--- title: Add Receipts for Sites description: If your sites send copies of their receipts to you, you can enter them directly into KidKare as a sponsor. --- [Skip to content](https://knowledge.kidkare.com/centers/add-receipts-sponsors#main-content) ![New logo KK-09](https://knowledge.kidkare.com/hs-fs/hubfs/New%20logo%20KK-09.png?width=174&height=50&name=New%20logo%20KK-09.png) - [Customer Portal](https://support.kidkare.com/_hcms/mem/login) - [Access KidKare](https://app.kidkare.com/) - [Support & Releases](https://knowledge.kidkare.com/support-releases) - [Contact KidKare Support](https://knowledge.kidkare.com/support-releases/contact-our-support-team) Open main navigation Close main navigation - [Customer Portal](https://support.kidkare.com/_hcms/mem/login) - [Access KidKare](https://app.kidkare.com/) - [Support & Releases](https://knowledge.kidkare.com/support-releases) - [Contact KidKare Support](https://knowledge.kidkare.com/support-releases/contact-our-support-team) Hello. How can we help you? - There are no suggestions because the search field is empty. 1. [Centers and Center Sponsors](https://knowledge.kidkare.com/centers?hsLang=en) 2. [Sponsors of Centers](https://knowledge.kidkare.com/centers/sponsors-of-centers?hsLang=en) 3. [Center Management](https://knowledge.kidkare.com/centers/sponsors-of-centers?hsLang=en#center-management) # Add Receipts for Sites Table of Contents ## In This Article ### Allow Sites to Record Receipts If you wish to allow your sites to record their own CACFP expenses in KidKare, you must set **Policy T.01 Centers Can Record Receipts** to **Y**. Please note that this permission does not impact a site's ability to capture and record receipts in **Parachute**. ### Claim Month & Receipts All CACFP receipts are tied to a specific **claim month** in order to provide a clear audit trail for sponsors. This means, that whenever you or your sites record a receipt, you must select a Claim Month. This is set independently of the **Transaction Date**. This means that you can tie receipts dated between/close to the end of the current claim month to the following claim month--if those purchases apply. For example, Center ABC purchased food and CACFP supplies on July 31, 2025. Their purchases will be used in early August 2025 for August claims. When entering expenses, you would select the August 2025 claim month. **Note:** KidKare will remember the method you used to enter receipts for the next time you go to **Add Receipts**. ### Milk & Receipts On **May 8, 2026**, the USDA announced their [**Final Rule Expanding Fluid Milk Options in Child Nutrition Programs (CNPs)**](https://www.fns.usda.gov/cn/fr-050826). This rule allows whole and reduced-fat (2%) milk to be offered to participants ages two (2) and up in the CACFP, National School Lunch Program (NSLP), School Breakfast Program (SBP), and Special Milk Program (SMP). The rule goes into effect on **June 8, 2026**. If you have enabled expanded milk options for your centers (set **policy M.21** to **Y**), you and your centers, if you allow them to record receipts, will be able to record milk purchases for the following milk types for **transaction dates on or after 6/8/2026**: - Whole - Reduced-fat (2%) - Low-fat (1%) - Fat-Free (Skim) - Substitute If **M.21** is set to **N**, you will only see options for Whole, 1%/Skim, and Substitute milks.  ### Add Receipts: Itemized Entry When you use itemized entry to add expenses, you enter each item on the receipt in detail. Itemized entries include the item category, amount, quantity, total cost, and an optional description. 1. From the menu to the left, click **Center Management**. 2. Select **Receipt Verification**. 3. Click **Add Receipt**. The Add Receipts page opens. 4. Click the **Itemized Entry** tab. 5. Click the **Center** drop-down menu and select the center to which this receipt belongs. 6. Click the **Claim Month** drop-down menu and assign a claim month to this receipt. **This field is required**. 7. Complete the remainder of the **Expense Detai**l section. - The **Transaction Date**, **Vendor**, and **Receipt Total** boxes are required. - We recommend you also enter a **Payment Method** and a **Description** for reporting purposes. 8. Complete the **Receipt Details** section. 1. Click the **Select Category** drop-down menu and select the expense category. All expense categories *except* Unapproved count towards reimbursement for the food program. 2. Enter the item **quantity**. You can enter up to four (4) decimal places. This box defaults to 1. - If you selected a **Milk** category, you can use the **Gallons Converter**. 1. Click ![open-gallons-conv-3](https://knowledge.kidkare.com/hs-fs/hubfs/Knowledge%20Base%20Import/open-gallons-conv-3.png?width=20&height=40&name=open-gallons-conv-3.png) or type **+** (plus sign) in the quantity box. ![gallons-converter](https://knowledge.kidkare.com/hs-fs/hubfs/Knowledge%20Base%20Import/gallons-converter.png?width=655&height=632&name=gallons-converter.png) 2. Enter the number of pints, quarts, half-gallons, and/or ounces of milk you purchased. 3. Click **Save**. 3. Click the **$** box and enter the item's unit price. The system automatically multiplies the unit price by the quantity and provides a total. You cannot change the calculated total. 4. Click the **Description** box and enter a description for this line item. You can enter up to 255 characters. This box is optional. 5. Click ![add-expense-2](https://knowledge.kidkare.com/hs-fs/hubfs/Knowledge%20Base%20Import/add-expense-2.png?width=20&height=40&name=add-expense-2.png) to add another line. 9. Click **Save** in the top-right corner. You can also click **Save/Add Another** to save your entry and begin adding another one. You cannot save your entry if the receipt and running total do not match. The receipt and running total must also both be greater than zero. You must also complete all required fields before saving. --- ### Add Receipts: Quick Entry When you use Quick Entry to add expenses, you enter receipt items into category fields by dollar amount. The category fields calculate the total for the category by taking the sum of all numbers entered for the category. The running total is then compared to the receipt total. 1. From the menu to the left, click **Center Management**. 2. Select **Receipt Verification**. 3. Click **Add Receipt**. The Add Receipts page opens. 4. Click the **Center** drop-down menu and select the center to which this receipt belongs. 5. Click the **Claim Month** drop-down menu and assign a claim month to this receipt. **This field is required**. ![image-png-Jun-05-2026-09-40-56-8710-PM](https://knowledge.kidkare.com/hs-fs/hubfs/image-png-Jun-05-2026-09-40-56-8710-PM.png?width=670&height=226&name=image-png-Jun-05-2026-09-40-56-8710-PM.png) 6. Complete the remainder of the **Expense Detail** section. - The **Transaction Date**, **Vendor**, and **Receipt Total** boxes are required. - We recommend you also enter a **Payment Method** and a **Description** for reporting purposes 7. Enter your milk quantities in gallons. You can also use the **Gallons Converter**. 1. Click the **Gal** link next to the milk type, or type **+** (plus sign) in the milk quantity box. 2. Enter the number of pints, quarts, half-gallons, and/or ounces of milk you purchased. 3. Click **Save**. 1. Enter expenses in the **Expenses Items** section. 1. Click the box next to the category to record, and enter the dollar amount. All expense categories *except* Unapproved count towards reimbursement for the food program. 2. Press **Tab** to enter multiple, separate dollar amounts in each category. 3. Click **X** next to a dollar amount to remove it. 4. Type **/** (forward slash) in a box to populate it with the remaining difference. 2. Click **Save** in the top-right corner. You can also click **Save/Add Another** to save your entry and begin adding another one. You cannot save your entry if the receipt and running total do not match. The receipt and running total must also both be greater than zero. 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