FORMS TRAINING
WFC CONFERENCE 2015
Food Bank Certification Course
October 2, 2015
Welcome & Introductions
• Presenters:
• Trish Twomey, Washington Food Coalition
• Stephanie Hsu, Partner Programs Coordinator, Northwest Harvest
• Rosemary Rankins, Agency Relations Manager, Food Lifeline
• James Scovel, Program Coordinator, Food Assistance Programs –
WSDA
• Megan Harlan, Program Coordinator, Food Assistance Programs –
WSDA
• Review Agenda:
Handouts:
• ABC Sheet
• When reports are due
• Other handouts from presenters
Who Are You?
 Workshop attendees:
• How many of you are a:
• Food pantry?
• EFAP Lead Agency contractor for WSDA?
• Tribal Food Voucher Contractor?
 How many of you receive:
• EFAP Funding and/or food?
• TEFAP food? TEFAP funding?
• CSFP food?
• Food from NW Harvest?
• Food from Second Harvest Inland NW?
• Food Lifeline?
Important Definitions: See handout
• Duplicated count –
A household makes a repeat or return visit to your food bank after their first initial
visit of the year, they are considered a duplicated household for each and every
subsequent visit during the reporting year.
• Unduplicated count - the very first visit to the food bank during the
reporting year.
• Special Dietary Needs - The number of individuals served with “special dietary
needs” foods, whether or not these foods were purchased out of EFAP “Special
Dietary Needs Funds.” See specific definition.
• Reporting year - This is the 12-month period of food bank activity that begins in
either January or July, depending on the reporting requirements of food bank
funders or food distributors.
Lets look at report forms
Northwest Harvest - Stephanie
• Mission: to provide nutritious food to hungry people
statewide in a manner that respects their dignity,
while working to eliminate hunger.
• Statewide, over 370 programs
• Free food with focus on high nutritional value
• Three Squares, Kids Summer Food Club, Growing
Connections, Holiday Protein and Smart Buys
Food Lifeline – Rosemary
• Seattle’s Table: rescues otherwise wasted prepared food from
local restaurants, caterers, corporate dining rooms, universities,
convention centers, hospitals, grocery stores, and other food service
providers. Distributes this food to meal programs and shelters.
• Kids Café: provides free snacks and meals to youth ages 1-18
outside school hours at sites where they live, learn and play. Through
the USDA’s Summer Food Service Program and Child and Adult Care
Food Program, we purchase food, do menu planning, and administrative
paperwork to help fill gaps in communities across Western Washington.
• Grocery Rescue: rescues perishable food products from local
grocery stores in order to increase the volume and variety of food
available to meal programs and food banks. Stores include QFC, Fred
Meyer, Albertson’s, and Wal-Mart.
Food Lifeline (cont.)
• Order Up! – food purchasing program in which Food
Lifeline buys bulk quantities of products from vendors at a
significantly discounted price and offers these products to
agencies at cost plus a minimal mark-up to sustain the
program.
• Order Up! Products may be ordered through the online
ordering system along with other donations regularly
ordered each week by agencies.
Food Lifeline’s MARS
On-line reporting form
WA State Department of
Agriculture – James
The Food Safety & Consumer Services Division
contains the 3 emergency food programs:
• The Emergency Food Assistance Program (TEFAP)
• Commodity Supplemental Food Program (CSFP)
• Emergency Food Assistance Program (EFAP)
WSDA
TEFAP is a federal program that provides an
allocation of operating funds and food to meal
programs and food pantries in each county by
formula. Low income people are eligible to receive
the food.
CSFP is also a federal program that provides food
and operating funds to providers in 21 of the 39
counties in the state according to caseload size.
Low-income seniors are eligible to receive the food.
TEFAP Report - James
TEFAP Inventory Report
Reports are due to contractors monthly.
Expectation is that food pantries and meal programs will do
a physical count of food every month so that you know how
much product you gave out and how much you still have at
the beginning of every month.
If you have more than 2-3 months of a product, develop a
way to distribute it (e.g. give more out to each family), call
your contractor to get ideas or have the product
redistributed elsewhere. Do not keep product for over 3
months!
Never give out food that is past its “Use by”, “Best if used
by” or expiration date.
TEFAP Inventory Report, con’t
Food Pantry and Meal Programs: Fill out Month/Year,
agency name, person’s name filling out form.
