Full Features for Adult Day Care Centers

• Sponsor icon alerts for active site count, special diet forms, overdue monitoring visits, tiering determinations and electronic forms for approval
• Message Center to view messages sent from My Food Program to your sponsor account
• Track sponsor name, legal name, Sponsor ID, address, email address, phone
• Track information on sponsor principals, including name, position, birth date, term dates, address, phone, email, employer, job title, conflicts, race,  ethnicity, date of NDL check, and whether they are eligible to vote and whether they receive compensation for their board service
• Upload a signature image to be applied to paper checks
• Connect to Quickbooks
• Changes site settings for all settings and all sites at once
• Determine the default site settings to be used for new sites
• Set up your banking information and direct deposit information for sites
• View and pay your invoices for your use of My Food Program including a list of the sites included in the monthly invoice
• Set the license types or license age ranges used in your state along with the ability to set them as valid for school agers, non-school agers or all participants and also as valid for night capacity
• Manage sponsor users, including name, user name, password, email address, phone number, start date, end date, status, role, assigned sites for monitoring, notes, signature and training
• Manage Sponsor Reporter Site Assignments in bulk
• Generate an ACH file for upload to your banking institution
• Get a direct link to Ready Records forms that need approval
• Send Ready Records reminders to all household or only those with missing, expired paperwork with a filter by site
• Run reports at the sponsor and site level
• Mark a report as a favorite
• Upload your own logo for providers and center/site staff to see when they login

• Status Icons related to claims status, missing meal counts, missing/expired income forms, missing/expired enrollment forms, missing menus, overdue training
• Store name, site type, legal name, profit status, site ID, status, address, time zone, county, email address, phone, second phone, mailing address, preferred language, pre-qualifying month, intended start date, actual start date, end date, withdrawal reason, business name, Tax ID, food contracting entity, alternate ID, delivery driver, monitor, administrative percentage, payment method, space/time percentage, notes, and group family child care license
• Hide settings that can be managed from the sponsor level
• Set the authorized program type (CACFP Standard, CACFP School Age, CACFP Preschool, Head Start, Early Head Start, ARAM, SFSP or Not Claiming) and the approved claiming dates
• Enter open/close times and approved meal service times
• Designate a meal for night licensed capacity limits
• Set the program type for each meal type
• Enable meal shifts
• Copy meal times from one day to another
• Designate a site as a master menu site
• Indicate that a site uses the menus from a master menu
• Track licensed capacity
• Add additional age range combinations on top of licensed capacities by age range
• Track information on site principals: name, position, birth date, term dates, address, phone, email, employer, job title, conflicts, race, ethnicity, date of NDL check, and whether they are eligible to vote and whether they receive compensation for their board service
• Track facility license number, effective dates, licensed authority and upload a file to associate with the facility license
• Track the site’s vended meal contract, including the contract name, effective dates and upload an image of the contract
• Place a site on hold and provide the hold dates and reason
• Enter a record log (large text box with comments only sponsor staff can see)
• Enter a record log note with the note date, type, summary and description
• Link a site to a vendor in QuickBooks and send bills directly to QuickBooks
• Filter the site list by monitor
• Search for sites based on legal name, address, business name, county, alternate ID, email, license number or phone number
• Search for a participant based on first name and/ or last name

• Disallow meals if a facility license is missing or expired
• Assign monitor(s) to sites
• Perform capacity checks by program type (CACFP Standard, CACFP School Age, CACFP Preschool, Head Start, Early Head Start, ARAM, SFSP or Not Claiming) in addition to overall facility licensed capacities
• Track licensed capacity by age range (typically used by centers) or by license type (typically used by homes)
• Hide Message Center
• Make My Food Program chat function available to all sites while logged in
• Make certain program types available when adding sites (CACFP Standard, CACFP School Age, CACFP Preschool, Head Start, Early Head Start, ARAM, SFSP or Not Claiming)
• Make certain meal types available when adding sites (early snack, breakfast, am snack, lunch, pm snack, supper, evening snack)
• Designate a report as a “Favorite” for all sites

• Site Summary Report*^
• Mailing Labels*
• Vended Meal Contract Report*
• Site Export Report*
• Site Principal Spreadsheet*
• Facility LIcense Report*
• Sites Claiming Evenings and Weekends*
• Time-Space Percentage^

