(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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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


Cover Letter, School Nutrition Programs Food Service Management Company Request for Proposal and Contract; School Nutrition Programs Food Service Management Company Request for Proposal and Contract

September 01, 2015

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


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


Daily Record of Income—National School Lunch Program (NSLP) and School Breakfast Program (SBP) Form

April 29, 2013

Record information on program income daily and reviewed weekly and yearly


Daily Record/Accuclaim Form (and attendance calculator)

May 01, 2015

Purpose and Frequency: (1) Verify accuracy of meal claiming by eligibility category daily and use for monthly cumulative review (2) May provide helpful information for procurement forecasting


Daily Record/Accuclaim Form Community Eligibility Provision (CEP)(and attendance calculator)

May 01, 2015

Verify accuracy of meal claiming by eligibility category daily and use for monthly cumulative review


Daily Record/Accuclaim form Provision 2 (P2) (and attendance calculator)

June 01, 2015

Verify accuracy of meal claiming by eligibility category daily and use for monthly cumulative review


Direct Deposit Authorization (74-176)

September 01, 2015

Submit a request for a direct deposit of funds


Financial Report

September 01, 2015

Submit financial information between March 1 and May 1 of each year


Fluid Milk Substitute

May 01, 2017

Notify TDA when the CE plans to use a fluid milk substitute

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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