2014-2015 filing system and record retention requirements provided by the lausd food services...
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2014-2015 Filing System and Record Retention Requirements
Provided by the LAUSD Food Services Division07.11.2014
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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
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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
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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
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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
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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
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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
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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
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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
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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
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Questions?
Thank you!
LAUSD Food Services Division Nourishing Children to Achieve Excellence