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.

PRINT

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?