[Code of Federal Regulations]
[Title 7, Volume 4]
[Revised as of January 1, 2007]
From the U.S. Government Printing Office via GPO Access
[CITE: 7CFR249.23]

[Page 474-475]
 
                          TITLE 7--AGRICULTURE
 
    CHAPTER II--FOOD AND NUTRITION SERVICE, DEPARTMENT OF AGRICULTURE
 
PART 249_SENIOR FARMERS' MARKET NUTRITION PROGRAM (SFMNP)--Table of Contents
 
                   Subpart G_Miscellaneous Provisions
 
Sec.  249.23  Records and reports.

    (a) Recordkeeping requirements. Each State agency must maintain full 
and complete records concerning SFMNP operations. Such records must 
comply with part 3016 of this title and the following requirements:
    (1) Records must include, but not be limited to, information 
pertaining to certification, financial operations, SFMNP coupon issuance 
and redemption, authorized outlet (farmers, farmers' markets, and CSA 
program) agreements, authorized outlet monitoring, CSA program 
agreements, invoices, delivery receipts, equipment purchases and 
inventory, nutrition education, fair hearings, and civil rights 
procedures.
    (2) All records must be retained for a minimum of 3 years following 
the date of submission of the final expenditure report for the period to 
which the report pertains. If any litigation, claim, negotiation, audit 
or other action involving the records has been started before the end of 
the 3-year period, the records must be kept until all issues

[[Page 475]]

are resolved, or until the end of the regular 3-year period, whichever 
is later. If FNS deems any of the SFMNP records to be of historical 
interest, it may require the State agency to forward such records to FNS 
whenever the State agency is disposing of them.
    (3) Records for nonexpendable property acquired in whole or in part 
with SFMNP funds must be retained for three years after its final 
disposition.
    (4) All records must be available during normal business hours for 
representatives of FNS of the Comptroller General of the United States 
to inspect, audit, and copy. Any reports resulting from such 
examinations shall not divulge names of individuals.
    (b) Financial and participant reports. State agencies must submit 
financial and SFMNP performance data on a yearly basis as specified by 
FNS. Such information must include, but shall not be limited to:
    (1) Number of participants served with Federal SFMNP funds;
    (2) Value of coupons issued and/or eligible foods ordered under CSA 
programs;
    (3) Value of coupons redeemed and/or eligible foods provided to 
participants under CSA programs; and
    (4) Number of authorized outlets by type; i.e., farmers, farmers' 
markets, roadside stands, and CSA programs.
    (c) Source documentation. To be acceptable for audit purposes, all 
financial and SFMNP performance reports must be traceable to source 
documentation.
    (d) Certification of reports. Financial and SFMNP reports must be 
certified as to their completeness and accuracy by the person given that 
responsibility by the State agency.
    (e) Use of reports. FNS will use State agency reports to measure 
progress in achieving objectives set forth in the State Plan, and this 
part, or other State agency performance plans. If it is determined, 
through review of State agency reports, SFMNP or financial analysis, or 
an audit, that a State agency is not meeting the objectives set forth in 
its State Plan, FNS may request additional information including, but 
not limited to, reasons for failure to achieve these objectives.