State and Local Governments

APPENDIX F01.01. SFPS QUARTERY PROGRAM DATA FORM AND FOOD
PURCHASE DATA REQUEST EMAIL (GROUPS 1A AND 1B) AND
APPENDIX F01.02 SFPS FOOD PURCHASE DATA CHECKLIST (GROUPS
1A AND 1B)

OMB Control No: 0584-XXXX
Expiration Date: XX/XX/20XX

This information is being collected to assist the Food and Nutrition Service in understanding school food purchasing
practices, the nutritional quality of school meals and snacks, the cost to produce school meals, and student
participation and dietary intakes. This is a mandatory collection and FNS will use the information to monitor program
operations. This collection does not request any personally identifiable information under the Privacy Act of 1974.
According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not
required to respond to, a collection of information unless it displays a valid OMB control number. The valid OMB
control number for this information collection is 0584-[xxxx]. The time required to complete this information collection
is estimated to average 6 hours per response, including the time for reviewing instructions, searching existing data
sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.
Send comments regarding this burden estimate or any other aspect of this collection of information, including
suggestions for reducing this burden, to: U.S. Department of Agriculture, Food and Nutrition Service, Office of Policy
Support, 1320 Braddock Place, 5th Floor, Alexandria, VA 22314 ATTN: PRA (0584-xxxx). Do not return the
completed form to this address.

Subject: USDA National School Foods Study: Please Submit Food Purchase Data for the
[1st/2nd/3rd/4th] Quarter
Dear [SFA Director]:
Now that the [1st/2nd/3rd/4th] quarter of the school year, [Month1 – Month 3], is almost
completed, we are asking that you prepare to 1) submit quarterly food purchase data, and 2)
complete the quarterly program data form on quarterly revenues and expenditures, for
USDA’s National School Foods Study.
If food purchase records will be obtained from someone else in your district, and you have
not already informed us, please forward this email to them and copy us (email) so that we
can communicate with them directly.
1. Submit Quarterly Food Purchase Data
For all foods acquired during the [1st/2nd/3rd/4th] quarter of School Year 2024-2025, from
[month1 to month 3], please provide the following information contained in velocity reports,
vendor summaries, and other related documents:
•
•
•
•
•
•
•
•

Product Name (e.g., beef burger, canned tomatoes, pizza)
Product code
Brand name, if a branded product
Manufacturer code
Distributor code
Pack size (case size, pounds, bushels, etc.)
Total units sold
USDA Foods Value Pass Through Method (for processed end products containing
USDA Foods as ingredients, typically available through velocity reports, USDA
commodity unprocessed usage reports, or similar from your distributor)
• Identify unprocessed foods grown within your State
• Total cost
Note that the data should include only foods that were delivered to your district during the
specified timeframe, including products purchased commercially and processed end
products containing USDA Foods, and foods used in reimbursable meals and nonprogram
foods (a la carte).

Please identify any unprocessed foods that were grown or produced within your State, by
adding a note next to the item, or adding a new column. If all items from a vendor were
grown or produced within your State, you may indicate that at the top of the invoice or
receipt.
Do not include food orders placed but not actually received, or foods used for adult meals,
catering, or programs other than the National School Lunch or School Breakfast Programs
(e.g., Child and Adult Care Food Program). You also do not need to provide data on direct
delivered USDA Foods (formerly known as brown box foods) or USDA DoD Fresh foods
received during the quarter. We will obtain that data directly from USDA and State
Distributing Agencies.
The attached food purchase data submission checklist has detailed instructions and
descriptions of each of the requested data elements. Please use this checklist to ensure you
provide all food purchase data for the quarter. We strongly encourage you to provide an Excel
file or other electronic editable format if at all possible.
How to Submit the Data
Please upload the file(s) to the study website at [study file transfer site] by entering the
unique PIN assigned to you.
Unique PIN assigned to you: [####]
There are instructions on the website on how to upload your data.
If you are unable to upload the files, you may email them to me [insert specific instructions
for labeling the email and possibly encrypting it].
2. Complete Quarterly Program Data Form
Please complete the quarterly program data request for the [1st/2nd/3rd/4th] quarter by
clicking here [direct link to form]. The specific information that will be requested is as follows:
•
•
•
•
•