FEATURES

• Plan menus for participants 1 year+
• Mark a food as a favorite food so it appears in a quick-pick dropdown on the meal planning page
• Create saved menus
• Delete menus individually or in bulk
• Print menus as a two-week calendar, a portioned spreadsheet or a portioned print-ready, in both English and Spanish
• Create food production records individually or in bulk
• Set meal order categories for a site
• Store CN Labels, Nutrition Facts Panels or ingredient lists
• Create meal orders individually or in bulk
• Copy menus by the week
• Copy menus by the day
• Record substitutions for special dietary needs
• Menu calendar icons for whole grain, juice, MMA substitutes for grains at breakfast, school release days, field trips, closures
• Exclude certain food Items in the MFP food database for all sites
• Set a food as a favorite food for new sites so it appears in a quick-pick dropdown on the meal planning page
• Enter, remove and view meal orders across all sites

CUSTOMIZABLE SETTINGS

• Ignore menu validation
• Allow entry of menus with missing components but do not allow them to be claimed
• Allow or restrict restrict providers or center/site staff to only foods marked by the sponsor as “favorite”
• Allow or restrict providers or center/site staff from uploading CN Labels, Nutrition Facts Panels or ingredient lists
• Automatically update food production records when meal food items change
• Allow or restrict meal orders from being entered in bulk
• Set a default milk to be added to all breakfast, lunch and supper
• Disallow meals if fluid milk substitute is not on the menu and a participant with a fluid milk special dietary need attends the meal. Excludes participants who provide their own fluid milk substitute.
• Disallow meals if CN Label or Product Formulation Statement is not uploaded
• Allow or restrict providers or center/site staff from setting their own menu item names for print
• Require same-day food production records
• Allow or restrict meal orders from being entered using the mobile version
• Allow or restrict provider or center/site staff from typing in a “description for print view” that will overwrite all menu item names
• Allow or restrict providers or center/site staff from indicating that a food item will supply only part of the full portion size
• Ignore expired CN labels during claims check
• Disallow a meal if there is a food shortage (i.e. the food production record indicates that not enough food was prepared for all the participants who attended the meal)
• Disallow a meal if the food production record indicates that not enough milk was prepared for all the participants who attended the meal
• Set age ranges to display for meal orders
• Allow or restrict center/site with “staff” permission level to enter menus (those with site manager/director permission can always enter menus)
• Allow or restrict providers or center/site users with “Staff” or “Kitchen Staff or Infant Teacher” permission level to enter meal counts for prior dates

REPORTS

• Daily Meal Production^
• Daily Meal Production with Leftovers and Dietary Accommodations^e
• Favorite Foods with CN Label or Product Formulation Statement*^
• Food Production Report*
• Food Production Spreadsheet with Meal Pattern^
• Food Shortage Report^
• Foods Served with CN Labels or Product Formulation Statement*^
• Grocery List Report*
• Substitutions for Special Dietary Needs
• Food Allergy Label Report*
• Site Food Order Spreadsheet*
• Site Food Orders*
• Site Menu Report*

*indicates a report that can be run at the sponsor level
^indicates a report that can be run at the site level

• Record attendance
• Take meal counts by program type (such as Head Start vs. CACFP Standard)
• Disallow a specific meal for a specific participant
• Send a note to the sponsor
• Mark a participant as absent and provide an absence reason
• Upload daily attendance
• View an overview of the meal counts entered across all sites

• Set attendance to “Present” or “In/Out Times”
• Restrict meal counts to be done by midnight or during approved meal service times “Point of Service”
• Take meal counts by name or use a headcount
• Choose from six screens for attendance and meal count entry: (1) attendance and meal counts on separate screens (2) attendance and meal counts on the same screen (3) attendance and meal counts and menus on the same screen (4) weekly entry by roster (5) monthly entry by name or (6) multi-day meal distribution – for SFSP rural, non-congregate sites only.
• Require menus for participants ages 1 yr+ before the entry of meal counts
• Require a food production record before the entry of meal counts
• Require a food production record be finalized before the entry of meal counts
• Allow sites to upload daily attendance
• Hide the ability for sites to enter “Notes to Sponsor”
• Set attendance and meal count time limits to a calendar day (i.e. by the 5th of each month) or a day of the week (i.e. by the end of day on Friday) for designated users
• Disallow meals that exceed licensed capacity
• Allow only site managers/directors to enter meal counts for prior days
• Send Email to a Sponsor User When a New “Notes to Sponsor” is entered

