2.1 Definitions
Acquisition Cost: The total costs incurred in acquiring and readying an asset for its intended use, including the cost of modifications, accessories, and ancillary charges.
Administration Cap: EFAP Lead Agencies are limited to ten percent (10%) administrative costs of the total award if performing one function (e.g., Lead Agency). If the Lead Agency is also a Food Bank and/or Food Pantry then the combined administrative costs cannot exceed fifteen percent (15%) of the total award, even if the combined total of the administrative funding for the Lead Agency, Food Bank, and/or Food Pantry is greater than the fifteen percent (15%) of the total award. A Food Bank is limited to ten percent (10%) of their individual award total for administrative costs. A Food Pantry is limited to ten percent (10%) of their individual award total for administrative costs. The Administration Cap includes administrative direct expenses and indirect expenses but excludes the "up to one percent (1%)" of the total award for allowable dues.
Administrative Expenses: The expenses incurred in the overall operation and management of the organization that are direct billed. Salaries, wages, supplies, general expenses, and membership dues that are direct billed.
Agreement: A written agreement (grant – state funding, subaward – federal funding) between the Washington State Department of Agriculture Food Assistance (WSDA FA) and the Lead Agency identifying the rights and obligations of both parties governed by the agreement, including exhibits, attachments or other documents incorporated by reference.
Ancillary Charges: An expense involved in the transaction, but not directly related or incidental. This includes items such as taxes, duty, transit insurance, freight, and installation which may be included in the acquisition cost, in accordance with your organization’s accounting practices.
Applicant: A public or private nonprofit organization, tribe, or tribal organization that applies for Food Assistance program funding.
Assistance Listing Number: Assistance listings are detailed public descriptions of federal programs that provide grants, loans, scholarships, insurance, and other types of assistance awards. Previously known as the Catalog of Federal Domestic Assistance (CFDA).
Authorized Representative: For WSDA FA, means the WSDA FA designee authorized in writing to act on the Director’s behalf; for the Lead Agency means the Authorized Signer.
Authorized Signature: Signature of the board president, tribal chairperson, agency director, or other official authorized to sign.
Biennial Meetings: Prior to the start of each biennium, the current Lead Agency for each county is required to hold a local meeting (or multiple meetings) to lay the groundwork for the next two-year EFAP Agreement period. The purpose of the meeting is to give Food Pantries an opportunity to vote and voice their opinion on how the funds would best serve their county, or multi-county region. Additionally, these meetings determine which organizations will be participating (Lead Agency, Food Banks, Food Pantries).
Budget Period: The timeframe when an eligible program expense may be incurred; has a budget start and end date defined in the written Agreement.
Capital Assets: Tangible or intangible assets used in operations having a useful life of more than one (1) year which are capitalized in accordance with Generally Accepted Accounting Principles (GAAP). See Federal Guidance 2 CFR §§ 200.1 and 200.465.
Capital Improvement: The actual additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to property, infrastructure, or facilities that increase their value or useful life (not ordinary repairs and maintenance).
Capitalization Policy: Capitalization Policy refers to the criteria used by an organization to determine which capital expenditure should be reported as a capital asset. Capital assets with a unit cost (including ancillary costs) of $5,000 or greater, or collections of capital assets with a total cost of $5,000 or greater, are capitalized, unless otherwise noted.
Contract: A written agreement for procuring a good or service with a Vendor (Contractor), not a Grantee or Subrecipient, identifying the rights and obligations of both parties governed by the Agreement, including the following of exhibits, attachments or other documents incorporated by reference.
Coordinated Services: Making contact with and sharing information about other programs and services that may be made available to the client. A signed release of client information is required.
Current Fair Market Value: The value of equipment and supplies determined by selling them in a competitive market or by researching advertised prices for similar items on the used market.
Davis-Bacon Act: Federal law requiring the payment of prevailing wage in certain contracts (minimum threshold of $2,000.00) for the construction, alteration, or repair (including painting and decorating) of public buildings or public works supported with federal funding and required by the fund source. Exceptions may apply.
Debarment, Suspension, and Ineligibility: The act of being suspended or being declared ineligible by any state or federal agency from participating in any transactions with them. The Lead Agency certifies that neither it nor its principals are presently debarred, declared ineligible, or voluntarily excluded from participation in transactions by the State of Washington or any federal department or agency.
Direct Client Services: Conducting programming that has direct contact with clients and could include food distribution to clients and/or collecting client information for the purpose of the client intake.
Duplication of Service: This may be determined when two food pantries provide the same services, on the same days, around the same time, in a similar geographical area, targeting a similar population with similar food offerings. This seldom occurs.
EFAP Client: A person who is in need of food and resides in the State of Washington. Client counts include the total number of individuals in a household receiving food from an EFAP Food Pantry. Documentation is never required for EFAP.
EFAP Household: The client or clients who share food at a residence or home make up one household. Household counts include the total number of households that receive food from an EFAP Food Pantry. Documentation is never required for EFAP.
Emergency Food: Food that is given to clients who do not have the means to acquire that food themselves, so that they will not go hungry.
