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TEFAP Section 8

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TEFAP Procedures Manual Section 8: TEFAP USDA Foods and Warehouse Management

All WSDA FA TEFAP forms and publications listed in this section are found here.

8.1 Food Acquisition Process

  1. USDA Foods Ordering and Allocations.
    1. Food Assistance (FA) orders TEFAP USDA Foods for distribution to Lead Agencies with the input of representatives from Lead Agencies, food pantries, and meal programs throughout the state. A statewide snapshot of the projected TEFAP USDA Foods by truckload coming into Washington State’s TEFAP program is on the FA webpage. If a participating agency wishes to be part of the FA Food Ordering Workgroup, please contact your FA regional representative or email your request to foodassistance@agr.wa.gov.
    2. Washington State’s TEFAP USDA Foods distribution is made up of three types of USDA Foods:
      1. TEFAP Entitlement USDA Foods are ordered quarterly (approximately 4 months in advance).
      2. TEFAP Bonus USDA Foods are ordered on an “as offered” basis and are in addition to our entitlement funding.
      3. TEFAP Commodity Credit Corporation (CCC) USDA Foods are ordered on an “as offered” basis are in addition to our entitlement funding.
    3. TEFAP USDA Foods are allocated to Lead Agencies using the county percentage formula, as explained in Section 2.3, TEFAP Process and Allocations. Lead Agencies will receive detailed shipment information from FA in several ways:
      1. USDA Direct Shipment Workbook
        1. FA prepares a quarterly USDA Direct Shipments Workbook (shipments coming directly from USDA vendors) for each Lead Agency (as applicable, not every Lead Agency receives direct shipments). These are updated as needed and sent to the Lead Agency. The Workbook includes the following information:
          1. Material, the USDA identifying number for a specific item, this may also vary by program type (TEFAP or CCC).
          2. Material/Item Description, the name of the USDA Food(s).
          3. Sales Order #, USDA identifying number associated with a sales order in the USDA tracking system (typically a 10 digit number that starts with 5000, such as 5000446844).
          4. Sales Order Item #, the item number identified on the Sales Order to indicate split shipments (100, 200, 300, etc.).
          5. Status Text, describes where in the USDA process the food is (ordered, purchased, cancelled, received, etc.).
          6. Requested Delivery Date, the delivery date that the food is anticipated to come into the state (delivery timeframes vary from the first half of the month to the second half of the month).
          7. Date Received, the date the food is actually received and entered into the USDA tracking system.
          8. Requested Quantity, the initial order amount (subject to change).
          9. Sales Unit, unit of measure (cases), or other.
          10. Cost/Lb., cost per pound.
          11. Net Dollar Value, the total USDA Foods dollar value of product received, based on net weight.
          12. Net Weight, the net weight of the total amount of food received (doesn’t include packaging).
          13. Gross Weight, the gross weight of the total amount of food received (includes packaging).
          14. Entitlement/Bonus Indicator, indicates the TEFAP product type.
          15. Ship-To-Party, USDA identifying number associated with the Lead Agency or receiving agency.
          16. Allocation Number/Corr., USDA identifying number for creating split shipment deliveries.
          17. Purchase Requisition Number, USDA identifying number for procurement documents.
          18. Purchasing Requisition (PR) Item Number, USDA identifying number for procurement line items.
          19. Purchase Requisition (PR) Quantity (Qty), total quantity on the purchase requisition.
          20. PR Base UoM, the base unit of measure for the items on the purchase requisition.
          21. Purchase Order Number, USDA identifying number for the purchase order.
      2. USDA Indirect Shipments Workbook
        1. FA prepares a quarterly USDA Indirect Shipments Workbook (shipments coming directly from Northwest Harvest (NWH) or Food Lifeline (FLL) as redistribution centers). These are updated frequently and sent to the Lead Agency. Please keep in mind that these are “projected allocations” and subject to changes. The workbook includes the following information:
          1. Program Name: TEFAP or TEFAP CCC.
          2. Material: the USDA identifying number for the specific item – this may also vary by program type (TEFAP or TEFAP CCC).
