The document provides information about the Emergency Food Program (TEFAP) administered by the USDA. It discusses how TEFAP protects American farmers from economic collapse by subsidizing them and distributing USDA commodities to needy families. It outlines the fair-share formula for commodity distribution and describes the roles of state agencies, food banks, food pantries, and volunteers in distributing food. The document emphasizes that civil rights and non-discrimination are required at all levels of the program.

1. The Emergency Food Program
USDA
State Fiscal Year 2014
July 1, 2013 – June 30, 2014

2. THE EMERGENCY FOOD
ASSISTANCE PROGRAM
(TEFAP)s
d
de o Si te No st
o d i
v T At C o
Fo Pro
e r al gram
ed Pro
F ntal
ve rnme
Go
to subsidize farmers
and feed needy
families via the
distribution of USDA
commodities.

3. TEFAP Protects American
farmers from economic collapse
TEFAP
Protects American farmers
from economic collapse

4. Adds about $67,000
in supplemental food to
participating
organizations, based on
the number of clients
served

5. U.S. Department of Agriculture
FAIR-SHARE SYSTEM
Formula….
60% of poverty population
and
40% of unemployed

6. U.S. Department of Agriculture
FAIR-SHARE SYSTEM
S tate Agency
Contracts with

7. FAIR SHARE SYSTEM
FOODBANKS
Contract with

8. FOOD PANTRIES / SOUP KITCHENS
AND HOMELESS SHELTERS

10. VOLUNTEERS ARE
ALWAYS NEEDED
AND GREATLY
APPRECIATED!

11. E FE
TH HO ED
E D L Y TH
E
F DE R ME E
E L LE
FEED SS
FE AMERICA D S
ED E IE
E L
CH TH F I
IL D E A M
RE F
N

12. SFY’12 TEFAP & TANF
TEFAP Households 3.9M
TEFAP Individuals 9.7M
TEFAP Meals 2.9M
TANF Households 252,326
TANF Children 570,494

13. AGENCY’S INTAKE PROCEDURES
• Federally-approved State Plan of Operation
• Minimal intake – no long application
process
• Income Eligibility Requirements
• Self-declaration via Signature Sheet

14. What documentation is
required for “income
verification” in order to
determine eligibility?

15. IDHS Signature Sheet
Income Eligibility Table
Signature Attestation
No other documentation
should be collected

16. 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

17. INCOME ELIGIBILITY
GUIDELINES POSTER
Lists the maximum
allowable monthly
gross income for
household sizes

18. 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

19. SELF-ATTESTATION

20. FOOD BANK NAME MONTH / YEAR
PANTRY NAME ST ADDRESS / CITY

21. D 8/22/12
A
T
E

22. S How many living
I in household;
Z how many are going
E to get fed.

23. Recipient Signature
This is the only box
that the client must
complete.
PRINT
Pantry personnel can
SIGN
complete the rest of
the form. X
SCRIBBLE

24. ADDRESS CITY

25. Types of ID: RESIDENCY
driver’s license
state identification
mail or utility bill
landlord letter
Request ID from all or none

26. TANF column must be Anyway??
What is TANF completed when:
When does
Temporary Assistance available and
- TANF food is for Needy Families
TANF column
- TANF-eligible household receives TANF
food.
Federally funded by U.S. Department of
Health and Human services
# of children 18 K
need to beI
Enter number of children in household
18 years or younger
Special funds that DHS allocates to the
years or younger
Emergency Food Program to supplement
completed?
the distribution of USDA commodities and
living in same house D
Note: Household size must be more
to assist families with food security.
than 1 unless serving an emancipated
minor
S

27. Does the client have
N
Y
C
A
a SNAP card O
E
R
S
D

28. Draw a line through mistakes
07/01/11 2 John Doe 123 S. Adams Chicago X
07/01/11 3 Ellen Darin 123 S. Adams Chicago X
07/01/11 3 Mary John 22 N. Place Chicago 1 X
Total each column
ADD CORRECTLY PLEASE
IND HH TANF SNAP
6 2 1 1

29. PROXY
• “PROXY” is a person picking up food for
another individual

30. RECIPIENT
Recipient must complete Proxy form.
A new proxy
form for each
service is
required.

31. Who can be a recipient
and who can be a proxy?

32. RECIPIENT Anyone that is
PROXY – – Anyone who the
homebound or cannot make it
recipient chooses. during
on distribution days or
the time frame.