Emergency Food Assistance Program (EFAP): A program administered by WSDA FA which provides funding to help support Food Pantries.
Emergency Food Assistance Program (EFAP)-Tribal: A program administered by WSDA FA which provides funding to help support EFAP-Tribal Food Pantry and Voucher Programs.
Equipment: Tangible personal property (including information technology systems) that has a useful life of more than one year, is movable, and has a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the non-federal entity for financial statement purposes, or $5,000.
Equipment Repairs: Equipment repairs with a cost of $5,000 or more are considered a capital expenditure, and should be capitalized when they prolong the useful life of the equipment being repaired. Equipment repair costs which equal or exceed the lesser of the capitalization level established by the non-Federal entity for financial statement purposes, or $5,000 will be capitalized. Equipment repairs funded in part or entirely with WSDA FA funds must be pre-approved by WSDA FA.
Food Assistance (FA): Washington State Department of Agriculture Food Assistance (WSDA FA) programs.
Food Assistance Advisory Committee (FAAC): Part of the Washington Food Coalition and makes recommendations to WSDA FA for program and policy improvements.
Food Bank: An organization that collects, warehouses, and distributes food, including perishable foods, or other products to hunger relief organizations and is selected by EFAP Food Pantries to serve in that role. Also referred to as a provider.
Food Pantry: An eligible hunger relief organization that distributes unprepared food without charge to its clients and is selected to participate in EFAP. The organization must provide direct client services, food storage, and distribution with consistency. Also referred to as a provider.
Full-Service Clients: Clients who receive food bags with at least three of any of the five main food groups as identified by USDA.
Indirect Expenses: The general overhead expenses of an organization that cannot be readily identified with a particular program.
Interested Party: Any agency or tribe wishing to be considered as an EFAP Lead Agency, Food Bank, or Food Pantry.
Lead Agency: The entity that holds a written Agreement with Washington State Department of Agriculture Food Assistance (WSDA FA) to implement the program at the local level and/or through its Sub Agencies. The term Grantee is used for state pass-through funded grants. The term Subrecipient is used for federal pass-through funded subawards. Also referred to as a provider.
Match Requirements: The provider’s required contribution of cash and/or in-kind contributions to participate in EFAP.
Mobile Food Pantry: A mobile pantry distributing unprepared food without charge to its clients. The organization must provide direct client services, food storage, and distribution with consistency.
Modified Total Direct Cost (MTDC): All direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward. MTDC excludes equipment, capital expenditures, rental costs, and the portion of each subaward in excess of $25,000.
New Client: The first time a client visits ANY Food Pantry in the State of Washington in a calendar year (starting January 1 of each year).
Nonprofit: An organization with current IRS 501(c)(3) tax exempt status or is specifically exempt from the requirement to apply.
Nonprofit Corporation: A nonprofit entity recognized by and currently registered with the State of Washington Corporations Division of the Secretary of State or is specifically exempt from the requirement to register.
Operational Expenses: Costs that are clearly identifiable with providing direct services to clients or distribution services to Food Pantries.
Ordinary Maintenance and Repair Costs: Costs incurred for utilities, insurance, security, necessary maintenance, janitorial services, repair, or upkeep of buildings and equipment (including federal property unless otherwise provided for) which neither add to the permanent value of the property nor appreciably prolong its intended life, but keep it in an efficient operating condition, are allowable. These costs are only allowable to the extent not paid through rental or other agreements.
Period of Performance: The timeframe when an eligible program expense may be incurred and includes additional time for fiscal closeout of each fiscal year as defined in the written Agreement.
Period of Use: The additional length of time beyond the period of performance for which equipment and capital improvements must be in use, per program requirements and procurement guidelines.
Personally Identifiable Information (PII): Information identifiable to any person, including, but not limited to, information that relates to a person’s name, health, finances, education, business, use or receipt of governmental services or other activities, addresses, telephone numbers, social security numbers, driver license numbers, other identifying numbers, and any financial identifiers, and “Protected Health Information” under the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA) Public Law No. 104-191, § 264, 110 Stat. 1936, any financial identifiers, and other information that may be exempt from public disclosure or other unauthorized persons under state and federal statutes.
Program Review: Any planned, ongoing, or periodic activity that measures and ensures Lead Agency and Sub Agency compliance with the terms, conditions, and requirements of an Agreement. The level of monitoring for program reviews will be based on a risk assessment of the ability to deliver services and its performance in delivering those services under the terms of the Agreement. It could be on-site, virtual, or a desk review.
Provider: Any organization or tribe that is participating in any WSDA FA program by written Agreement.
RCW: The Revised Code of Washington.
Real Property: Land, including land improvements, structures, and appurtenances thereto, but excludes moveable machinery and equipment.
Returning Client: Any subsequent visit a client makes to ANY Food Pantry in the State of Washington in a calendar year (starting January 1 of each year).
Sealed Bid: Bids are publicly solicited, and a firm fixed price contract (lump sum or unit price) is awarded to the responsible bidder whose bid, conforming with all the material terms and conditions of the invitation for the bids, is the lowest in price.
