USDA FDP: TX-UNPS Annual Survey

USDA
Foods 101
1
Food Distribution Program
Module Overview
USDA Food Program Explanation
USDA Food Types/Groups
Commodity Processing
Regular USDA Foods
Department of Defense Food Programs
TX-UNPS
USDA Food Delivery, Receiving, Handling,
Storing
Summary
2
Content Overview
USDA Food Program Explanation
•
•
•
•
3
Definition
Purpose
Eligibility Calculation
Entitlement
USDA FDP: Definition
USDA Foods* are foods purchased by the United States Department of
Agriculture and donated to Contracting Entities (CEs) for use in their food
service operation.
* formerly known as commodities
USDA FDP: Purpose
The purpose of USDA Foods is to support agriculture markets and to
provide nutritious, USDA-purchased food to applicable CEs (e.g. public
schools, private schools and residential child care institutions).
USDA FDP: Eligibility
All CEs participating in the National School Lunch Program (NSLP) are
eligible to receive USDA donated commodities through the Food Distribution
Program (FDP).
USDA FDP: Entitlement
Calculation Example
total meals served
X
commodity rate of assistance
=
estimated entitlement
$1000.00
X
$0.24 cents
=
$240.00
NOTE: TDA posts the commodity rate of
assistance on the FDP Message Board.
Content Overview
USDA Food Types/Groups
•
•
•
8
Entitlement Foods
Bonus Foods
Food Groups
USDA FDP: Food Types
Entitlement
Foods
Bonus
Foods
NOTE: Bonus foods do not use
entitlement dollars.
USDA FDP: Food Groups
meat
vegetables
poultry
dairy
fruit
grain, oil,
peanuts
Content Overview
USDA Commodity Processing
•
•
Definition
Benefits
Regular USDA Foods
11
USDA FDP: Commodity Processing Definition
Commodity processing = USDA foods sent for further processing
Commodity processing makes efficient use of donated foods by converting
items into more convenient, ready-to-use forms.
For example,
strips
nuggets
whole raw chicken
fajita
Note: USDA Foods sent for further processing are
determined by applicable procurement procedures.
USDA FDP: Commodity Processing Benefits
makes the most
efficient use of
donated food
increases lunch
participation,
which increases
entitlement dollars
increases
food safety
converts donated
foods into more
convenient and
usable forms
results in products
with a child nutrition
(CN) label
decreases food
service labor
USDA FDP: Regular USDA Foods
Some USDA Foods are
not sent for further
processing, but are
received by the CE
to prepare on site.
Example foods not
sent for further
processing include:
• ground beef
• cut-up chicken
• breaded chicken
• canned fruits
and vegetables
• flour
Content Overview
USDA/Department of Defense
Food Programs
•
•
•
15
DoD Fresh Program
DoD Farm to School Program
DoD Farm to School Foods
USDA FDP: DoD Fresh
Program
USDA has a partnership with the U.S. Department
of Defense (DoD) to purchase US-grown fresh fruit
and vegetables for CEs participating in the National
School Lunch Program (NSLP).
This program allows participants to use a portion of
their entitlement to purchase fresh produce from
an assigned vendor.
CEs orders the produce through the DoD
automated system called FFAVORS.
USDA FDP: USDA/DoD Farm to
School Program
The USDA/DoD Farm to School Program allows participants to use a
portion of their entitlement to request fresh, locally grown produce.
Requests coincide with the regular delivery route schedule from
a CE’s contracted warehouse.
Produce is delivered from the farmer to the contracted
warehouse, then to the CE.
Requests are entered into the Texas Unified Nutrition
Program System (TX-UNPS).
USDA FDP: DoD Farm to
School Program Foods
DoD Farm to School foods include
TEXAS
watermelon
grapefruit
oranges
grown!
red potatoes
apples
Content Overview
TX-UNPS
•
•
•
•
•
•
•
19
Access
Terminology
FDP Module
Annual Survey
Farm to School Survey
Processing Survey
TX-UNPS Reports
USDA FDP: TX-UNPS
TX-UNPS
•
Tracks USDA Food
entitlement, requests,
allocations, reports,
and more
•
Provides online capability
for requesting USDA Food
deliveries from
contracted warehouse
Note: USDA Foods messages
are posted on the
FDP Message Board.
