The Emergency Food Program USDA State Fiscal Year 2014 July 1, 2013 – June 30, 2014
Jun 23, 2015
The Emergency Food Program
USDAState Fiscal Year 2014
July 1, 2013 – June 30, 2014
THE EMERGENCY FOOD ASSISTANCE PROGRAM
(TEFAP)
to subsidize farmers and feed needy families via the
distribution of USDA commodities.
FederalProvided
FoodTo Sites
At No
Cost
Governmental Program
TEFAP Protects American farmers from economic collapse
TEFAP
Protects American farmers
from economic collapse
Adds about $67,000
in supplemental food to participating
organizations, based on the number of clients
served
U.S. Department of Agriculture
FAIR-SHARE SYSTEMFormula….
60% of poverty population
and
40% of unemployed
FAIR-SHARE SYSTEM
tate AgencyS
Contracts with
U.S. Department of Agriculture
FOODBANKS
FAIR SHARE SYSTEM
Contract with
FOOD PANTRIES / SOUP KITCHENS AND HOMELESS SHELTERS
VOLUNTEERS ARE
ALWAYS NEEDED
AND GREATLY
APPRECIATED!
FEED THE CHILDREN
FEED
FAMILIES
FEED THE
HOMELESSFEED
AMERICA
FEED THE
ELDERLY
SFY’12 TEFAP & TANF
TEFAP Households
TEFAP Individuals
TEFAP Meals
TANF Households
TANF Children
252,326
570,494
2.9M
9.7M
3.9M
AGENCY’S INTAKE PROCEDURES
• Federally-approved State Plan of Operation
• Minimal intake – no long application process
• Income Eligibility Requirements
• Self-declaration via Signature Sheet
What documentation is required for “income verification” in order to determine eligibility?
IDHS Signature Sheet
Income Eligibility Table
Signature Attestation
No other documentation should be collected
NOTICE TO PROGRAM PARTICIPANTS POSTER
Lists the conditions the recipient agrees to
upon signing the signature sheet
-Household gross income
-Household consumption only
-Release from liabilities
INCOME ELIGIBILITY GUIDELINES POSTER
Lists the maximum
allowable monthly
gross income for household sizes
Homeless Shelters & Soup Kitchens – Eligibility
• Anyone eating at a soup kitchen or shelter is assumed to be eligible for service
• Clients must not be asked to prove eligibility
SELF-ATTESTATION
FOOD BANK NAME MONTH / YEAR
PANTRY NAME ST ADDRESS / CITY
D
A
T
E
8/22/12
S
I
Z
E
How many living
in household;
how many are going
to get fed.
SIGN
X
SCRIBBLE
Recipient Signature
This is the only box that the client must complete.
Pantry personnel can complete the rest of the form.
ADDRESS CITY
Types of ID: RESIDENCY
driver’s license
state identification
mail or utility bill
landlord letter Request ID from all or none
K
I
D
S
TANF column must be completed when:
- TANF food is available and- TANF-eligible household receives
TANF food.
Enter number of children in household 18 years or younger
Note: Household size must be more than 1 unless serving an emancipated
minor
Temporary Assistance for Needy Families
Federally funded by U.S. Department of Health and Human services
Special funds that DHS allocates to the Emergency Food Program to supplement the distribution of USDA commodities and to assist families with food security.
What is TANF Anyway??
# of children 18
years or younger
living in same house
When does TANF column
need to be completed?
C
A
R
D
Does the client have
a SNAP card
YES
NO
Total each column
HH 2
TANF 1
IND 6
SNAP1
07/01/11 207/01/11 3
Mary John
123 S. Adams Chicago
07/01/11 3Ellen Darin Chicago
XX
Chicago 1123 S. Adams
22 N. Place
John Doe
X
ADD CORRECTLY PLEASE
Draw a line through mistakes
PROXY • “PROXY” is a person picking up food for
another individual
RECIPIENT
Recipient must complete Proxy form.
A new proxy form for each service is required.
Who can be a recipient and who can be a proxy?
RECIPIENT – Anyone who is homebound or cannot make it on distribution days or during the time frame.
PROXY – Anyone that the recipient chooses.
