Release Notes OLD

At My Food Program, our mission is to make participation in the CACFP and SFSP as easy as possible. We are always trying to make our software better by improving on the functions we have and adding new ones based on customer feedback. Check out our list of software updates and new features below.
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Software Updates
February 2021: Update 3.1.2 – Part 1

New Feature: Paying Bills Through QuickBooks
We are excited to announce that My Food Program now connects to QuickBooks. This means that you can now send ACH transfers or mail checks for FREE by using QuickBooks Bill Pay powered by Melio.

Paying Bills Through QuickBooks

New Feature: Ability to Track Number of Training Hours
Sponsors now have the option to enter the number of hours of training provided when recording center staff or provider training. Training hours recorded are available on a Staff Training Report available at the site level for an individual center or provider or at the sponsor level for all sites combined.
Download a Sample Report

Track Training Hours

New Report: 5-Day Reconciliation Report
This report pulls that most recent 5 days of meal counts when the user selects the visit date. In addition to the meal counts, the report also provides information about the participant’s normal times in care and typical meals eaten while in care for an easy comparison. 5 day meal count totals and average are also included.
Download a Sample Report

5-Day Reconciliation Report

Other Enhancements and Bug Fixes

  • We’ve added a new site setting for traditional child care centers that also operate the at-risk afterschool meals program. If you check the box “Do not include ARAM participants in income and enrollment form reminders” then participants marked as participating in the at-risk afterschool meals program will not appear on the Missing Forms Report or be included in the dashboard button prompt regarding participant with missing, expired or expiring forms.
  • Added new disallow reasons including Program records not available during monitoring visit; Program and claim records received after the deadline; Report does not match monitor review or parent audit; Site not available for monitoring review; Failure to attend Required Training; Unrecorded school holiday, offsite, closure, or virtual learning, etc.
  • Inactive site users are no longer included in the count of staff needing training.

January 2021: Update 3.1.1

New Feature: Track Payments to Sites
Our new Payments to Sites screen allows you to track whether you have sent payment to your sites for a claim month. This screen displays helpful information for each claim allowing you to make adjustments where necessary and keep detailed track of your payments.

Track Payments to Sites

New Report for Sponsors: Expense Summary by Site
This report provides a snapshot of how each site’s expenses are spread across the available expense categories for each month. The report also calculates the percentage of reimbursement spent on food. You can select any date range and a row will be populated on the spreadsheet for each site for each month. You can filter, sort and subtotal the spreadsheet to focus on the data relevant to your operations.
Download a Sample Report

Expense Summary by Site Report

New Report: Food Production Spreadsheet with Meal Pattern
We have added a fourth report to summarize food production information. This version is a spreadsheet and includes the following information:

  • Meal Pattern Requirements
  • Menu
  • Quantity of Food Prepared
  • Planned Meal Participation by Age Range
  • Actual Meal Participation by Age Range

Download a Sample Report

Food Production Spreadsheet with Meal Pattern

New Feature: Headcount Attendance for After School Programs Only
We now accommodate a simple head count for attendance rather than requiring names. Having attendance by name is still a requirement of the At-Risk Afterschool Meals Program, but this allows after school programs that have paper participant sign-in sheets more easily use My Food Program. With this configuration, it is not necessary to enter any participant information into My Food Program in order to collect attendance and meal counts.

Headcount Attendance for ARAM

New Feature: Ability to Put a Claim on HOLD
Sponsors now have the ability to put a “hold” on a claim that they do not want to process yet. To create a hold, navigate to the Process Claim screen at the site and select the month/year and click “Create Hold”. That claim will now be skipped. To release the hold, just click the blue “Remove” button.

Put a Claim on HOLD

New Feature: Allow Site Manager/Director to Manage Participant Eligibility for the At-Risk Afterschool Meals Program
We have a new checkbox on the Site Staff page that will allow Site Managers/Directors to check or un-check the box on the Participant Page that indicates a child’s eligibility to participate in the At-Risk Afterschool Meals Program. This box is unchecked by default as sponsors may want to retain full control over children that are authorized for participation in the At-Risk Afterschool Meals Program.

Manage Participant Eligibility for ARAM

New Report: Daily Free/Reduced/Paid Count by Meal Type
This report goes day-by-day and meal-by-meal and provides a count of the number of Free/Reduced/Paid meals and snacks that were included in the claim. Since this report is based on Income Eligibility Category, the report must be run for dates within the same calendar month. If the report is run for the entire calendar month, the meal count totals will match the claim.
Download a Sample Report

Daily Free/Reduced/Paid Count by Meal Type

New Feature: Sponsor Manual Adjustments and Claim Error Overrides for Additional Site Types
Sponsors of child care centers, adult day care centers, afterschool programs, and emergency shelters now have the ability to make claim adjustments. Sponsors can either (1) override specific errors (such as missing enrollment forms) or (2) make a manual adjustment to the number of meals or snacks included in the claim.

Manual Adjustments and Claim Error Overrides

New Feature: Allow Staff to Record their Hours in the Mobile App
Site users (center directors, teachers and kitchen staff) can now record their hours worked using the mobile app (in addition to the web app). To enable a site user to record hours using the mobile app, click on “Staff” and then the user’s name and check the box next to “Allowed to record hours on mobile”. This checkbox defaults to unchecked for all existing and newly-created site users.

Allow Staff to Record Hours in Mobile App

Other Enhancements and Bug Fixes

  • Negative milk balances are not carried forward on the milk audit.
  • Added column totals to the Claim Summary Report for Sponsors spreadsheet.
  • Added the option for sponsors to print only the Claim Summary Report for the Site or Claim Summary Report for the Site plus Disallowed Meals Report.
  • Added the non-discrimination statement and Site ID to the Monthly Child Menu Print-Ready and Monthly Infant Menu Print-Ready.
  • Added visit type “Preoperational/Intro Visit”.
  • Corrected infant roster time restrictions on side-by-side entry screen.
  • Fixed milk audit-related claim adjustments for After School Programs to display meals/snack disallowed on the Milk Audit screen.
  • Added footer and the shortened non-discrimination statement to the Child Menu and Infant Menu Print-Ready.
  • We’ve made a one page PDF version of the Infant and Child Meal Pattern available for download on the Menu Calendar page.
  • Allowed the upload of expense receipts with special characters in the file name.
  • Improved speed of loading Menu Calendar page.
  • Improved speed of loading side-by-side attendance and meal count page.

December 2020: Update 3.1.0

New Report: Daily Meal Production Record
We have added a third version of food production records to complement our Daily Meal Production with Leftovers and Dietary Accommodations and our standard food production record. This compact version of the report fits one day per page.

Daily Meal Production Record

Site Dashboard Buttons are now Clickable
The dashboard buttons that provide information about claim status and missing records can now be clicked and will take the user to the place to get relevant information.

  • Claim Status goes to Review Disallowed Meals Page
  • Days Missing Meal Counts and Days Missing Menus go to the Menu Calendar
  • Participants Missing Income Forms and Participants Missing Enrollment Forms go to the Missing Forms Report
  • Staff Need Training goes to the Staff Training Report

Ability to Cross-Check Multiple Expense Entries to a Receipt Total
When users enter receipts with purchases from multiple categories, they now have the ability to enter a receipt total and cross-check the sum of expenses to the total on the receipt. (1) The receipt total will also populate on the Expense Detail report. We have also added a category called “Non-Allowable Expenses Included on Receipt” in order to make the receipt total balance. The “Applied Amount” in this category will always be $0. (2)

Multiple Expense Entries to a Receipt Total

List of Active Staff When Entering Labor and Benefits
List of Active Staff When Entering Labor and Benefits
Users now have a list of active staff to select from when recording expenses under any categories related to labor and benefits. In addition the name of active staff members, you will also see the default selection “Staff Expenses/No Staff Name Specified” and also the option to record “For Multiple Staff”. The staff-person name selected will be auto-filled as the Description for the expense entry.

Active Staff When Entering Labor and Benefits

Sponsors Can Require Users to Enter Menus and/or Food Production Records Before Meal Counts
There are two new flags in Site Details:

  1. Require menus before meal counts: if this flag is checked, then users are required to enter a menu before they can check children in for a meal. They will receive a proactive message on the web and mobile app telling them that the menu is required. In addition, menu cannot be edited after a meal count is entered.
  2. Require finalized food production record before meal counts: if this flag is checked, then users are required to enter a menu, create a food production record and finalize that food production record before children can be checked in for a meal. They will receive a proactive message on the web and mobile app telling them that a finalized food production record is required. In addition, the food production record cannot be deleted after a meal count is entered.

Note that these restrictions do NOT apply to infant rosters.

Require Users to Enter Menus and/or Food Production Records Before Meal Counts

Automated Disallows for Milk Shortages
Sponsors can now automate the process of disallowing meals for milk shortages. In Sponsor Setup, check the box that says, “Milk audit required before claim and adjust claim if milk is underserved”. And then there are three options for how to calculate the claim adjustment:

  1. Adjust the claim by a percentage
  2. Adjust a claim by a certain amount of underserved milk
  3. Adjust certain meals and snacks based on receipt dates

You can also add a leeway percentage if your state agency allows for one. Meals and snacks that are disallowed for a milk shortage appear on the Disallowed Meals Report with error code “Disallowed by Sponsor – Milk Shortage” and are also viewable as disallowed on the meal count screen. The claim adjustments made for milk shortages will be summarized on the Milk Audit page after the claim is created.

In the example below, the center was short by 13% on 1% milk. Therefore, the number of breakfasts, lunches, and snacks with milk were reduced by 13% in each FRP category. The center was short by 9% on whole milk, so each breakfast, lunch and snack with milk was reduced by 9% across each FRP category.

Milk Shortages

New Report: Participants with Special Dietary Needs
We have added a report at the site level that lists children with special dietary needs. It includes all active participants and summarizes the information entered on the Special Diet screen.

Special Dietary Needs Report

Other Enhancements and Bug Fixes

  • Added buttons to the menu page to go to the next month or prior month.
  • Corrected the display of Early Snack on Site Details and Participant Schedule.
  • We re-named the dashboard button “Submit to Sponsor” to read instead “Check for Errors or Submit to Sponsor”.
  • Added the total participant count on the Claim Summary Report.
  • Added a drop-down list of staff.
  • All active sites are included on sponsor-level Monitoring Report.
  • Updated the logic for the “Days Missing Menus” and “Days Missing Meal Counts” to account for closures and holidays.
  • Users that have multiple sponsor accounts can toggle between them more easily.
  • If a child care center or adult day care center has a claiming percentage below 25%, the software will automatically set all meals to non-payable and create a “zero” claim.
  • Option to include uploaded receipts as an addendum to the Expense Detail Report.
  • Formatting changes to the CACFP Meal Benefit Income Eligibility Form for centers located in Texas.
  • Changed rounding protocol on average daily attendance for Indiana family child care homes claim export file.
  • Corrected a text-wrapping error on the site-level Claim Summary Report.
  • Bug fix in Disallowed Meals Report that listed “Meal Over Claim Limit” in addition to “Milk Shortage”.
  • Improved error message if a user tries to record more hours in breaks + working hours than total hours.
  • Sponsor admin users can now edit or delete a training entry.

