Having the right staff in place is essential for the success of any Child and Adult Care Food Program (CACFP) sponsor. It is important to ensure that all staff members understand their roles and responsibilities. But the most vital factor is that the staff should have a deep comprehension of the CACFP and be up to date on United States Department of Agriculture (USDA) regulations and requirements. They should also be aware of their own state’s regulations (USDA purposefully keeps the federal regulations vague to allow states flexibility over how they implement the program in their state).

Additionally, staff should have a good working relationship with sites and/or providers and be able to communicate with them effectively. They should also have knowledge of the local community and be able to identify potential sites and providers. 

Here are some of the six essential jobs inside the CACFP sponsor’s staff that can help ensure the Food Program’s success.

Jobs Inside CACFP Sponsor’s Staff.

1. Authorized Representative

This position is accountable for guaranteeing that the program is managed in compliance with federal and state regulations. They must oversee how CACFP is run for all your CACFP participants and be familiar with all the program’s regulations and requirements. Also, they must have signature authority, meaning they sign agreements on behalf of the sponsor organization.

This role can perform various CACFP duties, such as training staff, having financial oversight of CACFP spending, and developing policies and procedures related to CACFP.

Common job titles: Executive Director, Program Director, CEO, President, and Owner.

2. Food Program Coordinator

This role should coordinate the day-to-day operations of CACFP. This includes overseeing meal planning, monitoring compliance with CACFP regulations, and providing nutrition education to sites and/or providers. The Food Program Coordinator should also recruit, train, and evaluate staff, develop policies and procedures, prepare reports, and monitor budgets. They will also work with the state during renewal time and be the main Contact for any announced administrative reviews.

Common job titles: Nutrition Manager, Program Coordinator, Operations Manager, and Food Program Supervisor.

3. Claim Contact

The Claim Contact for the CACFP role is responsible for submitting claims monthly to the state. They may have additional CACFP duties, but that will vary by each sponsor organization structure. The Claim Contact typically is responsible for verifying that all claim information is accurate and submitting the claims to the state agency. Additionally, they may also be responsible for tracking and monitoring claim payments from the state as well as reconciling any discrepancies between payments received from the state and claims submitted. The Claim Contact may also be responsible for keeping records of all CACFP-related activities, such as participant enrollment, meal counts, and other supporting documentation.

Common job titles: Accounting Technician, Administrative Assistant, and Fiscal Manager.

4. CACFP Monitor

The role of a CACFP Monitor is to ensure that programs receiving funding from the CACFP are in compliance with all applicable regulations. This includes conducting on-site reviews of participating institutions, monitoring meal patterns, verifying family eligibility, and reviewing financial records. The CACFP Monitor also provides technical assistance to program participants and helps them understand their responsibilities under the CACFP program.

It’s very common to have staff that is divided into claims staff and monitoring staff.

5. Financial Office Staff

This encompasses keeping an eye on the program’s funds, furnishing financial oversight, and helping with the formation and execution of rules and regulations relevant to the CACFP. The Financial Officer is also responsible for ensuring that all reimbursement demands are submitted on time and that all the money is tracked appropriately. In addition, they may be in charge of providing guidance to personnel on financial topics in relation to the CACFP.

Common job titles: Chief Financial Officer, Business Manager, Accounting Manager, and Fiscal Analyst.

6. Nutritionist/Dietitian

This person is responsible for developing and implementing nutrition education programs and materials to help ensure that eligible infants/children/adults are receiving well-balanced meals that meet the dietary guidelines established by the United States Department of Agriculture (USDA) for the sponsor sites and/or providers.

NOTE: Job titles do vary, and your job title does not have to match one of these listed.

It is clear that successfully operating a CACFP sponsor organization requires a lot of effort. It is beneficial to have multiple personnel taking charge of the six primary roles. It’s a lot to ask one person to handle everything. It’s always a good idea to divide responsibilities and cross-train staff members.

Another good solution for busy CACFP sponsors is embracing new technologies. Automated systems can streamline processes, reduce paperwork, and make it easier for sponsors to manage their Food Program. Additionally, many software providers offer online training and support so staff members can quickly get up to speed with the new software.

Learn more about our KidKare for Sponsor solutions here!

KidKare can help make sure the above duties and responsibilities are compliant.

As a CACFP sponsor, you know how important it is to ensure your Food Program complies with all regulations. But if you’re still using manual paperwork and processes, you’re likely to spend a lot of time and energy managing paperwork and worrying about mistakes.

Fortunately, KidKare software for sponsors can help you streamline your operations and simplify the administration of your Food Program. Our comprehensive software solutions help to eliminate the hassle of managing paperwork, minimize mistakes, and make sure your Food Program is compliant.

The advantages of our KidKare solutions are especially helpful during an audit. 

  • You automatically receive warnings when foods don’t meet the latest meal requirements.
  • You’re automatically notified when a child’s forms have expired or are close to expiration.
  • Claims go through 200+ edit checks on food, attendance, and participant eligibility. This is key because it relates to one of the most common audit findings.
  • Your sites and/or providers can take attendance on the same screen as they document meal counts. All with a simple tap of their finger.  
  • The latest meal pattern requirements are automatically included to keep you compliant.  
  • You’re able to review meals and attendance before you submit a claim and make changes if needed.
  • You or your sites and/or providers can easily track and document food service expenses.

KidKare also keeps all your records securely online for easy access anytime, anywhere. When you’re audited, everything you need is altogether in one place. The other advantage of online recordkeeping is that it’s protected from accidents and damage, unlike actual paperwork in a filing cabinet.

To learn more about how KidKare for sponsors can protect your CACFP during an audit and beyond, request a demo today.

