2014-2015 Filing System and Record Retention Requirements

Provided by the LAUSD Food Services Division07.11.2014

Objectives

The purpose of this training is to provide you with the pertinent information required for setting up and maintaining your file system for 2014-2015 fiscal school year.As required by the Food Services Division to meet both Federal and State laws.This training will address the requirements on a:• Daily • Weekly• Monthly• And as needed basis

File System Set Up

• Each new school year, red rope folders must be set up for all pertinent cafeteria records

• All records must be filed daily in an orderly manner with the most current in front

• Use the guidelines posted on the FSD website to help you with the set up of your folders

• Use one file drawer or a storage retention box to file all required folders– Folders are available on the supply requisition– GO GREEN- REUSE

FOLDERS CONTENTS OF FOLDERS

1 PRODUCTION WORKSHEETSMONTHLY MENU

2 HACCP LOGS

3 A LA CARTE SALES & INVENTORY (ADULTS AND STUDENTS)

4 SALES CASH RECONCILIATION FORM (PG3)

5 VALIDATED DEPOSIT SLIPS

6 VENDOR INVOICES AND RECEIVING TICKETS

7 OTHER PROGRAMS

8 MISCELLANEOUS FOLDERS

9 TIME SHEETS, ADDITIONAL TIME, MILEAGE

10 CAFETERIA INVOICES

11 BENEFIT ISSUANCE DOCUMENTS

12 EMPLOYEES PERSONAL FILES

Other Programs “Folder #7”

One folder for each program: Offsite Programs, central H.S., CDS, Continuation H.S.•Supper/Snack Programs includes: Snack Agreement, Training Roster, Snack Monitoring, Snack Count Form, Snack Menu and Attendance Records•E.E.C. includes: Training Roster, H.A.C.C.P. Logs, Daily Meal Record, Snack Count Form , E.E.C. Site Monitoring Reports, October survey and any additional requested survey/forms

Miscellaneous Folder #8

Maintain the following in one folder each:•Equipment Invoices•Pest Control and Health Inspection Reports•Meetings conducted by Area Food Service Supervisors with Agendas and Handouts

Daily Workbook

The following must be maintained in your workbook:•Absence/Tardy/FMLA *one for each employee•Sales and Cash Reconciliation Form(pg3) current month only file others•Trouble Call Log/ Pest Control Glue Trap Inspection •Substitute Employee Call Log•Counting and Claiming Procedure•Receiving Tickets *file most current until delivery received and entered into CMS, then file folder #6

New Program Reminders

Breakfast in the Classroom:•Maintain line class rosters in “Benefit Issuance Document” folder #11•Record all teacher BIC meals served on the Faculty A la Carte Sales and Inventory Form and then File in folder #3 Faculty Sales

Record Retention Requirements

The School Food Authority is responsible for maintaining accurate required documentation to support their claims under the National Lunch Program.•Schools must maintain the following for a minimum of 3 years•Provision 2 schools must maintain for the entire Provision 2 plus an additional 3 years•One Exception *Payroll Records require a minimum of 5 yearsPlus the present year, including mileage and additional time

Continued Record Retention Requirements• Benefit Issuance Documents– Including any checklist used for meal service

• Production Worksheet• Menu• A La Carte Sales and Inventory Sales• Bank Deposit Slips• Cafeteria Invoices Refer to FSD website for THE most current information

Questions?

Thank you!

LAUSD Food Services Division Nourishing Children to Achieve Excellence