November 2020: Update 3.0.9

Sponsor Admin and Site Managers/Directors Can Now Record Staff Hours on Behalf of Others
This feature allows Sponsor Admin users and Site Manager/Directors to tally hours on behalf of site staff in order to track CACFP labor expenses to demonstrate a nonprofit meal service. When Sponsor Admin and Site Manager/Director users click on “Record Hours” from the main site dashboard, they will now notice a dropdown menu with all active staffpersons listed and the ability to view and record hours.

Sponsor Admin and Site Managers/Directors Record Staff Hours

New Sponsor Options for Participant Status
We know that there is confusion for users switching from CACFP software in which participant status has an impact on claims. (In My Food Program, we look at enrollment forms and income forms rather than participant status). To clear up confusion, we are giving sponsors the option to simplify participant status to just Active or Inactive. Sponsors can select the participant status options they want to make available to their sites in Sponsor Setup.

Options for Participant Status

Ability to Ignore Missing Infant Menus for Children Under 6 Months
Some states waive the requirement to maintain infant menus for children under 6 months since the “menu” is simply iron-fortified infant formula or breastmilk If this is the case in your state, you can now set My Food Program to ignore missing menus for children under 6 months while still enforcing the menu requirement for children ages 6-11 months old. You’ll find these setting in Site Details.

Ignore Missing Infant Menus for Children Under 6 Months

Ability to Store Electronic Signatures for Providers or Center Directors and Apply Them to Meal Count Forms
Some state agencies require a signature on meal count and attendance forms. If your state accepts electronic signatures, then we have an easy way to accomplish this! Site-Level users with the permission level “Site Manager/Director” can now add their electronic signature to their account. These signatures will then populate on the Daily, Weekly and Monthly Meal Count with Attendance Reports along with the date that the site submitted their claim to their sponsor.

Store Electronic Signatures

Added a “Menu Notes” Field
On the menu planning page, we now have the ability to make notes about a menu without replacing the entire list of food items.These menu notes appear on the Child Menu Print-Ready Report.

Menu Notes Field

Sponsors Can Restrict Sites from Claiming Meals Outside of Participant Schedules
We have added more versatility to the options around recording and claiming meals that are not indicated on a child’s enrollment form. Sponsors may now select from the following four options:

  1. Allow meals outside of the participant’s typical schedules without additional recordkeeping
  2. Allow meals outside of the participant’s typical schedule, but ask that sites note those meals and provide a reason
  3. Disallow meals outside of the participant’s typical schedule unless a site provides a reason
  4. Always disallow meals outside of the participant’s typical schedule

Sponsors will find these options in Sponsor Setup.

Restrict Sites from Claiming Meals Outside of Participant Schedules

Hyperlink to Infant Menu by Name on the Attendance and Meal Count Page
Sites that are recording infant menus by name can now save several clicks by going directly from the meal count screen to the infant menu by name screen for that date and meal type.

Hyperlink to Infant Menu by Name

Other Enhancements and Bug Fixes

  • Our meal validation (aka “Check for Errors”) goes lightning fast now! We’ve improved speed by over 90%.
  • New report for users in Indiana: Nonprofit Overage Allowance. This report adds up all expenses ever recorded and divides them by the number of claim months.
  • Making a participant inactive in an after school site no longer removes the ARAM participation flag.
  • Meal Recap Report now separates meal counts by shifts.
  • Child Care Centers in Texas will notice that we replaced our default income/enrollment form with a format that matches TDA.
  • On the Sponsor-Level Claims Summary spreadsheet, we only fill the columns for blend rate or actual meal count by type in accordance with the site setting.
  • New report for users in Illinois: CACFP Master List. This form matches the formatting of ISBE 67-95. Located at the Site Level under Participant Reports.
  • Sites using Infant Menu by Name and create pre-planned menus will now see that those pre-planned food items automatically populate onto the Infant Menu by Name screen for children ages 6-11 months old. Users must still select the formula or breastmilk offered and verify the amounts served, but this should speed infant menu recordkeeping considerably.
  • Cash-in-lieu of Commodities is now broken out separately on the Claim Summary Report for site types other than Family Child Care Homes.
  • Added a reminder to the enrollment form that prompts parents/guardians to write in the names of additional children in the household.
  • Improved the error message when decimal entries are made for milk expenses.
  • Created a better visual separation between infant meal notification and infant developmental readiness.
  • Moved the “Save” button to the center of the page for sites marking attendance and meal counts on the same page to prevent the need for horizontal scrolling.
  • The Disallowed Meals Report can now be run with either the detailed version or the summary version.
  • Sponsors can now disallow all meals for a roster, date and meal using the side-by-side attendance and meal count entry screen.

October 2020: Update 3.0.8

Nonprofit Food Service Account Status Page
We have new functionality for tracking the balance in the nonprofit food service account to ensure that the CACFP reimbursement is being appropriately spent. You’ll find this new screen by clicking on “Expenses” and then “Nonprofit food service account status”.

  • Sponsors can set the opening balance. Either type a number in or click the green button on the left to copy the closing balance from the prior month
  • Reimbursement for Operating (85% of meal reimbursement plus cash in lieu of commodities) is populated based on the claim data but can be edited if necessary
  • Reimbursement for Admin (15% of meal reimbursement) is populated only for self-sponsored sites and is based on the claim
  • Operating Expenses are drawn directly from the receipt ledger
  • Admin Expenses are drawn directly from the receipt ledger and only available for self-sponsored sites
  • If you edit the opening balance or change the reimbursement amounts, you can re-calculate the ending balance for a month by clicking the green button on the right

Nonprofit Food Service Account Status Page

New Sponsor-Level Report: Nonprofit Status Report
We have a new sponsor-level report to track the reimbursement received in a month with the approved expenses. Similar to the Nonprofit Food Service Account Status, the reimbursement for operating expenses is separated from the reimbursement for Admin and expenses in each category are also reported along with the monthly profit or deficit. Any values that are positive, which indicate a profit, are in RED. We also report the ending balance in the Nonprofit Food Service Account for that month.

Nonprofit Status Report

Allow Headcount Attendance for At-Risk Sites/span>
After School Programs that keep daily sign-in sheets to verify the names of children can now enter an attendance count instead of needing to add each child into the software. Note that the software will prevent the entry of a meal count that exceeds the attendance count, but there is minimal reporting available with this setting since there are no participants entered into the software.

Allow Headcount Attendance for At-Risk Sites

Infant Form is Added to the Prefilled Income/Enrollment Form if the Household has a Participant less than 12 Months Old
When a household has a participant that is under 12 months old, the pre-filled income/enrollment form now has a third page to collect the information about whether the center or the parent/guardian is providing formula and food.

Infant Form Added to Prefilled Income/Enrollment Form

Enhanced Sponsor Control of Food Items
We now offer the option for sponsors to have complete control over food items on a PER SITE basis. This is on top of the feature we have to exclude foods for ALL SITES. If you want to manage the foods available to sites, check the box in Site Details called “Enhanced Sponsor Control of Food Items”. When this box is checked,

  • Sites are restricted to adding only Favorite Foods to their menus (the food search feature is hidden)
  • Sponsors have control over the Favorite Foods List

Enhanced Sponsor Control of Food Items

Other Enhancements and Bug Fixes

  • Users can see the password that they’ve typed in. Just click on the “eye” icon on the login page
  • Sponsor can hide the “Check for Errors” button on a site. This means that the site cannot see their claim errors prior to submitting their claim to their sponsor
  • Added a deduction to total hours worked for breaks
  • Changed the formatting on the prefilled income/enrollment forms for child care center
    • Printed the parent/guardian name on the first page in case page 1 and page 2 get separated from each other
    • Added a place to designate categorical eligibility for children who are homeless, runaway, or migrant
    • Made it more clear which federal program a case number was associated with
    • Added column for parents/guardians to write in net income from self-employment
  • Option to generate the Weekly Meal Count with Attendance Report with all participants combined or a separate page for each classroom
  • Ability to set the Claiming Method (Blended Per Meal or Actual Meal Count by Type) in Site Details. This means that users no longer need to designate the claiming method when generating the Claim Summary Report.
  • Removed the requirement for household information if a site type is after school or emergency shelter, even if the sponsor is set to require household information for other site types within the sponsorship
  • Added additional reasons for placing a household in the A-Free category
    • Direct Certification
    • Extended Direct Certification
    • Homeless
    • Migrant
    • Runaway
  • The sponsor-level Site Export Report now includes the most recent facility license, even if that facility license is expired
  • Condensed the Disallowed Meals Report for readability. If a participant has multiple errors for the same reason, for example a missing enrollment form, the participant will be listed once. Details about which meals are disallowed can also be found on the Monthly Meal Count with Attendance Report

September 2020: Update 3.0.7

Claim Summary Report – Fresh New Look
Our Claim Summary Report has gotten a full makeover! Our goal was to include all the information that sponsors need to enter their claim and make it easier to locate relevant claim information. Each site type has a slightly different report format and there are differences between claims calculated using the Blend Rate method and the Actual Meal Count by Type method.
The claim summary report includes:

  • Claimable meal counts for Blend Rate Method; Actual Meal Count by Type has meal counts by income eligibility category as well
  • Participant count each income eligibility category
  • Total participant count
  • Total attendance, days open & average daily attendance
  • Claim estimate for operating funds (85% of meal reimbursement + cash-in-lieu) and admin funds (15% of meal reimbursement) and the total claim amount

You can click on the report for your specific site type below to see an updated full report sample!