USDA FDP: TX-UNPS Access
To access TX-UNPS:
• download FND Form 101 Certificate of Authority
• fax to TDA
User ID and password will be emailed separately within 5 days of
receiving the completed form.
DO NOT SHARE LOGIN or PASSWORD
Note: TX-UNPS = Texas Unified
Nutrition Program System
USDA FDP: TX-UNPS FDP
Module Terminology
Annual Survey
list of regular USDA items that may be purchased
by USDA
CE
contracting entity
CE Delivery
Order Form
online process to request allocated USDA Food
items for delivery from contracted warehouse
CE Information
Update
annual questions to the CE regarding program
participation for the program year
Commodity
Allocations
USDA Foods requested by the CE and then
allocated through TX-UNPS to the CE for delivery
by the contracted warehouse
USDA FDP: TX-UNPS FDP
Module Terminology
Entitlement
amount of funds available to the CE to spend on
USDA Foods
Farm to
School Survey
list of Texas-grown items available through the
USDA/DoD Farm to School program; uses USDA
entitlement
FDP
Food Distribution Program
FDP Contract
Packet
an annual FDP contract that must be completed
and submitted in TX-UNPS before a CE can
participate in the FDP for the program year
Processing
Survey
list of USDA bulk items for further processing;
co-op members submit information to co-op
coordinator for TX-UNPS data entry
Submitted
clicking a button in TX-UNPS to send information
to TDA
USDA FDP: TX-UNPS FDP
Module
To access an FDP Module, click on the appropriate button on the
TX-UNPS screen.
Note: Some CE users with
access to only the FDP
module will bypass this
screen.
USDA FDP: TX-UNPS Annual
Survey
In the Annual Survey, a CE enters a requested quantity for USDA Food items
the CE wishes to receive should the items become available from USDA.
SAMPLE
Check here
for special
instructions
from TDA.
Insert
requested
quantity.
USDA FDP: TX-UNPS Annual
•
•
•
•
Survey: Entitlement
Beginning
entitlement minus
SAMPLE
Commodity
Processing
Reserved (if any)
minus
DoD fresh (if any)
minus
Requests on other
surveys (Annual
and FtS Surveys)
=
Available
Entitlement
Available
Entitlement is
uncommitted.
Entitlement Used
is equal to the
value of requests
spent on this
survey.
Entitlement Used
cannot be greater
than Available
Entitlement.
USDA FDP: TX-UNPS Farm to
School Survey
A CE completes a Farm to School Survey if the CE is participating
in the USDA/Department of Defense Farm to School (FTS)
Program.
Available weeks display on the survey based on the CE’s assigned delivery
route schedule.
For example:
• if a CE is assigned a weekly route schedule, the CE can request FTS
items on the survey for each available week.
• if a CE is assigned a monthly route schedule, the available items will
display monthly and the date will coincide with the monthly route
schedule.
USDA FDP: TX-UNPS FTS Survey
Read the special
instructions.
Delivery Week
displays items
available for each
month.
USDA FDP: TX-UNPS FTS Survey
The Requested Unit
text box is active
only for the week
that coincides with
the CE’s delivery
route schedule.
If Delivery Route is
weekly, the
Requested Unit text
box is active for all
weeks. If the delivery
route is monthly,
only one week per
month is active.
USDA FDP: TX-UNPS FTS Survey:
Entitlement
Available
Entitlement =
uncommitted
Entitlement Used
= amount used on
this survey.
Entitlement Used
cannot exceed
Available
Entitlement.
USDA FDP: TX-UNPS Processing Survey
A Processing Survey is completed by the CE’s co-op coordinator.
Exception: CEs that process on their own complete the processing survey.
