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

Onsite Monitoring Form | Seamless Summer Option (SSO)

October 26, 2016

Monitor or self-assess CE compliance with program regulations and promote effective program management at least once during summer operation

Paid Lunch Equity Exemption Form

April 04, 2017

Request an exemption from the paid lunch equity (PLE) requirement

Paid Lunch Equity Exemption, Suggested Improvement Strategies

April 04, 2017

Provide additional information to CEs completing a Paid Lunch Equity Exemption

Paid Lunch Equity Tool (PLE Calculator)

March 30, 2017

Determine if the price of student meals meets the paid lunch equity (PLE) requirements and if an increase in pricing is required

Payee Change Request (74-157)

September 01, 2013

Update CE payment information or report errors in CE payment information -- Must submit an updated form if payee information changes

Physical Inventory of Purchased Food Form

April 05, 2013

Document food inventory

Plan for Reducing Excessive Operating Fund Balance

April 26, 2016

Submit plan for reducing an excessive operating food service fund balance (net cash resources).

Policy Statement for Free and Reduced-Price Meals, Attachment B: Meal Count/ Collection Procedures (Attachment B)

July 31, 2014

Submit detailed information on the CE’s counting and claiming process, point of service process, and charge policy -- Must be updated and approved before changes in process are implemented

Policy Statement for Free Milk, Attachment B: Milk Count/ Collection Procedures (Attachment B)

February 10, 2011

Submit detailed information on the CE’s counting and claiming process, point of service process, and charge policy -- Must be updated and approved before changes in process are implemented

Pre-Award Civil Rights Compliance Review Form

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)

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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.

© 2018 Texas Department of Agriculture