Section Adm 612.12 - Records(a) In accordance with 7 CFR, Chapter II, Section 250.16(a), each entity receiving donated foods from the surplus distribution section shall maintain accurate and complete records of the following:(1) The amounts and values of commodities refused by school food authorities; and(2) The data and method used to determine the number of needy persons served, including records which show the portion of the operating costs which were Amended by tax funds, tax-exempt contributions, or other welfare funds.(b) In accordance with 7 CFR, Chapter II, Section 250.16 (b), each entity receiving donated foods from the surplus distribution section shall retain the records described in (a) above for a minimum of 3 years.(c) Each entity receiving donated foods from the surplus distribution section shall: (1) Maintain on file a copy of any contract entered into with a food service management company and retain the same for a minimum of 3 years;(2) Post at its facility a copy of the department of agriculture's "...AND JUSTICE FOR ALL" poster;(3) Maintain on file, and retain for a minimum of 3 years, all records of temperature control checks, receipts for rodent control, and reports of loss of government foods as are required by federal or state statute or regulation or by the entity's agreements with the surplus distribution section; and(4) Maintain, and retain for a minimum of 3 years, copies of fully executed surplus distribution agreement forms, fully executed copies of supporting documents submitted with surplus distribution agreement forms, and all information pertaining to United States Department of Agriculture foods on file for 3 years after the close of the federal fiscal year for which they pertain.N.H. Admin. Code § Adm 612.12
#8310, eff 5-11-05; ss by #10364, eff 7-1-13
Amended by Number 37, Filed September 14, 2023, Proposed by #13708, Effective 7/29/2023, Expires 7/29/2033 (see Revision Note at chapter heading for Adm 600).