Related Post


The secret behind great CACFP menus, according to our providers.

With the help of our providers, we've gathered a nice helping of advice and creative meal suggestions just for you.

Download our CACFP menus ebook!

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Adding Vendors

Quick Entry Receipt

Itemized Receipts

Record Attendance & Meal Counts

Daily Menu

Menu Production Records

Menu Templates

Grain Ounce Equivalents

Menu Calendar

Creating Infant Menus

Mark Infants as Fed

Record Attendance & Meal Counts

Meals & Attendance

Mark Infants as Fed

Detailed Meals & Attendance

Estimating Attendance

Enroll & Manage Children

Enroll a New Participant

Edit Child Information

Set Up Accounts

Site Details and Settings for Sponsored Centers

Creating Roles and Permissions

Creating Center Staff Logins

Staff Login


Infant Feeding Report

Milk Audit Report

Claim Manual Report


Claims Feature

Calculate Claims Button

Claims Errors

EOM Best Practices


Substitute Milk and Child Milk Allergies

Milk Audit

Purchase & Write Offs

Record Attendance & Meal Counts

Basics Meal & Attendance

Detailed Meal & Attendance

Estimating Attendance

Plan & Record Menus​

Daily Menu

Menu Production Records

Menu Templates

Menu Calendar

Grain Ounce Equivalents

Creating Infant Menus


Substitute Milk & Child Milk Allergies

Milk Audit

Purchases and Write Offs

Milk Audit Reports

Enroll & Manage Children​

Enroll Participant

Edit Child Information

Set Up Your Site

KidKare introduction tour.

Staff login for the first time.

How to access your account

You can access your account by following the steps below:

1. Go to the KidKare website by clicking the link below https://app.kidkare.com/#/login/ 

2. Click on “I need a new Password” in the bottom right as shown in the image below.

3. Enter your email address into the email field and then click on “Send Me” 

  • Note: The email address will be the one the state has provided us. Please use the email address on record with your state. If you no longer have access to this email address please email success@kidkare.com 

 4. This should send an email to the email address entered from KidKare Enrollment Portal with a link to reset your password. Click on the blue link 

5. Enter your new password into the fields below and click “Go” 

6. Now you can go back to the login page and login with your email as the username and your new password! 

Discover KidKare

Be able to schedule your demo with our team by filling out the form.

KidKare Food Program software is ideal for single-location childcare centers participating in CACFP that submit their claims directly to their state.

Tax Tips in just a few clicks

Get access to our KidKare Accounting video tutorials by filling out the form.


Adding Vendors

Quick Entry Receipt

Itemized Receipts


Submit Claim Data to Sponsor

Get Trained


Review OER for Sponsors

Reports in CX


Roster Upload Explanation


Roster Upload Explanation

KidKare Accounting

KidKare Accounting is an all-in-one solution designed specifically for childcare providers, whether they participate in CACFP or not.

Start your free trial today by filling out the form below.

KidKare For Sponsors

Our CACFP sponsor software ensures compliance and maximizes CACFP reimbursements for your Sponsor organization and participants (sites and providers).

Watch our KidKare Food Program Software Demo

Be able to watch our demo by filling out the form.

Buy Now KidKare Food Program for Your Center

Ideal for single-location childcare centers participating in CACFP that submit their claims directly to their state.

Start your 14-day trial

KidKare Food Program software is ideal for single-location childcare centers participating in CACFP that submit their claims directly to their state.


List Claims & Track Received Claims

Submitting or Retrieving Claims from Sites

Submit Claims to State


Vendors & Receipts

Set Up Your Account

Install Minute Menu CX

Install Minute Menu CX

Follow the instructions below to download and install Minute Menu CX. You can install Minute Menu CX on as

many computers you need. The same link provided in this article can also be used by centers to install their

version of the software. For system requirements, see System Requirements.

1. Click here to download Minute Menu CX.

2. Depending on your browser settings, the file downloads automatically, or you are prompted to save or run it.

  • If it downloads automatically, open the file when it finishes downloading to begin the installation process.


  • If prompted, click Run. Depending on your browser, this option may be Open, or you may need to check the Run From Its Current Location box and click OK. Once the download finishes, you may be prompted to run it again.

3. The installation wizard opens. Click Next and follow the on-screen prompts to complete installation. We strongly recommend that you install Minute Menu CX in the default location and that you do not change any of the options during installation.

4. Once the installation process is complete, click Finish. Minute Menu CX opens automatically, and you are prompted for your password.

5. Enter your user name and password. You should have received this information from Minute Menu or (centers) from your food program sponsor’s main office.

6. Click Login.

To access Minute Menu CX in the future, double-click  on your desktop. You are prompted for login information each time, unless you check the Remember Login and Password box when logging in.

Check Your Currently Installed Software Version

To see which version of Minute Menu CX is installed on your machine:

1. Open Minute Menu CX.

2. Click the Help menu and select About Minute Menu CX. The About Minute Menu CX dialog box opens. The version number displays at the top.

Upgrade Minute Menu CX

To upgrade Minute Menu CX:

1. Open Minute Menu CX.

2. Click the Administration menu and select Upgrade Software. The installation wizard opens.

3. Follow the on-screen prompts to install the upgrade.  Note that you must upgrade CX on each individual machine on which it is installed.



School Calendar

Tools Menu


Milk Audit

Observer & Monitoring​

Monitoring Reviews

Observer Mode

Manage Children

Activate Children


Create and Manage Menu Templates

How to Build a Master Menu

Record Attendance & Meal Counts

Record Attendance and Meal Counts

Estimate Attendance


Welcome Letter to Sites

Enroll Sites

Add a Center

Set Up Your Account

Update Sponsor Info

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