Partner Agency Training - TEFAP - United Food Bank
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Partner Agency Training
TEFAP
Training Agenda
2022
1 United Food Bank Quick Intro & Updates
2 Expectations of Partnership
3 Trainings + Requirements
4 Food Streams + Storage + Distributions
5 Reporting + Audits
Next Steps
Chariti Stern Christopher Bodnar Karen Scoggins Marc Rosso Maya Galvan Taylor Alcaraz Tory Wilson
Agency Logistics & CSFP Manager Food Resources Manager Hunger Program Specialist Agency Governance Manager Agency & Programs Manager
Chief Program Officer Agency Capacity Specialist
The Agency & Programs Team
Expectations of Partnership Must notify United Food Bank of changes in leadership, location, days, or hours —if there’s a change in location, UFB needs to approve prior to moving; Must submit all monthly reports and be active on Link2Feed if receiving TEFAP; Must keep all paperwork for at least 5 years after the year in use; Complete food safety training and ensure food is stored and distributed safely; Work in collaboration to resolve issues and limitations for clients including access to transportation, limited English proficiency, capacity, & nutritional needs; Must read and respond to emails within 1-2 business days-- key information is relayed via email communication; Be kind and treat all with respect and dignity; Refer to the Partner Agency Handbook for all Expectations of Partnership
Required: Documents & Trainings United Food Bank FY 21-22 Agency Agreement & Release and Indemnification HRP-1040A Annual USDA Commodity Food Service Application & Agreement Between Regional Food Bank and Distribution Site United Food Bank Partner Agency Handbook Civil Rights Training & HRP-1015A Annual Civil Rights Training Agreement HRP-1016A Volunteer Confidentiality Agreement Link2Feed Training on YouTube @ United Food Bank Agency Training Food Handlers Certification www.azfoodhandlers.com
United Food Bank's
Partner Agency
Conference
United Food Bank holds two conferences
each fall, one for Northern and one for
Southern agencies. This conference
discusses important updates, available
resources, and provides an opportunity for
collaboration of all partner agencies.
It is required for all agencies to attend
annually.
Food Streams
Grocery Rescue
Pantry+ TEFAP
CSFP
TEFAP The Emergency Food
Assistance Program
Gila
Apache 4.8%
5.3% “The Emergency Food Assistance Program (TEFAP)
Navajo is a federal program that helps supplement the
6.7%
diets of low-income Americans, including elderly
people, by providing them with emergency food
Pinal
assistance at no cost. Through TEFAP, the U.S.
14.7% Department of Agriculture (USDA) purchases a
variety of nutritious, high-quality USDA Foods, and
makes those foods available to State Distributing
Maricopa
Agencies.”
68.5%
TEFAP Menu The TEFAP menu is a full list of all the items that we have available for the month for all agencies--there may be some agencies who don't receive each product which is based on distribution numbers. If you have certain limitations for your storage areas, let us know and we will make note to ensure that the amount of food we are sending you is appropriate.
TEFAP Allocation
Allocations are set based on monthly
distribution numbers
In order for the allocation process to be
successful, reports need to be turned in on
time
Monthly TEFAP
Changes in TEFAP Orders
All changes to TEFAP orders must be
requested at least 3 business days prior to
Allocation
delivery
Agencies can request an increase or decrease
to their entire monthly allocation. Not specific
items.
Email Taylor to make TEFAP changes
Changes made to the orders must be applied
to all commodities in either the dry or frozen
category
A change cannot be applied to one specific
itemTEFAP Deliveries Delivery Window Check Invoice Sign Invoice Thank Your Driver 2 hour customary A Food Handler's card A signature is required Be kind to our drivers! delivery window holder must be present on all invoices and they Communication if there to accept delivery must be returned to is a delay Confirm all the United Food Bank Gives drivers flexibility commodities were Driver in case they run into delivered Invoices must be kept common delays Email any discrepancies for 5 years
TEFAP Inventory
Food Rotation &
Requirements Labeling
Food Storage Types of Inventory
All TEFAP commodities First In First Out - food
should be delivered and must be distributed in the TEFAP must be stored
Emergency Food Bags
distributed within 30-60 order that it was delivered separately from other food
Bulk Commodities
days Label TEFAP food with the items- TEFAP must be
Dry
Food that is carried over Delivery Date - TEFAP must stored in a clearly defined
Frozen
past that timeline can bring have a date when the area where non-TEFAP
agencies out of compliance commodity was delivered items are not mixed in
to ensure FIFO--Types of Inventory
Emergency food bags (EFBs), also known as emergency food boxes, are pre-built
Emergency Food food bags using food that United Food Bank receives from The Emergency Food
Bags Assistance Program (TEFAP). EFBs are easier to distribute and reduce the
(EFBs) amount of time that partner agencies need to prepare for each distribution.