33. SIGNATURES REQUIRED FOR
PROXY FORMS
• Original signatures by three parties:
1 – Recipient 2 – Pantry Staff 3 – Proxy

34. John Doe
1234 S. Adams RECIPIENT INFO
60632
IL
HSHLD# 4 TANF KIDS 2
Mary Kay
PROXY NAME Road
SALVATION ARMY
124 Birch
Chicago
SNAP 2X IL 60632
PANTRY INFO
RECIPIENT SIGNS
PROXY SIGNS PANTRY SIGNS

35. 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.

36. TRUE OR FALSE:
During intake, you should ask
clients hundreds of questions to
ensure each client is eligible for
USDA commodities.

37. F A FALSE:E:
TRUE OR
LS
At can only distribute food
Pantries
least once
every 30
to an eligible client once a year.
DAYS!

38. 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.

39. 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)

40. a. shelter that receives USDA
A The number of people it
sheltered that month.
commodities is required to
b. The number of meals it served
report monthly on:
that month.
c. The number of meals that were
prepared by staff that month, but
not the meals clients made on

41. Income or Household Size
• Sites are not allowed to ask or
verify clients’ income or household
size. This includes:
SSI benefits Proof of Proof of
Income Household Size
Check TANF Library
stubs Welfare cards cards
benefits
Birth certificates

42. TRUE OR FALSE?
Client’s are eligible for food
only if your agency’s internal
intake process is completed?

43. FALSE: An agency’s
internal intake process must
be conducted in a manner
that does not disrupt the
distribution of food or meal
service.

44. PROHIBITED ACTIVITIES
POSTER
Lists activities that
violate TEFAP
regulations and
instructs the
recipient on what
action to take.

45. Extraneous Activities
are not
not entirely
notendorsed
part of
separate
necessarily
prohibited
voluntary
by USDAroom
TEFAP
table or

46. Political Solicitation
Prohibited
Bags or boxes
Cannot have political
candidates
No political
advertising
Campaign literature
appearances
activity in any or
candidates form
andbuttonsmust not
No signs causes
political or
campaign buttons,
be
during commodity
may notliterature,
be used
politically-inspired
to carry
apparel
evident advertising
distribution
commodities

47. 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?

48. Donations, payment
The client must be the one
for services, or
to initiate engagement
inpurchase for aactivity
any extraneous good
and must areso after the
cause do never
required.
receipt of food.

49. 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.

50. Discrimination Intimidation
R C HYGIENE R
NATIONAL
O ORIGIN AGE -----
E
S
A L
-------
EDUCATION
------ DISABILITY
-----
I
D
C O ------- SEX LANGUAGE
E
N
R Religion C
E E

51. 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.”

52. 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.

53. 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!

54. 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).

55. Instructs the
recipient on
e. Failure orto
what cases refusal to correct
action of potential
c. In
d. Youcase of for Civil be
a. The basis you client
takethe should ask
in following which
non-compliance with non-
AreComplaints must
b.
discrimination,
discrimination
discrimination filing a
to reconsider
complaints true days of
may be filed
Rights facts 180 or false?
filed within clients to
should point can result in
requirementsRUE
race,T color, Ethe
---------------------------------------------------------------------------
complaint. LSsex,
Homeless FA
Required for
are information listed
incident.
the of participation in
loss
Shelters, Soup
on the “And Justice and
national origin, age
Clients submit their complaints to:
Federal Emergency Food
USDA, Director,
Kitchens and Office of Civil Rights
Pantries 1400 Independence Avenue, SW
disability. Program!!!
For All” poster.
Assistance Washington, D.C. 20250-9410
Or call (202) 720-5964

56. 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?

58. Does everyone have the
ABSOLUTELY!
right to file a civil rights or
discriminatory complaint?

59. AGENCIES MUST
Foodbanks REPORT ALL RESOLVED
AND UNRESOLVED
will report
COMPLAINTS TO YOUR
to FOODBANK
IDHS. IMMEDIATELY!