          3. Material/Item Description: the name of the food.
          4. Lead Agency: this is the receiving Lead Agency’s name or location.
          5. NWH, FLL (redistribution centers) Received Date: the anticipated date these agencies receive the food from USDA.
          6. Deliveries to Lead Agencies typically take place the following month with the exception of perishable, cold, and frozen items coming from the redistribution centers, typically delivered in the same month.
          7. Month item should be delivered: the anticipated month that you will receive the food.
          8. Total Cases: the total number of cases to be received.
          9. FP: the number of cases that are allotted for Food Pantries (FP’s).
            1. 75 percent of food is initially allotted to FP’s. Lead Agencies may shift unused or unallocated portion of foods alloted for Meal Programs (MP’s) to FP’s
          10. MP: the number of cases that are allotted for Meal Programs (MP’s),
            1. 25 percent of food is initially allotted to MP’s. If MP’s cannot use all of the food or you have very few meal programs in your area then you may shift those foods to food pantries.
          11. Gross: the gross weight of the total amount of food received (includes packaging).
          12. Net: the net weight of the total amount of food received (doesn’t include packaging).
          13. Net Value: the total USDA dollar value of product received, based on net weight.
          14. E/B Type: the TEFAP product type of either Entitlement (E), Bonus (B) or TEFAP CCC (CCC).
          15. Redistributor: from whom you will be receiving the food from (NWH or FLL).
      3. FA Bill of Lading
        1. FA prepares a monthly Bill of Lading (BOL) for each Lead Agency based on the Indirect Shipments Workbook and updates. The BOL is sent to you typically in the last week of the month prior to the delivery month to your agency. The BOL includes contact information, a signature section, and the following information:
          1. Order Month: the month you will be receiving the food - the agency delivering the food to you will contact you regarding a specific delivery date.
          2. Program: the program type TEFAP or TEFAP CCC (separate BOL’s are created for each program).
          3. Material: the USDA identifying number for a specific item.
          4. Material Description: the name of the food.
          5. Total Cases: the total number of cases to be received.
          6. FP: the number of cases that are allotted for food pantries.
          7. MP: the number of cases that are allotted for meal programs.
          8. FA recommends that lead agencies contact meal programs and ask what they can use of the items offered and allocating the unused product to food pantries.
          9. Gross: the gross weight of the total amount of USDA Foods received (includes packaging).
          10. Net: the net weight of the total amount of USDA Foods received (doesn’t include packaging).
          11. Net Value: the total USDA dollar value of USDA Foods received, based on net weight.

8.2 Redistribution Centers

  1. USDA periodically offers additional USDA Foods free of charge to Washington State for distribution through the TEFAP program. These are referred to as “bonus foods” and are purchased under the direction of Congress, based on agricultural surpluses and price support activities, to help American agriculture producers. Food Assistance (FA) offers these bonus USDA Foods to participating agencies. Bonus USDA Foods can be perishable, cold, frozen, or dry. These foods should be handled in the same fashion as all other TEFAP USDA Foods and are subject to the same rules.
  2. When TEFAP USDA Foods cannot be direct shipped to Lead Agencies, FA works with two redistribution organizations to distribute TEFAP USDA Foods across the state. Northwest Harvest (NWH) provides redistribution of shelf-stable/dry TEFAP product statewide. Food Lifeline (FLL) in Seattle (Western Washington) and NWH in Yakima (Eastern Washington) provide cold and frozen redistribution to their respective sides of the state. These bonus redistribution centers are responsible for receiving direct shipments of TEFAP USDA Foods and redistributing them to other Lead Agencies (at no charge to the Lead Agencies).