TEFAP Bulk Commodities are Dry and Frozen commodities that are delivered
TEFAP Bulk
additionally with your EFBs. These items can be distributed to supplement the
Commodities
EFBs with additional foods.Emergency Food
Bags
EFBs are how we are able to have a "core
box" for all agencies across Arizona
United Food Bank will increase / decrease
TEFAP and EFB deliveries based on
reported distribution numbers, time of
year, and per agency's requestsFood Safety No food is permitted to be placed on the floor--even
for a temporary time. It is recommended to use extra
Requirements
pallets or tables for unloading and organizing into pantry.
All coolers and freezers need internal thermometers
and a temperature log is required for each cooler
and freezer. Temperatures must be recorded each day
that you are in your facility on a temperature log.
For All Food All food must be stored 4 inches from the wall and 6
inches off the floor. Floors must be clean and clear of
Inventory debris.
Refer to Partner Agency
Handbook and Food Safety Shelving for dry storage must be on nonporous
training for complete materials--easy for spills and cleanup.
information and guidelines.TEFAP Distributions
Public Distribution Times + Client Intake System Equitable Distribution
Required Signage
Food distributions times must All TEFAP distributions must be Equitable distribution based on
be posted for the public to see recorded on Link2Feed family size
Required signage must be in Pantry staff must request ID HH size 1-4 = 1 EFB
view of clients when distributing from household member or HH size 5-8 = 2 EFBs
TEFAP proxy who is receiving HH size 9+ = 3 EFBs
commoditiesRequired
01 Justice For All poster, (not on website)
Signage
02 Americans with Disabilities (ADA / 504 Notice)
03 HRP 1023A Income Eligibility Guidelines
04 HRP 1014A USDA Civil Rights Compliant /
Grievance Forms
05 HRP 1050A TEFAP Written Notice of Beneficiary
Rights (faith based only, not on website)
06 Hours of Operation (agency creates)
07 Code of Conduct (agency creates)
08 Allergen Warning Sign (grocery rescue)Equitable Distribution
& Supplemental Food Menu
Equitable distribution based on family size
EFBs Household size 1-4 = 1 EFB
Household size 5-8 = 2 EFBs
Household size 9+ = 3 EFBs
For bulk commodities sent in addition to the EFBs, add them in with your EFBs.
To find how much of each bulk commodity to give to each household,
determine your average household served per month and how much of that
product you have available for the month.
Dry Bulk
& Formula:
Frozen Bulk Amount of bulk product Average # of Household Served = # of product/household
Example:
200 cans of green beans 50 households per month = 4 cans of green beans/householdPop Quiz: What is an Emergency Food Bag? A Food that solves mysteries with Scooby Doo B Pre-built food bags delivered by United Food Bank C Food that puts out fires D Non-TEFAP food put into boxes by the agency
B Pre-built food bags delivered by United Food Bank It is important to know that EFBs are counted and inventoried individually at United Food Bank. Agency Partners are expected to do the same on their Monthly Inventory & Participation Report
Monthly Inventory &
Participation Report (MIPR)
Monthly TEFAP reports are due by the 5th of the following month
Send to monthlyreports@unitedfoodbank.org
Reporting All Link2Feed data must be entered correctly and
completely prior to turning in MIPR
The MIPR tracks inventory and will allow United Food Bank
to see how much food partner agencies are able to
distribute in order to appropriately allocate food quantities
to all agencies and ensures agencies are distributing food
by following FIFO.Step 1: Include your agency name
and reporting month/year
Step 2: Complete the Emergency
Food Boxes table
Step 3: Complete the Bulk
Commodities table
Step 4: Sign and DateStep 5: Double Check
Step 6: Email to United
Food BankEFB Table Steps
1
2
4
5 7 Use this area if you had any
3 discrepancies in the amount of bags /
commodities than what your invoice
states
6
1. Carry over from your previous month "Remaining end of month count"
2. Enter the # of EFBs delivered in the current month based on your invoice
3. Physically count the # of EFBs remaining at the end of the month
4. Math.
a. (Beginning of the month + Received this month) - Remaining end of month = Distributed this month
5. # of EFBs that have been lost. Losses are only damaged or spoiled EFBs. Not discrepancies in EFBS