USDA FDP: TX-UNPS Reports
Weekly Commodity Bulletin
•
•
•
•
•
Includes CE and contracted warehouse contact Information
Entitlement Account Status
Weekly Allocation Data
Free and Private Storage Information
Bulletins are real time and are not saved in TX-UNPS.
Note: To save a bulletin, export to
Excel or PDF.
USDA FDP: TX-UNPS Reports
Statement of Commodities Allocated
Note: To save a statement, export
to Excel or PDF.
• Based on search criteria, the statement displays the search dates,
CE name, program year, and program name
• Displays a list of Entitlement and Bonus Foods allocated, description
name, units allocated and the value
Exception: Processed commodities are valued at zero because the value
is part of the processing reserved amount deducted at the beginning of
the school year.
USDA FDP: TX-UNPS Reports
Statement of Commodities Shipped
Note: To save a statement, export
to Excel or PDF.
• Based on search criteria, displays the search dates, CE name, program
year, and program name
• Displays a list of Bonus and Entitlement food shipped.
• Displays description, quantity and value.
• Exceptions:
o End Product code values are displayed as $0.00.
o For audit purposes, processing value can be obtained
from the Weekly Commodity Bulletin, Processing Used.
Content Overview
USDA Foods Delivery, Receiving,
Handling, Storing
• Delivery Fees
• CE Delivery Order Form
• Fuel Surcharge
• 100-Mile Rule
• Monthly Delivery
• Accepting Delivery
• Handling and Storage
• Reminders
35
USDA FDP: Delivery Fees
• CEs are charged TDA-approved delivery fees by the contracted
warehouse.
• Fees are updated annually each June 1 based on the Consumer
Price Index (CPI).
• CEs arrange delivery schedules with the warehouse prior
to the start of the school year.
• CEs request USDA Food for delivery via the TX-UNPS
CE Delivery Order Form.
USDA FDP: CE Delivery
This form is used to
request USDA Food
for delivery from a
contracted warehouse.
Order Form
Important Notes
•
Delivery Date =
next available
delivery date;
order form must
be completed 48
business hours
prior to delivery
date shown on
form
•
CE may modify
form as long as
status of form =
Open
•
CE may complete
a form for a future
delivery date
Contracting Entities >
DeliveryOrders-CE >
Open Orders
USDA FDP: CE Delivery
Available Current
Allocation
=
product allocated
to CE
Order Form: Available & Surplus Column
Available Surplus
Inventory
=
extra inventory
available to CEs on a
first come, first serve
basis
USDA FDP: CE Delivery
Order Form: Entitlement
Entitlement
Section:
must have
available
entitlement
when requesting
units in the
surplus column
USDA FDP: Fuel
Surcharge
• Implemented in SY 2012
• All contractors may charge a fuel surcharge for delivery of
USDA Foods.
• The fuel surcharge appears as a separate line item on the invoice.
• Fuel surcharges fluctuate based on fuel prices. TDA updates the
TX-UNPS FDP Message Board with current fuel surcharge rates.
USDA FDP: 100-Mile
Rule
According to the RFP
for commercial
distribution, the 100mile rule is applied
using an ideal city in
each of the seven
geographic regions.
These ideal cities are:
Region 1: Dallas
Region 2: Longview
Region 3: Houston
Region 4: San Antonio
Region 5: McAllen
Region 6: Lubbock
Region 7: El Paso
USDA FDP: 100-Mile
Rule
CEs are categorized
into two groups:
100 miles or less
from an ideal city
More than 100 miles
from an ideal city
USDA FDP: Monthly
Delivery
First delivery within a month is based on the actual quantity of cases
delivered to the CE.
No minimum is required.
Example:
• 10 cases of food
10
delivered to a CE site
• delivery cost per case
= $3.00
• fuel surcharge added
x
$3.00
+
current rate
per current rate
• total invoice to CE site
$30.00 plus fuel
surcharge amount
USDA FDP: Monthly
Delivery
Subsequent deliveries within the first month include the following
rules:
Less than 100 miles
from an ideal city
More than 100 miles
from an ideal city
• For a second delivery within
• For a second delivery within
a month from a contracted
warehouse, the CE will be
charged a minimum fee for
20 cases.
a month from a contracted
warehouse, the CE will be
charged a minimum fee for
40 cases.