Single Audit: An organization-wide audit of an entity that expends $750,000 or more of federal assistance (funds, grants, awards) as required by 2 CFR Part 200, Uniform Administrative Requirements, Cost Principals, and Audit Requirements for Federal Awards.
Special Dietary Needs (SDN): Funds to purchase foods that meet the nutritional needs or unique needs of special needs populations. Special needs populations may include infants under one year of age, children with disabilities, pregnant and lactating women, people with chronic diseases such as cancer and diabetes, people with acquired immune deficiency syndrome, people with lactose intolerance, people with chewing difficulties, alcoholics, intravenous drug users, and people with cultural food preferences. For reporting purposes, an SDN client is defined as one who has been given a food bag designed to meet their special nutritional needs.
Sponsored Site: Any site or program used for distribution of food that the Provider doesn't directly operate, manage, or maintain including any on-site Food Pantry, any off-site temporary distribution location, mobile Food Pantry, or homebound delivery program.
State: The State of Washington.
State Prevailing Wage: The state law requiring the payment of prevailing wage in certain contracts for the construction, alteration, or repair (including painting and decorating) of public buildings or public works.
Sub Agency: The entity that holds a written Agreement with a Lead Agency to implement the program at the local level. The term Subgrantee is used for state pass-through funded grants. The term Subawardee is used for federal pass-through funded subawards. Also referred to as a Provider. The Agreement between the Lead Agency and Sub Agency for state pass-through is also referred to as a subgrant and the federal pass-through is also referred to as a sub-subaward.
Supplemental Clients: Clients who receive only items that are comprised of fewer than three of the five food groups (e.g. a loaf of bread and an apple).
Uniform Guidance: 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
Vendor: An entity that provides goods or services on a fee-for-service or per-unit basis with contractual penalties if the entity fails to meet program performance standards. Also known as a Contractor. The designation of Contractor/Vendor will be identified in any written Agreement.
WAC: The Washington Administrative Code.
Washington Food Coalition (WFC): A nonprofit organization that advocates for the emergency food system and provides education and training to a statewide membership of Food Banks, Food Pantries, meal programs, state agencies and other partners. WFC also houses the Food Assistance Advisory Committee, which acts as an advisory body to WSDA FA.
WSDA: The Washington State Department of Agriculture or its successor agency, if any.
Administration Cap: EFAP Lead Agencies are limited to ten percent (10%) administrative costs of the total award if performing one function (e.g., Lead Agency). If the Lead Agency is also a Food Bank and/or Food Pantry then the combined administrative costs cannot exceed fifteen percent (15%) of the total award, even if the combined total of the administrative funding for the Lead Agency, Food Bank, and/or Food Pantry is greater than the fifteen percent (15%) of the total award. A Food Bank is limited to ten percent (10%) of their individual award total for administrative costs. A Food Pantry is limited to ten percent (10%) of their individual award total for administrative costs. The Administration Cap includes administrative direct expenses and indirect expenses but excludes the "up to one percent (1%)" of the total award for allowable dues.
Administrative Expenses: The expenses incurred in the overall operation and management of the organization that are direct billed. Salaries, wages, supplies, general expenses, and membership dues that are direct billed.
Agreement: A written agreement (grant – state funding, subaward – federal funding) between the Washington State Department of Agriculture Food Assistance (WSDA FA) and the Lead Agency identifying the rights and obligations of both parties governed by the agreement, including exhibits, attachments or other documents incorporated by reference.
Ancillary Charges: An expense involved in the transaction, but not directly related or incidental. This includes items such as taxes, duty, transit insurance, freight, and installation which may be included in the acquisition cost, in accordance with your organization’s accounting practices.
Applicant: A public or private nonprofit organization, tribe, or tribal organization that applies for Food Assistance program funding.
Assistance Listing Number: Assistance listings are detailed public descriptions of federal programs that provide grants, loans, scholarships, insurance, and other types of assistance awards. Previously known as the Catalog of Federal Domestic Assistance (CFDA).
Authorized Representative: For WSDA FA, means the WSDA FA designee authorized in writing to act on the Director’s behalf; for the Lead Agency means the Authorized Signer.
Authorized Signature: Signature of the board president, tribal chairperson, agency director, or other official authorized to sign.
Biennial Meetings: Prior to the start of each biennium, the current Lead Agency for each county is required to hold a local meeting (or multiple meetings) to lay the groundwork for the next two-year EFAP Agreement period. The purpose of the meeting is to give Food Pantries an opportunity to vote and voice their opinion on how the funds would best serve their county, or multi-county region. Additionally, these meetings determine which organizations will be participating (Lead Agency, Food Banks, Food Pantries).
Budget Period: The timeframe when an eligible program expense may be incurred; has a budget start and end date defined in the written Agreement.
Capital Assets: Tangible or intangible assets used in operations having a useful life of more than one (1) year which are capitalized in accordance with Generally Accepted Accounting Principles (GAAP). See Federal Guidance 2 CFR §§ 200.1 and 200.465.