  3. Distribution Procedures:
    1. WSDA will notify the redistribution center of incoming shipments along with BOLs showing which Lead Agencies will be offered TEFAP USDA Foods and in what quantities.
    2. Once the redistribution centers receive a TEFAP USDA Foods shipment, they will notify the Lead Agencies on the distribution list. The Lead Agency will have three working days to respond (accept or reject) and set up a delivery/pick up date that is within a two-week time frame.
    3. If the Lead Agency rejects the shipment, fails to respond within the three working days, or fails to pick up product at the set pick up time, the product will be retained by the redistribution center or distributed to the TEFAP network with approval from FA.
    4. The redistribution centers will report to FA monthly:
      1. Which Lead Agencies were offered TEFAP USDA Foods and rejected or failed to respond to notification of availability?
      2. The amounts of TEFAP USDA Foods each Lead Agency received.
    5. Any amounts the bonus redistribution center retained over and above their pre-determined portion due to a Lead Agency rejecting, failing to respond, or failing to pick up product.

8.3 Shipping and Receiving of TEFAP USDA Foods

  1. Introduction.
    1. TEFAP and TEFAP CCC USDA Foods are shipped by USDA vendors directly to the Lead Agency’s warehouse or the redistribution centers. USDA vendors and/or their commercial trucking companies are responsible for scheduling the delivery dates with the Lead Agency within the timeframes set by USDA. There is no cost to the Lead Agency for shipments coming directly from USDA vendors or the redistribution centers (Food Lifeline (FLL) and Northwest Harvest (NWH)). Food Assistance (FA) will be responsible for ordering the USDA Food in accordance with the timeframes set by USDA. Lead Agencies that receive direct or split shipments from USDA vendors will be responsible for working with the National Multi-Food Warehouse to establish a shipping schedule and for receipting of TEFAP and TEFAP CCC USDA Foods into USDA’s Web-Based Supply Chain Management (WBSCM) system. Additional information can be found in FNS Instruction FD-709-5 Rev. 4.
  2. Shipments Originating Directly from USDA Vendors.
    1. Not all Lead Agencies receive direct shipments (directly shipped from USDA vendors to the Lead Agency). Lead Agencies who receive food in large enough quantities may receive their shipment in truckload quantities or may receive a partial truckload that is split with other Lead Agencies, typically referred to as a split-shipment. While FA tries to accommodate requested changes to direct shipments, it is not always possible.
      1. Lead Agencies must contact FA to request any changes to direct shipments no less than 45 days prior to the planned shipment delivery window (1st half and 2nd half of the given delivery month).
  3. Responsibility of USDA Vendors and/or the Trucking Company.
    1. Lead Agencies may receive direct shipments (full truckloads or split shipments) from either USDA vendors or their subcontracted trucking company. The vendor or the trucking company should schedule delivery, during posted business hours, with the Lead Agency at least 72 hours prior to the expected delivery.
    2. Lead Agencies, USDA Vendors and or their subcontracted trucking company may have additional policies and/or paperwork requirements (shipping and receiving); these should be addressed in advance of the scheduled delivery.
    3. Vendor responsibilities include:
      1. Creation of the Advance Shipping Notification (ASN) in the Web-Based Supply Chain Management (WBSCM) system. ASNs are sent via email to FA and Lead Agencies doing direct receipting.
      2. With Lead Agency consent, allow for pallet exchanges of equal quality and quantity, ideally arrangements should be made prior to delivery.
      3. Arrange for required inspections as applicable at each delivery destination. See Section 8.3.E, Destination of Inspection of Fresh Fruits and Vegetables (below) for more information. The Lead Agency does not pay this expense.
      4. Prompt removal of a rejected shipment (out-of-condition food) with prior authorization by USDA.
        1. Note: Lead Agency must contact FA immediately, before the vendor/shipping company leaves the Lead Agency facility. FA will contact USDA FNS to start the process of rejecting a shipment.
