Board Policy 3542.21 – Food Service Responsibilities and Duties
The Board of Education shall continue to review the School Food and Nutrition Program annually.
The Superintendent/designee shall have the overall responsibility of the School Food and Nutrition Program, to see that it operates efficiently at all times and fulfills all requirements stipulated by the United States Department of Agriculture.
The Principals shall be responsible for the collection procedure and the overall supervision of the cafeteria, including the enforcement of the stipulation that lunch personnel shall be present when kitchen facilities are being used.
The Principals shall also be responsible for determining the eligibility of students in their schools for free and reduced lunches and free milk.
The Assistant Superintendent for Finance and Operations shall have the general responsibility for the operation of the school food service, particularly in regard to the financial status of the School Food and Nutrition Program.
The Supervisor of Food Service shall be responsible for the development and operation of the school food service program as regulated by the United States Department of Agriculture.
The Supervisor of Food Service shall oversee the planning of menus which shall be based on sound nutritional adequacy and pupil acceptance. High standards of sanitation and safety are to be maintained in all phases of the school food service program.
Recruiting, selecting, and supervising the training of the new food service employees shall be the responsibility of the Supervisor of Food Service. The Supervisor of Food Service shall be responsible for the overall supervision of the school kitchens and cooking staffs within the schools of the District.
Adopted -- March 13, 1973
Reconfirmed -- 1/77, 1/80, 10/85, 1/98, 11/99, 1/2004, 10/2007
Revised -- 1/83, 11/94
Policy 3542.21 – Responsibilities and Duties - Supervisor of Food Service
FOOD SERVICE PROGRAM ADMINISTRATIVE PROCEDURES
SECONDARY SCHOOLS
General:
Following are the procedures to be used for internal control, to collect, deposit, record and reconcile the Food Service Program Fund at the secondary school level.
Cash registers are used to control the cash sales, and the register tapes provide control information. All data is put into the computer by the office of the Food Service Supervisor. This produces a daily, weekly, monthly and yearly report. Daily deposits of all cash receipts are made by the individual school Food Service Lead Workers and reconciled monthly by the statistical secretary in the District Business Office.
Director:
1. Organizes and manages the cash collection process at the secondary level.
2. Assists the Food Service Kitchen Manager in training cashiers at the secondary level.
Kitchen Manager:
1. Supervises the cash register operators and is responsible for their training.
a. Has cashier obtain the petty cash funds for the registers from the school secretary, prior to the lunch period each day. Responsibility for the petty
cash fund rests with each Food Service Kitchen Manager. At the end of the lunch period, the monies are counted by the Food Service cashier,
recorded on the Daily Cash Record form and initialed. The monies for each register are combined into one total daily deposit amount and signed
by the Kitchen Manager.
b. Cash registers are to be used for all sales, and one food service employee is to operate each register.
c. School secretaries must supply the Kitchen Manager with the number of students eligible for free and reduced priced meals. Students eligible for
reduced priced meals may purchase reduced price tickets from the School Secretary or Food Service Worker prior to the beginning of the lunch period.
Free tickets are distributed to qualified students by either the school secretary or the Assistant Kitchen Manager prior to the beginning of the lunch period.
This procedure is followed so that these students remain anonymous.
d. Monies collected for sale of lunches and milk to adults will also be rung into the cash register.
e. At the end of the lunch period, the registers are to be totaled onto the tape, thus clearing the machine.
2. Completes a "Daily Cash Record" form daily for each cash register. (3-part form #168)
3. Has cashier count the cash in the cash register
a. If, after deducting the petty cash, there is a difference between total cash counted and total cash received per the register tape total, the discrepancy
is shown as either a shortage or an overage.
b. The Kitchen Manager recounts the cash in the PRESENCE of the cashier, completes the "Petty Cash Returned" line and the "Total Daily Deposit" line,
then signs the "Daily Cash Record" form. The school Food Service office retains both the yellow and pink copies. The original white copy of the
three-part form is sent to the Administration Food Service office.
4. The Kitchen Manager makes up the deposit slip and staples a copy along with the cash register tapes to the back of the original white "Daily Cash Record"
form and submits same to the Food Service business office each day.
5. Deposits receipts daily into respective banks.
a. Automatic wire transfers are made to the District bank.
School Office Secretary:
1. Transfers the locked cash box of money from the vault to the cashier prior to lunch.
2. Handles Free & Reduced Price Lunch Tickets.
a. Every morning each student eligible for free or reduced lunch will go to the secretary's office to buy or receive an appropriate ticket to use in the cash
register line. Tickets are also on sale in the office for those students wishing to purchase lunch tickets rather than using cash each day. The secretary
will keep a record of each student purchasing and/or receiving a ticket on Daily Check-off sheets (Form #315). These forms are to be submitted to the
Food Service business office at the close of each month.
b. Prior to the end of the lunch period the daily ticket sale cash is taken to a cashier for deposit into the register.
c. Completes a “Tickets” Sold in Office form weekly and submits it to the Food Service business office.
d. Must give cashiers a total number, by category, of students eligible for free or reduced priced meals.
3. Completes an Average Daily Attendance form on the last day of each month.
a. Multiply number of school days in period by total enrollment. Subtract total days absent. Divide by number of school days in period, equals Average Daily
Attendance. Submit form at end of each month to Food Service business office.
Food Service Secretary:
Receives the completed Daily Cash Record forms from the secondary schools on a daily basis.
a. Checks arithmetic on Daily Cash Record forms (extensions and totals), cash register tapes and deposit slips.
b. Enters data into computer. The computer will generate a daily, weekly, monthly and yearly report.
c. Check tickets sales on computer printout with Tickets sold in the office monthly.
d. Completes computer input sheet for District business office from monthly cash receipt report at end of each month.
District Business Office:
Statistical secretary reconciles the bank statements.
a. Uses the Daily Cash Records, deposit slips and computer reports to trace the daily deposits made by each secondary school to the Food Service Fund
account. Any discrepancy between the deposit recorded on the bank statement of the Food Service Fund Account and that reported on the Daily Cash
Records is to be reported to the District Business Manager.
Date Approved -- January 29, 1977
Revised -- 4/83, 4/89, 7/2000