SIGNATURES REQUIRED FOR PROXY FORMS
• Original signatures by three parties:1 – Recipient 2 – Pantry Staff 3 – Proxy
John Doe
1234 S. AdamsIL 60632
4 2
SALVATION ARMY124 Birch Road
Chicago
Mary Kay
IL 60632X
RECIPIENT INFO
TANF KIDSHSHLD#
PROXY NAMESNAP 2
RECIPIENT SIGNSPROXY SIGNS PANTRY SIGNS
PANTRY INFO
FOOD PANTRY REPORTS
Submit all original Signature and Proxy
forms each and every month to the
Food Banks.
Prior to submission, review each form
for accuracy and completeness.
TRUE OR FALSE:
During intake, you should ask
clients hundreds of questions to
ensure each client is eligible for
USDA commodities.
TRUE OR FALSE:
Pantries can only distribute food to an eligible client once a year.
F A L S E:At least once every 30 DAYS!
Homeless Shelters & Soup Kitchens – Meal Reporting
• Must send the Food Bank monthly reports of total meals served.
• Must count every meal served.
• Count additional helpings as individual meals and add to the total number of meals.
Homeless Shelters & Soup Kitchens – Meal Reporting
• Not reporting all meals served could result in reduction of commodities
• Document how total meals were computed each month (i.e., sign-in, plate counting)
a. The number of people it sheltered that month.
b. The number of meals it served that month.
c. The number of meals that were prepared by staff that month, but not the meals clients made on their own.
A shelter that receives USDA commodities is required to report monthly on:
• Sites are not allowed to ask or verify clients’ income or household size. This includes:
Income or Household Size
Proof of
IncomeCheck stubs
SSI benefits
Welfare benefits
Proof of Household Size
TANF cards
Library cards
Birth certificates
TRUE OR FALSE?
Client’s are eligible for food
only if your agency’s internal
intake process is completed?
FALSE: An agency’s internal intake process must be conducted in a manner that does not disrupt the distribution of food or meal service.
PROHIBITED ACTIVITIES POSTER
Lists activities that
violate TEFAP
regulations and
instructs the
recipient on what
action to take.
Extraneous Activitiesare not necessarily prohibitedseparate
table or room
entirely voluntary
not part of TEFAPnot endorsed by USDA
Political Solicitation Prohibited
candidates
campaign buttons, literature, advertising
Cannot have political
activity in any form
during commodity
distribution
No political appearances
No buttons or politically-inspired apparel
Campaign literature
and signs must not be
evident
Bags or boxes advertising candidates or political causes may not be used to carry commodities
Health screenings are being conducted in the
same room as USDA food distribution line, but
at a separate table. Should clients engage in
this activity before or after food distribution?
Donations, payment for services, or purchase for a good cause are never required.
The client must be the one
to initiate engagement
in any extraneous activity
and must do so after thereceipt of food.
Non-Discrimination & Civil Rights
Non-Discrimination and Civil Rights are
the cornerstones of USDA policy and must
be adhered to at all levels of food
distribution. NO EXCEPTIONS ALLOWED.
Discrimination Intimidation
RACE
COLOR
NATIONAL ORIGIN
-------EDUCATION
-------
Religion
AGE------SEX
HYGIENE-----
DISABILITY-----
LANGUAGE
RESIDENCE
WHAT IS DISCRIMINATION?
• Discrimination is treating anyone differently in a negative way, having different rules or facilities for certain groups of people, or not affording a person fair treatment under the law because that person belongs to a “protected class.”
WHAT IS A PROTECTED CLASS?
Any person or group of people who have characteristics for which discrimination is prohibited based on a law, regulation, or executive order.
Protected classes in the Emergency Food Program are race, color, national origin, sex, age and/or disability.
WHAT ARE THE GOALS OF CIVIL RIGHTS REQUIREMENTS?
Frontline staff who interact with program applicants or participants and supervisors of frontline staff MUST receive ANNUAL civil rights training!
Civil Rights Requirements
Conduct annual training for staff and volunteers
Conduct outreach to under-represented communities
Display the “And Justice for All” poster
Accommodate people with disabilities
Reduce language barriers for people with limited English proficiency (LEP).