Child Care No ARAM BlendChild Care No ARAM ActualChild Care ARAM Blend
Child Care ARAM ActualFamily Child CareEmergency Shelter
AfterschoolAdult Daycare BlendAdult Daycare Actual
Summer Food Program

New Sponsor-Level Report: State Claim Summary Report
This report is for sponsors of family day care homes and aggregates claim information for all providers for the month. Data includes:

  • Number of providers in each tier (Tier I, Tier II High, Tier II Mixed, Tier II Low)
  • Attendance & Participant Information
    • Total Attendance
    • Days Open
    • Average Daily Attendance
    • Enrolled Children
    • Participating Children
  • Meal Information
    • Number of Tier I and Tier II meals and snacks
    • Number of meals and snacks served by Tier I and Tier II providers

See a sample of this report here >

State Claim Summary Report

New Filtered View: Claim Payment Amounts Only
This report is for sponsors that just want to know the amount of the reimbursement check to be sent to the center or family day care home. This is just a truncated version of our comprehensive Sponsor-Level Claim Summary Report. To get the payment amounts, just click on “Claims” then “Claims Report” and check the box that says Payment Amounts Only.

For Family Day Care Homes, the fields displayed will be:

  • Site Identification Number
  • Site Name
  • Payment Method
  • Claim Batch
  • CACFP Claim Estimate
  • Claim Adjustments Date(s) and Amount(s)

See a sample of this report here >

For All Other Site Types, the fields displayed will be:

  • Site Identification Number
  • Site Name
  • Payment Method
  • Claim Batch
  • Claiming Percentage
  • CACFP Blend Rate Estimate
  • CACFP Actual Meal Count Claim Estimate
  • ARAM Claim Estimate

See a sample of this report here >

Claim Payment Amounts

New Sponsor-Level Report: Site Closures
This report lets sponsors know which sites have recorded a site closure, holiday or field trip for a given date range. The fields include:

  • Site Name and ID Number
  • Monitor
  • Date
  • Closure Type (Closure, Field Trip, Holiday)
  • Meals/Snacks affected by closure

NOTE: if a Sponsor Reporter runs the report it will include only the sites assigned to them.
See a sample of this report here >

Site Closure Report

Expense Groups Added and Used in Reports
Expense categories are now sorted into five different groups.

  • For Family Day Care Homes: Schedule C, Form 8829 and Form 4562
  • For all other site types (Child Care Center, Adult Day Care, After School, Emergency Shelter, and Summer Food): Operating and Administrative

Expenses recorded in these categories will also be grouped together in the Expense Detail Report.

Expense Groups

New Participant Flag: Served Milk Substitute
We have a new indicator for participants with special dietary needs related to milk. The new flag is called, “Served Milk Substitute”. If that flag is checked, then that participant will not be included in the milk requirements calculations used in the Milk Audit or the Milk Served Report.

Served Milk Substitute

Progress Bar Added to Check for Errors and Submit to Sponsor
After users click “Check for Errors” or “Submit to Sponsor” a progress bar is now displayed on the screen. Once the check of meals and attendance is complete, the page will automatically refresh and the results will display on the screen.

Other Enhancements and Bug Fixes

  • Inactive rosters are no longer displayed as an option on the participant page
  • Sponsor Admin users can now make manual adjustments to milk audits even if site-level users are restricted to certain entry methods
  • Changed formatting on Weekly Meal Count with Attendance Report to include more participants per page and eliminate unnecessary page breaks.
  • Additional fields are filled from the system for enrollment forms
  • We added a progress bar to the Check for Errors/Submit to Sponsor function. Now instead of getting the “Meal Validation in Progress. Please check back later.” users will see a horizontal green bar that keeps them informed about the progress of the error check.
  • Users can upload a form when recording a Field Trip, Closure or Holiday. This is helpful for sponsors in states that require specific forms to be completed related to closures.
  • Invoicing rate of “monthly” has been added to our invoicing system
  • Date Withdrawn is now set automatically when a participant is set to Inactive

August 2020: Update 3.0.6

Improvements to the Milk Audits – Sponsor Policy Settings
Our new milk audit feature has been received very well. We’ve recently improved it by allowing sponsors to customize the milk audit units, calculation methods, audit types, delete permissions and fields for manual increases and decreases. You will find these setting in Sponsor Setup at the bottom of the page:

Milk Audits Improvements

Additional Information Added to Participant Report
The Participant Report is the go-to report for getting your monthly claiming percentage. For child care centers, we’ve added important information to this report, including Age, Start Date, Withdraw Date, Enrollment Form Dates, Income Form Dates and whether an attendance was recorded in that month.

Participant Report

Improved Print-Ready Menu
We’ve added a field for “Display Name” and used that for all food items in our database. If a sponsoring organization or state agency has additional questions about a specific food item, that can be found on the Meal Detail page or on Food Production Reports. But this method means that the print-ready menus are much easier on the eyes. (Note that if you type text in the Description for Print View then the software uses that text instead of the Display Name). Here’s an example of the improvement.

Print-Ready Menu

New Report: Portioned Menu Report
We’re adding a THIRD way to print out your menus in addition to our versions in Excel and PDF. This portioned menu report lists each food item and the portion guide for each age range. Below is the example for child care centers. Other site types display only the age ranges that are relevant for their site type. You’ll find this new menu report at the bottom of the menu calendar page.

Portioned Menu Report

Other Enhancements and Bug Fixes

  • Children are listed alphabetically by last name on the Daily Menu, Attendance & Meal Count Sheet
  • The site logo has been added to the Paper Back-Up report
  • A review visit type “Desk Audit” has been entered
  • Milk audits can now be finalized and manual increases or decreases can be deleted
  • User Hours Detail Report had column added for Non-CACFP Hours and we re-named Direct to Operating

August 2020: Update 3.0.5

New Report: Annual Re-Enrollment
This report includes a list of all enrolled participants along with their date of birth, race/ethnicity, schedule and typical meals. It includes a place for the parent/guardian to sign and date that the enrollment information is still current. This report can be used in lieu of printing new enrollment forms for each enrolled child.

Annual Re-Enrollment Report

Record Date of Infant Developmental Readiness
We have added the ability to record a date on which an infant is developmentally ready for fruits and/or vegetable and when they are developmentally ready for grains/meat or alternate. If the site is entering infant menus by name, then the meal planning screen will remind users that they must offer a solid food if the infant is developmentally-ready. We have a double-check during our claims processing and meals will be disallowed if they are missing a component for which the infant is developmentally ready.

Infant Developmental Readiness Date

Improvements in Manual Claim Adjustments for Family Child Care Homes
Manual claim adjustments are now linked to meal errors. Sponsor admin users can now see a list of claim errors and opt to “over-ride” those errors and make a manual adjustment to the claim. Below is an example of the manual claim adjustment screen when a participant had an expired enrollment form. The manual claim adjustments, along with the dollar value of the adjustment is also listed on the sponsor claim summary report.

Manual Claim Adjustments

Other Enhancements and Bug Fixes

  • Invoicing Summary Report is now run by Guardian and not Household
  • Time-saver! There is now a link to the Disallowed Meals Report right below the summary of claim errors
  • Corrected permissions for site-level users to change participant flags and add/edit income and enrollment forms
  • Hid the ability to record CACFP Administrative Hours for sponsored centers

July 2020: Update 3.0.4

Ability to Add Additional Tier Status Determination Dates
Sponsors of family child care homes can now enter multiple tier determinations for a provider to ensure continuity in tier determinations. Tier determination dates cannot overlap and you cannot enter a new tier determination for a month that already has a claim.

Additional Tier Status Dates

Enrollment Form Policies
We have added the ability to track the parent signature date and sponsor signature date on enrollment forms. Neither of these are required fields. In addition, sponsors can now set their policies for enrollment form effective and expiration dates based on signature dates.
Choices for effective date:

  • Sponsor signature date
  • Parent signature date
  • First day of the month in which the parent signed
  • First day of the month in which the sponsor signed

Choices for expiration date:

  • Exactly 1 year from the effective date
  • One day prior to 1 year from the effective date
  • End of the month 1 year from effective date
  • End of the prior month 1 year from effective date
  • Specific date: for example, if you always renew paperwork in October, you may want all forms to expire on 9/30 of each year.

Sponsor policies on enrollment form effective and expiration dates are in Sponsor Setup. This is the new screen displayed when enrollment forms are created:

Enrollment Form Policies

Income Form Policies
We have added the ability to track parent signature date and sponsor signature date on Income Forms. Neither of these are required fields. In addition, sponsors can now set their policies for income form effective and expiration dates based on signature dates.
Choices for Effective Date:

  • First day of calendar month in which the form was signed by the parent
  • First day of calendar month in which the form was signed by the sponsor

Choices for Expiration Date:

  • 12 months
  • 13 months
  • Specific date: for example, if you always renew paperwork in October, you may want all forms to expire on 9/30 of each year.

Sponsor policies on income form effective and expiration dates are in Sponsor Setup. This is the new screen displayed when income forms are created:

Income Form Policies

Additional Fields on Invoices to Parents
For those of you using our feature that allows you to generate invoices to email or print and give to parents, we now have the ability for you to set the invoice date (rather than it defaulting to the creation date).

Additional Fields on Invoices

Licensed Capacity Checks Using License Types
Sponsors now have a choice of methods for checking license capacity. The method currently in place uses defined age ranges and sets capacities within those along with limits based on combinations of age ranges. Our new method will instead allow sponsor to define license types and apply those license types to site. Here’s how it works:

  1. The first step is to define license types. Sponsors can define as many license types as they wish (1).
  2. The second step is to define the capacities and distribution for each license type. As an example, below is the definition for Group Family Day Care (C1 License) in the state of Minnesota (2). The configuration below means that no more than 10 children (School Age and non-School Agers) can be in care. Only 8 can be non-School Agers, only 3 can be infants or toddlers and only 2 can be infants.
  3. The last step is to assign a license or licenses to a provider. Note that you CAN assign more than one license to a provider (3).

During our meal validation process, the software will look at the combination of children checked in for each shift for each meal. If the combination of children is in compliance with a license, then no meals are disallowed. If a combination of children passes for one license but fails for another no meals will be disallowed. If the combination of children is out of compliance with the license(s) associated with that provider, then meals are disallowed to bring them in compliance with one license while disallowing the fewest meals possible. When meals are disallowed we record which meals were disallowed and which license type the combination was ultimately in compliance with.

See below for video instructions to walk you through the process of setting up either method for Licensing Capacity Checks. You can also download the training pages here.

Video: Licensing Capacity Checks
by Age Range
Video: Licensing Capacity Checks
by License Type

New Report: Reimbursements by Calendar Year
This report is for sponsors of family child care homes. It generates a statement of the reimbursements sent to providers for a given calendar year. It includes claims that were created within the calendar year. For example a December 2020 claim that is created in January 2021 will not be included in the 2020 version of this report since the claim was created and paid in 2021.

