CACFP may support eligible Emergency Shelters that provide residential services and meals to children and youth in qualifying shelter settings.

Participation requirements may depend on factors such as the nature of the shelter program, the population served, residential status, meal service, jurisdiction, organizational structure, and other applicable CACFP requirements.

HCS helps prospective Emergency Shelters understand the sponsorship process and the information needed to determine whether participation may be appropriate.

HCS provides ongoing sponsorship and administrative support designed to help participating Emergency Shelters manage CACFP responsibilities throughout the program year.

Support may include:

• Sponsorship and program administration

• Claims review and reimbursement processing

• Monitoring and technical assistance

• CACFP training and education

• Recordkeeping and documentation guidance

• Meal-service and menu support

• Communication regarding program requirements

• Corrective follow-up when needed

• Forms, templates, and program resources

The exact support provided depends on applicable CACFP requirements, HCS procedures, and the shelter’s participation status.

Emergency Shelters interested in HCS sponsorship may be asked to provide information regarding the organization, shelter operations, residential services, participants served, meal service, current CACFP participation, and other documentation needed for enrollment or sponsorship review.

HCS may also review whether the shelter currently participates in CACFP, whether another sponsor is involved, and whether additional program or jurisdiction-specific requirements apply.

Enrollment is completed only after applicable eligibility, documentation, and HCS participation requirements have been satisfied.

Participating Emergency Shelters are responsible for maintaining accurate records that support CACFP meal claims.

Depending on program requirements, records may include:

• Daily meal counts

• Attendance or participation records

• Menus

• Residential or shelter documentation

• Meal-service records

• Participant information when required

• Other supporting documentation

HCS reviews required claim information and supporting records, processes eligible meal claims, and administers reimbursement-related activities in accordance with applicable CACFP requirements.

Only eligible and properly supported meals may be included in reimbursement claims.

HCS conducts required monitoring of participating Emergency Shelters and provides technical assistance to support effective CACFP operations.

Monitoring may include review of:

• Meal service

• Meal counts

• Menus

• Required records

• Training completion

• Civil rights responsibilities

• Program procedures

• Documentation practices

• Other applicable CACFP requirements

When concerns or needed corrections are identified, HCS may provide technical assistance, follow-up guidance, or corrective-action support as required.

HCS provides required and supplemental CACFP training to help Emergency Shelter staff understand program responsibilities and maintain organized program operations.

Training topics may include:

• CACFP meal-pattern requirements

• Meal counting and claiming

• Recordkeeping

• Civil rights requirements

• Monitoring expectations

• Claims procedures

• Meal-service documentation

• Food-service practices

• Program updates

• Other applicable CACFP requirements

Additional training may be provided when program changes, monitoring results, or operational needs indicate that further support would be helpful.

Accurate and organized documentation is essential to successful CACFP participation.

HCS helps participating Emergency Shelters understand which records must be maintained and how those records support program administration and reimbursement claims.

Depending on the shelter and jurisdiction, required records may include:

• Meal counts

• Menus

• Participation or attendance records

• Shelter or residential documentation

• Training records

• Monitoring records

• Meal-service records

• Other required CACFP records

HCS may provide forms, templates, instructions, and technical guidance to help shelters maintain consistent documentation practices.

HCS is continuing to expand its CACFP sponsorship services in Maryland.

If HCS sponsorship for Emergency Shelters is not yet available at the time you inquire, Maryland organizations may join the HCS Maryland Sponsorship Interest List to request future contact as sponsorship opportunities expand.

Joining the Interest List allows HCS to maintain your organization’s contact information and notify you if Emergency Shelter sponsorship becomes available.

Placement on the Interest List does not guarantee CACFP eligibility, enrollment, approval, or future sponsorship.

HCS provides CACFP sponsorship and program support for eligible Emergency Shelters in the District of Columbia within its approved program scope.

DC shelters may contact HCS regarding enrollment, current CACFP participation, claims administration, monitoring, training, recordkeeping, and other sponsorship-related needs.

District-specific requirements and HCS procedures will be reviewed as part of the participation process.