FREQUENTLY ASKED QUESTIONS (FAQ’s):
Does my organization qualify to be an agency with the Food Bank for Westchester?
Your Agency must meet the IRS eligibility requirements for the receipt, transfer, and use of donated
products (food and non-food) under section 170(e)(3) of the IRS code, stated as follows: 501(c)3 or
“Church”/Religious Organization: The Agency agrees that it is incorporated as a 501(c)3 Non-profit
corporation (may not be a private foundation, even if it has an exemption under Section 501(c)(3) of the
Code) or is considered a “church/religious organization” as defined by the IRS and meets all of the
criteria below for each type of eligible organization. Your Agency (or Parent Agency under which the
Agency operates) agrees that it is incorporated to serve the ill, needy and/or infants (minor children 018 years old). Your Agency also agrees that it is not incorporated for a purpose unrelated to serving the
ill, needy and/or infant (minor children), such as publication of a non-profit periodical providing
information to members.
How long does the application process take?
The whole process can take 2-4 weeks. Once you have submitted your application, you will hear from us
to schedule your site visit. We will not schedule a monitor appointment until your application is
complete. Pending a successful monitor visit, we will enroll you in one of our Agency Orientations. At
the moment you complete the Agency Orientation, your membership will be activated and you can
begin placing orders, etc.
How does a food pantry work?
Our agency partners attain food from Food Bank for Westchester and store the food in a designated
space that has been monitored and approved by a Food Bank for Westchester Representative.
Individuals who are in need of food assistance visit the pantry during selected times and are either given
pre-packed bags of supplemental grocery items or if the pantry is Client Choice, the client can “shop” in
the pantry selecting certain amounts of each kind of item. In order to receive state funding from FB4W,
you must operate a client choice model food pantry.
Are there any reporting requirements?
Every agency is required to submit monthly reports detailing the clients served; it is broken down by
age. You must submit this report on or before the 10th of each month for the previous month’s food
distribution. Monthly reports are submitted through your online PWW account, this is the same account
you use for placing orders and viewing invoices/statements. If you do not submit your report by the 10th,
your agency will be suspended and unable to place an order until you have submitted your statistics for
that missing month.
What costs are involved with being an agency of the Food Bank for Westchester?
There are no costs to applying and being accepted as a member of the Food Bank for Westchester. You
are responsible for paying for the food that you purchase off of our inventory. It is important to note
that we provide this food to you at-cost; we do not profit off the sale of this food.
What are my benefits as an agency?
Becoming an agency with the Food Bank for Westchester enables your organization to gain access to a
variety of food items at a fraction of the cost (about 1/3 of the price of supermarket). This in turn allows
your organization to effectively and efficiently afford to support the needs of the community.
How much food does a pantry typically distribute?
As required by the state (HPNAP), we require that our pantries meet a meal factor of at least 9 for a
family of four, for 3 days. Typically, this will look like 72 servings of fruits/vegetables, 36 servings of
whole grains and 324 grams of protein. We provide examples of distribution examples that will fulfill
this requirement.
How are food pantries funded?
Pantries are primarily funded by donations from their organization’s supporters, or their faith based
congregation, as well as, grants from both the Food Bank, the state and privately funded foundations.
What kind of space and equipment is needed?
You will need a permanent space to store and distribute all product from the Food Bank for
Westchester. The following supplies are also helpful: refrigerator and/or freezer, shelving, tables, desk,
contact phone with message machine, handcart, box cutters, grocery bags and pantry signage. (Please
Note: If your agency does not have a refrigerator and/or freezer, your agency will not be authorized to
shop for items that require refrigerator and/or freezer storage)
Where does the Food Bank for Westchester receive food?
National and local manufacturers, wholesalers, retailers, brokers and food distributors donate food and
related products to the Food Bank for Westchester. These products including packaged, canned and
non-perishable foods meet all food safety and nutrition standards. In addition, the Food Bank for
Westchester also purchases staple foods such as beans, rice, proteins, dairy, produce, and many other
items.