CACFP Daily Time Log: What It Is and How to Use It Effectively

The Child and Adult Care Food Program (CACFP) requires participating sites to keep a Daily Time Log (DTL) for every staff member who serves meals. The DTL records the exact times each employee begins and ends activities related to food service, such as preparation, serving, cleaning, and supervising meals. Accurate logs are essential for compliance, reimbursement, and ensuring that children receive safe, nutritious meals.

Why the Daily Time Log Matters

Compliance: State agencies and the USDA audit logs to verify that meals are prepared and served according to program standards.
Reimbursement: Proper documentation supports the claim for permeal payments.
Accountability: Demonstrates that staff are properly trained and that activities are performed at appropriate times.
Quality assurance: Helps managers evaluate staffing levels, identify gaps, and improve workflow.

Core Elements of a CACFP Daily Time Log

A compliant DTL must capture the following information for each staff member:

Field	Description	Typical Format
Date	Day the work was performed.	MM/DD/YYYY
Staff name	Full legal name of the employee.	First Last
Position	Job title (e.g., Cook, Food Service Aide, Teacher).	Cook
Start time	Clockin time for each activity.	HH:MM (24hour)
End time	Clockout time for each activity.	HH:MM (24hour)
Activity description	Specific task performed (e.g., Food preparation cutting vegetables).	Freetext
Signature	Staff members signature confirming accuracy.	Handwritten or digital

How to Set Up a Daily Time Log

There are three common formats:

Paper Logbooks Preprinted sheets bound in a logbook. Ideal for lowtech environments.
Electronic Spreadsheets Excel or Google Sheets with locked cells for date, staff list, and dropdown menus for activities.
Specialized Software Programs designed for CACFP (e.g., FoodLog, CACFP TimeKeeper) that generate reports automatically.

StepbyStep Setup (Spreadsheet Example)

Create a header row with the fields listed above.
Enter a master list of staff names and positions on a separate Staff sheet.
Use data validation to create dropdown menus for Activity description based on the CACFP Activity List (Preparation, Serving, Cleaning, Supervision, etc.).
Lock the header row and protect other cells to prevent accidental changes.
Save a master copy and duplicate it each day, renaming the file with the date (e.g., DTL_2024-09-01.xlsx).

Best Practices for Accurate Logging

Clock in/out for every shift change: Even brief breaks must be recorded.
Use 24hour time: Reduces confusion between AM and PM.
Write concise activity descriptions: Stir fry vegetables prep is clearer than cooking.
Review logs daily: Managers should verify completeness before the end of the day.
Store logs securely: Keep paper logs in a locked file cabinet; digital logs should be passwordprotected and backed up.
Train staff: Conduct brief quarterly refreshers on why the DTL matters and how to fill it out correctly.

Common Errors and How to Avoid Them

Error	Impact	Prevention
Missing start or end times	Noncompliant; reimbursement may be denied.	Require staff to sign off immediately after each activity.
Vague activity descriptions	Auditors cannot verify mealrelated tasks.	Use the CACFP activity list as a reference.
Retroactive entries	Raises suspicion of falsified records.	Enforce a no backdating policy.
Unsecured storage	Potential loss or alteration of records.	Lock physical logs; encrypt digital files.

Sample Daily Time Log Entry

Example (paper or spreadsheet row)
Date: 09/01/2024
Name: Maria Lopez
Position: Food Service Aide
Start: 07:30 End: 08:15
Activity: Food preparation portioning fresh fruit for breakfast
Signature: ____________________

Resources for Further Help

Conclusion

The Daily Time Log is a simple yet powerful tool that keeps your CACFP participation on track. By documenting who performed each foodservice activity, when it happened, and for how long, you protect your programs funding, meet federal requirements, and create a culture of accountability. Implement a clear logging system, train your staff, and review the logs each daythese steps will make compliance effortless and help you focus on what matters most: providing healthy meals to the children and adults you serve.

Reference Files For CACFP Daily Time Log

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