Paper Work Help Please

[Bkind]

how long should one keep attendance records ,,,b/c with being on the food program isn't that's kept on file in the system?

how long does one keep daily health reports b4 throwing out?

I do believe however I am supposed to keep all children's folders with their info and notes till they turn 18?

I am going to have to rent a storage facility soon for pw

all input is appreciated:confused:

[Bkind]

how long should one keep attendance records ,,,b/c with being on the food program isn't that's kept on file in the system?

how long does one keep daily health reports b4 throwing out?

I do believe however I am supposed to keep all children's folders with their info and note till they turn 18?

I am going to have to rent a storage facility soon for pw

all input is appreciated:confused:

also i am NY state

[MarinaVanessa]

It may depend on where you live so I would check with your licensing office to see how long you should keep your paperwork for.

I'm in CA and licensing requires me to keep my children's records for a minimum of 3 years. It's pretty much the same for tax paperwork (attendance sheets, meal counts etc.) and the IRS requires you to keep records for at least 3 years but I have heard that just to be safe to keep them for 7 years (just in case you get audited). Once you get audited I heard that you have to keep your records forever!!! I keep mine for 3 years.

PS: Even though you are on the food program you should keep all of your own records separately and use the food program paperwork to back your information up. Make copies of everything that you submit or send in to your food program analyst but don't only count on their paperwork only.

Keep track of your own meal counts because the food program only covers a certain number of meals and snacks where as the IRS allows more deductions. For example the food program only allows you to claim 2 meals and 2 snacks I believe (it could be 3 snacks) but the IRS allows you to claim up to 3 meals and 3 snacks. If you keep your own meal records you can then submit the allowed meals to your food program and claim the food program reimbursements as "other income". At the end of the year you can claim all of the meals that you served all year including the ones that you already submitted to the food program and those that the food program did not cover. In other words you could be getting "paid" twice for some of those meals.

Remember that although the food program cares what you serve the kids, the IRS doesn't. So if you serve appropriate meals each day and add an extra treat like a Popsicle you can claim that added snack in your taxes even if you can't claim it through the food program.

So keep your own record of ALL meals you serve and keep your food program paperwork as well.

[williams2008]

Licensing in the state of Arkansas require that I keep mine for 3 years.

[Starburst]

Try getting a filing cabnet or one of those bunched up/expanding folders (I have seen a bunch of them with different colors for $1 at target) or get those big yellow envelopes and put that information in there. I think I will try to scan or type up everything (like payments, reciepts, any copies of signed contracts) and put it all on a CD or USB drive if I can because they can hold alot of information and if you need it you can always print it out. Plus everything will be easier to find (just lable it either for that year or a family). But some papers I would keep the origionals.

[Bkind]

I want to thank everyone for all the in put
also far as the food program I actually still in put a snack that is just a Popsicle or something b/c it does keep track for me even thou I do not get paid for it I just make sure not to add my own kids ,,,I have to say my food rep was not happy at first but once I explained about what i was doing she understood plus I paid the yrsly member ship so I am using the program and it works like a charm, penny for penny it kept track b/c I did do it both ways this yr incase but I wish I would have known about this yrs ago just found out 2 yrs ago from a tom Copland class

[daycarediva]

I'm in NY and it's 3 years. I keep mine for 7 for tax reasons.