• Daily Free/Reduced/Paid Count by Meal Type^
• Daily Meal Count with Attendance Report^
• Daily Meal Count with In/Out Times^
• Date Time Stamp of Attendance and Meal Count Entries*^
• Headcount Mealcount with Attendance Report*
• Meal Count by Age Range^
• Meal Count by Roster^
• Meal Counts by Meal Type Spreadsheet*^
• Meal Recap Report^
• Meal Totals Report^
• Monthly Meal Count with Attendance*^
• Monthly Zero Meal Count Report^
• Participant Meal Summary*^
• Total Attendance Report^
• Weekly Meal Count with Attendance Report*^
• Weekly Meal Count with In/Out Times^
• Zero Meal Count Report^
• Daily Menu Attendance and Meal Count Sheet^
• Paper Back-Ups^
• Average Daily Participation Report*
• First Meal Report*
• Meals Ordered versus Meals Received*
• Meals Received or Prepared Spreadsheet Report*
• Missing Meal Counts Spreadsheet*
• Missing Claim Report*
• Daily Notes Export*

• Create rosters with custom names, and designate as an ARAM-only or infant roster
• Add income forms in bulk
• Upload participants
• Create a new household or add participants to existing households
• Create a new participant
• Delete a participant
• Change a participant’s household
• Merge duplicate participants
• Track participant birthday, gender, roster, race, ethnicity, Title IXX or XX status, allergies, special needs status, migrant status, inclusion in licensed capacity, home school status, school name, school number, school district, notes, group ID and participant ID, weekly or daily child care rate for school days and non-school days
• Set participant status to active, pending, incomplete or inactive
• Authorize a participant to be claimed for one or more program types: CACFP Standard, CACFP School Age, CACFP Preschool, Head Start, Early Head Start, ARAM, SFSP or Not Claiming
• Track special dietary needs including the foods omitted, the foods substituted, the food group to which it applies, whether the need is a disability or not, whether it is a substitute milk and whether the parent/guardian typically supplies the item

• Require a participant to be associated with a roster instead of defaulting to the roster marked as the default roster
• Allow or restrict providers or center/site staff from setting a participant to “Active”
• Allow or restrict providers or center/site staff from setting a participant to “Inactive”
• Allow or restrict providers or center/site staff from being able to create or edit information about special dietary needs
• Allow or restrict providers or center/site staff from being able to create new participants
• Allow participants to have inactive status on a day they were in attendance.
• Allow or restrict the ability to set a participant status to pending
• Allow or restrict the ability to set a participant status to incomplete
• Allow or restrict providers or center/site staff from creating new rosters
• Do not apply income form to a participant if the month they start is after the first effective month of the income form
• Send email to a sponsor user when a participant is created, a participant schedule is updated, a participant is withdrawn, a race/ethnicity is changed, a birth date is changed or a special diet form is added
• Allow or restrict providers or center/site staff from adding participants on mobile
• Allow or restrict providers or center/site staff from seeing the participants & rosters button
• Allow or restrict providers or center/site staff from changing participant program type

• Special Diet Report*^
• Ethnicity/Racial Report^
• Household Report^
• Ineligible Participant List^
• Lapsed Participant Report^
• Participant Claim Roster^
• Participant Export Report*^
• Participant Inactive Report^
• Participant Summary Report^
• Daily Participant Summary^
• Participant Race and Ethnicity Report*
• Household Contact Email List*
• Participants Enrolled in Multiple Sites*
• Participants with Duplicate Meals in Multiple Sites*

FEATURES

• Create site-level users with the role of site manager/director, staff or kitchen staff
• Link site-level users to multiple sites
• Enter a training for an individual provider or center/site staff including expiration date, training type, description, hours and the option to upload a file to be stored with the training
• Designate a provider or center/site staff as the primary contact for the purposes of applying electronic signatures
• Enter training hours for multiple provider and center/site staff in bulk
• Set an hourly wage for a center/site user to be used with the Record Hours feature to track staffing expenses

CUSTOMIZABLE SETTINGS

• Allow or restrict providers or center/site staff from adding other users
• Allow or restrict center/site staff from entering hourly wage rates
• Show or hide the dashboard button on staff needing training
• Apply electronic signature to meal count forms after claim is submitted
• Set a training frequency requirement for calendar year, federal fiscal year, reimbursement schedule or a rolling basis
• Allow or restrict a provider or center/site user from being able to enter hours on behalf of others

