(877)TEX-MEAL
Records List
Contracting Entities (CEs) must retain all forms and related documentation that demonstrate program compliance. The Texas Department of Agriculture (TDA) provides a summary of records retention specific to TDA and USDA developed forms, templates, or records. Please note, if a CE uses other forms, templates, or records that are not on this list, the CE must also retain those records as described in the Administrator's Reference Manual.

Tips for Finding the Right Records Information

In order to find record information, you can filter the list by purpose (apply or renew application, claim accuracy, registration, etc.) or topic (financial, meal pricing, program operation, etc.). You can also search by keyword or title to find resources to fit your needs.

Record Name and Description

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Articles for category Program Operation
Application/Application Renewal and Support Documentation—Afterschool Care Program (ASCP)

March 23, 2017

Apply or renew an application to operate ASCP before July 1


Application/Application Renewal and Support Documentation—Community Eligibility Provision (CEP)

September 01, 2015

Apply or renew an application to operate CEP before July 1


Application/Application Renewal and Support Documentation—National School Lunch Program (NSLP), School Breakfast Program (SBP)

September 01, 2015

Apply or renew an application to operate NSLP or SBP before July 1


Application/Application Renewal and Support Documentation—Seamless Summer Operation (SSO)

September 01, 2015

Apply or renew an application to operate SSO before May 31


Audit

September 01, 2015

Provide documentation of yearly financial audit


Certificate of Authority (COA) for External Users, (FND-101)

March 28, 2017

Submit the name(s) of the CE’s authorized representative/s (ARs) with initial program application and submit updated request when staff changes are made


Community Eligibility Provision (CEP) Federal Reimbursement Estimator Worksheet

July 11, 2014

Determine the financial feasibility of adopting CEP for counting and claiming


Continuing Education/Training Tracking Record

May 18, 2015

Maintain documentation about staff continuing education and training


Cooler or Freezer Temperature Recording Form

April 05, 2013

Maintain documentation of temperatures for cooling and freezing units daily with cumulative monthly and yearly reporting


Daily Food Production Records for Central Kitchen, Receiving Kitchen, and Onsite Production

August 24, 2015

Record detailed information on menued food items specific to the meal pattern requirements

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In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, 
color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.  
 
Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits.  Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339.  Additionally, program information may be made available in languages other than English.
 
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:  
mail: 
U.S. Department of Agriculture 
Office of the Assistant Secretary for Civil Rights 
1400 Independence Avenue, SW 
Washington, D.C. 20250-9410; 
(2) fax: (202) 690-7442; or 
(3) email: program.intake@usda.gov.
 
This institution is an equal opportunity provider.

© 2017 Texas Department of Agriculture