Utah Department of Administrative Services

Division of Archives & Records Service

School District Schedule 12 Food Services Records

 

 

ANNUAL SCHOOL LUNCH AND BREAKFAST STATISTICAL REPORT (Item 12-1)

This is the annual statistical report on the school lunch, special milk, and breakfast programs submitted to the State Child Nutrition Section. It is used to create the state annual report and to comply with federal requirements. Includes district number; period covered; number of institutions in lunch and breakfast programs; average number of days lunch served; variations in number of days schools served lunch; reduced price charged to students for lunch; total number of reimbursable student lunches claimed (free, reduced, paid); average number of days breakfasts served; variations in number of days schools served breakfast; reduced price charge to student for breakfast; total number of reimbursable student breakfasts claimed for regular and severe need (free, reduced, paid); title and the reporter's signature. The Schedule A form is submitted with the annual policy indicating each school's percent of free and reduced price lunch participation in the second preceding year. If the school served at least forty percent free and reduced meals then that school qualifies for severe need breakfast reimbursement. Qualifying schools are entitled to additional breakfast program disbursement federal funding. Summer programs qualify if the percentage of free and reduced lunches are at least fifty percent of lunches served. The State Child Nutrition's copy is retained for "3 years after final status report is filed with the U.S. Department of Agriculture" in accordance with 7 CFR 210.23 (1995).

Retention

Retain for 3 years and then destroy.

 

DEPARTMENT OF AGRICULTURE FOOD USAGE AND INVENTORY REPORT (Item 12-2)

This is a report submitted in June and December to the Child Nutrition Section, Utah State Office of Education. The report is used to verify usage of U.S. Department of Agriculture (USDA) food indicating what and how fast it is being used. This report includes program, report closing date, USDA food received, units on hand, transfers out of the School Food Authority (SFA), total available for use, amount used, adjustment, and new inventory. The state maintains their copy for 3 years after close of fiscal year to which records pertain and then destroy.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

FREE AND REDUCED MEALS ANNUAL POLICY AGREEMENT (Item 12-4)

This agreement policy is a legal contract between the state and local districts participating in the Child Nutrition Programs. After 1997 a permanent agreement would be initially made, followed by an annual extension document updating current signatures and information. It includes the prototype free and reduced price policy, changes, and current benefit application. Copies of the free and reduced price meal policies must also be maintained at each school. The state's copy is maintained for 3 years after formal status report is filed with U.S. Department of Agriculture in accordance with 7 CFR 210.23(c) (1995).

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

FREE AND REDUCED MEALS APPLICATIONS (Item 12-3)

These application forms are completed by families requesting free or reduced price meals. They list all household members, give a breakdown of monthly household income, and require the signature and social security number of the adult household members applying. A section is completed by the school/district which identifies the approved meal type (free/reduced) and is signed and dated by the approving official. These forms may either be maintained at the individual school or at the district level.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Private.

(Approved 06/97)

 

MEALS AND MILK COUNT REPORTS (Item 12-5)

These are reports submitted to the district by each elementary and secondary school on milk and meals served daily. They are used to compile a monthly report to the State Office of Education and to generate reimbursements for meals meeting regulating requirements. The report includes the date, school, total meals served, number of paid, reduced, free, paid, and adults served.

Retention

Retain for 3 years after close of fiscal year to which records pertain and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

MONTHLY REIMBURSEMENT CLAIM REPORT (Item 12-6)

This is a monthly claim report on the National School Lunch, Milk, and Breakfast programs submitted to the State Child Nutrition Section of the Utah State Office of Education. It is used to request reimbursements for free, reduced price, and paid lunches and breakfasts provided to all school children according to eligible status. The report includes program name, agreement number, beginning and ending dates of report; number of sites; attendance factor; statistics for children approved; potentially eligible; public school meals actually served and meals served to non-public school children for free, reduced, paid and totals; explanations of change from current and previous months for free, reduced, paid, and totals; statement certifying accuracy of report; authorizing signature; date; and report preparer's name. The State's copy is maintained for 3 years after final status report is filed with the U.S. Department of Agriculture in accordance with 7 CFR 210.23 (1995).

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

PACKING SHEETS (Item 12-7)

These are packing lists accompanying all food purchases. They are used to verify shipments and receipt of food purchases. The lists include date, ticket number, page and run numbers, district name, number of boxes delivered, requisition number, original quantity ordered, quantity shipped, still on order, unit (case, bag, can), unit cost, total cost, item number, item description, and totals.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

VERIFICATION REPORT (Item 12-8)

This is an annual report submitted to the Office of Education's Child Nutrition Programs to verify accuracy of income levels and number of children served with free and reduced meals. The report includes district name, date, total number of free/reduced price applications on file as of October 31, the percent sample of children selected (depending on the type of verification used), how selection was made (computer or random number table), total applications needed for verification purposes, total applications actually verified, total applications with no change in status, total applications changed category, total applications terminated because applicants failed to respond to survey, whether verification completed by December 15, and signature. The summary tracking verification form from each school includes application number, head of household selected for verification, whether free or reduced, number of children, indication of any change, date, any comments, totals, signature of verifying official, and dates report completed and submitted to State.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)