Reimbursements by Calendar Year Report

New Sponsor-Level Report: Bulk Enrollment Forms
This report pulls the participant registration form for each household. If the site is a family child care home with Tier 1, then just an enrollment form is generated. If the site is a family child care homes with Tier 2 or an adult or child care center, then a combination income/enrollment form is generated. Users can select to include:

  • Any participant who has a missing/expiring income form
  • Any participant who has a missing/expiring enrollment form
  • Any participant who has either a missing/expiring income or enrollment form
  • All active participants in active sites

Be warned that if you run a large sponsorship, it may take several minutes for the report to generate.

New Sponsor-Level Report: Participants with Duplicate Meals in Multiple Sites
This report is a companion to the existing sponsor-level report: Participants Enrolled in Multiple Sites. The new report will look for any participants with the same first name, last name and date of birth that was checked in for the same meal on the same day in multiple sites. Disallowances are not automatic since the sponsor would need to confirm which meal count was authentic.
Other Enhancements and Bug Fixes

  • The sponsor-level Site Summary Report and Menu Report are filtered for Sponsor Reporters to only show the sites that they are assigned to monitor.
  • For sites with different hours on different days of the week, the menu calendar, Paper Backup Report and attendance and meal count entry screens now reflect the meals served on each day of the week.
  • The calculator for using household size and income to estimate the income eligibility category has been updated with the most recent rates from USDA which are effective July 1, 2020 to June 20, 2021.
  • Prevent deletion of enrollment forms if they were in effect during a claim month. Also prevent adding an enrollment form if a claim is already created for that month.
  • Moved Tier Status to the bottom of the Site Details page and linked Census Tract or School District Name with the tier status determination.
  • Changed the Participant Registration Form to use the Idaho template for sites located in Idaho.
  • Sponsors can now run the Monthly Meal Count with Attendance Report for all sites for a given month in one PDF.

June 2020: Update 3.0.3

New Report: Daily Menu, Attendance and Meal Count Sheet
This new site-level report is intended to be printed daily and completed by hand as a record of the infant and child menu as well as attendance and meal counts for each participant. Participant names are pre-filled.

Software Update 3.0.3 Daily Menu, Attendance and Meal Count Sheet

Record Log for each Site Viewable by Sponsor Only
We added a section on Site Details for sponsors to record information or correspondence with the site using a free-form text box. Unlike the “Notes” box, the Record Log is not viewable by the provider or center

Software Update 3.0.3 Record Log

5 Different Methods for Determining Your Monthly Claiming Percentage
State agencies have five different methods for determining whether a participant should be included in the monthly count of participants and the claiming percentage (# of participants in categories A-Free/B-Reduced/C-Paid or Tier I/Tier II). Sponsors can now set their policy regarding the calculation of their monthly claiming percentage. The selection is found in Sponsor Setup and includes the following options:

  1. Include any participant that attended at least once during the month
  2. Include any participant that ate a meal or snack at least once during the month
  3. Include any participant that attended at least once during the month AND had an enrollment form that was valid for at least one day in the month
  4. Include any participant that ate a meal or snack at least once during the month AND had an enrollment form that was valid for at least one day in the month
  5. Include any participant that had an enrollment form that was valid for at least one day in the month (it doesn’t matter if the participant attended or ate a meal or snack during the month)

After setting the sponsor policy, the process will be automatic and your Participant Report and Claim Summary Report will provide an participant count based on your sponsor policy.

NEW Feature: Automated Milk Audit
Sponsors can now conduct a milk audit without needing to print and compare reports. The Milk Audit is available from the site dashboard. Users need to select the month/year for the audit as well as:

  • Calculation Type
    • Calculated from Attendance: this will take the minimum portion size for milk times the number of participants in each age range and calculate how much milk you should have used.
    • ood Production Amounts: this will take the usage amounts right from your food production records. Ensure that you have entered a food production record for each of the meals with milk so you have accurate amounts.
  • Audit Type
    • By Day: this version gives you a running balance by day and meal of how much milk is on hand.
    • By Month: this version gives you a bottom line for the entire month.

Any milk purchases entered using our Expense feature will be automatically pulled into the report. Users also have the option to manually increase milk amounts to reflect an opening balance or purchase not entered in our Expense tracker. Users can manually decrease amounts if there is spoilage/waste or additional servings of milk. See below for a sample report as well as video instructions to walk you through the process. You can also download PDF instructions here.
Software Update 3.0.3 Milk Audit

Video: Milk Audit by Month
Video: Milk Audit by Day

New Sponsor-Level Report: Payable Meals by Tier
Some states require that meals be reported by the week instead of by the month. To accommodate this reporting method we created the Payable Meals by Tier Report. Users can select a custom date range for this report.
Software Update 3.0.3 Payable Meals by Tier
Other Enhancements and Bug Fixes

  • Added middle name to the Paper Back-Up Report.
  • Display contents of the Notes field from Site Details on the Site Summary Report.
  • If no claim errors are found, the Review Disallowed Meals screen displays a message that confirms no claim errors were found.
  • Directors/Managers at child care centers are prevented from deleting expenses.
  • Site Hours and Meal Times are now required at Site Setup.
  • Added a new field for the sponsor to record preferred language for a provider or center.
  • Added a summary of expenses by category to the Expense Detail Report.
  • Family day care providers can enter and modify their own space-time percentage without involving their sponsor.
  • Refreshed the icons on our dashboard.
  • Added facility phone number to the Site Orders report.
  • New Report: Alabama Claim Summary Report.

May 2020: Update 3.0.2

New Sponsor-Level Report: Expense Summaries
This new sponsor-level report is most helpful for sponsors of unaffiliated centers which must demonstrate a non-profit meal service. Sponsors can now run the Expense Summary Report for all active sites within a sponsorship. Each site is on a separate page.

Software Update 3.0.2 Expense Summary Report

Progress Bar for Sponsor-Level Claims Processing
When a sponsor admin user clicks “Create Claims” a progress bar will now appear to track which claim is currently processing and how many claims are left. Even better, if any user (even the one that didn’t start the claims creation process) visits the page, they get the same update!

Software Update 3.0.2 Progress Bar

Create Claim Batches
Sponsors can now group their claims into batches in order to track multiple claims submissions to the state agency. To turn on batch claiming, check the box for Batch Claims in Sponsor Setup (1). On a monthly basis, running claims in batches has two steps:

  • Step 1: Name your claim batches.
    On the sponsor dashboard, click “Claims” and then “Manage Claim Batches (2)
    That will bring you to a screen where you can name the Claim Batch (you can use a simple 1, 2, 3 system or you can use a date or any other batch naming convention you would like!) and also designate the date that the batch is being submitted to the state and the date your centers or providers can expect payment (3).
  • Step 2: Assign each claim to a batch.
    When you run claims, you will be prompted to assign each claim to a batch (4).

Software Update 3.0.2 Batch Claims

Family Child Care Providers Can Record Hours for Space-Time Percentage Calculations
To record hours, providers just need to click on the dashboard button called “Record Hours”. There are two categories for the hours (shown below). The information entered in this screen populates a Staff Report called the User Hours Detail Report that will sum up the hours in each category and allow the provider to easily calculate their space-time percentage

Software Update 3.0.2 FDCH Space-Time Percentage Calculations

Monthly Bulk Entry by Name
We have added a FOURTH way to configure the screen to enter attendance and meal counts! In addition to our traditional layout with attendance and meal counts on separate screens, side-by-side interface with attendance and meal counts on the same screen and our weekly entry by roster we now have monthly entry by name. See below for what that interface looks like. Users just need to select the month and the participant and enter the attendance and meal counts. We hope this new interface provides an efficient method to enter data.

Software Update 3.0.2 Monthly Bulk Entry by Name

Added Site ID on the Main Site List and Made it Searchable
For those sponsors with many providers or centers, we have made it easier to navigate our main site list by displaying the site identification number and allowing that field to be searchable.

Software Update 3.0.2 Site ID

Print-and-Post Menus
We now have the ability to create print-ready menus in PDF. To find this feature, go to Menu then scroll to the bottom and click on Monthly Child Menu Print-Ready and click on the download link. Below is what the menus will look like. NOTE: these menus look much, much better if providers or centers make use of our “Description for Print View” box on the menu planning page. If no Description for Print View is entered, then the system will pull the technical food item name and the menu can get very cluttered.

Software Update 3.0.2 Print-and-Post Menus

Sites Alerts for Claim Creation, Submission and Payment Dates
On the Submit to Sponsor page, we’ve added a series of icons that lets the provider or center know the date when they submitted their attendance, meal counts and menus to their sponsor and when the claim is processed by the sponsor. You can ALSO alert providers or centers of the date their claim was submitted to the state system and when they should expect payment if you make use of our Batch Claiming feature.

Software Update 3.0.2 Site Alerts

Ability to Hide Expense Categories
Sponsors now have the ability to restrict users to specific expense categories. You will find the list in Sponsor Setup. Check the expenses that are allowed and those will be the only ones that will appear for selection at the site level:

Software Update 3.0.2 Hide Expense Categories

Other Enhancements and Bug Fixes

  • Fixed the alphabetical listing of infant foods.
  • Added facility license number and effective dates to the Site Summary Report along with any upcoming facility closures or field trips.
  • Added additional visit types to assist with tracking monitoring visits. They can now be categorized by trimester.
  • Sites using shifts can now designate a start and end time for each shift.
  • Removed Food Production Record reminder for family child care homes on meal submission screen.
  • Ability to record a mailing address that is different from a physical address.
  • Added state upload file for family child care homes and direct certification file for Idaho.
  • Site Manager/Directors of adult day care centers and child care centers now have permission to run the Household Report.
  • Added the number of times a claim has been adjusted and the most recent adjustment date to the sponsor-level Claims Summary Report.
  • Moved sponsor-level claims reports (State Claim Export Files and Sponsor-Level Claims Summary) to the Claims tab on the Sponsor Dashboard.
  • Changed when the meal type name turns green. It will now turn green if there is only an infant menu and any meal count.
  • Added Meal Type, Day of the Week, Follow-Up Required, Not Home and a Claim Summary to the Site Summary Report.
  • Added date of claims creation, submission to state and expected payment date to the bottom of the claim summary report at the site-level.

April 2020: Update 3.0.1

Ability to Customize Food Lists
We now have the ability for sponsors to exclude foods from being included on menus! For example, if your state agency does not allow the breading on chicken nuggets to be counted toward the grain/bread component, you can prevent providers from adding them to their menus. Foods to exclude are designated in Sponsor Setup. Note that sponsors are not able to add foods to our database – that is a function available only to My Food Program staff. If you need a food added to our database, please contact us and we will get it added right away.

