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COLORADO STATE ARCHIVES  -  SCHOOL DISTRICT RECORDS
SCHEDULE 11 
FOOD SERVICE RECORDS

General Description:  Records generally relating to providing food services within the school district. The specified retention period applies to the information contained within the record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.).
Duplicate Copies:  Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy.

  1. FOOD INVENTORIES that document all foods purchased, received and distributed by the schools.
Retention:         Until audited + 1 year

 

  1. FOOD EQUIPMENT INVENTORIES  that record major pieces of equipment and include warranties and guarantees of cafeteria and kitchen equipment.

Retention:        Life of the equipment + 1 year

 

  1. MENUS  which list the planned food to be served for each school day.
Retention:  3 years after the end of the federal fiscal year to which they pertain

                                   

  1. DAILY FOOD PRODUCTION RECORD documenting the quantities of food used each day.
Retention:  3 years after the end of the federal fiscal year to which they pertain

 

  1. MEALS SERVED that identifies the daily number of meals served in each school.
Retention:  3 years after the end of the federal fiscal year to which they pertain

            

  1. PREPAID MEAL RECORD that records meal ticket information of payments made in advance.

Retention: 

 3 years after the end of the federal fiscal year to which they pertain

 

  1. FREE/REDUCED MEAL ROSTER  that lists the names of the participating students.

Retention: 

 3 years after the end of the federal fiscal year to which they pertain

                       

  1. FREE/REDUCED PRICE MEAL RECORDS  which which include application for free or reduced prices and compliance and verification records.  May include additional criteria that a district uses in making a decision to approve an application.
Retention:  3 years after the end of the federal fiscal year to which they pertain

                                   

  1. DAILY RECEIPT REPORTS that document the food/meal sales receipts for each day.  May include cash register tape sales, cash sales, and a summary report..

Retention:            Until audited + 1 year

 

  1. FEDERAL CLAIM FOR REIMBURSEMENT  that documents the total number of free, reduced, paid breakfasts and lunches served during the month that are being claimed for reimbursement of federal funds.
Retention:  3 years after the end of the federal fiscal year to which they pertain

                                   

  1. RECEIPTS/RECEIPT BOOKS that documents monies received by Food Services for meals and services rendered.
Retention:  3 years after the end of the federal fiscal year to which they pertain

 

  1. FOOD PURCHASE ORDERS (includes food commodities) that authorize the delivery of a specified food product, merchandise showing the amount of funds authorized for the same.
Retention:  3 years after the end of the federal fiscal year to which they pertain

            

  1. PAYMENT VOUCHERS FOR FOOD SERVICE CLAIMS  that identify a request for payment to a vendor for food goods or services in accordance with approved purchase orders.

Retention: 

 3 years after the end of the federal fiscal year to which they pertain

                       

  1. FOOD SERVICES ANNUAL REPORT  which documents in summary fashion the activities of this service area for the past year.

Retention:            5 years + current

 

  1. COMMODITY RECORDS  related to the distribution and usage of USDA donated foods that may include the following:
  1. Commodity Agreement with the school district
  2. Allocation Form of food offered, accepted or rejected.
  3. Current/Daily Commodity Inventory
  4. Semi-Annual Commodity Inventory
  5. Food Preference Reports
  6. Commodity Delivery Invoices/Delivery Tickets ()Signed)
  7. Processing and Storage Invoices
  8. USDA Commodity Rebate Forms
  9. Food Transfer Record (food transferred to another shool)
  10. Food Loss/Destroyed Inventory
Retention:  3 years after the end of the federal fiscal year to which they pertain

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