        2. Out-of-condition food may include: failed inspection of product, damaged goods, broken seal, no seal, improper handing (above required shipping temperature), etc.
        3. Note: Lead Agencies may not reject deliveries of USDA Foods due to lack of storage. If a Lead Agency has concerns about its ability to accept or store a delivery, the agency must contact WSDA staff no less than 45 days prior to the planned shipment delivery window (1st half and 2nd half of the given delivery month) so FA can adjust accordingly.
      5. Providing the Lead Agency with signed delivery receipt (Bill of Lading), including the date of receipt. This includes any adjustments made by the Lead Agency for quantity discrepancies or damaged product.
        1. Lead Agencies receiving USDA Foods should conduct two separate counts of received food before signing for food to ensure accuracy of receiving records.
      6. Providing a copy of the Bill of Lading to the Lead Agency for the load. Lead Agency should make a copy if unavailable.
      7. Providing USDA Foods on pallets or equivalent (i.e. slip sheets) that are in acceptable condition.
      8. Vendor should re-seal partial loads for subsequent deliveries.
      9. Replace USDA Foods that are rejected/out-of-condition, as necessary, in accordance with USDA instruction.
  4. Responsibility of Lead Agency.
    1. It is the responsibility of the Lead Agency to work with the Vendor and/or subcontracted shipping company to properly receive TEFAP USDA Foods into their warehouse. These foods may be used for distribution in their service area and/or for redistribution to other agencies as directed by FA. Lead Agency should have adequate personnel and equipment to safely and correctly off-load trucks.
    2. For proper receipt of TEFAP USDA Foods, Lead Agencies should:
      1. Have personnel available to receive “Notice of Delivery” from WBSCM.
      2. Wait to unload TEFAP USDA Foods that require inspection. FA will notify the agency if products require inspection.
        1. The USDA vendor is responsible for arranging and paying for inspections.
        2. The Lead Agency may only begin unloading once inspection is complete.
        3. See Section 8.3.E, Destination of Inspection of Fresh Fruits and Vegetables for more information.
      3. Accept shipments on the delivery date.
        1. The Lead Agency may be responsible for charges incurred by the trucking company if the Lead Agency is unable to accept the delivery on the agreed upon delivery date (i.e. costs for storage/alternate delivery location).
      4. The Lead Agency should try to unload the truck even if:
        1. It arrives late for an unloading appointment.
        2. It arrives without an unloading appointment.
        3. The unloading appointment was scheduled less than 72 hours in advance. Please notify FA if the 72-hour advance notice requirement is not being met.
          1. Ensure that the seal on the door or other point of entry of the truck is intact and record the seal number. If the seal is missing, broken or the seal number does not match what is recorded on the Bill of Lading then the Lead Agency should contact FA for further instruction.
        4. However, if FA cannot be reached then the Lead Agency must refuse the shipment and notify FA staff.
          1. Remove the seal, which must be done with bolt cutters or a similar tool.
      5. Check the temperature of frozen or refrigerated foods, including checking the thermometer on the truck to ensure the freezer/refrigeration unit is at acceptable levels and in working order.
        1. Frozen: 0 degrees Fahrenheit or lower
        2. Fresh: 33 – 40 degrees Fahrenheit
      6. Meet allowable off-loading times:
        1. Free time. The Lead Agency must complete the unloading of the shipment, and the removal of dunnage and other debris, within the period of free time. For palletized loads, free time is up to two hours. For non-palletized loads, free time is up to six hours. Failure to complete the unloading within the free time may incur a demurrage or detention charge, which the consignee may be obligated to pay.     
      7. Conduct a physical count and inspect USDA Foods for shortages, damage or spoilage before signing for delivery of shipment to avoid possible liability. Make sure to retain a copy of the Bill of Lading (BOL) and any related documentation. Report any significant problems to WSDA before the driver leaves the delivery area. Please note:
        1. All overages, shortages, or damages must be accounted for in the receipt of the shipment into USDA’s Web-Based Supply Chain Management (WBSCM) system.
