Making documentation less stressful, one step at a time.
Meal counts are one of the most important — and most commonly cited — parts of CACFP compliance. But they don’t have to be overwhelming. Whether you’re a provider or a sponsor, these steps can help make daily documentation quicker, cleaner, and audit-ready.
1. Use Point of Service (POS) Best Practices
Meal counts must be taken at the point of service, meaning while the child receives the meal, not before or after.
✅ Pro Tip:
Use a simple system like a meal count roster clipped to a clipboard near the serving area. Staff can mark as each child is served.
2. Build a Routine
Consistency helps eliminate errors. Choose a daily rhythm that includes:
- Taking attendance first
- Immediately following with meal counts
- Double-checking before nap time or end of day
🕒 Set reminders on your phone or use free scheduling apps like Google Calendar.
3. Train Every Staff Member (Even Floaters!)
All staff involved in meal service should know:
- What counts as “served”
- Where and how to document
- What to do if a child refuses a meal
💡 Pro Tip: Include POS training in your onboarding process.
4. Use Technology (When Possible)
If you’re using a tool like MyFoodProgram™, mobile check-in or kiosk modes can save time and ensure accuracy.
Even a simple digital meal count form (created in Google Sheets or Excel) can make tracking easier to summarize for claims.
5. Review Weekly
Don’t wait until the end of the month!
Make it a habit to:
- Review meal count sheets weekly
- Spot and correct inconsistencies early
- Keep documentation organized by date
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