Guidance

Records you must keep if you claim for the school milk subsidy – milk consumed from 1 August 2017

Find out what records you must keep to prove you meet the rules to claim for the School Milk Subsidy Scheme. And how schools must advertise that they’re taking part in the scheme.

If you claim for the subsidy you must keep certain records to prove that you’re meeting the scheme rules. These records must prove that:

  • you’re eligible for all the subsidy you’ve claimed
  • the quantities you claimed are correct
  • you kept within your maximum selling prices
  • the quantities were served only to eligible pupils
  • the milk products weren’t used as ingredients in the preparation of a meal
  • the percentage of added sugar you’ve declared is correct for any flavoured milk you’ve claimed

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 (for example 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 keep records:

  • in digital format (for example, on computer)
  • on microfilm
  • on microfiche

If you keep records that are not on paper, you must make sure that they are as thorough as any records based on traditional bookkeeping and that they can be easily checked.

Records on computer, microfilm or microfiche must meet British Standard BIP 0008. This sets out what is 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

You must keep your school milk subsidy records for at least 3 complete years after the end of the calendar year the claims relate to. The records must be available if RPA asks to inspect them.

Advertising subsidised milk in schools

Schools distributing products subsidised under the School Milk Scheme must display a poster advertising that they’re participating in the scheme.

The poster must be clearly visible and readable and permanently situated at the main entrance of the school.

You can design your own poster, but it must comply with the requirements in Article 12 of Commission Delegated Regulation (EC) 2017/40.

Or, you can download and use one of the following posters which must be A3 or bigger and the lettering at least 1cm high.

School milk poster - England

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School milk poster - Scotland

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School milk poster - Wales

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School milk poster - Welsh language

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Published 26 June 2017