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Participant Eligibility Record for Adult Day Care

Nutrition Services Division Management Bulletin

Purpose : Policy, Action Required

To : Child and Adult Care Food Program Adult Care Agencies

Attention : Responsible Principals and Authorized Representatives

Number : CACFP-02-2016

Date : January 2016

Reference : U.S. Department of Agriculture Adult Day Care Handbook, January 2014, Title 7, Code of Federal Regulations, sections 226.23(e)(1)(iii) and (v)

Subject : Participant Eligibility Record for Adult Day Care

This Management Bulletin (MB) notifies agencies of and clarifies the eligibility record requirement for adult day care (ADC) centers in the Child and Adult Care Food Program (CACFP). As of October 2015, the California Department of Education (CDE) no longer accepts alternative documentation to support categorical eligibility.

In January 2014, the U.S. Department of Agriculture (USDA) issued the new ADC Handbook. In May 2014, the CDE issued MB CACFP-17-2014 announcing the handbook and download link from the USDA Web site. The handbook requires ADC centers to collect income eligibility applications or the CDE’s meal benefit forms (MBF) from all of their CACFP participants.

Meal Benefit Forms: Income Eligibility

The USDA’s ADC Handbook, pages 24–25, outlines the following required information (Title 7, Code of Federal Regulations [7 CFR], Section 226.23[e][1][iii]) that ADC centers should include on the MBF:

  • The names of all adults enrolled in care for whom the application is made

  • The names of all other household members

  • The income received by each household member, identified by source of household income

  • The signature of an adult household member that immediately follows a statement verifying that the information provided on the application is true and correct

  • The last four digits of the Social Security number of the adult household member who signs the application, or an indication that he or she does not possess a Social Security number
Meal Benefit Forms: Categorical Eligibility

In order for a participant to be categorically eligible for CACFP benefits, he or she must be a member of a household that receives benefits through the Food Distribution Program on Indian Reservations (FDPIR), CalFresh, Medicaid/MediCal, or Supplemental Security Income (SSI). In such cases, the ADC center has the option to collect only the following information on the MBF, per 7 CFR , Section 226.23(e)(1)(v):

  • The names of all adults enrolled in care for whom the application is made

  • The name and appropriate CalFresh or FDPIR case number for the participant, or the participant’s SSI or Medicaid/MediCal identification number

  • The signature of an adult household member

Previously, the alternative accepted documentation was a copy of the participant’s CalFresh, FDPIR, SSI, or Medicaid/MediCal card(s) attached to the eligibility roster. As stated above, the CDE no longer accepts alternative documentation for categorical determinations. The references in the CACFP Administrative Manual for Child and Adult Care Centers to alternative documentation are no longer valid, and the CDE will remove them as soon as possible.

Agencies that used alternative documentation to determine if adult participants were categorically eligible must now document the eligibility on MBFs. Starting October 1, 2016, the CDE will issue fiscal findings to agencies that do not meet this requirement.


If you have any questions regarding this subject, please contact your county’s CACFP Specialist. A list of CACFP Specialists is available in the Download Forms section of the Child Nutrition Information and Payment System, Form ID CACFP 01. You can also contact Kayla Christensen, Child Nutrition Programs Administration Unit Office Technician, by phone at 916-324-6153 or 800-952-5609, Option 3, or by e-mail at to be directed to your CACFP Specialist.

Questions:  Nutrition Services Division | 800-952-5609

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