Are the following Civil Rights facts true or false?a. The basis for which complaints may be filed are race, color, sex, national origin, age and disability.
b. Complaints must be filed within 180 days of incident.
c. In cases of potentialdiscrimination, you should point clients tothe information listed on the “And Justice For All” poster.
d. You should ask client to reconsider filing a complaint.
e. Failure or refusal to correct non-compliance with non-discriminationrequirements can result in loss of participation in the Federal Emergency Food Assistance Program!!!
FALSE
Instructs the recipient on what action to take in case of discrimination
---------------------------------------------------------------------------
Required for Homeless Shelters, Soup Kitchens and Pantries
Clients submit their complaints to: USDA, Director, Office of Civil Rights
1400 Independence Avenue, SW Washington, D.C. 20250-9410
Or call (202) 720-5964
TRUE
In the event that there is a
possible civil rights violation or
someone feels that they are
being discriminated against,
who do you (as a site) contact?
Does everyone have the
right to file a civil rights or
discriminatory complaint?
ABSOLUTELY!
AGENCIES MUST REPORT ALL RESOLVED
AND UNRESOLVED COMPLAINTS TO YOUR
FOODBANK IMMEDIATELY!
Foodbanks will report to IDHS.
EMERGENCY FOOD PROGRAMFOOD PANTRY & SOUP KITCHEN MANUAL
SFY2014July 2013 – June 2014
REVISEDEVERYYEAR
REVISEDEVERYYEAR
EVERYONE MUST FOLLOW ALL RULES & REGULATIONS
INCLUDING YOUR MOM
How much food must an Agency accept and
distribute?
• Must agree to receive a fair-share allotment each month
• Are requested to distribute a reasonable amount of commodities to households based on size
USDA Commodities
MIXED TOGETHER FOR DISTRBUTION
SHOULD BE DISTRIBUTED WITHIN 30 DAYS OF RECEIPT, IF IN STOCK
MUST NOT BE USED FOR ANY OTHER AGENCY FUNCTIONS
An assortment of donated
food
DISTRIBUTION REQUIREMENT USDA COMMODITIES SERVE AS A SUPPLEMENT
TO YOUR EXISTING FOOD DISTRIBUTION
SITE INSPECTIONS
• All program staff and volunteers must be informed that Food Bank, USDA and DHS inspectors have the authority to inspect food storage and distribution facilities.
• Denying an inspector access to food storage and distribution areas may result in loss of USDA commodities.
Homeless Shelters & Soup Kitchens – Food Prep & Svc
• Agencies must abide by rules and standards set forth by local health departments and by the Food Bank, USDA and DHS.
• The Food Bank can provide details and technical assistance regarding rules for food preparation and service.
• Food must be at least 6 inches off the floor
• Food must be at least 4 inches away from walls
• Keep non-food items separate from food
• Keep floor, pallets, storage, and shelving clean
• A pest control system must be in place
Storing Dry Commodities
• All dry commodities must be stored in a cool (35 °F - 75 °F) dry place
• Store food away from direct sunlight
• Provide a two-foot ceiling clearance to avoid high temperatures at ceiling
Storing Dry Commodities
• All cold units must have a thermometer
• All cold units must be cleaned and inspected on a regular basis
• Allow for proper air circulation in cold units
• Refrigerated foods must be stored between (35° F and 40° F)
• Frozen foods must be stored below 0° F
Storing Refrigerated & Frozen Commodities
DRY & REFRIGERATED COMMODITIES MUST BE ROTATED TO ENSURE THE QUALITY AND FRESHNESS OF YOUR FOOD.
PACK DATES ARE ON CASES AND INDIVIDUAL CANS & CONTAINERS.
RULE OF THUMB:
WHEN IN DOUBT,
THROW IT OUT!!
Food Safety
• Dented cans can be used unless you notice any of the following things:
– a bulged can at top or bottom
– leakage anywhere
– damaged seals at top or side
– any rust
DAYS & HOURS OF OPERATION POSTER
Post hours of operation both outside & inside
Register days & hours of operation with food bank.
Notify food bank of any changes.
Required to operate for 2 hours per week; any less is a violation.