Software Update 3.0.1 Customize Food Lists

Save Infant Menus
Users can now save menus for infants just as they can for children. After planning an infant menu, simply click the “Save Menu” button and give the menu a name. You can select from saved menus when planning infant menus as well.

Software Update 3.0.1 Save Infant Menu

Site Closures Displayed on Menu Calendar
We have added a red “X” on the menu calendar to remind sites of days that were recorded as closed or a holiday. Attendance and meal counts cannot be entered for days recorded as closed. If a site closure is recorded after meal counts have been entered, they will be disallowed as part of the claims processing.

Update 3.0.1 Site Closures Displayed on Menu Calendar

Track Serious Deficiency Events
Sponsors can now record events associated with serious deficiency using My Food Program. Sponsors will find this feature in the “Visits” section. (1) Select the date, event and reason. (2) All Serious Deficiency Events recorded for a site appear at the bottom of the Visits page. Only Sponsor Administrators can enter or delete serious deficiency events. Centers or Providers can view the serious deficiency events, but cannot edit or delete them.

Software Update 3.0.1 Track Serious Deficiency Events

Manually Adjust Claims (for Family Day Care Homes only)
Sponsors can now record a manual claim adjustment in lieu of rolling back and re-processing the claim. This allows the sponsor to retain the original claim information while making an adjustment for additional information collected after the original claim was created. To create a manual claim adjustment, click on the “Process Claim” button and select “Sponsor Manual Adjustments” and enter the requested information (shown below). Sponsor manual adjustment cannot be deleted so use them with care. Also, since the original meal counts and attendance are not modified by a manual adjustment, reports detailing attendance and meal counts will not reflect the manual adjustment.

Software Update 3.0.1 Manually Adjust Claims

New Options for Infant Meal Notification
We have made changes related to infant meal notification (i.e. whether it is the center/provider or the parents that are supplying formula and food for infants under 12 months old). Summary of changes:

  1. Additional field to designate the formula offered by the center or provider.
  2. If the infant meal notification indicates that the parents are supplying BOTH formula/breastmilk AND solid foods, then meals will be disallowed when the child turns 6 months old until they are 1 year old.
  3. Added the ability to disallow meals for missing infant meal notification. All meals for infants without an infant meal notification on-file will be disallowed if this is set to “Error”.

Daily Notes Field
Providers or centers now have the ability to write a note to the sponsor on their attendance page ((1) if using the traditional meal entry method) or the attendance/meal count page ((2) if using the side-by-side meal count entry method). These notes feed into a new sponsor-level report that lists the notes submitted by the sites (3) .

Software Update 3.0.1 Daily Notes Field

Option to Require Sites to Ensure Comprehensive Participant Information
All sites are required to enter first name, last name, birthdate and start date. Sponsors can now ALSO require sites to enter:

  • Household Address
  • Parent/Guardian Name and Phone Number
  • Participant Race & Ethnicity
  • Participant Schedule

This option is configurable in Sponsor Setup:

Software Update 3.0.1 Comprehensive Participant Information

Changes to Pre-Filled Income and Enrollment Forms for Family Day Care Homes
For family day care homes, we have made the following additions to the enrollment form:

  • Providers Own
  • Residential
  • Related/Non-Residential
  • Infant Feeding Preferences
    • Parent or Provider is supplying formula
    • Brand of parent formula
    • Brand of provider formula
    • Parent or Provider supplying solid foods

Also, if a provider is Tier I, then ONLY the enrollment form is generated. If the provider is Tier II, then the combination income and enrollment form is generated. Parents may, of course, decline to provide income information and simply sign the form.

To create an enrollment or combination income/enrollment form for a household, click on Participants & Rosters, select the parent/guardian name and then click the blue “Create Participant Registration Form” button.

Other Enhancements and Bug Fixes

  • Site level users are prevented from designating a participant as a foster child
  • Fix to Site Summary Report to include children in pending or incomplete status
  • Added visit type and day of the week to the sponsor-level Site Audit Report
  • Added columns on the sponsor-level Claims Summary Report for tier status, total participants and all snacks combined (AM snack + PM snack + Evening Snack)
  • Added Age and Date of Birth to the Weekly Meal Count with Attendance Report
  • Users are now preventing from creating enrollment forms with the exact same start and end dates
  • Upload file for the state of Indiana – both homes and centers
  • Corrected a bug that was preventing Food Production Record estimates from being created in summer food sites
  • Added date of birth and age to the Weekly Meal Count with Attendance Report
  • New sponsor-level report: Serious Deficiency
  • Changed wording on invoice discounts to more clearly explain to enter them as negative numbers
  • Removed days of the week that that the site is not open from the Paper Back-Ups report

April 2020: Update 2.3.7

New Sponsor-Level Report: Site Menu Report
Some state agencies require that sponsors keep a printed copy of menus for each site. This report solves that problem! It is a list of each active site and the child and infant menus for the month. It also notes if the site was closed that day or recorded no menu. This report uses the food item descriptions from our database and not the “Description for Print View”. This is a sample of the report:

Software Update 2.3.7 Site Menu Report

New Sponsor-Level Report: Participant Export Report
This report generates a spreadsheet with each of the attributes from the participant page, including:

  • Participant Name
  • Date of Birth
  • Participant ID Number
  • Start Date and Withdrawal Date
  • Gender
  • Status
  • Roster
  • Parent/Guardian Name, Address, Phone, Email
  • Race/Ethnicity
  • Foster Child, Special Needs, Providers Own Child, Related/Non-Residential and Claimable Status
  • Schedule of Typical Days in Attendance and Meals Eaten
  • Enrollment Form Effective and Expiration Dates
  • Infant Notification Date and Details
  • Special Dietary Needs Notification Date and Details

New Report: Current Claims Status
We have added the ability to download the information from the sponsor claims screen into a spreadsheet. You’ll find a new button called “Export as .csv” in the upper-right corner of the claims screen.

Update 2.3.7 Current Claims Status Report

New Function: Add Multiple Expenses on the Same Screen
We have added the ability to record multiple expenses for the same date on one screen. This is especially helpful if you have one receipt/invoice that you want to distribute across several categories. Upload the receipt image once and it will be associated with each of your expense entries.

Software Update 2.3.7 Add Multiple Expenses on the Same Screen

Other Enhancements and Bug Fixes

  • Generate the family day care homes monitoring form pre-filled with sponsor and provider information. Find that new report at the site level under Reports/Recordkeeping Reports

March 2020: Update 2.3.6

Create Food Production Records in Bulk
We can now create food production records for all meals and snacks within a date range with one click! You can find this new feature on the Menu page:

Software Update 2.3.6 Create Food Production Records in Bulk

Once you click the Food Production Estimates button, you will be provided with the option to enter the date range and the method you want to use to generate the estimates.

  1. Use Schedules: if you use this option, the system will use participant schedules to generate estimates in the future. This can help with food procurement! (Note: if meal counts are already taken, then the system will use those instead of schedules).
  2. Enter Estimates: use this option if you don’t have participant schedules entered. This allows you to input an estimated attendance by age range for each meal type.

Software Update 2.3.6 Create Food Production Records in Bulk
Remember that you MUST enter menus before generating food production records!

Ability to Designate ARAM Special Days
Typically ARAM breakfast, AM snack and lunch can only be claimed on the weekends. But with the COVID-19 pandemic and the waivers in place, we have added a feature for sponsors to designate dates on which ARAM breakfast, AM snacks and lunches can be claimed. You’ll find this new feature in Sponsor Setup.

Software Update 2.3.6 ARAM Special Days

Track the County for each Site and Designate a Group Family Child Care License
We have added two new fields to Site Details. The first field allows you to enter the name of the county. For family child care providers, we have also entered a flag for Group Family Child Care License:

Update 2.3.6 Track County & Group Family Child Care License Image

New State Claim File Section
We have been adding more and more state agency claim upload files. To clean up the list of sponsor-level reports, we grouped them together as “State Agency Export Files”. Just select the state and site type for your sponsorship to generate the file. We have added Kansas and New York to our list most recently.

Software Update 2.3.6 State Claim File Section Screenshot

Other Enhancements and Bug Fixes

  • Reasons for Tier I have changed to Census, School District or Provider Income. Census and School District used to be combined together.
  • Sponsor users can now use one login credential to login to more than one sponsor. Contact us if you an administrator for more than one sponsor and we can get you set up.

March 2020: Update 2.3.5

Brand-New Sponsor Claims Screen
The sponsor claims screen has a completely refreshed look and tons of new information for sponsors! Instead of a summary of the claim, we have included information that helps you manage your sites.

Software Update 2.3.5 Sponsor Claims Screen

Each active site is listed on the screen along with the status of their claim:

  • Attendance & Meal Counts
    • Red if no attendance or meal counts have been entered for the month
    • Green if attendance and meal counts have been entered for the month
    • M symbol if it is a manual claim site
  • Site Submitted to Sponsor
    • Red if the site still needs to submit their attendance and meal counts to sponsor
    • Green if the site has submitted their attendance and meal counts (along with date/time stamp)
    • M symbol if it is a manual claim
  • Claim Errors
    • Red if there are claim errors
    • Green if no claim claim errors
  • Claims (CACFP, ARAM and SFSP) have a date/time stamp if a claim has been created

Disallow Meals Outside of Participant Schedule
Sponsors can now choose to disallow meals that are outside of a participant’s normal schedule as indicated on their enrollment form. To activate this feature, login as a sponsor user and click on Setup and then select the button “Disallow Meals Outside of Schedule”. Meal will be disallowed outside of the normal schedule unless a reason is provided by the site.
Assign Sites and Specific Monitoring Forms to Staff
Sponsor Admin users can now assign the centers or providers in their sponsorship to particular staff (Sponsor Reporters). In addition, Sponsor Admin users can restrict the monitoring forms available to Sponsor Reporters on the My Food Program for Reviewers Mobile App. This means that a Sponsor Reporter can’t accidentally submit a review for the wrong center or provider or accidentally use the incorrect form! To assign sites and forms to Sponsor Reporters, click on “Users” on the sponsor dashboard and select from the dropdown choices.

