SNP Record Keeping

What needs to be kept & for how long

CFR § 210.23 (c):

(c) Retention of records. State agencies and school food authorities may retain necessary records in their original form or on microfilm. State agency records shall be retained for a period of 3 years after the date of submission of the final Financial Status Report for the fiscal year. School food authority records shall be retained for a period of 3 years after submission of the final Claim for Reimbursement for the fiscal year. In either case, if audit findings have not been resolved, the records shall be retained beyond the 3-year period as long as required for the resolution of the issues raised by the audit.

Any information used to record meals or determine a student’s eligibility must be retained per this policy. All free and reduced price applications, including applications from households, denied benefits, inactive applications, and direct certification records, must be kept on file for a minimum of three (3) years after the final claim is submitted for the fiscal year to which they pertain. Files must be kept longer if they are required by an audit until resolution of the issues raised by the audit. If files are electronic, they must be retained in either a printed format or as a recoverable backup from the computer.

Records for real property and equipment acquired with Federal funds must be retained for 3 years after final disposition.

Community Eligibility Provision (CEP) Records

Since the duration of CEP election is for a maximum 4-year cycle, CEP participating districts/schools must retain all records supporting the original identified student percentage (ISP) determination, including direct certification documentation and student enrollment.