        2. If any loss or adjustments are identified after the driver leaves then fill out a USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256).
        3. It is best to have two Lead Agency employees conduct a physical count of USDA Foods received to ensure accuracy of receiving documents.
        4. FA provides a USDA Foods Receiving Document (AGR-2258) as a guide through the direct shipment receiving process. It is recommended that the receiving document is saved along with the BOL as a record of the transaction.
          1. If the agency is not using USDA Foods Receiving Document (AGR-2258), the organization is encouraged to use an equivalent document to record the receipt of USDA Foods as FA may request records of any receipt of product.
      8. Rejection of total shipment/out-of-condition foods:
        1. When the initial examination of a shipment shows that all or most of it is out of condition, the Lead Agency should contact FA for instruction.
        2. Examples or when to contact FA for instructions would be:
          1. Frozen beef patties arriving at the warehouse with an internal temperature above 0°F .
          2. Excessively damaged (e.g., 1/2 or more of the load is obviously damaged).
        3. The Lead Agency must contact FA explaining why the shipment should not be accepted. Agency should take pictures and provide documentation when contacting FA staff. FA will provide this information to USDA for a final decision.
        4. Re-inspection of out-of-condition foods. If the USDA agrees with the initial report, they will direct the warehouse to obtain an inspection by a qualified inspector. If the findings of the inspection confirm the initial examination, the shipment will be held and reported to FA.
      9. Lead Agencies who receive TEFAP/TEFAP CCC shipments directly (including split shipments) from a USDA vendor will be responsible for receipting these shipments into USDA’s Web-Based Supply Chain Management (WBSCM) system within 48 hours. Training on this process is provided by FA staff upon request.
  5. Destination Inspection of Fresh Fruits and Vegetables.
    1. If the Lead Agency receives a USDA direct shipment of fresh fruits or vegetables:
      1. USDA inspects shipments of fresh produce prior to unloading. Some types of produce may be exempted (i.e. fresh apples and grapes). Contact FA for more information.
      2. Inspections will be performed by the federal or federal-state Inspection Service in accordance with the destination tolerances in the U.S. Grade Standards. The vendor will be responsible for arranging and paying for the inspection. Agricultural Marketing Service (AMS) will work with the vendors if there are problems arranging for inspections at the destination. For example, if it is very expensive to fly an inspector to a destination, under certain conditions, arrangements can be made by the shipper to have the load inspected enroute.
      3. Split shipments are to be inspected at each stop unless arrangements can be made with AMS to allow inspection of the entire load at the first stop. When this occurs, the vendor is still responsible for arranging for the inspection and associated costs, including unloading and reloading the truck for shipment to the final destination.
  6. Shipments Originating From Redistribution Centers.
    1. Quarterly, FA will notify Lead Agencies of anticipated USDA Foods shipments. FA staff will provide the program type (TEFAP or TEFAP CCC), material number, description, delivery month, projected number of cases, gross and net weight and value. At the end of each month FA will send Lead Agencies their TEFAP and TEFAP CCC Bill of Ladings (BOL’s) for the following month. If the Lead Agency has questions about redistribution, contact FA.
    2. The Lead Agency will be notified of the date of shipment by the redistribution centers (Food Lifeline and NW Harvest) via email or phone. For scheduling and shipment information of redistribution loads, the Lead Agency should contact:
      1. Eastern WA: NW Harvest;
      2. Western WA: Food Lifeline (cold and frozen) and/or NW Harvest (dry).

8.4 Inventory Control System

  1. Introduction.
    1. It is essential that Lead Agencies and Sub Agencies have a current record of how much food is in storage. This protects staff and participating agencies. Agencies are liable for unaccounted loss of TEFAP USDA Foods. Agency TEFAP USDA Foods inventories should not exceed what can be used or distributed in a three-month period.
