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

Buy American Checklist for Non-Domestic Product Purchases

April 04, 2017

Use this form to help determine if a non-domestic purchase is allowable. The form also outlines documentation required when purchasing non-domestic products.

Capital Expenditure Request

September 01, 2015

Submit request for approval of a purchase that exceeds $5,000

CE Resource Checklist, Preparing for Certification for Performance-Based Reimbursement

July 22, 2013

Prepare documentation for submission for meal pattern certification

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

Certification Menu Worksheets

March 24, 2017

Apply for meal pattern certification of meal pattern compliance and to receive performance-based reimbursement

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Covered Contracts

February 06, 2017

Provide certification that the entity has met the requirements related to Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Covered Contracts

Community Eligibility Provision (CEP) Calculation Worksheet for Identified Student Percentage (ISP) and Claiming

March 14, 2016

Calculate the identified student percentage and claiming percentage for the community eligibility provision

Community Eligibility Provision (CEP) Federal Reimbursement Estimator Worksheet

July 11, 2014

Determine the financial feasibility of adopting CEP for counting and claiming

Competitive Food (Smart Snacks) Worksheet

September 23, 2016

Purpose: Determine if a food item meets the Competitive Food Nutrition Standards.

Continuing Education/Training Tracking Record

May 18, 2015

Maintain documentation about staff continuing education and training

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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:

U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410

This institution is an equal opportunity provider.

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