• For more than 20 cases, the CE
• For more than 40 cases, the CE
will be charged the actual cost.
will be charged the actual cost.
USDA FDP: Accepting
Delivery
• make sure the items
delivered were ordered on
the TX-UNPS CE Delivery
Order Form
Before signing receiving
documents, the person who
receives the shipment should:
• count the cases received
• check for damage
• note shortages/damages
on the bill of lading
45
USDA FDP: Handling
and Storing USDA Foods
• handling and storing
USDA Foods properly
• receiving and using USDA
Foods before they expire
Schools are expected to prevent loss by:
46
USDA FDP: Handling
and Storing USDA Foods
Storage is free for the first 45 days after a new allocation.
Private storage fees begin on the 46th day after an allocation.
47
USDA FDP: Handling
and Storing USDA Foods
Contracted warehouses bid different rates for each storage category.
The categories are:
• dry
• chilled
• frozen
48
USDA FDP: Handling
and Storing USDA Foods
USDA regulations prohibit school inventories of donated food
in excess of 6 months.
USDA Foods stored longer than 6 months are listed as Long Term
Storage on the Weekly Commodity Bulletins.
Private storage rates double after 6 months.
49
USDA FDP: Reminders
Be aware of the
program years
when navigating in
TX-UNPS!
• New program year
opens in TX-UNPS
January
• An FDP Contract
Packet must be
submitted in
TX-UNPS before a
CE can access an
Annual Survey.
50
USDA FDP: Reminders
• TDA distributes
March
51
entitlement to
DoD Fresh
participants.
USDA FDP: Reminders
• Warehouse delivery
June
52
and storage costs
are updated in
TX-UNPS.
USDA FDP: Reminders
• USDA announces the
official or published
Commodity Rate of
Assistance for the
next school year.
July
• The Rate of
Assistance is updated
in TX-UNPS.
• CEs may lose or
gain entitlement.
Check for emails
announcing available
USDA offerings to
spend remaining or
extra entitlement.
53
USDA FDP: Reminders
• Total meal
October
information is
updated in TX-UNPS
with the last
completed school
year’s meal count.
• CEs may gain or lose
entitlement. Check
for emails for
available USDA
offerings to spend
remaining or extra
entitlement.
54
USDA FDP: Reminders
preallocations
weekly
allocations
FTS weekly preallocations occur each
Tuesday. This allows
CEs to meet the 48
business requirement
when completing a
Order Form that
includes FTS product.
Weekly allocations
occur each Thursday.
55
USDA FDP: Reminders
HOT TOPICS
56
Summary
CEs commit entitlement dollars on
• regular USDA Foods
• USDA Foods for further processing
• USDA/DoD Fresh Program and/or
• USDA/DoD Farm to School Program
USDA Foods are ordered by the state based on CE requests
entered into TX-UNPS.
USDA Foods are shipped from a USDA vendor into
state-contracted warehouses.
57
Summary
Allocation of USDA Foods are made every Thursday.
Allocations are based on CE requests.
Contracted warehouses store and deliver USDA Foods
to the CE.
58
USDA
Foods 101
59
End of Instruction
Questions?
Comments?
60
[email protected]
The Texas Department of Agriculture’s Food and Nutrition Division is funded by the U.S. Department of Agriculture,
Food and Nutrition Service.
The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment
on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political
beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any
public assistance program, or protected genetic information in employment or in any program or activity conducted or funded
by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.)
If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Compliant
Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to
request the form. You may also write a letter containing all of the information requested in the form. Send your completed
compliant form or letter to us by mail at U.S. Department of Agriculture, Director, Office Adjudication, 1400 Independence
Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at [email protected]
Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800)
877-8339; or (800) 845-6136 (Spanish).
USDA is an equal opportunity provider and employer.
61
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