STEP 1: REVIEW the list of children whose applications must be renewed.

STEP 2: SELECT the option by which you want to renew your applications and then get started!

Please see the "Enrollment Renewal Options" section below. You can choose to use eForms and have the parents renew by e-mail or they can renew onsite while at your childcare center using a computer or mobile device that you make accessible to them. You can also choose to renew the old-fashioned way - on paper. If you want to use a combination of all three methods that's perfectly OK also!

STEP 3: TRACK your renewal status daily and complete all of the renewals by the deadline.

This simply requires that you guide parents to complete their renewal and that you keep up with the renewal status in Kidkare. As eForms renewals are completed by e-mail or on-site in your center, you will see the "Invitation Status" in the Kidkare eForms Status list change to "completed". As you complete forms on paper, you should go into the eForms Status list and click on the pencil icon next to the child's name. This allows you to indicate that the application was completed manually on paper.

OPTION 3: Application Renewal Using Paper Forms

While we encourage everyone to renew their applications electronically, we understand some may not be able to. In this case, you may complete the renewal on paper using Karamu's Consolidated Enrollment & Income Eligibility Application which can be accessed by clicking here or clicking on the image at the right. This form is provided as a fillable PDF that can be filled out electronically, however, it must be printed and signed manually, or it can be signed electronically using a 3rd party application. You can also print blank copies of the form and have them filled out manually.

If you prefer to have us send you paper copies instead of using the electronic form or printing your own copies, please contact us and we will send paper applications to you by postal mail.

As you complete forms on paper, you should go into the eForms Status list (see Enrollment Renewal Instructions above) and click on the pencil icon next to the child's name. This allows you to indicate that the application was completed manually on paper.

For your convenience, you can return your renewals by emailing to karamu@karamu.org, faxing to 901.327.8405, or by mailing to our main office address. If you fax or email you do not have to mail us the original forms; please keep them on file in your childcare facility. If you send the forms by postal mail, be sure to keep the carbon copy for your records. 

Question 1: What happens when a child enrollment or income application expires?

Answer: When a child enrollment application expires, all meals claimed for that child will be denied and the child will be classified in the "paid" category regardless of income eligibility status. When an income eligibility application expires, the child is moved to the "paid" category. If you are a for profit center, you may also be disqualified from submitting a claim if the total number of children classified as free and reduced falls below 25% of your total enrollment.

Question 2: Do I have to renew all of my applications at the same time?

Answer: You only need to renew the applications for those children whose applications have expired or will be expiring soon. Although we are asking you to renew all applications that expire over the next few months, the frequency with which you choose to renew applications is strictly up to you. Providers have the option to choose how often to renew applications as long as each application is renewed annually. Some people prefer to renew all of their applications at the same time (to include children recently enrolled), some prefer to renew all of the applications expiring in the coming month, and some people like to renew all of the applications expiring in the next 3 to 6 months. Again, it's totally up to you. What's important is making sure each child has a new application submitted before their current application expires.

Question 3: How do I know which applications have expired or will expire soon?

Answer: Providers are advised of expired or expiring applications each month on the Center Error Letter that we mail with your monthly reimbursement statement. There are also visual indicators in the Minute Menu and Kidkare Dashboards.

Question 4: I just enrolled a lot of children a couple of months ago. Do I have to renew their applications even though they don't expire until many months from now?

Answer: As stated above, for this renewal, we are asking you to renew all applications that have expired or will expire between now and May 31st, 2023. Providers have the option to choose how often to renew applications as long as each application is renewed annually.

Question 5: There are children on my roll that are no longer in my care. Am I able to withdraw them on my own or do I have to send in a drop notice to Karamu?

Answer: Providers have the capability to withdraw children in both Kidkare and Minute Menu. In Kidkare, click on the icon for the child you wish to drop and then click the [Withdraw] button. Select the withdrawal date and then click the [Withdraw] button again. In Minute Menu, click on "Children" on the menu bar at the top of the page. When the children window opens, use the drop-down button to select the child you want to withdraw. On the child's page, click the [Withdraw] button, select a withdrawal date, and the click the [Continue] button. Note: When selecting a withdrawal date in Kidkare or Minute Menu, be sure you enter a date that is the same as or later than the last day meals were actually claimed for the child. If you select a date that occurs before the last meals were claimed, meals may be denied.

Question 6: Why are we only renewing applications that expire over the next few months?

Answer: We are constantly looking for ways to improve our processes to help make CACFP participation as easy as possible for our childcare providers. For years we have done annual renewals which many of you are accustomed to. This process started back in the late1990s when the state agencies insisted on having a new application for each child at the start of the fiscal year which begins on October 1st. The state agencies eventually went away from that requirement, but it hasn't been so easy for us to. Annual renewals end up causing you to have to do lots of application renewals at one time and forces us to have to process thousands of applications at the same time. We want to get away from that annual burden. A semi-annual renewal is the first step. Eventually, we want to go away from the big renewal campaigns altogether and have all providers renew applications each month as they expire - which many of you are already doing. This provides a more manageable process for all of us.

Question 7: I have a lot of state paid children. Shouldn't they all be classified in the Free category based on the case number provided on the childcare certificate?

Answer: No - being state paid does not mean a child automatically qualifies as Free. Only those children who are on SNAP, K-TAP (Kentucky only), or whose Tennessee childcare certificate identifies them as Families First Childcare Assistance will qualify in the free category based on the childcare certificate status. This is because children in these categories have already met the federal income eligibility requirements to qualify as Free on the CACFP.

If you have a state paid child who does not fall into one of these categories, then you must have the parents complete the income section of the child's income eligibility application. Entering a case number on the application for any category other than those that are qualifying is a violation of CACFP policy.

(Click here or on the image for additional guidance on qualifying certificate programs).