Records school milk claimants must keep - milk consumed before 1 August 2017

Find out about evidence that must be kept to prove compliance with the rules of the school milk subsidy scheme.

This guidance was withdrawn on

This page has been withdrawn because the information is no longer current. For information about the scheme for milk consumed after 1 August 2017 read School Milk Subsidy Scheme.

This guidance is for milk consumed before 1 August 2017

Different guidance applies for milk consumed from 1 August 2017

Claimants must keep certain records to prove that they’re complying with the scheme rules. The records kept must prove that:

  • you are eligibile for all the subsidy you’ve claimed
  • the quantities you claimed are correct
  • you kept to maximum selling prices
  • these quantities were served only to eligible pupils
  • the milk products weren’t used as ingredients in the preparation of a meal

Which records to keep

Records should include:

  • invoices that show the products supplied and the price of each product
  • receipts/proof of payment
  • credit notes (which must be deducted from the correct invoice/subsidy claim)
  • delivery notes, where available
  • evidence of the actual quantities delivered to each school and distributed to eligible pupils as drinking milk or yoghurt (eg delivery notes or returns from schools)
  • evidence of prices charged for each product, their calculation and any justification for those prices
  • copies of your claim forms and any amendments to them
  • details of each school claimed for including full name, address and OFSTED or SEED number
  • evidence of eligible pupil numbers, term dates and numbers of school days at each school you claim for

All records must be easy to check and you must have proof that the amounts claimed for are correct.

Paperless records

You can also keep records:

  • in digital format (eg computer)
  • on microfilm
  • on microfiche

If you keep paperless records, you must ensure these records are as thorough as any system based on traditional bookkeeping and that they can be easily checked.

Records on computer, microfilm or microfiche must meet British Standard BIP 0008 (BIP 0008 Legal Admissibility and record retention). This code of practice sets out what’s required to make sure records are still legally valid when documents are scanned and paper records are converted to electronic records.

How long to keep the records

Your school milk records must be kept for at least 3 complete years after the end of the calendar year in which they were drawn up.

Schools distributing products subsidised under the School Milk Scheme must display a poster advertising their participation in the scheme.

It must be permanently situated in a clearly visible and readable place at the main entrance of the school.

You may design your own poster, but it must comply with the requirements in Article 16 of Regulation (EC) No.657/2008. You can download and use one of the following posters:

School milk poster (England)

School milk poster (Scotland)

European milk poster (Wales)

The poster displayed must be A3 or bigger and the lettering at least 1cm high.

Relevant regulations

Regulation (EU) No 1308/2013 of the European Parliament and of the Council - Articles 22, 26 to 28, and 217

Council Regulation (EU) No 1370/2013 - Article 6.

Commission Regulation (EC) No 657/2008 laying down detailed rules for applying Council Regulation (EC) No 1234/2007 as regards Community aid for supplying milk and certain milk products to pupils in educational establishments

The Milk and Milk Products (Pupils in Educational Establishments) (England) Regulations 2008 No. 2072 as amended by the Single Common Market Organisation (Consequential Amendments) Regulations 2013 No. 3235

The School Milk (Wales) Regulations 2008 No. 2141(W. 190) as amended by the School Milk (Wales) (Amendment) Regulations 2009 No. 108 (W.21) and by the Single Common Market Organisation (Consequential Amendments) (Wales) Regulations 2013 No. 3270 (W. 320)

The Milk and Milk Products (Pupils in Educational Establishments) (Scotland) Regulations 2001 No. 162 as amended by the Milk and Milk Products (Pupils in Educational Establishments) (Scotland) (Amendment) Regulations 2011/82 and by the Single Common Market Organisation (Consequential Amendments) Regulations 2013/3235

Published 31 March 2014
Last updated 27 May 2014 + show all updates
  1. Updated School Milk posters for the page.

  2. First published.