- Capital assets include land, buildings (facilities), equipment, equipment repair, and intellectual property (including software) whether acquired by purchase, construction, manufacture, lease-purchase, exchange, or through capital lease.
- Capital assets do not include intangible right-to-use assets and right-to-use operating lease assets. For example, capitalized assets that recognize a lessee's right to control the use of property and/or equipment for a period of time under a lease contract.
Capital Improvement: The actual additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to property, infrastructure, or facilities that increase their value or useful life (not ordinary repairs and maintenance).
Capitalization Policy: Capitalization Policy refers to the criteria used by an organization to determine which capital expenditure should be reported as a capital asset. Capital assets with a unit cost (including ancillary costs) of $5,000 or greater, or collections of capital assets with a total cost of $5,000 or greater, are capitalized, unless otherwise noted.
Contract: A written agreement for procuring a good or service with a Vendor (Contractor), not a Grantee or Subrecipient, identifying the rights and obligations of both parties governed by the Agreement, including the following of exhibits, attachments or other documents incorporated by reference.
Coordinated Services: Making contact with and sharing information about other programs and services that may be made available to the client. A signed release of client information is required.
Current Fair Market Value: The value of equipment and supplies determined by selling them in a competitive market or by researching advertised prices for similar items on the used market.
Davis-Bacon Act: Federal law requiring the payment of prevailing wage in certain contracts (minimum threshold of $2,000.00) for the construction, alteration, or repair (including painting and decorating) of public buildings or public works supported with federal funding and required by the fund source. Exceptions may apply.
Debarment, Suspension, and Ineligibility: The act of being suspended or being declared ineligible by any state or federal agency from participating in any transactions with them. The Lead Agency certifies that neither it nor its principals are presently debarred, declared ineligible, or voluntarily excluded from participation in transactions by the State of Washington or any federal department or agency.
Direct Client Services: Conducting programming that has direct contact with clients and could include food distribution to clients and/or collecting client information for the purpose of the client intake.
Duplication of Service: This may be determined when two food pantries provide the same services, on the same days, around the same time, in a similar geographical area, targeting a similar population with similar food offerings. This seldom occurs.
EFAP Client: A person who is in need of food and resides in the State of Washington. Client counts include the total number of individuals in a household receiving food from an EFAP Food Pantry. Documentation is never required for EFAP.
EFAP Household: The client or clients who share food at a residence or home make up one household. Household counts include the total number of households that receive food from an EFAP Food Pantry. Documentation is never required for EFAP.
Emergency Food: Food that is given to clients who do not have the means to acquire that food themselves, so that they will not go hungry.
Emergency Food Assistance Program (EFAP): A program administered by WSDA FA which provides funding to help support Food Pantries.
Emergency Food Assistance Program (EFAP)-Tribal: A program administered by WSDA FA which provides funding to help support EFAP-Tribal Food Pantry and Voucher Programs.
Equipment: Tangible personal property (including information technology systems) that has a useful life of more than one year, is movable, and has a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the non-federal entity for financial statement purposes, or $5,000.
Equipment Repairs: Equipment repairs with a cost of $5,000 or more are considered a capital expenditure, and should be capitalized when they prolong the useful life of the equipment being repaired. Equipment repair costs which equal or exceed the lesser of the capitalization level established by the non-Federal entity for financial statement purposes, or $5,000 will be capitalized. Equipment repairs funded in part or entirely with WSDA FA funds must be pre-approved by WSDA FA.
Food Assistance (FA): Washington State Department of Agriculture Food Assistance (WSDA FA) programs.
Food Assistance Advisory Committee (FAAC): Part of the Washington Food Coalition and makes recommendations to WSDA FA for program and policy improvements.
Food Bank: An organization that collects, warehouses, and distributes food, including perishable foods, or other products to hunger relief organizations and is selected by EFAP Food Pantries to serve in that role. Also referred to as a provider.
Food Pantry: An eligible hunger relief organization that distributes unprepared food without charge to its clients and is selected to participate in EFAP. The organization must provide direct client services, food storage, and distribution with consistency. Also referred to as a provider.
Full-Service Clients: Clients who receive food bags with at least three of any of the five main food groups as identified by USDA.
Indirect Expenses: The general overhead expenses of an organization that cannot be readily identified with a particular program.
- For the purposes of EFAP, the participating agency may elect to use their federal negotiated indirect cost rate or the federal de minimis indirect cost rate of ten percent (10%). May not exceed the Administration Cap.
Interested Party: Any agency or tribe wishing to be considered as an EFAP Lead Agency, Food Bank, or Food Pantry.
Lead Agency: The entity that holds a written Agreement with Washington State Department of Agriculture Food Assistance (WSDA FA) to implement the program at the local level and/or through its Sub Agencies. The term Grantee is used for state pass-through funded grants. The term Subrecipient is used for federal pass-through funded subawards. Also referred to as a provider.
Match Requirements: The provider’s required contribution of cash and/or in-kind contributions to participate in EFAP.