    2. Inventory management should include:
      1. The FIFO (first in, first out) inventory method for circulating inventory/stock. Dating TEFAP USDA Foods as it is received enables accurate rotating of inventory as it is distributed. TEFAP USDA Foods that are expired may not be used or distributed to clients and must be properly documented and disposed.
      2. All TEFAP USDA Foods entering or leaving the warehouse should be counted twice (preferably by two people). This practice eliminates inventory errors.
      3. Utilize an inventory system. See Section 8.5, Inventory Reports for requirements.
      4. The pre-posting of outgoing allocations. Pre-posting occurs when food is taken off the book inventory before it leaves the warehouse. Recipient Sub Agencies should sign a receipt when picking up and/or returning TEFAP USDA Foods from the Lead Agency. The receipts can be compared to a book count to determine where inventory errors may have occurred.
      5. A monthly physical count of all TEFAP USDA Foods in inventory. Agencies are required to physically count the cases of TEFAP USDA Foods each month and compare it to the book inventory. Note any variances between book inventory and physical inventory and the cause of each variance. If applicable, complete a USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256) and/or TEFAP USDA Foods Loss/Adjustment Report for Sub Agencies (AGR-2279) and send it to Food Assistance (FA) or the Lead Agency, as applicable. The physical inventory figures must be used for the beginning inventory figures in the following month.
  2. Inventory Control.
    1. FA requires that inventory levels do not exceed what can be utilized without waste in a three-month period; exceptions may be allowed.
    2. If it is determined that inventory levels exceed the three-month limit, FA or the Lead Agency may reallocate TEFAP USDA Foods to bring inventory levels under control and to avoid possible product spoilage. FA or the Lead Agency will determine the method(s) for reallocation based on the specific circumstances of the Lead Agency(s) and the food type and quantity involved.
    3. Lead Agencies may reallocate as they see fit within their service area. The Lead Agency may not reallocate outside of their county(ies) service area, as indicated in their Agreement, without prior approval from FA.
    4. Sub Agencies may not reallocate to other TEFAP agencies without prior approval from the Lead Agency.

8.5 Inventory Reports

  1. Lead Agency Inventory Report.
    1. The TEFAP Lead Agency Inventory Report (AGR-2321) must be completed each month, summarizing all TEFAP and TEFAP CCC inventory activity at the Lead level for the reporting month. The report has a tab for each month of the federal fiscal year. The Lead Agency shall conduct a physical count of its TEFAP and TEFAP CCC inventory at the end of every month, regardless of whether there was inventory activity. This report must be turned into Food Assistance (FA) by the 20th day of each month by email. The TEFAP Lead Agency Inventory Reports are located on the FA webpage.
    2. Once the report is complete, email it to the FA Inventory Specialist. Please include the Lead Agency name in the subject line of the email.
  2. Lead Agency Inventory Report:
    1. Beginning Inventory: The previous month’s ending physical inventory.
    2. Cases Received: Cases of TEFAP USDA Foods received since the last report.
    3. Total Cases Available for Issue: The combined total of the beginning inventory and cases received.
    4. Household Sites (FP): Cases of TEFAP USDA Foods distributed to each Food Pantry (FP) Sub Agency, listed by name, as documented by the Lead Agency provided Bill of Lading, and the number of clients and household members served (as indicated on the TEFAP Sub Agency Inventory Report).
    5. FP Total Issued: Total number of cases issued (of USDA Foods) to all household sites (FP).
    6. Meal Programs (MP): Cases of TEFAP USDA Foods distributed to each Meal Program (MP) Sub Agency, listed by name, as documented by the Lead Agency provided Bill of Lading, and the number of meals served (as indicated on the TEFAP Sub Agency Inventory Report).
