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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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Hazard Analysis Critical Control Point (HACCP) Checklist (FND-104) and Hazard Analysis Critical Control Point (HACCP) Plan

September 24, 2012

Create, review, and implement the CE’s HACCP plan and procedures and update as needed


Hiring Professional Standards Exemption Request for Contracting Entities (CE) With a Total Student Enrollment of 500 or Less

June 26, 2015

Request approval to hire a specific individual that does not meet the professional standards for CEs with a total enrollment of less than 500


Hiring Program Director Checklist

May 18, 2015

Assess if the candidate for program direct meets the hiring professional standards


Income Eligibility Guidelines for Determining Free and Reduced-Price Benefits

April 17, 2017

Provide the income brackets to determine eligibility for free and reduced-price meals for NSLP/SBP


Income Eligibility Guidelines for Determining Free Milk Benefits

April 17, 2017

Provide the income brackets to determine eligibility for free milk benefits


Income from Food Service Operations Form

April 28, 2013

Retain information on program income daily and reviewed monthly and yearly


Informal Small Purchase Log

January 15, 2016

Maintain a list of informal small purchase procurements and the method for determining the most advantageous bid


Letter to Household (CEP)

October 19, 2015

Provide information to parents about free meal benefits prior to or during the first week of school or as students enroll to encourage participation


Letter to Household (SMP)

November 18, 2015

Provide information to parents about milk meal benefits prior to or during the first week of school or as students enroll to encourage participation


Letter to Household Eligibility Based on Free Milk Application

June 28, 2017

Provide a sample notification letter when the CE has determined student/child eligibility based on information reported in an application

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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