Mobile Food Pantry: A mobile pantry distributing unprepared food without charge to its clients. The organization must provide direct client services, food storage, and distribution with consistency.
Modified Total Direct Cost (MTDC): All direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward. MTDC excludes equipment, capital expenditures, rental costs, and the portion of each subaward in excess of $25,000.
New Client: The first time a client visits ANY Food Pantry in the State of Washington in a calendar year (starting January 1 of each year).
Nonprofit: An organization with current IRS 501(c)(3) tax exempt status or is specifically exempt from the requirement to apply.
Nonprofit Corporation: A nonprofit entity recognized by and currently registered with the State of Washington Corporations Division of the Secretary of State or is specifically exempt from the requirement to register.
Operational Expenses: Costs that are clearly identifiable with providing direct services to clients or distribution services to Food Pantries.
Ordinary Maintenance and Repair Costs: Costs incurred for utilities, insurance, security, necessary maintenance, janitorial services, repair, or upkeep of buildings and equipment (including federal property unless otherwise provided for) which neither add to the permanent value of the property nor appreciably prolong its intended life, but keep it in an efficient operating condition, are allowable. These costs are only allowable to the extent not paid through rental or other agreements.
Period of Performance: The timeframe when an eligible program expense may be incurred and includes additional time for fiscal closeout of each fiscal year as defined in the written Agreement.
Period of Use: The additional length of time beyond the period of performance for which equipment and capital improvements must be in use, per program requirements and procurement guidelines.
Personally Identifiable Information (PII): Information identifiable to any person, including, but not limited to, information that relates to a person’s name, health, finances, education, business, use or receipt of governmental services or other activities, addresses, telephone numbers, social security numbers, driver license numbers, other identifying numbers, and any financial identifiers, and “Protected Health Information” under the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA) Public Law No. 104-191, § 264, 110 Stat. 1936, any financial identifiers, and other information that may be exempt from public disclosure or other unauthorized persons under state and federal statutes.
Program Review: Any planned, ongoing, or periodic activity that measures and ensures Lead Agency and Sub Agency compliance with the terms, conditions, and requirements of an Agreement. The level of monitoring for program reviews will be based on a risk assessment of the ability to deliver services and its performance in delivering those services under the terms of the Agreement. It could be on-site, virtual, or a desk review.
Provider: Any organization or tribe that is participating in any WSDA FA program by written Agreement.
RCW: The Revised Code of Washington.
Real Property: Land, including land improvements, structures, and appurtenances thereto, but excludes moveable machinery and equipment.
Returning Client: Any subsequent visit a client makes to ANY Food Pantry in the State of Washington in a calendar year (starting January 1 of each year).
Sealed Bid: Bids are publicly solicited, and a firm fixed price contract (lump sum or unit price) is awarded to the responsible bidder whose bid, conforming with all the material terms and conditions of the invitation for the bids, is the lowest in price.
Single Audit: An organization-wide audit of an entity that expends $750,000 or more of federal assistance (funds, grants, awards) as required by 2 CFR Part 200, Uniform Administrative Requirements, Cost Principals, and Audit Requirements for Federal Awards.
Special Dietary Needs (SDN): Funds to purchase foods that meet the nutritional needs or unique needs of special needs populations. Special needs populations may include infants under one year of age, children with disabilities, pregnant and lactating women, people with chronic diseases such as cancer and diabetes, people with acquired immune deficiency syndrome, people with lactose intolerance, people with chewing difficulties, alcoholics, intravenous drug users, and people with cultural food preferences. For reporting purposes, an SDN client is defined as one who has been given a food bag designed to meet their special nutritional needs.
Sponsored Site: Any site or program used for distribution of food that the Provider doesn't directly operate, manage, or maintain including any on-site Food Pantry, any off-site temporary distribution location, mobile Food Pantry, or homebound delivery program.
State: The State of Washington.
State Prevailing Wage: The state law requiring the payment of prevailing wage in certain contracts for the construction, alteration, or repair (including painting and decorating) of public buildings or public works.
Sub Agency: The entity that holds a written Agreement with a Lead Agency to implement the program at the local level. The term Subgrantee is used for state pass-through funded grants. The term Subawardee is used for federal pass-through funded subawards. Also referred to as a Provider. The Agreement between the Lead Agency and Sub Agency for state pass-through is also referred to as a subgrant and the federal pass-through is also referred to as a sub-subaward.
Supplemental Clients: Clients who receive only items that are comprised of fewer than three of the five food groups (e.g. a loaf of bread and an apple).
Uniform Guidance: 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
Vendor: An entity that provides goods or services on a fee-for-service or per-unit basis with contractual penalties if the entity fails to meet program performance standards. Also known as a Contractor. The designation of Contractor/Vendor will be identified in any written Agreement.
WAC: The Washington Administrative Code.
Washington Food Coalition (WFC): A nonprofit organization that advocates for the emergency food system and provides education and training to a statewide membership of Food Banks, Food Pantries, meal programs, state agencies and other partners. WFC also houses the Food Assistance Advisory Committee, which acts as an advisory body to WSDA FA.