Number of serving days and meals served and claimed by type (free, reduced price,
paid)
Total revenue from the sale of nonprogram foods and beverages (i.e., a la carte,
competitive foods)
Top 10 selling nonprogram foods
Other food program sales (if applicable)
Total food expenditures for food and beverages

We have attached a PDF copy of the survey, so you can review the questions and collect the
necessary information to answer the questions prior to logging in.
Timeline for Data Submission and Form Completion
We ask that you submit the food purchase data and complete the quarterly program data
request as soon as possible but no later than [date one month from end of quarter].
After Data Submission

Following data submission, the study team will review all the data you submit and ask you to
provide any needed clarification.
For Assistance or Questions
•

The study website at [study website] is the hub for study activities and resources. You
may wish to view the recording of the recent webinar on Food Purchase Data if you
have questions about the needed data, or look at the Frequently Asked Questions.

•

For individual assistance, you may email me at [email] or call me at [XXX-XXX-XXXX].

We appreciate your support of the study and look forward to receiving your data soon. As a
reminder, SFAs that complete all data requests for the study will receive [If Group 1a: $350;
If Group 1b: $335; If Certainty SFA: $590].
Sincerely,
[Name]
Attachments:
• Food Purchase Data Submission Checklist
• PDF of Quarterly Program Data Request

OMB Control No: 0584-XXXX
Expiration Date: XX/XX/20XX
Note for reviewers: The burden associated with this document is included in the burden disclosure statement on Appendix F01.01:
SFPS Quarterly Program Data Form and Food Purchase Data Request Email.

2024–2025 National School Foods Study
FOOD PURCHASE DATA SUBMISSION CHECKLIST
Use this checklist to ensure you provide all food purchase data for the quarter.
FOOD PURCHASE INCLUSIONS AND EXCLUSIONS
Food purchase: food received by the SFA or the school in the specified quarter
1.

2.

3.

Include:
•

All food purchases for National School Lunch Program (NSLP) and the School Breakfast
Program (SBP)



•

Food purchases for a la carte (nonprogram foods)



•

ALL food deliveries in the specified quarter regardless of when the order was placed



•

Food deliveries from FSMCs, distributors, and commercial vendors



•

Processed end products containing USDA Foods as ingredient. Please flag these food items.
This information is typically available through velocity reports, USDA commodity unprocessed
usage reports, or similar from your distributor.



Exclude:
•

USDA DoD Fresh deliveries (these will be provided by USDA)



•

USDA Foods direct deliveries (formerly known as brown box. These will be provided by your
State agency.)



Exclude or flag:
•

Food purchases for other programs or school districts (e.g., CACFP, adult meals, catering)



•

Food orders placed but not delivered in the specified quarter



SFA LEVEL REPORT FOR THE QUARTER
4.

Submit information on food purchases from ALL schools in the district.



5.

Submit information on food purchases at the SFA level – i.e., purchases from any given source (e.g.,
FSMC, USDA direct deliveries/brown box, commercial suppliers, food buying cooperatives) are
aggregated across all schools. Submit school level delivery data if this is not feasible.



6.

Submit information on food purchases at the quarter level – i.e., weekly or monthly purchases are
rolled up at the quarter level. Submit weekly or monthly purchase data if this is not feasible



7.

Product name/description (e.g., canned tomato, pizza, hamburger patty, etc.)



8.

Product codes (vendor and manufacturer assigned codes that describe the product)



9.

Quantity purchased: unit size (e.g., pack size, case size) and number of units purchased (e.g., 6 10lb. bags of carrots; 3 cases of 5-lb. each potato tater tots; 400 units of ½ pint 1% milk, etc.)



PRODUCT SPECIFICATIONS

10. Identify unprocessed foods grown within your State (Make a note next to the food item or add a
column to indicate foods grown or produced within your State. If all foods from a vendor were
produced or grown within your State, make a note at the top of the invoice or receipt.)



11. USDA Foods codes and value pass through methods (e.g., indirect discount or net off invoice,
rebate or refund, fee for service) must be included for processed end products containing USDA
Foods as ingredients.



12. Total cost ($) AND/OR unit cost ($) per item


FORMAT

13. Submit food purchase data in EXCEL or other editable format if available. Submit PDF files (e.g.,
invoices, etc.) if Excel files are not available. You may submit the data in the format in which it is
available to you. You do not need to reorganize or reformat the data.



Thank you for your participation in the National School Foods Study.