6. List the reasons for losses1 Bulk
Commodities
2
3
Table Steps
4
1. If there was remaining CASED product remaining from the previous month, select yes. If not, select no.
2. If selecting yes on #1, were all the items from the previous month distributed? If there are still items remaining,
select no and the items will be listed in #4 Bulk Commodities.
3. If there were any losses to the CASED product that made it unable to be used, please list them here.
4. List all the CASED TEFAP products that are remaining from the previous month in addition to ALL CASED TEFAP
products that were delivered in the current reporting month. Please only report full cases in this table.Use this page if Bulk Commodities do not fit on
the front page of the MIPR report.Reporting Reminders Make sure that your Agency Name and the Reporting Month/Year is filled out Fill out the MIPR using invoices EMERGENCY FOOD BOXES (EFB) is only inventory of the white, pre-built emergency food bags BULK COMMODITIES will include all cased TEFAP items that are listed on your invoice Remember to provide your agency representative signature and date the report Reports are due by the 5th of the month and sent to monthlyreports@unitedfoodbank.org
Before Delivery
Review inventory on hand and email Agency
Relations if you need to make any changes--we
need at minimum 3 business days to make
changes
Review TEFAP menu email
On Delivery Day
Monthly
Compare delivery with invoice--mark any
inconsistencies and notify Agency Relations Checklist
Sign and date the invoice
Store TEFAP separate from other food and
label with TEFAP and the date
After Last Distribution of the Month
Fill out MIPR using delivery invoices and
physically counting remaining inventory
Email report to
monthlyreports@unitedfoodbank.org by the
5th of the following monthSite Visits 1 Annual Audit 2 Friendly Visit United Food Bank will schedule an audit each The Agency Relations Team year for all partner agencies. strives to provide support to After an audit is completed, United Food Bank all partner agencies. We will will follow up on any tasks that need to be fixed stop by to observe the to regain compliance within 30 days. amazing work that our partner If all is in compliance, United Food Bank will note agencies do every day. in the agency files that partner agency is in Please don’t be nervous if you compliance. see us at your distribution! If receiving TEFAP, all partner agencies are subject to an unannounced DES audit.
Annual Audit
Reviews:
Hours of Operations
Food Storage
Food Safety
Inventory
Record Keeping
Discuss:
General Support
Grant Opportunities
Upcoming TrainingsRecord Keeping
United Food Bank requires partner agencies to maintain records on
site of required documents for 5 years.
Documents:
Agency Contracts and Agreements
Monthly Reports
Sign-in sheets (if applicable)
Signed Order Invoices
Volunteer Confidentiality Agreement
Civil Rights Training AgreementContact Information Office Phone: 480-926-4897
Chief Program Officer Food Resource Manager
Chariti Stern ext. 216 Marc Rosso ext. 218
cstern@unitedfoodbank.org marcrosso@unitedfoodbank.org
Cell: 480-797-3675
Agency Logistics and CSFP Manager Enabled agency and store support including visits
Karen Scoggins ext. 235 and reporting
kscoggins@unitedfoodbank.org
Deliveries / Transportation Agency Capacity Specialist
Pantry+ Orders Christopher Bodnar ext. 220
CSFP cbodnar@unitedfoodbank.org
Cell: 602-390-3974
Agency Governance Manager Monthly Reports
Taylor Alcaraz ext. 211 Civil Rights Training
talcaraz@unitedfoodbank.org Audits
Onboarding / Trainings / General Questions
TEFAP Orders Hunger Program Specialist
Maya Galvan ext. 210
Agency & Programs Manager mgalvan@unitedfoodbank.org
Tory Wilson ext. 207 All Programs--CACFP, School Markets, College
torywilson@unitedfoodbank.org Programs, Kid's Life including reports and audits
Link2Feed
Grants
Hunger ProgramsYou can also read
