CACFP Policy Memo Number 96

DOH-CACFP: Number 96 (07/04); Supersedes Number 14 (1/96)

TO: All CACFP Sponsoring Organizations

FROM: Jeanne Culver, State Director - Child and Adult Care Food Program

SUBJECT: Explanation of the 60/90 Day Claiming Deadlines

I. Purpose and Scope

  1. Child and Adult Care Food Program (CACFP) sponsoring organizations are responsible for submitting claims for reimbursement in a timely manner and within the regulatory time frame. Payment will be denied if claims are submitted late. This memorandum outlines the regulatory time frames for claim submission.
  2. Federal regulations governing CACFP mandate that a final claim for reimbursement be postmarked and/or submitted to CACFP not later than 60 days following the last day of the full month covered by the claim. Sponsoring organizations may file adjustments to the original claim if the original claim was filed within the 60-day deadline and the adjustment(s) are completed within 90 days of the last day of the claim month. (7 CFR 226.10 (e).

II. CACFP Claims Deadlines

  1. A valid claim for reimbursement must be postmarked or delivered to CACFP within 60 days following the last day of the month covered by the claim or it will be "rejected" and returned "unpayable".
  2. A valid claim for reimbursement, filed within the 60-day time frame, may be upwardly adjusted up to 90 days following the last day of the claim month. An upward adjustment will be "rejected" and returned "unpayable" if it is not received within the 90-day time frame.

    Example: A claim for the month of October 2004 must be postmarked or received no later than December 30, 2004 (60 days from the last day of the claim month) for it to be processed for payment. All adjustments which result in an increase to the October 2004 claim must be postmarked or received no later than January 29, 2005 (90 days from the last day of the claim month) in order to be eligible for payment.
  3. CACFP will provide all sponsoring organizations with a chart listing the 60 and 90 day deadlines for each claiming month.

III. One-time Exception Provision

  1. Sponsoring organizations may be granted a "one-time exception" and extend the 60-day claiming deadline that is outlined above for one claim only. CACFP has the authority to waive the 60-day deadline only once within a 36-month period.
  2. When CACFP returns a claim as unpayable because it was postmarked or received. after the regulatory deadline, the procedure for filing a one-time exception will automatically be sent to the sponsor. The one-time exception applies only to a claim which is otherwise valid.
  3. The one-time exception does not apply to an adjusted claim which increases the reimbursement of the original claim and is postmarked or received later than 90 days following the last day of the claim month.

IV. Exclusively Downward Adjustments

  1. CACFP will accept and process all monthly claims for reimbursement that are adjusted downward, regardless of the postmark date. There is no deadline for the submission of adjustments that decrease a claim for reimbursement.

V. Documentation to be Retained by Sponsor

  1. Sponsors must maintain adequate documentation to support all data reported and claimed as well as the details and reasons for all adjustments made to final claims or reports. CACFP will periodically review this documentation and perform other oversight activities to monitor and enforce Program compliance. Any data provided on claims or reports which cannot be supported by documentation will be disallowed and reimbursements already paid will be refunded to CACFP.

Do not hesitate to contact CACFP Fiscal Unit at 1-800-942-3858 with any questions concerning this memorandum.