agreement signature dates of the Contracting Entity and Site Representative. Send a completed and signed copy to each unaffiliated site. |
Permanent Agreement Between Sponsoring Organization and Adult Day Care Facility
(Sponsors of Unaffiliated Sites Only)
| × | | Those CEs that use TX-UNPS complete and maintain at their office for each unaffiliated adult day care site they sponsor. You will document in TX-UNPS under the Site Application - Centers the Agreement signature dates of the Contacting Entity and Site Representative.
Those CEs that do not use TX-UNPS will complete and maintain at their office for each unaffiliated adult day care site they sponsor. You will document on the Site Application - Centers form the Agreement signature dates of the Contracting Entity and Site Representative. Send a completed and signed copy to each unaffiliated site. |
Checklist Items: Site Application-Centers
License, Exemption or Other Documentation | × | ×
if applicable | New Sites/Changes: Submit a copy of the current license or alternate approval for each new site you will be operating/sponsoring. Also submit if the license or alternate approval has changed or expired.
Renewal Sites: You do not have to submit a copy of the license or alternate approval, if the documentation has not changed or expired.
All Sites: Organizations operating as At-Risk Afterschool Care Centers or Outside-School-Hours-Care Centers only may be exempt from licensing. These centers must attach proof of exemption from licensing from the Texas Department of Family and Protective Services (DFPS).
Sites that operate less than two hours per day (this means the hours of operation of the center, not meal duration) or less than three days per week may also be exempt from licensing. DFPS does not require these centers to obtain a formal exemption.
It is the responsibility of the Contracting Entity to ensure that all participating sites remain licensed, exempted or authorized to provide care/operate. |
Health and Safety Documentation | × | × | All sites exempt from licensing must attach a copy of the most recently completed health inspection report, a certificate that states the center/shelter is in compliance with health and safety regulations, or other documentation from the health authority. |
At-Risk: Documentation of Area Eligibility and Education/Enrichment Activities | × | ×
if applicable | Applies to At-Risk Afterschool Care Centers Only:
Submit documentation that each site is located in an attendance area of an elementary, middle, or high school in which at least 50% of the children are certified eligible for free or reduced-price meals. You may use the PEIMS Report to obtain the percentage.
Provide information on the education or enrichment activities scheduled for children during afterschool care for each site. |
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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