(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.

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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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Letter to Household Provision (P2), Non-Base Year and Letter to Household Provisions 2 (P2), Base Year

December 01, 2015

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


Letter to Household, Eligibility Based on Household Meal Application

July 14, 2017

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


Letter to Household, Predetermined Eligibility for Individual Student(s)

July 14, 2017

Provide a sample notification letter when the CE has predetermined that one or some of the students in household are eligible for free meals


Letter to Household, Predetermined Free Eligibility for Household

July 14, 2017

Provide a sample notification letter when the CE has predetermined that all students in household are eligible for free meals


Local Wellness Policy (LWP) Checklist

December 09, 2016

Assist CEs in developing a local wellness policy and a plan for implementation that is reviewed each year


Meal Accommodation Tracking Form

May 01, 2017

Assist CEs in maintaining documentation and tracking meal accommodations.


Media Release for Free and Reduced-Price Meals Provision 2 Schools Sample

October 19, 2015

Provide information to parents about free meals under Provision 2 prior to or during the first week of school and to encourage household participation


Media Release for Free and Reduced-Price Meals Sample

October 19, 2015

Provide information to parents about free and reduced-price meal benefits prior to or during the first week of school and to encourage household participation


Media Release for Free and Reduced-Price Meals Sample Form, Community Eligibility Provision (CEP) Sample

October 19, 2015

Provide information to parents about free meals under the Community Eligibility Provision prior to or during the first week of school and to encourage household participation


Media Release for Free Milk Sample Form, Special Milk Program (SMP)

November 18, 2015

Provide information to parents about free and reduced-price milk benefits prior to or during the first week of school and to encourage household participation
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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