60. REVISED REVISED
EVERY EVERY
YEAR YEAR
EMERGENCY FOOD PROGRAM
FOOD PANTRY & SOUP KITCHEN MANUAL
SFY2014
July 2013 – June 2014

61. EVERYONE MUST FOLLOW ALL
RULES & REGULATIONS
INCLUDING
YOUR MOM

62. How much food must an
Agency accept and
distribute?

63. • Must agree to receive a fair-share allotment
each month
• Are requested to distribute a reasonable
amount of commodities to households
based on size

64. DISTRIBUTION REQUIREMENT
USDA COMMODITIES SERVE AS A SUPPLEMENT
TO YOUR EXISTING FOOD DISTRIBUTION
USDA An assortment
Commodities of donated food
MIXED TOGETHER FOR DISTRBUTION
SHOULD BE DISTRIBUTED WITHIN 30
DAYS OF RECEIPT, IF IN STOCK
MUST NOT BE USED FOR ANY OTHER
AGENCY FUNCTIONS

65. 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.

66. 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.

67. Storing Dry Commodities
• 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

68. 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

69. Storing Refrigerated &
Frozen 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

70. DRY & REFRIGERATED COMMODITIES MUST BE ROTATED TO ENSURE
THE QUALITY AND FRESHNESS OF YOUR FOOD.
PACK DATES ARE ON CASES AND INDIVIDUAL CANS & CONTAINERS.

71. RULE OF THUMB:
WHEN IN DOUBT,
THROW IT OUT!!

72. 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

73. DAYS & HOURS OF
OPERATION POSTER
Register days & hours of
Post hours of operation 2
Required to operate for
operation with food bank.
both outside & insideless
hours per week; any
is a violation.
Notify food bank of any
UNLESS THERE IS A DHS-APPROVED RURAL EXEMPTION
changes.
OR A FOODBANK-APPROVED TEMPORARY CLOSURE DUE
TO HOLIDAYS OR EXTENUATING CIRCUMSTANCES

74. 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

75. 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

76. If your Agency is temporarily
closing what must be done:
ALL
OF T
a) Food bank must be notified HES
E
b) Closing sign must be posted
c) Federally purchased refrigerator and/or
freezer unit must be returned if closing for

77. EFP EQUIPMENT INVENTORY
Federal equipment
such as
refrigerators or
freezers, can
NEVER be
disposed of, sold,
or traded.

78. 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

79. REPORT THEFT TO BOTH FOOD
BANK & POLICE

80. 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

81. P Word of
U Posters
B mouth and
L inner-
I
C program Pamphlets
bulletins
O
U
may not be
T used as the Newsletters
R sole or
E
A primary
C method of Website
H
publicity

82. Public Outreach
• Pantries can also place notices in local
newspapers to make potential recipients aware
of their days and hours of operation.

83. REVIEW TEST
• Can theEligibility Guidelines (green)
Income SignatureMine? be pre-
Sheet I
My neighbor?five required posters?
• Can withneighbor pickup food for
my the
• What are the name of Foodbank,
fillable to Program Participants (blue)
Noticesince I do work during the
personally work during the day?
me
name of Pantry, and Pantry address?
Prohibited Activities (red)
Pre-fillable I am not Sheets are
day but Signature eligible due to
“And Justice For All” (big Liberty poster)
definitely encouraged to eliminate can
income level. “A” neighbor
Days & Hours of Operation
unnecessary errors.for someone
pickup up food
who is incomeJuly 1st EVERY YEAR
NEW POSTERS: eligible and has
a completed Proxy form from
the person needing food.

84. REVIEW TEST
Agreeing to participate in the USDA
commodities program requires you to
• Can I distribute all of my USDA
distribute USDA commodities in just
commodities and follow program rules
conjuction with your private/purchased
during the first weekly distribution of the
food at everythen distribute my the extent
month, and distribution to own food
and operate according to my own pantry
thatrules the rest of the month? available.
USDA commodities are
Even if you run out of USDA
commodities, you are required to
operate your program in accordance
with all USDA rules at all times.

85. REVIEW TEST
• Do I turn in originals or
ORIGINALS
copies of my
You may keep copies
Signature Sheets and
Proxy forms each
but not required
month?

86. Product Forecasting
Canned Beef Stew
Frozen Blueberries
Spaghetti Sauce
Whole-bagged Turkey
Canned Carrots
Grapefruit Juice
Canned Mixed Fruit
Turkey Roasts
Canned Peaches
Pasta
Spaghetti

87. Product Forecasting
Fresh Potatoes
Dehydrated Potatoes
Canned Tomatoes
Peanut Butter
Raisins Ham Pork Patties
Fresh Tomatoes Fresh Pears

88. Thank you for your:
Dedication + Effort + Time
Supplementing diets with nutritious foods
Helping reduce food insecurity
YOU ARE OUR

89. QUESTIONS?