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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.

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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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Seamless Summer Option (SSO) Age/Grade Group Meal Pattern Portion Size Waiver

March 15, 2016

Request a waiver to serve the most common age/grade portions for SSO meal service -- Must receive approval before implementing this waiver


Severe Need Breakfast

May 13, 2016

Request severe need breakfast reimbursement.


Severe Need Lunch

May 13, 2016

Request severe need lunch reimbursement.


SNP Questionnaire, Compliance with Civil Rights Act of 1964

December 20, 2011

Report demographic information about program participants yearly (public schools and charter schools may use PEIMS for this purpose after the first year)


Special Milk Program Worksheet

August 28, 2017

Provide a sample of the documentation and information needed for the CE to submit a claim.


SSO/SFSP Noncongregate Feeding Data Submission Form

April 01, 2014

Must submit for months when an SSO or SFSP site approved to participate in the demonstration project served noncongregate meals


Student-Parent Involvement Activity Form

April 15, 2013

Document involvement of students and parents or guardians


TDA Contract Checklist, School District/Food Service Management Company, New Contract for Food Service Management

December 16, 2015

Submit a request for proposal (RFP) and contract from a food service management company for TDA approval


Texas Department of Agriculture (TDA) Food and Nutrition Division (FND) Commodity Agreement

January 02, 2017

Request participation in the USDA Foods program


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

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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