Documentation Basics

SFAs must provide documentation of NY product origin for all NY purchases during the audit process. 

Documentation will differ based on the type of product (processed vs. unprocessed) and how it is purchased (from a farmer, vs. from a distributor or vendor). The information here is a brief overview of what’s required to demonstrate that a product qualifies. Review the Product Formulation Statement guidance to ensure you have the information required to demonstrate a product’s origin.  

To show that NY products were purchased, retain all NY food purchase documentation, including invoices, packing slips, and product formulation statements.

Unprocessed Products are raw, whole fruits and vegetables such as whole apples, onions, potatoes, broccoli.

Documentation requirements differ for products purchased directly from the grower and products purchased from a different source. One thing remains the same: “NY” must be indicated next to each NY item on an invoice. “Local” or “Homegrown” don't count. 

NY Produce purchased directly from the farmer that grew the produce 

Document product origin using one of these methods: 

Method 1 (Best Practice): Write on the invoice “All items were grown by [Farm Name].” Include the farm name and address on the invoice. View an Unprocessed Direct Purchase Invoice Example [PDF].

Method 2: Include an email or letter with the farm name and address that indicates that the products were grown on the farm. Do this in one of two ways:

  1. For each NY product purchase, attach an email or letter to the invoice that includes the invoice number and states that the products grown on the farm. View an Unprocessed Direct Purchase Invoice and Letter Example [PDF] using this method.
  2. Include a single email or letter for multiple invoices that states which products are grown on the farm, or even all invoices from the entire school year. In the email or letter, include the name of each product and each product's corresponding invoice number. View an Unprocessed Direct Purchase Invoice and Letter Example 2 [PDF] using this method.  
NY produce purchased from a distributor, aggregator, or any source other than the farm that grew the produce

For example:

  • NY apples from your produce distributor 
  • NY peaches from your produce distributor, along with other non-NY produce 
  • NY watermelon, NY corn, and NY lettuce—each grown by a different farmer—from your produce distributor

Document product origin using one of these methods:

Method 1: State the farm origin information on each invoice. 

  • For a single NY product, list the farm of origin name and address next to the product.
  • For multiple NY products from one farm, write on the invoice “All NY items were grown by [Farm Name, Farm Address]” 
  • For multiple NY products from multiple sources, list the farm of origin name and address next to each product

Method 2: Write “NY” next to each NY product on the invoice or include a subtotal of NY products on the invoice. Clearly highlight which items are included in the subtotal, and provide an email or letter indicating the farm origin for each NY product.  An email/letter can be provided each time an SFA purchases a local product, or a single email/letter can cover multiple invoices or even all invoices from the entire school year. Either way, for each NY product the full farm name and address must be included. View an Unprocessed Product Origin Letter Example  [PDF].

Processing is any alteration of a food product from its raw or original state to enhance its value or make it suitable for consumption. Examples of processing including chopping, peeling, cooking, butchering, pasteurizing, and freezing. Generally, a processed product is anything that isn’t a raw, whole fruit or vegetable including:

  • Minimally processed produce (shucked corn, potato wedges, shredded cabbage/slaw, peeled carrots, cubed butternut squash, etc.)
  • Frozen fruits and vegetables
  • Meat
  • Eggs
  • Dairy products
  • Maple syrup
  • Honey
  • Packaged foods (chips, juice, flour, oats, etc.)

Demonstrate that processed products are made up of 51% or more raw agricultural product grown, raised, or produced in NY in one of three ways:

  • Include a Product Formulation Statement (PFS) [PDF]. Review the Product Formulation Statement Guidance in the following section.
  • Indicate NY Grown and Certified status. If a product is NY Grown & Certified but it isn’t listed in the database,  include a copy of the vendor’s NY Grown & Certified certificate. If the vendor isn’t sure how to get a copy of their certificate, they should reach out to the Jessica.brooks [at] agriculture.ny.gov (NY Grown & Certified Program Manager). 
  • Indicate Office of General Services (OGS) “NYS Produced or Processed.”  “NYS Produced or Processed” products in OGS contracts follow a more restrictive definition. All “NYS Produced or Processed” products on an OGS food or fluid milk contract qualify as NY food products for the purposes of this initiative.