[Code of Federal Regulations]

[Title 7, Volume 4]

[Revised as of January 1, 2006]

From the U.S. Government Printing Office via GPO Access

[CITE: 7CFR235.7]



[Page 273-274]

 

                          TITLE 7--AGRICULTURE

 

    CHAPTER II--FOOD AND NUTRITION SERVICE, DEPARTMENT OF AGRICULTURE

 

PART 235_STATE ADMINISTRATIVE EXPENSE FUNDS--Table of Contents

 

Sec. 235.7  Records and reports.



    (a) Each State agency shall keep records on the expenditure of State 

administrative expense funds provided under this part and part 225 of 

this title. Such records shall conform with the applicable State plan 

for use of State administrative expense funds. The State agency shall 

make such records available, upon a reasonable request, to FNS, OIG, or 

the U.S. Comptroller General and shall maintain current accounting 

records of State administrative expense funds which shall adequately 

identify fund authorizations, obligations, unobligated balances, assets, 

liabilities, outlays and income. The records may be kept in their 

original form or on microfilm, and shall be retained for a period of 

three years after the date of the submission of the final Financial 

Status Report, subject to the exceptions noted below:

    (1) If audit findings have not been resolved, the records shall be 

retained beyond the three-year period as long as required for the 

resolution of the issues raised by the audit.

    (2) Records for nonexpendable property acquired with State 

Administrative Expense Funds shall be retained for three years after its 

final disposition.

    (b) Each State agency shall submit to FNS a quarterly Financial 

Status Report (SF-269) on the use of State administrative expense funds 

provided for each fiscal year under this part. Reports shall be 

postmarked and/or submitted to FNS no later than 30 days after the end 

of each quarter of the fiscal year and, in case of funds carried over 

under Sec. 235.6(a), each quarter of



[[Page 274]]



the following fiscal year until all such funds have been obligated and 

expended. Obligations shall be reported for the fiscal year in which 

they occur. Each State agency shall submit a final Financial Status 

Report for each fiscal year's State administrative expense funds. This 

report shall be postmarked and/or submitted to FNS no later than 30 days 

after the end of the fiscal year following the fiscal year for which the 

funds were initially made available. Based on guidance provided by FNS, 

each State agency shall also use the quarterly SF-269 to report on the 

use of State funds provided during the fiscal year. Each State agency 

shall also submit an annual report containing information on School Food 

Authorities under agreement with the State agency to participate in the 

National School Lunch or Commodity School programs.

    (c) State agencies operating those programs governed by parts 210, 

215, 220 and 226 and those State agencies which are distributing 

agencies eligible for SAE funds shall participate in surveys and studies 

of programs authorized under the National School Lunch Act, as amended, 

and the Child Nutrition Act of 1966, as amended, when such studies and 

surveys are authorized by the Secretary of Agriculture. The 

aforementioned State agencies shall encourage individual School Food 

Authorities, child and adult care institutions, and distributing 

agencies (as applicable) to participate in such studies and surveys. 

Distribution of State Administrative Expense funds to an individual 

State agency is contingent upon that State agency's cooperation in such 

studies and surveys.



(Sec. 14, Pub. L. 95-166, 91 Stat. 1338 (42 U.S.C. 1776); sec. 7, Pub. 

L. 95-627, 92 Stat. 3621 (42 U.S.C. 1776); 93 Stat. 837, Pub. L. 96-108 

(42 U.S.C. 1776); secs. 804, 816, 817 and 819, Pub. L. 97-35, 95 Stat. 

521-535 (42 U.S.C. 1753, 1756, 1759, 1771, 1773 and 1785); sec. 7(a), 

Pub. L. 95-627, 92 Stat. 3622, 42 U.S.C. 1751)



[41 FR 32405, Aug. 3, 1976, as amended at 43 FR 37173, Aug. 22, 1978; 44 

FR 48958, Aug. 21, 1979; 45 FR 8563, Feb. 8, 1980; Amdt. 9, 48 FR 195, 

Jan. 4, 1983; Amdt. 11, 48 FR 27892, June 17, 1983; Amdt. 12, 49 FR 

18989, May 4, 1984; Amdt. 14, 51 FR 27152, July 30, 1986; Amdt. 17, 55 

FR 1378, Jan. 16, 1990; 60 FR 15463, Mar. 24, 1995]