The State Agency considers organized activities directly related to the provision of childcare, e.g. field trips, to be an “extension of the facility and subject to regulation.” Therefore, you may claim reimbursement for meals that are served during a field trip if the activity is directly related to childcare and all program requirements are met.
Program requirements include, but are not limited to the following:
- Meals must meet meal pattern requirements for the appropriate age group and must be served to eligible children;
- All state and local health department standards, including maintaining food at proper temperatures, must be followed;
- Meal counts for meals served to eligible children must be documented on the meal participation record at the point of service.
- Meals must be provided by an approved source (self-preparation or vended). Meals purchased from restaurants or “fast food” outlets are not reimbursable without a product analysis from the food manufacturer.
- Meals that are served to children who are in transit to the providers or their homes cannot be claimed as reimbursable meals.
Organizations are not required to obtain prior approval when planning a field trip. However, sponsors of family day care homes may require that providers obtain prior approval for field trips as a condition of reimbursement for meals served off-site.
Occasionally, field trips may include a visit to a Summer Food Service Program for Children (SFSPC) site. You cannot claim reimbursement for meals that are served at SFSPC sites.
Source: Texas Department of Human Services, Item 4123