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Production Records Instructions

Date/Day:  Record the date and the day of the week. This information may be recorded prior to meal service.

Age/Grade Group:  Record the age/grade group.  For example: K-5, 6-8, 9-12.  If you are a K-12 building, you will need to use separate production records for each grade group for lunch meal service.  You may use one production record for breakfast or separate out by age/grade group if you are planning a K-12 menu.  This information may be recorded prior to meal service.

Breakfast/Lunch/Snack:  Check the appropriate meal service.  Production records are required for breakfast, lunch, and afterschool snack.  This information may be recorded prior to meal service.

School/Site Name:  Record the name of the site.  For example: Fox Elementary School.  This information may be recorded prior to meal service.

Total Reimbursable Meals:  Record the total number of reimbursable meals served.  This includes free, reduced, and paid students.

Menu Item:  Indicate the food item name in this column for every menu item served.  This includes alternative meals, condiments, toppings, desserts, and milk.  This information may be recorded prior to meal service.

*Recipe Number:  Record the recipe number for the appropriate menu item.  For example: if the menu item is Spaghetti and Meatballs, the recipe number may be Entree-47.  This information may be recorded prior to meal service.

Portion Size:  Record the portion size in the appropriate units.  Use volume measurements instead of weight units unless you are actually weighing the items.  For example: canned fruit ½ cup, broccoli ¾ cup, pasta 1 cup, bread 2 oz. eq.  When recording grains and meat/meat alternates make sure you are recording the correct crediting for the item.  If you are offering a 3.5 oz hamburger patty but your formulation statement/CN Label shows it credits as a 2 oz eq. meat/meat alternate, make sure you enter 2 oz. eq.  Do not put the word “serving” or “each” unless you have a recipe to demonstrate the crediting.  This information may be recorded prior to meal service.

Total Reimbursable Portions Offered: The offered menu is what the menu planner prepares for students.  If you think 75 students will take the Sloppy Joe meal, you might want to prepare/offer 100 to ensure you will have enough Sloppy Joes. Record the reimbursable offered number of portions and not the actual number you serve.  This information may be recorded prior to meal service.

Reimbursable Portions Served:  Record the total number of reimbursable student meals.  Do not include adult, second meals, or al la carte items in this column.  Ensure you complete this column for all menu items including condiments, alternate meals, and milk.

Non-Reimbursable Portions:  Record total number of adult, second meals, and a la carte items.  These are all non- reimbursable items and may not be claimed for reimbursement.

Leftovers:  Record the portion of leftovers for all menu items.

*Time &Temp:  Record the time and temperatures of the menu items offered.  If you do not record this information on your production record, you need to record this information daily on another document, such as temperature log books or recipes.

Comments:  Indicate in the comment section any comments that are helpful information.  You may want to write that students are offered (2) ½ cups of fruits and vegetables per day.  You may also record weather, special events, or field trips that may affect your participation.

USDA Nondiscrimination Statement

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. 

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339.  Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at:, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:

(1)     mail: U.S. Department of Agriculture
         Office of the Assistant Secretary for Civil Rights
         1400 Independence Avenue, SW
         Washington, D.C. 20250-9410;

(2)     fax: (202) 690-7442; or

(3)     email:

This institution is an equal opportunity provider.


For Nondiscrimination Statement translations, click here.

Los demás programas de asistencia nutricional del FNS, las agencias estatales y locales, y sus beneficiarios secundarios, deben publicar el siguiente Aviso de No Discriminación:

De conformidad con la Ley Federal de Derechos Civiles y los reglamentos y políticas de derechos civiles del Departamento de Agricultura de los EE. UU. (USDA, por sus siglas en ingles), se prohíbe que el USDA, sus agencias, oficinas, empleados e instituciones que participan o administran programas del USDA discriminen sobre la base de raza, color, nacionalidad, sexo, discapacidad, edad, o en represalia o venganza por actividades previas de derechos civiles en algún programa o actividad realizados o financiados por el USDA.

Las personas con discapacidades que necesiten medios alternativos para la comunicación de la información del programa (por ejemplo, sistema Braille, letras grandes, cintas de audio, lenguaje de seas americano, etc.), deben ponerse en contacto con la agencia (estatal o local) en la que solicitaron los beneficios. Las personas sordas, con dificultades de audición o discapacidades del habla pueden comunicarse con el USDA por medio del Federal Relay Service [Servicio Federal de Retransmisión] al (800) 877-8339. Además, la información del programa se puede proporcionar en otros idiomas.

Para presentar una denuncia de discriminación, complete el Formulario de Denuncia de Discriminación del Programa del USDA, (AD-3027) que está disponible en linea en: y en cualquier oficina del USDA, o bien escriba una carta dirigida al USDA e incluya en la carta toda la información solicitada en el formulario. Para solicitar una copia del formulario de denuncia, llame al (866) 632-9992. Haga llegar su formulario lleno o carta al USDA por:

(1)     correo: U.S. Department of Agriculture
         Office of the Assistant Secretary for Civil Rights
         1400 Independence Avenue, SW
         Washington, D.C. 20250-9410;

(2)     fax: (202) 690-7442; o

(3)     correo electró

Esta institución es un proveedor que ofrece igualdad de oportunidades.