    7. MP Total Issued: Total cases (of TEFAP USDA Foods) distributed to all Meal Programs.
    8. Total Cases Issued: Total cases distributed to all Food Pantries and Meal Programs.
    9. Damage: Product that has been damaged is entered as a negative number. Include a TEFAP USDA Food Loss/Adjustment Report for all damaged product that has not been previously reported.
    10. Book Inventory: Total cases of each product shown on the TEFAP Lead Agency Inventory Report.
    11. Physical Inventory: Total cases of TEFAP and TEFAP CCC product physically counted in storage area. The book inventory shall be reconciled with the physical inventory each month. The physical inventory will become your beginning inventory for the next month.
    12. Report Check: For any variances, correct the source documents for the TEFAP USDA Foods, and re-enter the correct case amount. If you can’t find the variance(s) then leave the overage/shortage in the report check line and submit a TEFAP USDA Food Loss/Adjustment Report for Lead Agencies (AGR-2256).
  3. Sub Agency Inventory Report.
    1. Report Month/Year: The report month and year that the activity took place.
    2. Type of Distribution Site: Indicate either Food Pantry or Meal Program.
    3. Food Pantry or Meal Program Name: Name of the Sub Agency reporting.
    4. Total Clients and Household Members: Applies to Food Pantries.
    5. Total Meal Served: Applies to Meal Programs.
    6. Beginning Inventory: The previous month’s ending physical inventory.
    7. Cases Received: Cases received since your last report.
    8. Total Cases: The combined total of the beginning inventory and cases received.
    9. Issued to Clients: Cases issued for distribution to clients or used in preparation of meals.
    10. Damage: Cases of product damaged. If agency fills out report by hand: enter as negative number. Include a TEFAP USDA Food Loss/Adjustment Report for Sub Agencies for all damaged product that has not been previously reported.
    11. Book Inventory: Cases of each product shown on your inventory records.
    12. Physical Inventory: Quantity of product physically counted in your storage area. The book inventory shall be reconciled with the physical inventory each month. The physical inventory will become the beginning inventory for the next month.
    13. Report Check: For any variances, correct the source documents for the TEFAP USDA Foods, and re-enter the correct case amount. If variance(s) can’t be found, leave the overage/shortage in the report check line and submit a TEFAP USDA Food Loss/Adjustment Report for Sub Agencies (AGR-2279).
    14. Contact FA or the Lead Agency if you have questions.

8.6 USDA Foods Loss/Adjustment Procedures

  1. Introduction.
    1. All TEFAP USDA Foods shall be safeguarded from theft, spoilage, damage, destruction or other loss. Food Assistance (FA) and Lead Agencies will investigate all loss of TEFAP USDA Foods.
      1. If the loss was preventable (i.e. spoilage due to improper storage) and/or valued less than $500, FA may pursue claims.
      2. FA will pursue claims, as necessary, including negligence or improper use, for losses valued at $500 or more and/or if theft is involved.
      3. All losses of $100,000 or more will be sent to USDA FNS to be involved in the claim determination, as applicable. For additional guidelines please review 7 CFR Parts 250 and 251, FNS Instruction 410-1 Rev. 2, and related FNS policies.
    2. The USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256) is the primary tool for participating agencies to report TEFAP loss or adjustments. When loss occurs, the participating agency must fill out the appropriate loss report (USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256) or TEFAP USDA Foods Loss/Adjustment Report for Sub Agencies (AGR-2279)) and submit it to their contracting agency. Lead Agencies must report all loss to FA regardless of value. See Section 8.6.C, Instructions below for more details.
    3. Note: All losses or adjustments must also be accounted for on the participating agency’s monthly inventory report.
  2. Responsibilities.
    1. Lead Agencies and Sub Agencies must be sure to maintain damaged/spoiled food in stable condition until it can be inspected (e.g., if TEFAP USDA Foods is cold or frozen product, isolate and keep frozen.). “Stable condition” means upon discovery, physically separating spoiled or damaged food from other food inventories as quickly and completely as possible. Do not dispose of spoiled or damaged TEFAP USDA Foods until told to do so by FA or the Lead Agency (in the case of a Sub Agency).