WSDA: The Washington State Department of Agriculture or its successor agency, if any.
2.2 Program History
Emergency Food Assistance Program (EFAP) and EFAP-Tribal
EFAP and EFAP-Tribal are state-run programs that were established in 1986 to support food-insecure households in Washington State (currently estimated as high as one in five people), including people experiencing homelessness. Through this state and federally funded program, financial support is provided to participating agencies (Lead Agencies, Tribes, Tribal Organizations, Food Banks, and Food Pantries) to help offset the costs of providing hunger relief services (such as food, equipment, training, repairs, and operational expenses). The EFAP-Tribal Food Pantry and Voucher program history are outlined in the EFAP-Tribal Procedures Manual.
EFAP is ever evolving to meet the current needs of food-insecure Washingtonians; over the past few years, statewide programmatic improvements have included reducing client access barriers (no documentation required for service), increased access (removal of geographical restrictions for service) and increased nutritious and culturally relevant food offerings. Upcoming updates aim to increase program participation by providing guidance and training to hunger relief organizations seeking involvement in EFAP for the first time.
EFAP is a program designed to empower organizations on the local level to make decisions that address the diverse needs of each area of the state. Every two years at Biennial Meetings, participating organizations (Lead Agencies and Sub Agencies) vote through a democratic process to determine how county allocations* will be utilized in service to that community and select participating organizations.
Funding for EFAP has never covered all costs of hunger relief, but it is foundational funding for a critical program that addresses the essential needs of hungry Washingtonians. Food insecurity has grown since COVID-19 and hunger relief organizations have fought tenaciously to meet the rising demand. Additionally, organizations have faced unanticipated costs such as COVID-safe measures, supply chain disruptions, and rising fuel and food costs. The state legislature and federal government continue to provide additional funding and support during this time for these and other unforeseen challenges and to help fill critical gaps.
There is more work to do, and we are excited to partner with you – to continue improving EFAP and to help feed our neighbors. For more on future EFAP improvements, see Recommendations for the Emergency Food Assistance Program (josh martinez, CEO, Future Emergent).
*Funds are strategically allocated to each county based on poverty data (American Community Survey 5-year data at 100% Federal Poverty Level) with a county base that supports remote and rural areas.
EFAP and EFAP-Tribal are state-run programs that were established in 1986 to support food-insecure households in Washington State (currently estimated as high as one in five people), including people experiencing homelessness. Through this state and federally funded program, financial support is provided to participating agencies (Lead Agencies, Tribes, Tribal Organizations, Food Banks, and Food Pantries) to help offset the costs of providing hunger relief services (such as food, equipment, training, repairs, and operational expenses). The EFAP-Tribal Food Pantry and Voucher program history are outlined in the EFAP-Tribal Procedures Manual.
EFAP is ever evolving to meet the current needs of food-insecure Washingtonians; over the past few years, statewide programmatic improvements have included reducing client access barriers (no documentation required for service), increased access (removal of geographical restrictions for service) and increased nutritious and culturally relevant food offerings. Upcoming updates aim to increase program participation by providing guidance and training to hunger relief organizations seeking involvement in EFAP for the first time.
EFAP is a program designed to empower organizations on the local level to make decisions that address the diverse needs of each area of the state. Every two years at Biennial Meetings, participating organizations (Lead Agencies and Sub Agencies) vote through a democratic process to determine how county allocations* will be utilized in service to that community and select participating organizations.
Funding for EFAP has never covered all costs of hunger relief, but it is foundational funding for a critical program that addresses the essential needs of hungry Washingtonians. Food insecurity has grown since COVID-19 and hunger relief organizations have fought tenaciously to meet the rising demand. Additionally, organizations have faced unanticipated costs such as COVID-safe measures, supply chain disruptions, and rising fuel and food costs. The state legislature and federal government continue to provide additional funding and support during this time for these and other unforeseen challenges and to help fill critical gaps.
There is more work to do, and we are excited to partner with you – to continue improving EFAP and to help feed our neighbors. For more on future EFAP improvements, see Recommendations for the Emergency Food Assistance Program (josh martinez, CEO, Future Emergent).
*Funds are strategically allocated to each county based on poverty data (American Community Survey 5-year data at 100% Federal Poverty Level) with a county base that supports remote and rural areas.
2.3 EFAP Process and Allocations
- EFAP Agreements cover a two-year period.
- EFAP Agreements will begin the first day of the biennium, July 1, and end on the last day of the biennium, June 30.
- For the 23-25 biennium (July 1, 2023 – June 30, 2025), EFAP will be supported with both state and federal funds which will require Food Assistance to issue a state EFAP Grant Agreement as well as a federal EFAP Subaward Agreement. This means that the Lead Agency will hold two EFAP Agreements with Food Assistance for the biennium.
- The Lead Agency will in turn enter into EFAP Agreements with their Sub Agencies.
- Key steps in the process:
- Preparing for the Biennial Meetings.
