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

Adult Meal Calculator Worksheet

August 11, 2016

Purpose: Calculate the price of adult meals correctly

Application for Texas Identification Number, (AP-152)

March 17, 2017

Purpose: Register with the state of Texas to receive reimbursement

Application/Application Renewal and Support Documentation—Afterschool Care Program (ASCP)

March 23, 2017

Apply or renew an application to operate ASCP before July 1

Application/Application Renewal and Support Documentation—Community Eligibility Provision (CEP)

September 01, 2015

Apply or renew an application to operate CEP before July 1

Application/Application Renewal and Support Documentation—National School Lunch Program (NSLP), School Breakfast Program (SBP)

September 01, 2015

Apply or renew an application to operate NSLP or SBP before July 1

Application/Application Renewal and Support Documentation—Seamless Summer Operation (SSO)

September 01, 2015

Apply or renew an application to operate SSO before May 31

Approved Purchase List

January 11, 2016

Assist the CE in maintaining a list of approved and procured suppliers for specified products and/or services

Attestation of Compliance with the New Meal Pattern Requirements Form

September 01, 2015

Attest that CE will meet the meal pattern requirements


September 01, 2015

Provide documentation of yearly financial audit

Budget Tool

April 26, 2016

Use this form to calculate income and expenditures by program and for all programs. It may also be helpful in calculating the proportion for nonprogram and program income and costs.
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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.

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