Food Service Records
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
FOOD SERVICE
SERIES NO. |
SERIES TITLE AND DESCRIPTION |
COPY |
LOCATION |
CONF. |
TOTAL RETENTION |
RETENTION INSTRUCTIONS |
|
GSFS-001 |
INVENTORIES A. Food Documents all foods and supplies (except equipment) purchased/received by schools. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
B. Equipment Includes warranties and guarantees of cafeteria equipment. |
Info and Record Copy |
District Food Service Supervisor |
LIFE OF EQUIPMENT |
Retain at agency for life of equipment; destroy. Revised 2006 | ||
GSFS-002 |
MENUS List of food served for each school day. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-003 |
DAILY PRODUCTION BOOK/RECORD Documents quantities of food prepared, offered, portion sizes used, saved or discarded for each day. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-004 |
DAILY RECORD BOOK/LEDGER The number of meals served by category. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-005 |
PREPAID MEAL RECORD Meal ticket information of payments made in advance. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 |
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
FOOD SERVICE
SERIES NO. |
SERIES TITLE AND DESCRIPTION |
COPY |
LOCATION |
CONF. |
TOTAL RETENTION |
RETENTION INSTRUCTIONS |
|
GSFS-006 |
FREE/REDUCED PRICE MEAL RECORDS Requests for meal services at free/reduced prices. Contains the following: Applications, Status Authorization Civil Rights Compliance Form, and verification records. |
Info and Record Copy |
District Food Service Supervisor |
CONF |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 |
GSFS-007 |
FREE/REDUCED ROSTER List of participating students. |
Info and Record Copy |
District Food Service Supervisor |
CONF |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 |
GSFS-008 |
DAILY RECEIPT REPORTS Documents the receipts for each day. |
Info and Record Copy |
District Food Service Supervisor |
|
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A. Cash Register/ Journal Tape Day End Reports/Cash and Checks |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | ||||
B. Cash Register Tape Sales Summary Report (Z) |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | ||||
GSFS-009 |
FEDERAL CLAIM FOR REIMBURSEMENT Documents the total number of free, reduced, paid breakfasts, lunches, and snacks, served during the month that are being claimed for reimbursement of federal funds. |
Info Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
Record Copy |
Department of Education |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 |
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
FOOD SERVICE
SERIES NO. |
SERIES TITLE AND DESCRIPTION |
COPY |
LOCATION |
CONF. |
TOTAL RETENTION |
RETENTION INSTRUCTIONS |
|
GSFS-010 |
COORDINATED REVIEW EFFORT (CRE) Verifies daily meals claimed by comparing attendance, enrollment and participation factors. Includes the following: audit report, edit checks. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-011 |
RECEIPTS / RECEIPT BOOKS Documents monies received by agency from clients, customers, etc., for fees or services rendered. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-012 |
PURCHASE ORDER (PO) REGULAR Authorizes the delivery of specified merchandise or the rendering of a certain service showing the amount of funds authorized for the same. |
Info and Record Copy |
District Food Service Supervision |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-013 |
PAYMENT VOUCHER (PV) REGULAR DIRECT CLAIM A request for payment to a vendor for goods or services in accordance with a properly executed purchase order or contractual agreement. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-014 |
INTERGOVERNMENTAL VOUCHER (IV) Interdepartmental billing form used by a state agency to bill another state agency for goods and/or services rendered. The reimbursement is treated as a disbursement in the billed department and is an “expenditure reduction” in the billing department. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 |
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
FOOD SERVICE
SERIES NO. |
SERIES TITLE AND DESCRIPTION |
COPY |
LOCATION |
CONF. |
TOTAL RETENTION |
RETENTION INSTRUCTIONS |
|
GSFS-015 |
PERSONAL EXPENSE REIMBURSEMENT (PV) (PE) Payment voucher used to reimburse state employees for travel expenses including room and board, while on official state business or at a convention or conference. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-016 |