Food Pantries: Required to list client signatures (families)
and Total Household Members (# of individuals in family).
Meal Programs: Is optional to report # of meals served. Ask
contractor if they would like that information.
Inventory, both food pantries and meal programs (report in
cases):
 Beginning inventory of cases you had on the 1st of each product.
TEFAP Inventory Report, con’t
 Received: # of cases you received of each product.
 Total: Beginning inventory + received. Will automatically calculate in
electronic form.
 Issued: For meal programs, what you used to prepare meals, for food
pantries what you gave out to clients.
 Damaged or Loss: If any items were damaged or appear to be missing
these must be reported. Call your contractor for follow-up process.
 Positive or Negative Adjustment: If the numbers don’t add up and there
are more or fewer items than the numbers show, insert the number over or
under.
 Book Inventory: According to totals above, what is left still in your
inventory.
TEFAP Inventory Report, con’t
 Physical Inventory: Your totals of each items you get by actually
counting the products.
 Over/Under: If the book inventory and physical inventory do not
match, the difference in the two counts.
 Reason for damaged items or Positive/Negative Adjustment: To
the best of your ability, briefly explain how the damage happened or
why you think there may be adjustments.
TEFAP Reimbursement Form
TEFAP Reimbursement Form
A TEFAP contractor may choose to pass on some of their funding
to subcontractors to pay for their costs of distributing TEFAP.
If you claim expenses, you must send documentation of your
costs.
Enter the contractor’s name and your agency’s name at the top
of the form.
In “Name” put the name of the person completing the form
Enter agency’s address
Sign in ink, preferably a color other than black, enter title and
date completed.
TEFAP Reimbursement Form
For the expenditures, list each cost separately that you are
going to charge to TEFAP.
Date: The date the cost was incurred.
Description: What was the expenditure? (salaries,
benefits, printing, gasoline, etc.)
Amount: For each billed cost.
Emergency Food Assistance Program
(EFAP) - Trish
• Money for food pantries and food banks across WA State
• Granted every two years.
• Lead agency in each county.
• Several types of subcontracts:
• Cash reimbursement - food pantry is reimbursed directly for allowable
expenditures.
• Adequate accounting system, audit if meet criteria (if $500,000+ in
federal funds or if $100,000+ in State funds).
• Contractor pays bills for food pantries– vendor is paid directly by
contractor, no funds are sent to food pantries.
• Food/Supply – Food pantries get no money to spend. The food bank
provides food to the food pantries. All the funds go to the food bank to
supply food.
EFAP (continued)
Agencies must have match, 1:1 (100%) if at least 50% is
cash match, or 2:1 (200%) of in-kind if don’t have sufficient
cash match.
All must follow Food Procurement Policy, have
Liability Insurance, register with 211, have client
eligibility and client privacy policies in place.
EFAP reports are due monthly to your EFAP lead
contractor.
Contractors must submit their reports to WSDA
summarizing all costs and data for their areas by the 20th
of each month.
All reports must be signed and include back-up
documentation for all allowable costs being claimed.
EFAP, Cont.
Reimbursement contract – must have paid the bill and ask
for reimbursement for the previous month unless
contractor is paying the bill for you.
Check your math!
Make sure your data makes sense. Common errors:
Reversing new and returning clients.
Putting household numbers for client totals.
Claiming expenses in the wrong month. Must be claimed
in the month you paid the expense.
Don’t leave money unspent at the end of the year!
EFAP Report form
Healthier Food Options - Megan
Supports Governor’s Goal #4 Healthy and Safe
Communities – Fostering the health of Washingtonians from
a healthy start to a safe and supported future. Results
Washington (www.results.wa.gov).
Leading indicator for this goal is to increase the percentage
of healthier food options offered to low income children and
families through food pantries, farmers markets, and meal
programs by 5% from 2014 through 2017.
 There are several ways we are currently using this data to
support new programs.
Healthier Food Option Report
Questions & Answers
*************************
Contacts for reports:
• Food Lifeline – Rosemary Rankins Rosemaryr@fll.org
• Northwest Harvest – Stephanie Hsu
Stephanieh@northwestharvest.org
• WSDA –Megan Harlan & James Scovel at
MHarlan@agr.wa.gov & jscovel@arg.wa.gov
• WFC – Trish Twomey, trish@wafoodcoalition.org
Time for your exam!