Reviewing a CACFP Application Packet
Once a Contracting Entity’s Application Packet has been submitted, it must be reviewed by an authorized State user. The State must review each item included in the Application Packet and set each item’s status to “Approved”. This includes each checklist item.
To identify which Application Packets have been submitted, State users can use the Contracting Entity Search screen by performing a search where Packet Status is “Submitted for Approval.
After locating a submitted Application Packet via the Search screen, the State user should follow the following steps:
1. Assign the Application Packet to a State consultant (this may be yourself). For additional information, see the Assign an Application Packet section.
2. Review each submitted site/provider application.
o Select the Admin option next to the site application item.
o Review the application.
o Update the Internal Use Only section of each site application.
o Enter Internal Comments and Comments to Contracting Entity, if desired.
o Update the application status.
§ If the application has no issues, change the status to “Approved”.
· Returning to the Site List screen, you will notice that the application status is “Approved” and there is a green checkmark next to the packet item.
§ If the application requires additional information or corrections from the Contracting Entity, change the status to “Returned for Correction”.
· Ensure that you have provided information as to what needs to be corrected within the Comments to Contracting Entity field.
· Returning to the Site List screen, you will notice that the application status is “Returned for Correction”.
§ If the application is not valid for submission, change the status to “Denied”.
· Ensure that you have provided information as to the reason for denial within the Comments to Contracting Entity field.
· Returning to the Site List screen, you will notice that the application status is “Denied”.
§ If the Contracting Entity has requested to withdraw the application, change the status to “Withdrawn”.
· Ensure that you have entered information as to the reason for the withdrawal within the Comments to Contracting Entity field.
· Returning to the Site List screen, you will notice that the application status is “Withdrawn”.
3. Review the Contracting Entity Application.
o Select the Admin option next to the Contracting Entity Application item.
o Review the application.
o Update the Internal Use Only section of the application.
o Enter Internal Comments, if desired.
o Update the application status.
§ If the application has no issues, change the status to “Approved”.
· Returning to the Application Packet screen, you will notice that the application status is “Approved” and there is a green checkmark next to the packet item.
§ If the application requires additional information or corrections from the Contracting Entity, change the status to “Returned for Correction”.
· Ensure that you have provided information as to what needs to be corrected within the Comments to Contracting Entity field.
· Returning to the Application Packet screen, you will notice that the application status is “Returned for Correction”.
§ If the application is not valid for submission, change the status to “Denied”.
· Ensure that you have provided information as to the reason for denial within the Comments to Contracting Entity field.
· Returning to the Application Packet screen, you will notice that the application status is “Denied”.
§ If the Contracting Entity has requested to withdraw the application, change the status to “Withdrawn”.
· Ensure that you have entered information as to the reason for the withdrawal within the Comments to Contracting Entity field.
· Returning to the Application Packet screen, you will notice that the application status is “Withdrawn”.
4. Review the submitted Board of Directors, if applicable.
5. Review the submitted Budget Detail.
6. Review the Checklist items (if applicable).
o Select the Details option next to Checklist Summary. The Checklist Summary is displayed.
o Select each checklist item for the Contracting Entity and each site.
o SelectINTERNAL USE ONLY from the top right of the screen.
o For each checklist item received and reviewed, identify that the items was received and change the status to “Approved”.
· Returning to the Application Packet screen, you will notice that there is a green checkmark next to the Checklist Summary packet item.
Note: If the Contracting Entity organization submits a Revised Application, which occurs when a Contracting Entity makes any changes to an Application Packet that has already been approved, the original packet’s status automatically changes to Not Submitted. The State is required to perform all of the steps identified above for the revised items in the Application Packet.
7. Return to the Applications menu, and access the Advance Requests Manager to determine if the Contracting Entity has submitted an advance request.
o If an advance request has been submitted, ensure that a Budget has been submitted with the Application Packet and has been approved.
o Review and approve the Advance Request.