- Current Lead Agencies conduct Biennial Meetings.
- Lead Agencies complete Applications and send to Food Assistance.
- Food Assistance finalizes Agreements with Lead Agencies.
- Lead Agencies finalize Agreements with Sub Agencies.
- On-going Compliance Management & Communications.
- Food Assistance computes the allocation of funds to counties.
- Food Assistance computes county allocations based on a formula determined in consultation with the Food Assistance Advisory Committee.
- Each county shall receive a base amount of $10,000 each fiscal year.
- The remaining funds shall be distributed by each county's percentage of the state’s population with incomes at or below 100% of the Federal Poverty Guidelines based on the current 5-year average Census Bureau’s American Community Survey data.
- Any other program funds will be allocated at the time and for the purpose authorized by the Washington State Legislature.
2.4 Interested Parties
EFAP is a program designed to empower organizations on the local level to make decisions that address the diverse needs of each area of the state. Every two years at Biennial Meetings, participating organizations (Lead Agencies and Sub Agencies) vote through a democratic process to determine how county allocations will be utilized in service to that community and select any new eligible participating organizations to serve in the following capacity: Lead Agency, Food Bank Sub Agency, and Food Pantry Sub Agency.
Please contact Food Assistance for further guidance if you are a tribe or tribal organization that is not currently participating in the EFAP-Tribal Food Pantry or Voucher Program.
Please contact Food Assistance for further guidance if you are a tribe or tribal organization that is not currently participating in the EFAP-Tribal Food Pantry or Voucher Program.
- Interested in becoming a Lead Agency?
- Meet the requirements in Section 5.1 Eligibility Criteria and Capabilities for Lead Agencies.
- Attend or review the recording of the Food Assistance EFAP Biennial Workshop Trainings.
- Typically held in March prior to the start of the biennium, with one training targeted towards Sub Agencies and the other targeted towards Lead Agencies.
- Immediately send Food Assistance a letter of interest via email to foodassistance@agr.wa.gov.
- Timelines will depend upon when the Biennial Meeting is being held (varies county by county).
- Typically, current Lead Agencies hold Biennial Meetings, prior to the start of a new biennium, starting in April and running through early June.
- Letters of interest should include:
- Name and business address of organization, including county.
- Contact person’s name, phone number, and email.
- County(ies) you are interested in providing service to.
- Business description, including mission statement and the organization’s specific work related to hunger-relief.
- Include a statement that your board is in support of this action.
- Brief narrative on your qualifications and experience in managing Agreements, as well as your specific examples of working with Food Pantries.
- Timelines will depend upon when the Biennial Meeting is being held (varies county by county).
- Food Assistance requires a minimum of 2 weeks (preferably 30 days) prior to the scheduled Biennial Meeting to evaluate eligibility of a prospective Lead Agency.
- Food Assistance will conduct a site visit (in-person or virtual).
- Food Assistance will notify the Interested Party and current Lead Agency of its eligibility status in writing prior to the scheduled Biennial Meeting.
- Food Assistance will connect eligible prospective Lead Agencies with the current Lead Agency so that the prospective Lead Agency receives an invitation to present at the Biennial Meeting (there may be more than one meeting).
- Food Assistance will conduct a site visit (in-person or virtual).
- Be prepared to present at the Biennial Meeting:
- See EFAP Biennial Meeting Presentation Guidelines for Interested Parties (AGR6-2503-010).
- The prospective agency must propose the following:
- Plan for providing services to the Food Pantries.
- Funding breakout (Categories: admin, indirect, operations, food purchases, equipment). See Section 7 Fiscal Management and Reporting.
- Spending plan.
- Types of food that will be purchased and/or delivered.
- Fresh, frozen, shelf-stable, culturally familiar, special dietary, etc.
- Food procurement policy and sources.
- Sourcing practices – donation, grocery rescue, purchasing, farming/gleaning.
- Food Bank operations.
- Equipment.
- Other.
- Types of food that will be purchased and/or delivered.
- Allocation formula for distributing food among the Food Pantries.
- Only Food Pantries will vote to select the Lead Agency.
- Be prepared:
- Review the EFAP Procedures Manual.
- Review the required EFAP Biennial Meeting Handout (AGR6-2503-011).
- Review the EFAP Biennial Application (AGR-2205).
- Interested in becoming a Food Bank?
- Meet the requirements outlined in Section 5.2 Eligibiity Criteria and Capabilities for Food Bank Sub Agencies.
- Attend or review the recording of the Food Assistance EFAP Biennial Workshop Trainings.
- Typically held in March prior to the start of the biennium, with one training targeted towards Sub Agencies and the other targeted towards Lead Agencies.
- Immediately contact the current Lead Agency via email or by phone to let them know that your organization is interested in being a Food Bank. You may also contact Food Assistance if you are not sure who the current Lead Agency is.
- Timelines will depend upon when the Biennial Meeting is being held (varies county by county).
- Current Lead Agencies hold Biennial Meetings, prior to the start of a new biennium, typically starting in April and running through early June.
