The steps below outline the process for new applicants. Review times for applications depend on how frequently and accurately the organization provides the requested information to TDA.
New applicants must demonstrate that they meet the following performance standards for viability, capability, and accountability, also known as VCA.
- Financial Viability (V) The organization has the financial resources to meet all Program requirements.
- Administrative Capability (C) The organization has the staffing and expertise to meet all Program requirements
- Program Accountability (A) The organization has internal controls in place to ensure the proper expenditure of Program funds for operations and administration.
Below, Step 2 assesses the Financial Viability of the organization. Step 3 assesses the Capability and Accountability of the organization.
Step 1: Eligibility
1. Complete the Intake Form located on www.Squaremeals.org.
2. TDA conducts the eligibility check on the organization and the contact individual within five (5) business days (excluding TDA and federal holidays.)
The organization eligibility check comprises:
- Verification of standing with the Secretary of State (SOS) *if an organization is required to be registered with the SOS.
- Verification of standing with the State Comptroller’s Office
- Verification of standing with IRS *if an organization is a nonprofit organization with a 501c3 tax-exempt status.
The contact individual eligibility check comprises:
- Conduct a background check to verify that the individual has not been convicted of financial integrity crimes within the past seven years.
Additionally, TDA will ensure that both the organization and the contact individual are not listed on the National Disqualification List, Texas Excluded List, and do not have any ongoing adverse actions with TDA.
Step 2: Viability
Upon a successful Eligibility check, if applicable, the organization is reviewed to ensure that it is financially viable to operate the program. The organization is sent a link to upload the proof of the organization’s financial documentation.
During this step, the organization must also take the training provided by TDA and upload documentation demonstrating completion.
Once submitted, the financial documentation must be approved or denied within 90 days. Information submitted to TDA will be reviewed immediately upon submission. If the organization provides an acceptable financial viability review within 90 days, it will advance to Step 3. If the organization does not submit an acceptable financial viability review, the application will be denied. The organization may choose to appeal the denial or restart the review process by submitting a new Intake Form.
Only funds from sources outside the TDA's food program will be considered to determine if the organization has adequate financial resources.
Organizations MUST provide at least ONE YEAR of bank statements showing business transactions.
- Financial documentation submitted to TDA from organizations that have received TDA food program funds must ensure it reflects only non-TDA income and expenses.
- The organization must document it has adequate financial resources to operate the TDA food program daily, has adequate sources of funds to continue to pay employees and suppliers during possible periods of temporary interruptions in TDA payments, and/or can pay debts when fiscal claims have been assessed against it.
Once TDA determines the organization appears to be financially viable, the organization will be provided with a form to request access to the online application system. Upon receipt of the completed form, TDA will process it, and the applicant will receive login credentials to access the online application system.
Step 3: Capability and Accountability
The organization is encouraged to seek the support of its local Education Service Center for assistance in completing the application.
Upon initial submittal of the online application, the application must be approved or denied within 90 days. If the organization has not yet provided an acceptable application, TDA will notify the organization on day 85 to advise of the impending deadline. Information submitted to TDA will be reviewed immediately upon submission. Each time the application is submitted, TDA will complete its review within seven TDA business days. If the organization provides an acceptable application within 90 days, it will advance to Step 4 if a Visit Prior to Approval (VPA) review is required prior to final approval. If a VPA is not required, the application will be processed for final approval upon the determination the application is complete and accurate during Step 3. If the organization does not submit an acceptable application, it will be denied. The organization may choose to appeal the denial or restart the review process by submitting a new Intake Form.
The application review is conducted in three phases:
- First, the application will be reviewed for completeness, including submission of required supporting documentation. The application will be returned for correction if any items are missing.
- Next, the application is reviewed for accuracy. When the application is verified as both complete and accurate, documentation for Step 4 will be requested, if applicable . If the review of the application is still ongoing after 90 calendar days, the application will be denied. The organization can choose to appeal the denial or restart the review process by submitting a new Intake Form. Upon receipt of the VPA documentation, the review continues to Step 4.
Step 4: Visit Prior to Approval (VPA)
For organizations required to have a VPA, TDA will perform an on-site review to validate compliance with all VCA documentation reviewed during the application phase. Once reaching Step 4, the final determination for the organization’s application will be made within 30 days. Upon successful completion of the VPA review within 30 calendar days, the organization will be given final approval to participate in the TDA food program. If the organization does not successfully complete the VPA review, the organization will be denied. The organization may choose to appeal the denial or restart the process by submitting a new Intake Form.