REPORTS

• Staff Active/Inactive Report^
• Staff Training Report^
• Site User Export Report*
• Missing/Expired Training Report*

*indicates a report that can be run at the sponsor level
^indicates a report that can be run at the site level

• Check for errors at any time during the month to see which meals will be disallowed and why
• Automatically view a list of participant with attendance for the day but no meal participation
• Disallow meals in bulk by name or by date
• Allow or restrict providers or center/site staff from clicking seeing claim errors
• View dates when the month was submitted to sponsor, when the sponsor created the claim, and the claim payment amount and expected date, along with claim adjustment dates if relevant
• View prior claims
• Create new claims for one provider or site at a time or for all sites at once
• Manage state submission batches
• Mark claims as paid or unpaid
• Make manual claim adjustments by overriding errors or changing the payable meals, participant count, attendance or days open manually (with date stamps and the user that created the adjustment)
• Generate a file to upload to your state agency for filing your claim

• Allow or restrict providers or center/site staff from submitting to sponsor until a claim month is over
• Allow or restrict claim submission if facility license is missing or expired
• Send an email to a sponsor user when a provider or center/site clicks “Submit to Sponsor”
• Set the reimbursement calculation method to Actual Meal Count by Type, Claiming Percentages, Blended Per Meal or Fixed
• Automatically disallow meals if participants with the same name and birthdate are served the same meal at different sites
• Automatically place zero claims on hold
• Make a list of participants to include in the claim based on attendance, meal attendance, enrollment forms, active status or use a fixed percentage based on a study month
• Allow certain sponsor users to mark a claim as unpaid
• Do not display sponsor allocation of claim funds in Claim Summary Report

• Claim Summary Report*^
• Disallowed Meals Report*^
• Meal Count and Menu Claim Documentation*^
• Claim Payment History Report*
• Claim Summary Report without Admin Amounts*
• Claims Status Report*
• Disallowed Meals Spreadsheet*
• Documentation of Meals Claimed (H1540)*
• Check Stub Report*
• Claim Payment History Spreadsheet*
• Claim for Reimbursement Worksheet (H4502)*
• Disbursement Record for Sponsors of Centers*
• Reimbursements by Calendar Year*^
• Claims Spreadsheet*
• Status Submission Detail Report*

FEATURES

• Add a single day or multiple day facility closure or school release day
• Apply the closure to the selected meal type(s) with the option to upload a file to associate with a closure
• Enter a closure or school release date for all sites at once

CUSTOMIZABLE SETTINGS

• Send an email to a sponsor user when a site enters a closure

REPORTS

• Site Closures Report*

*indicates a report that can be run at the sponsor level
^indicates a report that can be run at the site level

FEATURES

• Create a visit and designate it as a preoperational/intro, 28-day follow-up, regular monitoring, CAP follow-up, weekend visit, desk audit, virtual review or At-Risk Afterschool Meals Program visit
• Answer the monitoring visit questions from your state agency form
• Print a completed visit form using the state agency template
• Store the visit date, meal type observed, monitor, whether follow-up is required, if the provider was not home, the meal attendance count, comments, reminders for next visit
• Customize the date for the next visit due (defaults to 4 months from current visit)
• Mark participants as observed by the monitor or expected to be claimed
• Add file attachments to the visit, including photos or scanned images
• Disallow meals in bulk based on a monitoring visit
• Record training for providers or center/site staff performed as part of the visit
• Run a report of the race/ethnicity of the participants on the visit date or those who participating in the meal
• Mark a provider or center/site as being in the serious deficiency process
• Track the Serious Deficiency process by recording serious deficiency events, dates, comments and the ability to store a file associated with a serious deficiency event

CUSTOMIZABLE SETTINGS

• Disallow meals if a participant is not observed or expected at a site visit
• Send an email to the sponsor admin and/or monitor when a site visit is entered
• Hide the “expected” column on the visit screen

REPORTS

• Monitoring Form Report*
• Monitoring Visit Status Report*
• Monitoring Visits*
• Serious Deficiency Report*
• Sites Due for a Review Visit*

*indicates a report that can be run at the sponsor level
^indicates a report that can be run at the site level

