4500 Record Retention

USDA requires that ALL records related to the administration and implementation of TEFAP must be retained for a period of three years from the close of the Federal fiscal year to which they apply. Federal fiscal years extend from October 1st of one calendar year through September 30th of the following calendar year.

Records to be kept include, but are not limited, to, the following:

1. Participation Agreements and other information regarding TEFAP organizations. Organizations that no longer participate must also retain all TEFAP related documents as established in this section for a period of three years following the close of the federal fiscal year in which participation ended.
   
   
2. Commodity receipt and inventory records.
   
   
3. Eligibility determination information (Declaratory Statements and any other application/determination forms and information).
   
   
4. Distribution records (Declaratory Statement forms and any other distribution records used).
   
   
5. Reimbursement/funding records (All documentation related to the request and/or receipt of money through TEFAP).
   
   
6. Claim/repayment records (Documentation and records regarding claim establishment and collection/repayment activities).
   
   
7. Correspondence (Any and all letters, reports or other written information regarding TEFAP).