- Typically, current Lead Agencies prefer a minimum of 30 days advance notice (exceptions apply due to the Biennial Meeting date).
- At a minimum, provide the current Lead Agency with the following:
- Name and business address of organization, including county.
- Contact person’s name, phone number, and email.
- County(ies) you are interested in providing service to.
- Business description, including mission statement and the organization’s specific work related to hunger-relief.
- Timelines will depend upon when the Biennial Meeting is being held (varies county by county).
- The current Lead Agency will evaluate eligibility of the prospective Food Bank prior to the Biennial Meeting. This may include:
- An initial meeting.
- A site visit (in-person or virtual).
- The current Lead Agency will notify the prospective Food Bank of its eligibility status in writing (email) prior to the scheduled Biennial Meeting.
- If eligible, the prospective Food Bank will receive an invitation to present at the Biennial Meeting (there may be more than one meeting).
- Be prepared to present at the Biennial Meeting.
- See EFAP Biennial Meeting Presentation Guidelines for Interested Parties (AGR6-2503-010).
- The prospective agency must propose the following:
- Plan for providing services to the Food Pantries.
- Including storage and transportation capabilities.
- Proposed pounds of food and/or services that will be provided.
- Funding breakout (Categories: admin, indirect, operations, food purchases, equipment). See Section 7 Fiscal Management and Reporting.
- Spending plan.
- Transportation plan to get the food from the Food Bank to the Food Pantries.
- Plan for providing services to the Food Pantries.
- There can be more than one Food Bank per county.
- The Lead Agency and the Food Pantries will vote to select the Food Bank(s).
- Be prepared:
- Review the EFAP Procedures Manual.
- Review the required EFAP Biennial Meeting Handout (AGR6-2503-011).
- Interested in becoming a Food Pantry?
- Meet the requirements outlined in Section 5.3 Eligibility Criteria and Capabilities for Food Pantry Sub Agencies.
- Attend or review the recording of the Food Assistance EFAP Biennial Workshop Trainings.
- Typically held in March prior to the start of the biennium, with one training targeted towards Sub Agencies and the other is targeted towards Lead Agencies.
- Immediately contact the current Lead Agency via email or by phone to let them know that your organization is interested in being a Food Pantry. You may also contact Food Assistance if you are not sure who the current Lead Agency is.
- Timelines will depend upon when the Biennial Meeting is being held (varies county by county).
- Current Lead Agencies hold Biennial Meetings, prior to the start of a new biennium, typically starting in April and running through early June.
- Typically, current Lead Agencies prefer a minimum of 30 days advance notice (exceptions apply due to the Biennial Meeting date).
- At a minimum, provide the current Lead Agency with the following:
- Name and business address of organization, including county.
- Contact person’s name, phone number, and email.
- County(ies) you are interested in providing service to.
- Business description, including mission statement and the organization’s specific work related to hunger-relief.
- Timelines will depend upon when the Biennial Meeting is being held (varies county by county).
- The current Lead Agency will evaluate eligibility of the prospective Food Pantry prior to the Biennial Meeting. This may include:
- An initial meeting.
- A site visit (in-person or virtual).
- The current Lead Agency will notify the prospective Food Pantry of its eligibility status in writing (email) prior to the scheduled Biennial Meeting.
- If eligible, the prospective Food Pantry will receive an invitation to present at the Biennial Meeting (there may be more than one meeting).
- Be prepared to present at the Biennial Meeting.
- See EFAP Biennial Meeting Presentation Guidelines for Interested Parties (AGR6-2503-010).
- Days of operation by week and/or month (frequency) and hours of operation.
- Description of service(s):
- Distribution method (home delivery, drive through, client choice, other) and location(s).
- How often a client may receive services.
- Types of food provided – fresh, frozen, shelf stable, culturally familiar, and special dietary needs.
- Description of the client management system.
- Client data from previous year.
- Service area, including any priority service populations.
- Understanding that regardless of the Food Pantry’s service area, any eligible client in the State of Washington must be served. Food Pantries must provide the same level of service to all clients regardless of where the client resides within the State of Washington.
- Sourcing practices – donation, grocery rescue, purchasing, and farming/gleaning.
- The current Food Pantries and Lead Agency will vote to select any new Food Pantries.
- Duplication of service is the only reason that an eligible Food Pantry may not be selected.
- If duplication of service is determined, each agency must provide justification for determination.
- Duplication of service may be determined when two food pantries provide the same services, on the same days, around the same time, in a similar geographical area, targeting a similar population with similar food offerings. This seldom occurs.
- Duplication of service is the only reason that an eligible Food Pantry may not be selected.
- Be prepared:
- Review the EFAP Procedures Manual.
- Review the required EFAP Biennial Meeting Handout (AGR6-2503-011).
- See EFAP Biennial Meeting Presentation Guidelines for Interested Parties (AGR6-2503-010).
| Click here to return to EFAP page | |
| EFAP Procedures Manual Table of Contents | |
| Section 1 | Section 3 |
| Revision History | |
| Section 2 Revision 2025-04-02 | |