Update 2.3.5 Assign Sites & Forms Image

Other Enhancements and Bug Fixes

  • Fixed date picker on Daily Meal Production with Leftovers and Dietary Accommodations
  • Added a participant flag for Related/Non-Residential
  • Renamed the button to generate income and enrollment forms to “Create Participant Registration Forms”
  • Added a header with site information to the visit report
  • Added site address to the Claim Summary Report
  • Fixed food production display on mobile browser
  • Renamed the checkbox on the participant page called “CACFP” to the very specific “Include in claims (if unchecked, attendance and meal counts can be recorded but will not be included in the claim)

February 2020: Update 2.3.4

Change from “Attendance on a School Day” to “Meal Outside of Schedule”
We are changing the name of the box “Attendance on a School Day” to be more inclusive of daily notes that providers want to share about participants attending outside of their normal schedule. Here is what the screen will look like:

Software Update 2.3.4 Meal Outside of Schedule Image

***PLEASE NOTE: For those providers using our invoicing system, checking the box “Meal Outside of Normal Schedule” will still flag the days as “School Days” and applies the “School Day Rate”. They should carefully review their invoices before printing or emailing them to parents.
Check of Participants Enrolled in Multiple Sites
We have a new sponsor-level report that checks all participants across all sites. If it finds a participant with the same last name and address, it displays it on this report.

Update 2.3.4 Participants Enrolled in Multiple Sites Report Image

Other Enhancements and Bug Fixes

  • Last day of the calendar month is now showing on the meal submission screen.
  • Dashboard icon for enrollment forms has been renamed to provide clarity.
  • The Meal Count by Age Range now also includes infants ages 0-5 months and 6-11 months.
  • Headers were corrected for the Monthly Meal Count with Attendance.
  • Meal Recap Report is categorizing participants by income eligibility category prior the creation of the claim.

February 2020: Update 2.3.3

Added Helpful Information to Submit to Sponsor Screen
We have divided the Submit to Sponsor screen into three sections:

  1. New Meal Counts: these are meals that have not been checked for errors yet.
  2. Meal Counts with Errors
  3. Checked Meal Counts: these are meals that HAVE been checked for errors and did not trigger any disallow codes.

In addition, we put a large statement at the top of the screen to confirm that meals have been submitted to the sponsor. This is what the new screen looks like:

Software Update 2.3.3 Submit to Sponsor Screen Image

Updated the Enrollment Form Dashboard Indicator to Include Enrollment Forms that are Expiring in the next 30 days.
Update 2.3.3 Dashboard Image

Improvements to Reports

  • If no meals are disallowed for a claim, a blank Disallowed Meals Report is generated that confirms that there were no claim errors.
  • Added the number of claimable meals and snacks by tier to the sponsor-level claims summary spreadsheet.
  • Updated the Disallowed Meals Report to accurately report counts when an entire meal is disallowed.

Other Enhancements and Bug Fixes
We made a few small tweaks to improve the user experience:

  • The date and time that a site closure or field trip was entered is now displayed on the screen.
  • It is now possible to create a printable infant menu if using infant menu by date.
  • Inactive children are removed from parent invoices.
  • Added more information about how to use the “Description for Print View” box on the menu planning page.
  • For sites that operate meal shifts, we fixed a bug related to participants being checked in for multiple shifts.

January 2020: Update 2.3.2

Individual Infant Menus
We now offer the ability to record the food items and amounts offered to each infant in care. The infant must be checked in for the meal first. Infants are listed, along with their ID number and age in months. Users select from the appropriate food components for that meal or snack.

Software Update 2.3.2 Infant Menus Image
At My Food Program, we work hard to design software that catches errors before they happen. That’s why we have the following safeguards in place for infant menus:

  • You cannot record an amount of iron-fortified infant formula or breastmilk that is less than the minimum portion size.
  • When you select a food item, the quantity displayed defaults to the minimum portion size for that age range.
  • You cannot save the infant menu until you have recorded at least iron-fortified infant formula or breastmilk for each infant checked in for that meal or snack.
Track Facility License
Within each site, you can now add a facility license, including the effective and expiration dates. Sponsor users can also upload an image or scan of the license.
Update 2.3.2 Facility License Image

Other Enhancements and Bug Fixes
We made a few small tweaks to improve the user experience:

  • Renamed the dashboard button “Side-by-Side” to “Attendance & Meal Count Entry” and the field “Present” to the more precise term “Daily Attendance”.
  • Fixed a bug on the Site Summary Report stating that a facility was open on Sunday when it was not.
  • Renamed the checkbox “Provider’s Own Child” to “Provider’s Own or Residential Child”.
  • Added a legend to the Monthly Meal Count with Attendance Report.

December 2019: Update 2.3.1

New Interface for Food Production
We’ve combined the screens for food amounts and milk amounts into the same set of age ranges. No more entering age range estimates twice! Remember that the units that appear on the food production screen are driven by the units you select when adding food items to your menu. All food items have the unit in parentheses after the name of the food.

Software Update 2.3.1 Food Production Image

Record and Report Milk Purchased by Type and Amount
Users can now record milk purchases by fat percentage and amount (using cups, ounces, half-gallons or gallons). You’ll find this new feature in “Expenses”. When you select “Add Expense” and then “Milk”, you’ll see some extra choices appear:
Update 2.3.1 Milk Purchase Report Image 1
Expense entries for milk are combined together in a new report “Milk Purchased Report”. In order to conduct a milk audit, you can now generate the Milk Purchased and the Milk Served reports and conduct the comparison.
Update 2.3.1 Milk Purchase Report Image 2

For Paper Entry: Start with Participant’s Scheduled Meals
For those sites recording attendance and meal counts on paper and then using our weekly interface to transfer those counts, we have a time-saving step. You can now populate the meals normally eaten by that participant based on their schedule by clicking the button “Copy Schedule Meals”. You still need to mark attendance manually and adjust the meal counts based on participant schedule to those meals actually eaten. Remember that meals should only be claimed if they meet all the criteria for eligibility. This button is hidden by default – please contact us if you’d like to use this feature.
Software Update 2.3.1 Paper Entry Image

Other Enhancements and Bug Fixes

  • Estimated meal attendance by age range is now included on the Food Production Report for dates in the future
  • Formatting changes to the Site Summary Reports for Manual Claims for ease of reading and a more reasonable report length
  • Added ability to delete Special Diet Statements and Infant Meal Notification Forms

November 2019: Update 2.3.0

Record Attendance on a School Day Using Side-by-Side Configuration
For family day care homes, we’ve added the ability to record the reason for a school-age child being present at an AM snack or Lunch. The meals and the reasons are aggregated into the sponsor-level report “Attendance on School Day”.

Software Update 2.3.0 Side-By-Side Image

Enhancements to the Sponsor-Level Site Audit Report
We’ve converted the Site Audit Report from a PDF to a spreadsheet so that sponsors can sort and filter. We’ve also added fields for

  • Monitor name
  • Meal Observed (B, AM, L, PM, S, Ev, None)
  • Announced (Y or N)
  • Follow-up Required (Y or N)
  • Not Home (Y or N)
  • Next review due
Bulk Creation of Site Summary Reports for Manual Claim Providers
For those sponsors that use manual claims, the Site Summary Report is helpful to print to be reminded of licensed capacity, approved meals and participant schedules. Now sponsors can run the Site Summary Report for manual claim providers in bulk at the sponsor-level.
Software Update 2.3.0 Site Summary Report Image

Other Enhancements and Bug Fixes

  • Corrected calculation for ARAM attendance
  • Displayed manual claim disallows on the claims view screen
  • Included manual claim disallows on the sponsor-level Claim Summary and Disallowed Meals report
  • Added licensed capacity for each licensing age range to the Site Summary Report

October 2019: Update 2.2.2

New Report: Claim Summary and Disallowed Meals
This sponsor-level report pulls together all the claim summary reports and disallowed meals reports for all sites into one PDF. This is helpful for sponsors who mail these documents to their sites.
New Report: Site Export File
This is a comprehensive spreadsheet of all the configurations for all of the sites under a sponsor. Sponsors can use this report to create mailing labels through mail merge or gather data on their sites. The report can include only active sites, only inactive sites or both. Since it’s a spreadsheet, sponsors can filter and sort the data however they like.
New Report: Sites with Missing/Expired Training
This report can be run three ways:

  • Current Fiscal Year
  • Current Calendar Year
  • Last 12 Months

It lists the site name, site identification number and user name of any site-level user who does not have Civil Rights and training on CACFP required elements recorded in My Food Program or their training on these topics has expired.
Site Export File Image

New Report: Site Summary
This report is useful to print prior to a monitoring visit. It has the following information:

  • Site Name
  • Site Identification Number
  • Address/City/State/ZIP
  • Phone Number
  • Email Address
  • Hours and Days Open
  • Meals and Service Times
  • Licensed Capacity
  • Monitoring visits from the past year
  • Training in the current fiscal year
  • For each active child:
    • Name
    • Date of Birth
    • Age
    • Schedule (Days and Typical Meals)
    • Resident Child (Y or N)
    • Enrollment form dates

Site Summary Image

Other Enhancements and Bug Fixes

  • Fixed logic associated with dashboard button about staff training
  • On pre-printed income/enrollment form, inactive children have the “enrolled” box un-checked
  • Renamed the checkbox “Is enrolled or attends school” to the more accurate statement “Include in school age licensed capacity”
  • Added whether a claim is online or manual to the sponsor-level claims summary for sponsors of family day care homes
  • Added new fields for a monitoring visit: Meal Observed, Follow-Up Required, Not Home

September 2019: Update 2.2.1

Ability for Family Child Care Home Sponsors to Create Manual Claims
Manual claims are used by sponsors that allow home providers to record attendance and meal counts on paper and manually add up the information needed to create a claim. Below is what the manual claim processing screen looks like in My Food Program. We have special pricing on manual claims. Contact us today for more information if you are a sponsor of family day care homes.
Manual Claims Screenshot

Designate Sites/Providers as Being Paid by Check or Direct Deposit
Sponsors can now designate the payment method for their sponsored sites in Site Details. This information is included in the claims summary spreadsheet (which summarizes all claims information for all sites and includes claim estimates by blended or actual claiming method). Sponsors can use this report to easily know which providers to generate checks for and which to include in an ACH file. My Food Program does not have a built-in system for processing provider payments or generating checks, but we’re happy to show you how you can use our claims summary spreadsheet and your current accounting software to accomplish the same thing.
New Reports: Enrollment Form Creation Date
If you allow sites to enter/upload their own enrollment forms, it can be difficult to know which ones you need to review. The enrollment form creation date report will help sponsors identify the enrollment forms that need to be reviewed. If the enrollment form is incomplete or inaccurate, the sponsor can delete the enrollment form and notify the site/provider of the need for a new form. If all is good with the enrollment form, then there’s no further action that a sponsor needs to take. Find the new Enrollment Form Creation Date report on the sponsor dashboard under “Reports”.
Enrollment Form Creation Report Screenshot

Other Enhancements and Bug Fixes

  • Designate family day care homes as Tier I, Tier II High, Tier II Mixed or Tier II Low. If designated as Tier I, the ability to enter effective and expiration dates.
  • Claim upload file that works with TX-UNPS (claiming system for Texas Department of Agriculture) for family day care homes.
  • Modified features that are viewable and/or editable by family day care homes, including site visits, hours open and reports that would identify specific children eligible for Tier I meals.
  • Site-level users assigned to multiple sites now have their site list in alphabetical order.

