Food Programs Manual - Ohio

Food Programs Manual

for the

Commodity Supplemental Food Program

and

The Emergency Food Assistance Program

Rev. February 2012

Ohio Department of Job & Family Services Office of Family Assistance

TABLE OF CONTENTS

Section 1 Introduction........................................................................................................................... 4

Purpose of Manual.................................................................................................................................... 4

Contents of Manual................................................................................................................................... 4

Availability of Manual ................................................................................................................................ 4

Section 2 Definitions ............................................................................................................................. 5

Section 3 Administration ...................................................................................................................... 9

State Administration.................................................................................................................................. 9

State Distribution Plan .............................................................................................................................. 9

Local Administration ................................................................................................................................. 9

Federal Allocation to States .................................................................................................................... 10

ODJFS Allocation to Regional Agent...................................................................................................... 10

Shipment of Product from USDA to a Regional Agent or Sub-Regional Agent ..................................... 11

Claim Action............................................................................................................................................ 11

Program Monitoring ................................................................................................................................ 12

Training and Technical Assistance ......................................................................................................... 13

Section 4 Regional Agent and Sub-Regional Agent ........................................................................ 14

Foodbanks .............................................................................................................................................. 14

Regional Plan.......................................................................................................................................... 14

Storage and Handling ............................................................................................................................. 14

Dry Food Storage ................................................................................................................................... 16

Refrigerated and Frozen Food Storage .................................................................................................. 16

Maintenance of Storage Area ................................................................................................................. 16

Damaged and or Out-of-Condition Product ............................................................................................ 17

Program Monitoring ................................................................................................................................ 17

Records Maintenance ............................................................................................................................. 18

Technology-Based Client Eligibility Process .......................................................................................... 18

Prohibited Activity ................................................................................................................................... 18

Section 5 Local Distributor................................................................................................................. 19

Food Pantry ............................................................................................................................................ 19

Soup Kitchen and Shelter ....................................................................................................................... 19

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Distribution .............................................................................................................................................. 19

Homebound Participants ........................................................................................................................ 20

Technology-Based Client Eligibility Process .......................................................................................... 20

TEFAP Eligibility ..................................................................................................................................... 20

CSFP Eligibility ....................................................................................................................................... 20

Dual Participation.................................................................................................................................... 21

CSFP Waiting List Procedures ............................................................................................................... 21

CSFP Nutrition Education ....................................................................................................................... 22

Complaints About USDA Donated Commodities.................................................................................... 22

Prohibited Activity ................................................................................................................................... 23

Section 6 Civil Rights........................................................................................................................... 24

Section 7 Records and Reports .......................................................................................................... 25

Regional Agent and Sub-Regional Agent Reports to ODJFS ................................................................ 25

TEFAP Inventory .................................................................................................................................... 25

CSFP Inventory....................................................................................................................................... 25

Local Distributor Reports to Regional Agent or Sub-Regional Agent..................................................... 25

Records Retention .................................................................................................................................. 26

Report Forms .......................................................................................................................................... 26 FNS-7 Destination Data for Delivery of Donated Foods .................................................................... 26 FNS-57 Report of Shipment Received Over, Short and/or Damaged ............................................... 26 FNS-153 Report ................................................................................................................................. 26 FNS-155 Report ................................................................................................................................. 26 FNS-191 Racial/Ethnic Group Participation Report ........................................................................... 26 FNS-663 Commodity Acceptability Progress Report (CAP) .............................................................. 26 JFS 04220 CSFP Certification Form .................................................................................................. 25 JFS 01426 CSFP/TEFAP Site Review - Foodbank ........................................................................... 27 JFS 01427 CSFP/TEFAP Site Review - Local Agency...................................................................... 27 JFS 01432 Commodity Complaint ..................................................................................................... 27 JFS 01433 Report of Storage Loss and or Damage .......................................................................... 27 JFS 01431 State 153 Report .............................................................................................................. 27 JFS 04221 TEFAP Household Eligibility ............................................................................................ 27 JFS 04221-S TEFAP Household Eligibility Spanish .......................................................................... 27 JFS 04221-SO TEFAP Household Eligibility Somali.......................................................................... 27 JFS 01428 Foodbank Monthly Statistical Report ............................................................................... 27 JFS 01429 Local Agency Monthly Statistical Report ......................................................................... 27

Section 8 USDA Food Distribution National Policy Memoranda ..................................................... 28

Appendix .............................................................................................................................................. 31

A. CSFP Federal Regulations, 7 CFR 247

B. TEFAP Federal Regulations, 7 CFR 251

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C. Form AD-475C "And Justice For All" Poster D. JFS 04224 Household Eligibility Guidelines (effective July 2009) E. JFS 04224-S Household Eligibility Guidelines Spanish (effective July 2009) F. JFS 04224-SO Household Eligibility Guidelines Somali (effective July 2009) G. JFS 04222 CSFP Household Eligibility Guidelines (effective February 3, 2009) H. FNS-7 Destination Data for Delivery of Donated Foods I. FNS-57 Report of Shipment Received Over, Short and/or Damaged J. FNS-153 Report K. FNS-155 Report L. FNS-191 Racial/Ethnic Group Participation Report M. FNS-663 Commodity Acceptability Progress Report (CAP) N. JFS 04220 CSFP Certification O. JFS 01426 CSFP and TEFAP Site Review Foodbank P. JFS 01426 CSFP and TEFAP Site Review Local Agency Q. JFS 01432 Commodity Complaint R. JFS 01433 Report of Storage Loss and or Damage S. JFS 01431 CSFP State 153 Report T. JFS 04221 TEFAP Household Eligibility U. JFS 04221-S TEFAP Household Eligibility Spanish V. JFS 04221-SO TEFAP Household Eligibility Somali W. JFS 01428 Foodbank Monthly Statistical Report X. JFS 01429 Local AgencyMonthly Statistical Report

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Section 1

Introduction

Purpose of Manual

The Food Programs Manual is provided by the Ohio Department of Job & Family Services (ODJFS) to clarify program procedures for local agencies participating in the Commodity Supplemental Food Program (CSFP) and The Emergency Food Assistance Program (TEFAP). The intent of this manual is to establish and maintain a consistent statewide minimum level of service for the emergency food provider network distributing CSFP and TEFAP commodities. The manual provides the framework for acceptable compliance to program guidelines established by ODJFS and the United States Department of Agriculture (USDA) federal program regulations found at 7 Code of Federal Regulations (CFR) 251 for TEFAP and 7 CFR 247 for CSFP.

Contents of Manual

The manual contains information about the rules, regulations, reports and forms for CSFP and TEFAP incorporated into agreements with program providers. The manual includes a Table of Contents and program terms, definitions and acronyms. Updates to the manual may be made periodically. The 2012 revision affects the entire Food Programs Manual. Please discard all previous versions and updates.

Availability of Manual

The Food Programs Manual is available online at the ODJFS website. All agencies participating in CSFP/TEFAP must have and maintain a manual on site.

The manual will be posted on the ODJFS website under the Food Programs Manual header at

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