BANK STATEMENTS, CANCELLED CHECKS, CHECK STUBS Statement and cancelled checks reflecting financial status with a bank. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-017 |
DEPOSIT SLIPS Bank receipts verifying the amount deposited into bank account. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-018 |
REPORT OF CASH RECEIPT (CR) Document recording revenue received by an agency. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-019 |
CONTRACTS, AGREEMENTS, AND LEASES Formal contacts between state agencies and qualified vendors for the furnishing of goods and services utilized by the district. May include copies of specifications, advertised bid proposals, and other correspondence. NOTE: Does not include construction Contracts (GSF-035) or Professional Services Contracts (GSFS-034). |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 |
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
FOOD SERVICE
SERIES NO. |
SERIES TITLE AND DESCRIPTION |
COPY |
LOCATION |
CONF. |
TOTAL RETENTION |
RETENTION INSTRUCTIONS |
|
GSFS-020 |
BIDS, QUOTES, BID SPECIFICATIONS Formal documentation of advertised bidding, telephone quotes and specifications for items out on bid. NOTE: Does not include construction contracts. (See GSF-038, Construction Documents, for retention instructions. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-021 |
VENDOR FILE Record of expenditures by company. May include invoices and statements. |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
GSFS-022 |
FINANCIAL STATEMENTS Financial status as reported to local school board. |
Info and Record Copy |
District Food Service Supervisor |
REPLACE AS UPDATED |
Replace as updated. Revised 2006 | |
GSFS-023 |
SALARY ENTITLEMENT FORM (OCT. REPORT) Justification from 0116 monies. |
Info Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
Record Copy |
Department of Education |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |||
GSFS-024 |
BI-ANNUAL FINANCIAL REPORT Statement of income and expense for six months. |
Info Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
Record Copy |
Department of Education |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 |
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
FOOD SERVICE
SERIES NO. |
SERIES TITLE AND DESCRIPTION |
COPY |
LOCATION |
CONF. |
TOTAL RETENTION |
RETENTION INSTRUCTIONS |
|
GSFS-025 |
COMMODITY RECORDS Records related to distribution and usage of USDA donated foods. Includes the following: A. Commodity Agreement with OMB/Contracting B. Allocation Form (food offered, accepted or rejected). C. Deleted (Jan. 2002) D. Deleted (Jan. 2002) E. Food Preference Reports. F. Commodity Delivery Invoices/Delivery Tickets (signed) G. G. Processing and Storage Invoices I. H. USDA Commodity Rebate Forms J. Transfer Records (food transferred to another school) (retain for own records.) K. Deleted (Jan. 2002) |
Info and Record Copy |
District Food Service Supervisor |
FOUR YEARS |
Retain current yr plus 3 previous yrs; destroy. Revised 2006 | |
COMPUTERIZED MEAL COUNTING SYSTEM |
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|
CMCS-001 |
DAY END CASH REPORT
This form is completed daily by each cashier. Cashier completes form when counting money. Amounts of actual money are recorded by bills and coins per register and submitted to the manager to declare money in the computer. |
Info and Record Copy |
District Food Service Supervisor |
SUCCESSFUL AUDIT |
Retain at agency; successful audit; destroy. Revised 2006 |
SCHOOL DISTRICT GENERAL RECORDS RETENTION SCHEDULE
FOOD SERVICE
SERIES NO. |
SERIES TITLE AND DESCRIPTION |
COPY |
LOCATION |
CONF. |
TOTAL RETENTION |
RETENTION INSTRUCTIONS |
|
CMCS-002 |
DAILY STATUS REPORT Generated by each school from database and sent to District Office for reporting. Contains number of students fed, deposit figures and sales figures. Generated daily/weekly/monthly. |
Info and Record Copy |
District Food Service Supervisor |
SUCCESSFUL AUDIT |
Retain at agency; successful audit; destroy. Revised 2006 | |
CMCS-003 |
DATABASE BALANCE REPORTS Generated by School Food Service Manager to be sent to the Administrative Office to record breakfast, lunch, and snacks eaten. Can be used as a reference document at the Point of Sale (POS). Contains children’s names, eligibility code, and balance in account. |
Info and Record Copy |
District Food Service Supervisor |
SUCCESSFUL AUDIT |
Retain at agency; successful audit; destroy. Revised 2006 |