August 2019: Update 2.2.0

New and Improved Interface for Reports
Our reports have grown so much that we needed to sort them into categories so you can find the one that you want! The new report categories are:

  • Attendance and Meal Count Reports
  • Claims Reports
  • Financial Reports
  • Food Service Operations Reports
  • Participant Reports
  • Recordkeeping Reports
  • Staff Reports

You will be asked to select a category before you can run the reports. While we were working with the report page, we also re-named a few reports to better describe their functionality.

  • Meal Count by Name is now Monthly Meal Count with Attendance
  • Five Day Meal Count Report is now Weekly Meal Count with Attendance
  • Income Eligibility Information by Household is now Household Report
  • Bulk Entry Sheet is now Paper Back-Ups
  • Non-CACFP Participant List is now Ineligible Participant List
Improvements to the Sponsor Dashboard
The Sponsor claims tab has been simplified and now contains just a list of the sites with a claim for the month along with the number of reimbursable meals and snacks for the month. Detailed information about average daily attendance, claiming percentages and claim estimates have been moved to our enhanced claim summary (see New Sponsor Claims Report below!). We’ve also added the date and time that the site sent their data to the sponsor.

New Sponsor Claims Report
Our new claims report for sponsors is a one-stop shop for information related to claims for all your sites in one place. To generate the report, go to the sponsor dashboard under Reports. Select the method of claiming (blended or actual) and My Food Program will give you a full report for claims, including:

  • Number of reimbursable meals and snacks
  • Average Daily Attendance (Blend Rate Method)
  • Number of participants in the A-Free, B-Reduced, C-Paid or Tier 1 and Tier 2 income eligibility categories (Blend Rate Method)
  • Total claim estimates and estimates helpful for sponsors of unaffiliated centers
  • Number of meals and snacks recorded for non-CACFP participants
  • Number of meals and snacks disallowed for the month

July 2019: Update 2.0.5

Copy Menus to Multiple Sites
We’ve enhanced our popular menu copy feature to include the option to copy to multiple sites with just one click. When you scroll to the bottom of the menu page, you’ll now see a drop-down list with your sites in alphabetical order. Click the sites that you want to copy the menu to and you are set!

Accurately Report Whole Grain Rich Requirements for Sites Using Offer Versus Serve
Offer versus Serve is a meal service option available to afterschool programs, adult day cares and summer programs in which participants are given choices instead of being required to take all the food items. In sites that use Offer versus Serve, all the grains must be whole grain-rich at the meal or snack that is intended to satisfy the requirement for offering one whole grain rich food per day. If a site is designated as “offer versus serve” in site details, then the whole grain rich requirement will only be met if ALL grains offered at a meal are whole grain rich.
Bug Fixes & Small Enhancements
We’ve cleaned up a few software bugs and tweaked some reports related to:

  • Calculation of average daily attendance for sites using headcount meal count method
  • Delivery receipts: added site address
  • Display Medical Assistance number on Household Income Eligibility Report
  • Daily Meal Count with Attendance Report includes only participants with meal counts in the report period

May 2019: Update 2.0.4

Income Eligibility Category Calculator
My Food Program can now provide a suggestion for the income category into which a household should be placed based on their household size, income and the federal poverty guidelines. Since sponsors take final responsibility for household income determinations, you will still need to select the income category. You’ll find the new calculator on the household income statement page.

New Report: Meal Production Records with Leftovers and Dietary Accommodations
This report is especially helpful to our customers in Texas! This new report allows the site to record dietary accommodations made for specific participants as well as document the use of leftovers.
At the bottom of the Food Production screen, you will see two new buttons. The first one says “Record Use of Leftover/Recycled Food”. When you click on it, you will be taken to a screen that asks for the date the food was first served and how much you are using.

The second new button on the Food Production screen says “Record Substitution for Special Dietary Need”. When you click on that, a list of participants with Special Dietary Needs will be populated and you will be prompted to enter the substitution information.

The leftovers and substitutions for special dietary needs then flow through to the new report “Daily Meal Production Record with Leftovers and Dietary Accommodations”

April 2019: Update 2.0.3

Meal Order Feature for Sponsors Using a Central Kitchen
Sites are now able to send orders for meals to their sponsor right through My Food Program! Sites can do this by going to the Menu page from the main dashboard and opening the date and meal for the order. Click on the blue “Edit Meal Order” button. Sites are able to enter meal orders up to 24 hours in advance of the meal and can designate what age range they need the meals for.
Sponsors can run a new report, Site Food Orders, so that they can produce and distribute the correct number of meals to each site!

New Report: Household Income Eligibility Report by Household
Our newest report allows you to see the relationship between participants and households and pulls together all the income and enrollment form information in one place. You’ll find this report in the “Participants” category of the Reports page.

New Report: Non-CACFP Participant Report
This report is for sponsors that have participants that are NOT included in the claim – for example, staff that need to be tracked for documentation of non-profit meal service or children who are not included in a claim because their parents provide food. You’ll find this report in the Participants section of the Reports page.
Other Minor Enhancements and Bug Fixes

  • Food production amounts are now automatically rounded up to the nearest quarter unit
  • Changes to the way the page loads for side-by-side attendance and meal count entry
  • Repairs to the juice icon on the menu calendar
  • Totals have been added to the Active Participants Report
  • Meal counts are not allowed to be saved if attendance is not entered (this use to be a flag and then was disallowed during claims – now we’re being more proactive to prevent this mistake from occurring)

February 2019: Update 2.0.2

Participant IDs added in more places!
Participant IDs are an easy way to track your participants, resolve duplicates, and help trace participants all the way from meal counts all the way down to the claim. You’ll now notice the Participant ID is displayed on the following screens:

  • Attendance (web and mobile)
  • Meal Count (web and mobile)
  • Participant Page
  • Household Page

We hope this is helpful to you in tracking and managing participants and households!

A new way to take attendance and meal counts!
We’ve implemented a new “side-by-side” option for web and mobile options, in which attendance and meal counts can be taken on the same screen. A participant MUST be marked as “present” before a meal count can be entered. This prevents any errors in which meal counts are marked with a corresponding attendance. Find this option in “Site Details”.

Our newest comprehensive report
Daily Meal Count with Attendance can now be run for All meals, CACFP meals only, or ARAM only meals.
Mistake-free meal counts for child care centers also operating the at-risk afterschool meals program.
Sponsors must now designate a roster as eligible for at-risk afterschool meals. When a roster is designated as at-risk afterschool, then it can only be used to mark at-risk afterschool meals for those meals eligible (meals not eligible for at-risk afterschool are marked as CACFP meals). Don’t forget: a site, meal and participant must also be marked as eligible for the at-risk afterschool meals in order to be included in the at-risk afterschool meals claim.
Mark specific meals as requiring food temperature entry prior to meal count entry (afterschool or summer sites only).
For each meal type, you can require food temperatures at time of dispatch, time of delivery and/or meal service times.

Disallow meals that are outside of a temperature range (afterschool or summer sites only).
Meals that are not at a safe temperature, as configured by the sponsor, can be disallowed during claims processing.
Generate a delivery receipt (afterschool or summer sites only).
Delivery receipts are meant to be printed and sent along with the delivery driver from a central kitchen or caterer. The delivery receipt has information about the menu, food production amounts, food temperatures and a place for signatures for both the delivery driver and the site.

Better reporting for those sites using our parent/household invoicing feature.
Our W10 report provides a summary of invoices paid by households printed on the IRS W-10 form and pre-filled with provider name, address and TIN. Our Revenue Summary Report lists each household and the amount that they paid for the calendar year.
New Report: Missing Infant Meal Notification
This report helps you track documentation of whether a parent is going to provide formula and food or whether they will accept the formula and food offered by the child care center. The report includes each participant who is under the age of 12 months that does not have “infant meal notification” recorded in their site details. The report displays their name, ID and parent/guardian name.

October 2018: Update 2.0.1

Helpful Calendar Icons for the New Meal Pattern.
We’ve added icons to the menu calendar to make it easier and quicker for you to monitor compliance with the new meal pattern.

  • The “whole grain” icon is grey if you don’t have a whole grain-rich food on your menu and it turns green once you do.
  • A “juice” icon appears on any day in which you serve juice. Our menu planning system doesn’t allow you to add juice to a menu twice in one day.
  • A “meat/meat alternate” icon appears if you substitute meat/meat alternate for grain at breakfast. Our menu planning system doesn’t allow you to do this more than three times in one week.

New Report: Daily Meal Count with Attendance
Officially this report is titled “Daily Meal Count with Attendance”, but around the office we’ve started calling it “The Whole Enchilada” report. This report pulls an incredible amount of information into one place and is especially helpful to show to state agencies during reviews. This report includes a list of all active participants with their age and ID along with their attendance and meal counts by day (similar to our current Meal Count by Name and Five Day Meal Count Report). It can be run for any 5-day period with any combination of rosters.

On the final page is a full reconciliation by day. We start with the “Payable” meals that made it to the claim and then also list the number of meals:

  • Disallowed
  • Over the claim limit
  • Recorded for non-CACFP participants (such as staff or participants who bring their own meals)
  • Raw total meal count

New Report: Grocery List
We added a report that helps you do your food shopping. It adds up how much you will need of the items on your menu based on participant schedules and produces a shopping list separated by food group. Below is a sample of the report.

We also made additional small improvements based on customer requests:

  • Added parent/guardian name to the Missing Forms Report
  • Made it easier to merge participants
  • Prevented the creation of Food Production Records if all quantities were zero
  • Created a new report to track monitoring visits

September 2018: Update 2.0.0

On Monday, October 1st the transition period to the new meal pattern ends.
You will notice that the button in Site Details that says “Ignore Whole Grains” is now gone. Sponsors now have the choice of either full menu validation for the new meal pattern or no validation of menus. This checkbox is in Site Details and named “Ignore menu validation”.
We’ve added some other exciting features with the 2.0.0 release*!