UNLESS THERE IS A DHS-APPROVED RURAL EXEMPTION OR A FOODBANK-APPROVED TEMPORARY CLOSURE DUE
TO HOLIDAYS OR EXTENUATING CIRCUMSTANCES
Distribution Guidelines, Food Pantries
• Must be open a minimum of two hours per week and does not include:
– “On-Call Times” or “Emergency Times”
– food preparation beforehand, cleanup and restocking time afterward
• Must be open to the general public
• Must not require clients to make appointments for service
Homeless Shelters & Soup Kitchens
• Must serve meals at least two hours a week
• Must post meal-service schedules in clear view of client if serving meals to the general community
If your Agency is temporarily If your Agency is temporarily closing what must be done:closing what must be done:
a) Food bank must be notifieda) Food bank must be notified
b)b) Closing sign must be postedClosing sign must be posted
c)c) Federally purchased refrigerator and/or Federally purchased refrigerator and/or freezer unit must be returned if closing for freezer unit must be returned if closing for
an extended period of timean extended period of time
ALL OF THESE
Federal equipment such as refrigerators or freezers, can NEVER be disposed of, sold, or traded.
EFP EQUIPMENT INVENTORY
REASONS TO RETURN FEDERAL EQUIPMENT TO FOOD BANK
If agency:
• no longer participates in EFP
• no longer eligible to participate
• no longer needs the equipment
• equipment is broken
• temporarily closes
• permanently closes
REPORT THEFT TO BOTH FOOD BANK & POLICE
TRUE or FALSE:
1) Volunteers and staff are entitled to federal food for services rendered?
FALSE – “entitled” never, but may “qualify” for food
2) A donation box is acceptable as long as it is at the end of the line?
FALSE – donation boxes are never allowed during food distribution
3) Requiring a referral is in violation of the program?
TRUE – a referral is never required
Word of mouth and inner-program bulletins may not be used as the sole or primary method of publicity
Posters
Pamphlets
Newsletters
Website
PUBLIC
OUTREACH
Public Outreach
• Pantries can also place notices in local newspapers to make potential recipients aware of their days and hours of operation.
REVIEW TEST
• What are the five required posters? Income Eligibility Guidelines (green)
Notice to Program Participants (blue)
Prohibited Activities (red)
“And Justice For All” (big Liberty poster)
Days & Hours of Operation
NEW POSTERS: July 1st EVERY YEAR
My neighbor? Mine? I personally do work during the day but I am not eligible due to income level. “A” neighbor can pickup up food for someone who is income eligible and has a completed Proxy form from the person needing food.
Pre-fillable Signature Sheets are
definitely encouraged to eliminate
unnecessary errors.
• Can my neighbor pickup food for me since I work during the day?
• Can the Signature Sheet be pre-fillable with the name of Foodbank, name of Pantry, and Pantry address?
• Can I distribute all of my USDA commodities and follow program rules just during the first weekly distribution of the month, and then distribute my own food and operate according to my own pantry rules the rest of the month?
REVIEW TESTAgreeing to participate in the USDA commodities program requires you to distribute USDA commodities in conjuction with your private/purchased food at every distribution to the extent that USDA commodities are available. Even if you run out of USDA commodities, you are required to operate your program in accordance with all USDA rules at all times.
•Do I turn in originals or copies of my Signature Sheets and Proxy forms each month?
REVIEW TEST
ORIGINALSYou may keep copies
but not required
Product Forecasting
Canned Beef Stew
Fro
zen
Blu
eber
ries
Canned Carrots
Who
le-b
agge
d T
urke
yTurkey Roasts
Grapefruit Juice
Canned Mixed Fruit
Spaghetti
Spaghetti Sauce
Can
ned
Pea
ches
Pas
ta
Peanut Butter
Deh
ydra
ted
Pot
atoe
s Fresh PotatoesC
anned Tom
atoes
Raisins Ham Pork Patties
Fresh Tomatoes Fresh Pears
Product Forecasting
YOU ARE OUR
Thank you for your:
Dedication + Effort + Time
Supplementing diets with nutritious foods
Helping reduce food insecurity
QUESTIONS?