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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, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at:, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted 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; or
  2. fax:
    (833) 256-1665 or (202) 690-7442; or
  3. email:

This institution is an equal opportunity provider.

Click here for Nondiscrimination Statement translations.