  1. Sponsors and sites can now delete a menu, including an infant menu. Look for the red “Delete Menu” button on the menu planning page. Keep in mind that deleting a menu will also delete the associated food production record.
  2. Sponsors can now delete an income form. A blue hyperlink called “Delete income form” now appears on the far right of any income form that is eligible for deletion. If an income form was included in a claim, it cannot be deleted.
  3. Participants are automatically numbered using the External Site ID box. Every time you create a new participant from now on, they will automatically be assigned an ID. Contact us if you would like us to populate IDs for your existing participants.
  4. One of our most-requested features – the ability to prevent staff from adding participants using the mobile app! This has been a common way for duplicate participants to be created. If you’d like to restrict staff from adding participants using the mobile app, uncheck the box in Site Details that says “Allow staff to add participants using the mobile app”.
  5. We’ve separated the dashboard icons for income and enrollment forms. If you set enrollment forms to “Ignore” in Site Details, the enrollment form dashboard box will turn grey so that sites know that enrollment forms are not necessary.

August 2018: Update 1.9.0

Download an income and enrollment form with participant and parent/guardian information pre-filled!
We’ve designed a single form that collects all the enrollment information required by USDA (participant’s normal days and hours in care as well as the meals normally received) along with the income information needed to place a household in an income category. Before using this form, we strongly recommend that you send it to your state agency for approval. Our form has already been reviewed by several state agencies. Please contact us if you need assistance sharing information with your state agency. Click here for instructions on how to generate these forms.

Sponsors can disallow meals recorded by a site.
Meals can be marked for disallow for a variety of reasons, including:

  • Meal counts not current
  • Meal counts not taken at point of service
  • Meal served is not creditable
  • Parent-provided meal
  • Special dietary need not correctly accomodated
  • All components not served at the same time
  • Participant not eligible for CACFP

These meals will be excluded from the claim and will appear on the disallowed meals report as “Disallowed by Sponsor”. Click here for instructions on how to disallow meals. At this time, the disallow feature is only for sites using meal count by name (roster-based) meal count entry. We will be creating this feature for headcount meal count sites in the near future.

Ability to accommodate more complicated licensed capacity arrangements.
In some states, there are additional restrictions on licensed capacity that go beyond a simple count. For these situations, sponsors can add additional restrictions, such as “not to exceed 12 infants and toddlers combined” to their licensing age range configurations. Click here for instructions on how to set these additional limits.
Report enhancements.
We’ve added the following new reports:

  • Lapsed Participant Report: a list of participants who have not been checked in for attendance or meal count for at least 90 days. This will help sponsors and sites keep track of participants that should be set to “inactive”.
  • Duplicate Case Number Report: this report searches all the households in a site and lists those with duplicate case numbers. This is helpful if a sponsor is trying to identify duplicate households.
  • Sponsored Site Claim Summary Report: if you sponsor unaffiliated sites, then this report is for you! It is a simple summary of the number of meals/snacks included in a claim along with the amount that the site will receive (i.e. the full cash-in-lieu plus 85% of meal reimbursement).
  • Sponsor-Level Claim Summary for Sponsors of Unaffiliated Centers: this report is also for sponsors of unaffiliated sites. It breaks down the reimbursement by the amount going to the sponsor and the amount going to the site. This can assist with bookkeeping and claim entry.

We’ve added the following new features to existing reports:

  • Disallowed Meals Report: you now have the option of running the report to include or exclude meals that were not payable because they exceeded the daily claim limit.
  • Meal Count by Name Report: for Texas sponsors, we added a paragraph to certify the accuracy of the counts.
  • Expense by IRS Category Report: added additional expense categories and added a description column. This makes the report more useful for documenting nonprofit meal service.

July 2018: Update 1.8.0

The USDA recently released a memo CACFP10-2018 which specified that sponsors using electronic systems can forgo the five-day reconciliation! However, meal counts cannot be used to generate attendance records for the purposes of the 5-day reconciliation. This is currently our default setting (since a participant must be in attendance in order to eat a meal), and regardless of how the site is configured:

  • attendance records can always be manipulated separately from meal counts
  • and

  • participants can be checked in for attendance but not for meals.

In order to accommodate sponsors that wish to require attendance to be taken before entering meal counts, we are introducing a new feature!

After the upgrade has taken place*, you will see a new checkbox in “Site Details” called “Attendance Records kept outside of My Food Program”. After the upgrade, all of your sites will have this box checked by default. If the box is:

  • CHECKED then attendance and meal counts work as they do today.
  • UNCHECKED then the site must take attendance before entering meal counts.

If the box is UNCHECKED, the really exciting part is that only participants that are checked in for attendance will appear on the meal count list! For those sponsors that struggle with sites checking in the wrong participants for meals or have lengthy rosters, this could be a great option. However, be sure to train your sites carefully as they may be tempted to create a duplicate participant if they forget to mark a participant in for attendance and therefore don’t see them on the meal count list.

June 2018: Update 1.7.9

We have more multi-site sponsors than ever using My Food Program. To meet the needs of our customers, we have created a new report that aggregates the claim information for all sites in one PDF document (shown below). You will find this report on your Sponsor Dashboard under “Reports”.

Simply select the claiming method used in your state (blend rate or actual meal count by type), select the month/year* and click “View Claims”. If you are going to print the report, we recommend you click “Download PDF” instead of trying to print directly from the web browser.

*The reports will only populate correctly for claims created after this feature was implemented. Disregard any reports for prior months.

April 2018: Update 1.7.8

We’re releasing a new version of My Food Program that now includes the Summer Food Service Program! Sponsors of child care centers, family day care homes, emergency shelters and adult daycare facilities should not notice any changes. Sponsors of afterschool programs will notice that you now have the ability to track food temperatures.

March 2018: Update 1.7.7

On the Web Application
We’ve updated the functionality for participants that are assigned to more than one roster. If a participant is already checked in for a meal on a different roster, their meal count box will be grayed out and there will be a note about the roster on which they were already checked in.

*Note that My Food Program has never allowed a participant to be checked in for the same meal twice. This new feature provides the information up-front. Prior to this update, if you tried to check a participant in twice for the same meal, an error message would appear and the duplicate count would need to be adjusted prior to saving the meal count. This new feature will prevent that problem from occurring in the first place!

On the Mobile Meal Count Application
We have added a new feature that allows the user to configure the length of the “auto-submit” time window. With some sites having large rosters, 20 seconds wasn’t enough time to scroll through all the names! To set this option, log into the mobile application and click on “info” in the upper-right corner. Use the slider to set the desired auto-submit time. The default auto-submit time is 20 seconds. The maximum auto-submit time is 180 seconds.

January 2018: Update 1.7.6

Sponsors can now hide the “Submit to Sponsor” button until a calendar month is complete.
Some sponsors have had difficulty with sites clicking the button before the month was over. If you would like to activate this feature, go to “Site Details” and check the box that says “Hide Submit to Sponsor Button”.

Sites are now required to resolve the error triggered when meal counts are greater than attendance before proceeding with the claim.
If they attempt to click “Submit to Sponsor” with this error in place, My Food Program will generate a reminder that this particular error must be fixed before proceeding.

Sponsor are stopped from entering income eligibility forms that are effective during a time period in which a claim has already been processed.
This locks in the income eligibility percentage and Participant Report. If a sponsor wishes to enter a household income statement that is effective during a month that already has a claim, they need to rollback the claim and reprocess it.
Continuous improvements
Both on menu validation and food production reports.

January 2018: Update 1.7.5

Meal counts and attendance entry is locked-out
after meal counts for the month have been submitted to sponsor. This impacts site-level staff. Sponsors are still able to adjust meal counts and attendance after data has been submitted by the site.
Any meal can now be designated as eligible for the At-Risk Afterschool Meals Program.
At the site level, sponsors can designate which meals are eligible for reimbursement through the At-Risk Afterschool Meals Program. While any meal can be marked for the At-Risk Afterschool Meals Program, our claims processing system still ensures that reimbursement is only requested for one meal and one snack per participant.
Continuous improvements.
Bug fixes for Meal Participation, Milk Served and Bulk Entry Reports, allowing participants outside licensing age range to be set to “inactive” and recording CACFP hours for staff allocation.

December 2017: Update 1.7.3

Option to hide the “Attendance” button.
This can be changed at the site level and was created so that teachers do not accidentally enter meal counts as attendance. This feature is available on both the website and the mobile app.
Option to restrict all staff to point of service.
Sponsors may now select if they want to allow center managers/directors to be able to change data submitted in the past, such as correcting an inaccurate meal count or attendance. (As always, attendance and meal counts can never be entered for future dates).
New report: Average Daily Participation.
This report is at the sponsor level and allows sponsors to continuously monitor the average number of meals served per day. This is especially useful for sponsors that provide meals to their sites.
New report: Zero Meal Counts.
This report allows sponsors to quickly identify any meals or snack that have no meal count entered at all.

November 2017: Update 1.7.2

New Features include:

  • Ability to create a claim without entering menus (click the box “Ignore Meal Validation” in site details – more about that feature below!)
  • Optimized the way meals are disallowed if a whole grain-rich food is not served during a day
  • Missing forms report can be run to check for missing enrollment forms, missing household income forms or both
  • Go directly to meal count entry from a menu (go to any meal on any day and click the blue “Edit Meal Count” button)
  • Various bug fixes related to new meal pattern, food production records and reports

April 2017: Update 1.7.1

Customize Site Details
Sponsors now have the option to decide whether or not to

  • Activate the invoicing feature
  • Check whether meal counts exceed licensed capacity
  • Disallow meals for missing enrollment forms
  • Disallow meals that are missing infant menus

To modify these feature, go to the “Site Details” page and you’ll see the following:

Easier Entry of Income Eligibility Forms
Since all Income Eligibility Forms are effective on the first date of the calendar month in which signatures are collected and expire 12 months later, we’ve eased data entry by only requiring the selection of the first effective month and last effective month. Dates will then be automatically completed. Here is how the screen looks:

Running Totals on Roster-Based Meal Count Entry
For those sites using roster based meal counts, there is now a running totals box at the top. We hope this assists with accurate data entry! This is what the running total box looks like:

Infant Food Serving Record
For those sites that are required to keep individual infant food production records, the Infant Food Serving Record report may be helpful. It sorts the infants into the three current infant age groups: 0-3 months, 4-7 month and 8-11 months. Users can then print the Infant Food Serving Record and complete them by hand. Please be sure to retain the written records to support your claim. Begin by selecting the “Infant Food Serving Report” from the Reports page:

Next, select the first and last date that you would like to generate a report:

Finally, print and complete the report: