1 Fighting Hunger, Feeding Hope
2 WELCOME TEFAP ANNUAL TRAINING 2014
3 TEFAP 101: The Emergency Food Assistance Program Training
5 Sub-distributor Qualifications Current 501(c)3 non-profit organization or; Religious organizations May not be a 501(c)3 organization May be organized or operated for exclusively religious purposes May not be denied TEFAP food on the basis of not having 501(c)3 exemption letter
6 Uses of USDA Donated Food by Sub-distributors Pantries and Mass Households Distribute bags/boxes of food to low-income or unemployed households to alleviate situations of emergency and distress Soup Kitchen Preparation of meal for needy homeless population on a regular basis (must be HCFB approved soup kitchen)
7 Written Agreements With Sub-distributors Can be permanent, must be current, and must contain the name, address, and county of the sub-distributor (see Exhibit A in Manual) Must contain the following clauses: Requiring sub-distributor to operate in accordance with 7CFR250 and 7CFR251 and all policies, rules, and procedures of DOACS and USDA Requiring distribution of TEFAP food to eligible people in the service area of the food bank Requiring sub-distributor to determine eligibility of households to receive TEFAP food
8 Food Storage & Care of TEFAP Product Shelf Life Length of time from pack date that TEFAP product can be stored at acceptable levels without affecting quality. Expiration and Use-by Dates - Last dates the manufacturer recommends a food item be consumed to ensure peak quality and nutrient retention Best-If-Used-By (BIUB) Date Last date a food item will be at is peak, in terms of flavor and quality. First In, First Out (FIFO) - Product are to be stored so that the product with the nearest expiration/buib dates are in front and used first, followed by product with the oldest pack dates.
9 Food Storage continued Storing and Stacking To promote air circulation store TEFAP product six inches off the floor on vented shelves and/or pallets and no closer than two inches between shelves and walls. Food Storage -Temperature Control Dry Storage (regular) - Canned items 80 degrees or lower. Permanent placement of a wall thermometer in warmest area of storage, along with temperature storage chart is required. Special Dry Grains, cereals, beans, powdered milk, etc. between 50 degrees and 70 degrees.
10 Food Storage Temp Control continued Cooler/Refrigerator Refrigerated product are considered perishable items. Must be stored between 35 degrees and 41 degrees. Equipment with built-in thermometers is not allowed, stand-alone thermometer must placed in unit, closest to the door. Freezer The freezer storage area must be maintained between 0 degrees and -10 degrees. Defrosted food items should never be refrozen.
11 Pest Control Monthly extermination treatments should be applied by a licensed professional exterminator. Pest control log, pest control contract, and receipt of service will be requested during the annual review.
12 Food Storage General Guidelines Keep food secure and safe from theft. (locked storage area) Store and Label TEFAP product separately at all times. Maintain DAILY temperature charts for all storage areas and all food storage equipment. Practice FIFO by storing, stacking, and labeling product by pack date or by received date, if pack date is not available.
13 Receiving USDA Food Bill of Lading/Invoice of all USDA donated food - Signed and dated - Checked for accuracy and quality - Note any discrepancies on invoice Ensure a date is on all food: best-if-used-by, expiration date, pack date, and highly recommended marked by received date to ensure FIFO rotation.
14 Determining Client Eligibility Pantries & Mass Households Must collect the following for each household: Name of household member eligible Physical Address (Homeless ok) Number of persons in household Basis for determination of eligibility Signature of household member applying and date
15 Determining Client Eligibility Pantries & Mass Households (cont.) Eligibility is valid for up to one year unless household circumstances change New income chart issued by USDA each by year for use on July 1; valid July 1 through June 30 Current income chart must be attached or integrated into form
16 YOUR AGENCY S NAME HERE SAMPLE FORM EMERGENCY FOOD ASSISTANCE PROGRAM (TEFAP) CERTIFICATION OF ELIGIBILITY TO TAKE FOOD HOME 7 CFR 251 Name: Address: Number of People In Household: County: The following shows a yearly gross income for each family size. If your household income is at or below the income listed for the number of people in your household, you are eligible to receive food. The chart below is effective July 1, June 30, Household Size Annual Income Monthly Income Weekly Income 1 $14,521 $1,211 $280 2 $19,669 $1,640 $379 3 $24,817 $2,069 $478 4 $29,965 $2,498 $577 5 $35,113 $2,927 $676 6 $40,261 $3,356 $775 7 $45,409 $3,785 $874 8 $50,557 $4,214 $973 For each additional family member add: +$5,148 +$429 +$99 You are eligible to receive food from TEFAP if your household meets the income guidelines above or participates in any of the following programs. Please place a checkmark in the space next to the category that applies. Income eligibility Supplemental Nutrition Assistance Program (SNAP) (fka Food Stamps) Temporary Assistance to Needy Families (TANF) Supplemental Security Income (SSI) Medicaid Please read the following statement carefully and then sign the form and write in today s date. You only need to meet one of these requirements to be eligible to receive USDA foods. I certify that my yearly household gross income is at or below the income listed on this form for households with the same number of people OR that I participate in the program(s) that I have checked on this form. I also certify that as of today, I reside in the State of Florida. This certification is being submitted in connection with the receipt of Federal assistance. Program officials may verify what I have certified to be true. I understand that making a false certification may result in having to pay the State agency for the value of the food improperly issued to me and may subject me to civil or criminal prosecution under State and Federal law. Signature Date THIS CERTIFICATION IS VALID FOR A PERIOD OF ONE YEAR and may be renewed as needed. Any changes in the household s circumstances must be reported to the distributing agency immediately. OPTIONAL: I authorize to pick up USDA foods on my behalf. In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C., or call (866) (voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) ; or (800) (Spanish). USDA is an equal opportunity provider and employer.
17 Basis of Eligibility Sample form is self-declaration on the basis of any one of the four following conditions: Total household income is at or below the amount listed on the current income guideline Receipt of Food Stamps Receipt of Temporary Assistance for Needy Families (TANF) Receipt of Supplemental Security Income (SSI), Medicaid
18 Additional Criteria Not Allowable Sub-distributors or clients must not use additional criteria to determine eligibility Examples of additional criteria used by client households: Retired Social Security Unemployed None Examples of additional criteria imposed on client households by sub-distributors which are not allowed: Required ID/ Driver s License or Social Security Card Food Stamp Card/Medicaid Card Proof of income/proof of residency
19 Eligibility Material Pantries and Mass Households must: Retain a copy of all applicants completed and signed determination forms A record of dates and names of households receiving TEFAP Retain all USDA donated food records for three years plus the current year Provide verifiable data to RA regarding the number of households served (monthly statistics)
20 Determining Client Eligibility Soup Kitchens Presumed clientele are needy homeless and is operated on a regular basis Must have method to confirm congregate feeding site is serving a needy group of people Does not need to: Determine eligibility of any person receiving a meal Require eligibility certification or signatures of meal recipients Must record number of meals served and report to RA
21 Impermissible Activities The following activities are NOT allowed during the distribution/serving of TEFAP food: Conducting religious services, discussion, or proselytization separate time and/or location Requests or solicitation for donations in the general physical area of the distribution Placing printed materials containing information not relating to TEFAP or printed on bags, boxes, or other containers in which USDA donated foods are distributed Using USDA donated food to further seek votes or support for various political interests, including parties, candidates, issues, initiatives, referenda, and state constitutional issues.
22 Impermissible Activities (cont.) Certain activities are permissible if the persons(s) conducting the activities make the following clear: The activity is NOT a part of TEFAP and NOT endorsed by the Florida Department of Agriculture and Consumer Services The activity must be conducted in a manner that does NOT disrupt the distribution of TEFAP USDA donated food
23 Contract Hierarchy The state contracts with RAs (HCFB) to ensure distribution of USDA donated food within each county RAs (HCFB) contract with sub-distributors Sub-distributor serves clients
24 Reviews All RAs and their sub-distributors must allow DOACS and USDA staff ACCESS To inspect and inventory TEFAP in storage To inspect all facilities used in handling, storage, and delivery of TEFAP foods To audit all records and reports, including financial, inventory, eligibility, and distribution (NA to SubDistributors) Access must be permitted at reasonable time 25% of sub-distributors visited by DOACS annually as part of review max. of 50 sites
25 Training Requirements Annual training required for all subdistributors, and volunteers Topics which must be covered Civil rights and non-discrimination Customer Service (optional) TEFAP rules and regulation Storage requirements Documentation requirements Retain all training documentation signin sheets, agendas, training material, etc.
26 Monitoring of Sub-distributors Monitoring and inspection of each subdistributor annually Monitoring Documentation Pre-approval inspection (completed) Civil Rights pre-award compliance (completed) Current monitoring Follow-up documentation, monitoring, and verification of corrective action implementation
27 Losses and Damages Sub-distributor immediately report loss/ damage to Food Bank verbally is OK Determination made by State RA may be responsible to replace in-kind or in cash, per determination
28 Distribution RA (HCFB) determines amount of product to sub-distributors on an equitable basis No set rate of distribution for subdistributors
29 Delivery and Delivery Vehicles Delivery vehicles appropriate for transportation of type and food Reefer units on delivery vehicles for delivery of refrigerated/frozen items
30 Questions And Answers
31 Harry Chapin Food Bank Homer Gutierrez Agency Relations Manager 3760 Fowler Street Fort Myers Florida, Phone: X129 Fax: Cell:
32 Harry Chapin Food Bank Katie Schweikhardt Director of Programs 3760 Fowler Street Fort Myers Florida, Phone: X200, X122 Fax: