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Programs > National School Lunch Program > Compliance > Administrative Review
Administrative Review
About the Review
The Richard B. Russell National School Lunch Act, as amended by the Healthy Hunger-Free Kids Act of 2010, requires the Texas Department of Agriculture (TDA) to conduct an Administrative Review (AR) and Procurement Review (PR) of School Nutrition Programs (SNP) at least once every three years. As a federal requirement, the AR is designed to conduct specified parts of the review off-site and others on-site. TDA will evaluate compliance with the following program requirements in the Critical and General Areas of Review which include: Meal Access and Reimbursement, Meal Pattern & Nutritional Quality, Resource Management, General Program Compliance and the operation of any other applicable SNP federal programs.

SFA Staff involved in the operation of SNP will be heavily involved the review process (off-site and on-site) to respond to questions and provide documentation regarding the operation of SNP. The AR/PR begins approximately 10-12 weeks prior to TDA doing an on-site review of program operations with the off-site portion of the review. The review is risk based, gathering information and documentation samples during the off-site review and then conducting a more targeted review on-site. SFA Staff will be asked to utilize the Texas Unified Nutrition Programs System (TX-UNPS) when providing written responses to questions and uploading requested documentation.

 
WHEN IS MY REVIEW?
  • 2024-2025 SSO Reviews
  • 2025-2026 Administrative Review/Procurement Review

Important note: administrative, procurement
and financial review schedules are subject to change.

Avoiding the Pitfalls - SNP Common Findings

Minimize
The Texas Department of Agriculture (TDA) provides the following information regarding the most common administrative review findings in the School Nutrition Programs to assist a school funded authority (SFA) in identifying potential problems. Avoiding these pitfalls will help SFAs stay in compliance with program requirements and receive full reimbursement for eligible expenses. Most of all, preventing these common findings will help you and TDA achieve the goal of making sure that healthy meals and snacks are provided for children. Click the button below to view the SNP AR Lessons Learned.
SNP Administrative Reviews Lessons Learned

Preventing Common Administrative Review Findings
  • Set up and use a financial management system.
  • Develop a system to keep all the required documents and forms organized and protected from weather incidents (examples include floods and fire) and theft. Schedule time to maintain the paperwork.

Technical Assistance
Please contact your local Education Service Center representative(s) for technical assistance. Click on this link for their contact information.

Use the + button to expand each section.




TDA and USDA Guidance  Maximize 

TDA provides additional information on the AR/PR process in the Administrator's Reference Manual, Section 31, Administrative and Other Compliance Reviews, which is available at in the Policy and ARM page under the National School Lunch Program.

The United States Department of Agriculture (USDA) publishes its AR Guidance Manual, AR categories and questions, and fiscal action worksheets which are available on the USDA website.

 


Forms and Information  Maximize 

Administrative and Procurement Review Areas: An outline of the different areas of the School Nutrition Programs reviewed during an Administrative Review and Procurement Review.

Administrative and Procurement Review Guide: This manual will be utilized for information sharing between TDA and School Funded Authorities (SFAs) having an Administrative Review (AR)/ Procurement Review (PR) during School Year (SY) 2024-2025. This includes due dates for the SFA during the AR/PR, required dietary and financial information, and additional instructions for the SFA.

Dietary Specifications Form: SFAs will complete the Dietary Specifications Form during the off-site review. The ARS will evaluate the responses to see if the SFA is in compliance with meeting the minimum requirements for calories, saturated fat, trans fat and sodium.


Resource Management Summary: SFAs will complete the Resource Management Summary during the Off-site review.  AR Specialists will evaluate responses to determine risk factor levels. Risk factors include the size of the SFA, previous audit and review results, the Non-Profit School Food Service Account, Paid Lunch Equity, Non-program Foods, and Indirect Costs.

Resource Management Comprehensive Reviews: 

  • Resource Management Comprehensive Review Revenue from Nonprogram Foods
  • Resource Management Comprehensive Review Indirect Cost
  • Resource Management Comprehensive Review Nonprofit School Food Service
  • Resource Management Comprehensive Review Paid Lunch Equity

TX-UNPS Administrative Review User Guide: A detailed step-by-step user guide to help SFAs navigate the Compliance Module in TX-UNPS while completing the Off-site portion of the Administrative Review.
 

Attachment B  Maximize 
School food authorities (SFAs) must update their Attachment B, Policy Statement for Free and Reduced-Price Meals to reflect the SFA's current operational practices for the current school year if the CE will change practices from what is indicated in the SFA’s current Attachment B. Information on grab and go, home delivery, meals in the classroom, multiple meals served to students, and non-traditional meal service methods must be reported in Question 10.

The Attachment B, Policy Statement for Free and Reduced-Price Meals is located in TX-UNPS | Application Screen | Attachment B.

Attachment B Uploads

Starting School Year (SY) 2020-2021 and each SY forward, each SFA must provide its certification and benefit issuance templates to TDA. To streamline the submission, TDA has developed a tool for collecting these documents that is located in TX-UNPS | Application Screen | Attachment B: Upload Attachments.

Directions for document submission are located in TX-UNPS | Application Screen | Download Forms | SNP Form 134, Directions for Uploading Certification and Benefit Issuance Documentation in TX-UNPS. SFAs may also contact their ESC for technical assistance on this process. This tool will open on July 1 and will close on October 31 annually.


Administrative Review Tutorials  Maximize 
  • Corrective Action Documents — Video provides school food authorities with an overview of the Administrative Review features in TX-UNPS and focuses specifically on Corrective Action Documents.
  • Review Attachments — Video provides school food authorities with an overview of the Administrative Review features in TX-UNPS and focuses specifically on Review Attachments.
  • Review Forms — Video provides school food authorities with an overview of the Administrative Review features in TX-UNPS and focuses specifically on Review Forms.
  • Viewable Only Modules — Video provides school food authorities with an overview of the Administrative Review features in TX-UNPS and focuses specifically on Viewable Only Modules that include: Commendations, Technical Assistance and Notes to school food authorities.

Assistance available in English and Spanish. Please call 877-TEX-MEAL (877-839-6325) for help. Additional translations services available as well.

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/ad-3027.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

1. Mail:
U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, D.C. 20250-9410; or
2. Fax: (833) 256-1665 or (202) 690-7442; or
3. Email: program.intake@usda.gov.
This institution is an equal opportunity provider.
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