Letter of Eligibility—Direct Certification – N/A for Full CEP and residential only RCCIs SFAs must notify households that their children are Directly Certified to receive free meals without the submission of a household application. Records Must use current year prototype letter or have alternate approved by the SA each program year. Retention/Submission Per onsite record retention policy. Frequency Ongoing Due Date/s Upon certification Confidentiality and Disclosure SFAs are required to keep all information concerning student eligibility confidential and must maintain documentation that any disclosures to persons outside of the school meals program is in compliance with federal regulations. Records Disclosure agreements Disclosure policy Requests for information Signed confidentiality agreements for all persons provided information. Retention/Submission Per onsite record retention policy. Frequency Ongoing Due Date/s Ongoing
Records Munis (public schools) Financial statement records (non-public school sponsors) Retention/Submission Per onsite record retention policy. Frequency Daily Weekly cumulative Monthly cumulative Annually cumulative Due Date/s n/a Statement of Program Expenditures SFAs must track all expenditures specific to the Child Nutrition Program separately from all other expenditures within the district/organization. SFAs are expected to record information daily and review cumulative weekly, monthly, and yearly reports. Financial statements should conform to all generally acceptable accounting practices. Supporting documentation for each entry must be maintained to support that costs are allowable. Records Munis (public schools) Financial statement records (non-public schools) Retention/Submission Per onsite record retention policy. Frequency Weekly cumulative Monthly cumulative Annually cumulative Due Date/s n/a Balance Sheet (Statement of Net Position) SFAs should monitor the financial position of the Child Nutrition Program at the end of each accounting period by reviewing a balance sheet. The balance sheet should include information about the program’s assets, liabilities and fund balance.
Records (public schools) Financial statement records (non-public schools) Retention/Submission Per onsite record retention policy. Frequency Monthly Annually cumulative Due Date/s n/a Indirect Cost SFAs must maintain documentation of the approved indirect cost rate, the makeup of the indirect cost base and documentation of how the rate is applied when indirect cost is collected.
Menu Compliance Production Records SFAs must maintain production records to support the claiming of reimbursable Documentation must support that the meal pattern requirements were met for the total number of meals offered and served and align with standardized recipes. Records Required to utilize the SA production record or inTEAM production records. All others require SA approval annually through the renewal application process. Any other documentation recorded while producing meals and later transferred to the production record after service. Retention/Submission Per onsite record retention policy. Required submission to SCN for approval to use alternate to SA production record or inTEAM production records prior to use. Frequency Daily for each meal served. Due Date/s Standardized Recipes SFAs must develop and utilize standardized recipes for any menu item with 2 or more ingredients. Recipes must provide a list and amount of ingredients used, instructions that include principles and the corresponding yield information. Records Written recipe Retention/Submission Per onsite record retention policy Must be available to production staff Frequency Daily Due Date/s Daily
Sponsor approval and participation The permanent agreement and any applicable attachments must be maintained as well as any records pertaining to program participation approval. SFA’s must complete an online application in order to be approved to participate in the SMP. An online renewal application is completed on an annual basis in order to continue participation. The information in the online application will be saved and accessible to SFA’s after the end of the program year. Records Permanent Agreement Policy Statement and any applicable attachments Online application/renewal application Retention/Submission Per onsite record retention policy. Permanent agreement submitted to the SA. Policy Statement and online application/renewal application is submitted through CNIPS. Frequency Upon approval Annually Due Date/s Approval by December 31st or June 30th. Annual renewal by June 30th.