(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

Minimize
Articles for category Verification
Verification Individual Household Report Form

August 24, 2016

Provide an accurate record of verification process household contacts and responses -- Must be completed by November 15 unless conducting verification for cause


Verification Information Request: SNAP/TANF Multiple Applicant Form

August 24, 2016

Request proof of eligibility for the verification process -- Must be completed by November 15 unless conducting verification for cause


Verification Information Request: Statement of Earnings Form

August 24, 2016

Request proof of eligibility for the verification process -- Must be completed by November 15 unless conducting verification for cause


Verification Information Request: Statement of Social Security Income Form

August 24, 2016

Request proof of eligibility for the verification process -- Must be completed by November 15 unless conducting verification for cause


Verification Notification Continuation of Benefits Letter

August 29, 2017

Inform parents or guardians about verification results when benefits are continued -- Must be completed within 10 days of verification but not later than November 15 unless conducting verification for cause


Verification Notification Results/ Adverse Action Letter—Income and Verification Results Letter (Spanish)

August 29, 2017

Inform parents or guardians about verification results when benefits are discontinued or reduced as established -- Must be completed within 10 days of verification but not later than November 15 unless conducting verification for cause


Verification Notification Results/ Adverse Action Letter—SNAP/TANF and Verification Results Letter (Spanish)

August 29, 2017

Inform parents or guardians about verification results when benefits are discontinued or reduced -- Must be completed within 10 days of verification but not later than November 15 unless conducting verification for cause


Verification Notification Selection of Household Letter and Verification Information for Free and Reduced-Price Meals Sheet

August 29, 2017

Inform parents or guardians of household’s selection for the verification process


Verification Report

August 25, 2016

Submit results of verification process by February 1


Verification Summary Form

August 24, 2016

Assist CEs in maintaining accurate records of contacts and responses

Search by Keyword

Minimize
 Search

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