To help maximize the access to nutritious meals while minimizing the potential exposure to the novel coronavirus (COVID-19) the USDA has issued a number of waivers to certain rules and regulations that govern the CACFP. While the USDA issues these waivers, it is up to each CACFP state agency to determine which of the waivers they will exercise. The most recent waivers that pertain to the CACFP programs we sponsor are provided below. We've also identified  which of our state agencies (Kentucky's DHS and Tennessee's DHS) have chosen to exercise each waiver.

Both Kentucky and Tennessee have exercised the waiver granted by the USDA to allow CACFP participants to be reimbursed for meals that do not contain all of the components of the meal pattern requirement due to food supply shortages caused by the current health crisis. The USDA expects and strongly encourages providers to maintain and meet the nutrition standards of the program, but they do acknowledge there are situations where limited product availability may prevent providers from purchasing required food components. Under this waiver, providers may be reimbursed for meals that would otherwise be non-compliant due to missing meal components.

In order to apply for the meal pattern requirement waiver, please contact us so we can determine if your situation qualifies. Karamu will accept applications only in those cases where there are shortages of an entire food group; for example if you are unable to buy carrots but you are able to buy peas, corn, or some other type of vegetable to satisfy the vegetable requirement at lunch or supper, then this waiver would not be applicable to you. However, if you are not able to buy any vegetables whatsoever, then this waiver may apply. We are using the vegetable food group as an example here, but if you are unable to find any foods whatsoever in either of the required food groups (vegetable, fruit, meat, or bread) then this waiver would apply. (Be advised there is a separate waiver granted for milk shortages. Details are provided below).

To apply for this waiver, please contact us by e-mail (karamu@karamu.org) or by phone (901.327.8401) to request a waiver application.

Both Kentucky and Tennessee have exercised the waiver granted by the USDA to allow CACFP participants who are approved for the previously published Non-congregate Meals waiver (see details below). The Parent Pick-up waiver allows providers to distribute non-congregate meals to the parents or guardians of the enrolled children without the children having to be present. Providers who apply for this waiver must provide a plan outlining how they will maintain accountability and program integrity. The plan must include details of the process the providers will follow to make sure meals are only distributed to the parents or guardians of enrolled children and that you only distribute a maximum of two meals and one snack per child per day.

To apply for this waiver, please contact us by e-mail (karamu@karamu.org) or by phone (901.327.8401) to request a waiver application.

Both Kentucky and Tennessee have exercised the waiver granted by the USDA to allow CACFP participants to serve meals in a non-congregate setting. This means the CACFP meals you prepare for the children enrolled in your care can be provided "to-go" - meaning the meals can either be picked up by the parents, provided as take-out meals, or you can deliver them to the families yourself.

In order to apply for non-congregate meals, providers must fill out an application and return it to us by e-mail at karamu@karamu.org or by fax to 901.327.8405. (Be sure to include your name and KNP number on all correspondence). Once we receive your completed application, we will forward it to the appropriate State Agency for approval. Once approval is granted, we will send you written notification.

To apply for this waiver, please contact us by e-mail (karamu@karamu.org) or by phone (901.327.8401) to request a waiver application.

Both Kentucky and Tennessee have exercised the waiver granted by the USDA to suspend meal service times during this public health emergency. With the suspension of meal times, facilities that are granted approval to serve non-congregate meals will be allowed to provide multiple meals (e.g. breakfast, lunch and snack) at the same time. This means you could potentially provide all of your daily approved meals "to-go" at one time during the day.

In order to apply for the suspension of your meal service times, providers must fill out an application and return it to us by e-mail at karamu@karamu.org or by fax to 901.327.8405. (Be sure to include your name and KNP number on all correspondence). Once we receive your completed application, we will forward it to the appropriate State Agency for approval. Once approval is granted, we will send you written notification.

To apply for this waiver, please contact us by e-mail (karamu@karamu.org) or by phone (901.327.8401) to request a waiver application.

CACFP At-Risk Afterschool (ARAS) institutions in both Kentucky and Tennessee are not required to provide educational or enrichment activities during this public health emergency. This will allow the institutions to continue serving the community while complying with required or recommended social distancing guidelines. 

In order to apply for the suspension of the requirement to provide ARAS educational / enrichment activities, providers must fill out an application and return it to us by e-mail at karamu@karamu.org or by fax to 901.327.8405. (Be sure to include your name and KNP number on all correspondence). Once we receive your completed application, we will forward it to the appropriate State Agency for approval. Once approval is granted, we will send you written notification.

To apply for this waiver, please contact us by e-mail (karamu@karamu.org) or by phone (901.327.8401) to request a waiver application.

Existing federal regulations allow state agencies to make allowances for shortages of milk in times of national emergency. The state of Tennessee has released guidance on how it will deal with milk shortages. This guidance is for participating CACFP facilities in Tennessee only and is effective immediately; we have not yet received any specific guidance from Kentucky.

DHS Guidance

• If participating facilities are unable to buy enough or the correct types of milk, they need to document the attempted date of purchase, store name, amount/type of milk they tried to purchase, and the amount/type of milk they were able to purchase. The facility must also document the number of meals (breakfasts, lunches, and suppers) that had to be served without the required quantities or type of milk. This information is to be collected and sent to the sponsor on a weekly basis. Sponsors will forward the information to DHS weekly.

What You Must Do To Apply

• Click here to download the Record of Unavailability Of Milk form we've created. This form can be saved to your computer and filled out electronically or printed and filled out on paper. The instructions for completing the form are included on the 2nd page. This form must be completed by child care Home providers (both licensed and unlicensed), child care centers, and At Risk After School centers that are not able to purchase the required quantities or types of milk required by the CACFP. The form must be submitted to Karamu each time you attempt to buy milk and are not able to.

• Once we receive the form, we will notify DHS and request authorization for you to serve a limited number of meals without milk. Once we receive the authorization, we will send you written approval and will provide you with a second form we've created, the Record of Authorized Meals Served Without Milk. This form will be used to record the number of authorized meals you serve during the week that do not include milk based on the authorization you received. You will be required to fill this form out and submit it to us at the end of the week.

• The forms you submit will be used in processing your monthly claim for reimbursement and will allow meals served without milk to be reimbursed.

• Even if you are granted authorization to serve meals without milk, all other CACFP required meal components must be served and documented on your menu in order for meals to be reimbursed. There has been no guidance issued regarding food shortages or infant formula shortages.

• Due to the difficulty we are having in updating or creating applications whenever a new waiver is published, we have removed the waiver applications from this notice and instead we are asking that providers contact us by e-mail (karamu@karamu.org) or by phone (901.327.8401) to request a waiver application.

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• Note: Meals provided under an approved waiver may only be served to the children that are properly enrolled for care in your facility. For At-Risk sites, meals are limited to the participants and geographical area you normally serve. Providers will be required to report all meals that are served under any waivers they are approved for.

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• Unless noted otherwise, approved waivers will be effective until June 30th, 2020 or upon expiration of the federally declared public health emergency, whichever is earlier.