FEATURES

• Enter food temperatures for specific menu items
• Record food temperatures with time stamps at up to three timepoints: dispatch, delivery and service
• Set a food item as hot, cold or shelf stable
• Set a minimum temperature for hot meals at up to three time points (dispatch, delivery, service)
• Set a maximum temperature for cold meals at up to three time points (dispatch, delivery, service)
• Record signatures and typed names for central kitchen staff, delivery drivers and/or meal service staff

CUSTOMIZABLE SETTINGS

• Show or hide the ability to record food temperatures and delivery information
• Disallow meals that are outside of the safe temperature range
• Require temperatures at up to three time points and at specific meals before meal counts can be entered

REPORTS

• Delivery Receipt Report*^
• Food Temperature Report^

*indicates a report that can be run at the sponsor level
^indicates a report that can be run at the site level

FEATURES

• Ability to record hours for a single day or in bulk with a split between Food Program and non-Food Program hours
• Split Food Program hours into detailed categories, including managing, planning, organizing, menu planning, meal prep & service, meal clean up, supervise meal, meal records

CUSTOMIZABLE SETTINGS

• Allow or restrict provider or center/site staff from recording hours
• Allow or restrict providers or center/site staff from recording hours on the mobile version

REPORTS

• Staff Hours Detail Report*^
• Time Distribution Report*^

*indicates a report that can be run at the sponsor level
^indicates a report that can be run at the site level

FEATURES

• Create a milk audit by day or by month
• Automatic transfer of milk expenses to the milk audit
• Automatic calculation of milk usage based on food production or meal attendance
• Create a milk audit specifically for participants that are served a nutritionally-equivalent milk substitute
• Manually increase the amount of milk available because of an opening balance, parent-provided milk, a purchase not recorded in the MFP expenses or reused from the share table
• Manually decrease the amount of milk available based on additional servings or spoilage/waste
• Perform a milk audit for all sites at once
• Add a note to a milk audit
• Finalize a milk audit
• Copy the closing balance from the prior month to the current month

CUSTOMIZABLE SETTINGS

• Include or exclude Non-CACFP participants from the milk audit
• Remove the requirement for a milk audit for a specific center
• Set the units for a milk audit to cups or gallons
• Allow milk audits to calculate milk usage based on food production amounts or on the meal attendance
• Allow only sponsor staff to delete a milk audit
• Require a milk audit before a claim can be created or before a site clicks “submit to sponsor” for the claim month
• Choose if you want milk shortages to result in disallowed meals

REPORTS

• Milk Purchased Report^
• Milk Served by Type Totals Report^

*indicates a report that can be run at the sponsor level
^indicates a report that can be run at the site level

FEATURES

• Calculate the nonprofit food service balance for all sites at once
• Add an expense that covers multiple categories
• Check the receipt total against the sum of the expenses in each category
• Apply the space/time percentage to an expense
• Mark an expense as reviewed by the sponsor
• Upload a file to associate with an expense
• See the balance in the food service account separated out by operating and admin (reimbursement amounts are pulled in automatically from claims and expense amounts are pulled in automatically from expense entry)
• Reset the balance in the food service account at any time

CUSTOMIZABLE SETTINGS

• Allow or restrict center/site staff from recording admin costs (self-sponsored only)e
• Allow or restrict center/site staff from entering expenses
• Require a receipt total when entering expenses
• Create custom expense category names and indicate of an image upload is required and whether the expenses related to milk, food, staffing or is a non-program expense
• Send an email to a sponsor user when a provider or center/site user adds an expense or uploaded a new expense receipt
• Allow or restrict center/site staff from entering expenses after they have clicked “submit to sponsor”
• Allow or restrict center/site staff from entering expenses after there is a claim for the month
• Allow or restrict center/site staff from being able to delete receipts

REPORTS

• Claim for Reimbursement Worksheet (TDA Form H4502)*^
• Expense Detail Report*^
• Expense Summary Report*^
• Reimbursements by Calendar Year*^
• Expense Summary by Center*
• Nonprofit Status Report*

*indicates a report that can be run at the sponsor level
^indicates a report that can be run at the site level

FEATURES

• Add files to the file cabinet that cannot be uploaded elsewhere in My Food Program

CUSTOMIZABLE SETTINGS

• Send and email to a sponsor user when a file is added to the file cabinet
• Allow or restrict providers or center/site staff from viewing the File Cabinet button
• Allow or restrict providers or center/site staff from adding files to the file cabinet

REPORTS

• File Cabinet Contents Report^

*indicates a report that can be run at the sponsor level
^indicates a report that can be run at the site level