    2. Lead Agencies must send all the completed USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256) to foodassistance@agr.wa.gov. Sub Agencies must send their completed TEFAP USDA Foods Loss/Adjustment Report for Sub Agencies (AGR-2279) to their Lead Agency, who will conduct an investigation.
      1. If the Lead Agency investigation determines that the Sub Agency loss is $500 or more and/or theft or infestation was involved, they must send the Sub Agency loss report to FA for next steps.
    3. If the value of the TEFAP USDA Foods involved in the loss is $500 or more and/or theft or infestation was involved, the participating agency may need to reimburse or replace the damaged product. The Lead Agency should contact FA immediately as instructions may include:
      1. Having the food inspected by a local health inspector and the inspection findings documented. If there is a problem in arranging for a local health inspection, please call FA.
      2. Retaining a copy of the inspection report for the investigation records.
      3. For theft, regardless of the value of the TEFAP USDA Foods, follow the instructions in Section 8.6.E, Theft Reporting System.
      4. Starting the process for claim determination and/or pursuit of claims.
      5. Depending on the circumstances of the loss, FA will work with USDA FNS to mitigate impacts and request the ability for Lead Agencies and Sub Agencies to provide in-kind foods or other alternatives, if allowable. See FNS Instruction 410-1 Rev. 2.
    4. FA and/or the Lead Agency must complete an investigation into all loss/inventory adjustments within 30 days of discovery and make a determination regarding pursuit of claims.
  3. Loss and Adjustment Instructions.
    1. The appropriate TEFAP USDA Foods loss report (USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256) or TEFAP USDA Foods Loss/Adjustment Report for Sub Agencies (AGR-2279)) should be submitted whenever loss or adjustments occur. The Lead Agency and/or FA will complete an investigation into all loss/inventory adjustments within 30 days of discovery. FA will make a determination regarding pursuit of claims and contact USDA as necessary.
    2. If damage, spoilage, or an overage/shortage occurs while USDA donated food is in the possession of the Lead Agency:
      1. Notify FA via email/phone as soon as possible if the loss is due to spoilage and/or poses a food safety risk.
      2. Complete the USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256).
      3. Make sure to also list this loss or inventory adjustment on the monthly TEFAP Lead Agency Inventory Report (AGR-2321).
    3. If damage, spoilage, or an overage/shortage is discovered at the time of a USDA delivery (has not been signed for/received into inventory), make sure to enter this into Web-Based Supply Chain Management (WBSCM). In this case USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256) is not required, and the loss/adjustment is not included in the monthly inventory report.
    4. If damage, spoilage, or an overage/shortage is discovered at the time of a redistribution (NW Harvest or Food Lifeline) delivery, (has not been signed for/received into inventory) the redistribution agency must fill out and submit a loss report to FA and include the loss in their monthly inventory.
    5. If damage, spoilage, or an overage/shortage occurs while TEFAP USDA Foods are in the possession of the Sub Agency the Lead Agency must:
      1. Notify FA via email/phone as soon as possible if the loss is due to spoilage and/or poses a food safety risk.
      2. Have the Sub Agency complete the TEFAP USDA Foods Loss/Adjustment Report for Sub Agencies (AGR-2279) and submit the report to the Lead Agency.
      3. Conduct an investigation into the circumstances of the loss and document the findings on the TEFAP USDA Foods Loss/Adjustment Report for Sub Agencies (AGR-2279).
      4. Ensure that loss is accounted for in the TEFAP Lead Agency Inventory Report (AGR-2321) and that the TEFAP USDA Foods Loss/Adjustment Report for Sub Agencies (AGR-2279) is sent to FA if loss was $500 or more and/or theft or infestation was involved.
  4. Investigations.
    1. Food Assistance Investigations
      1. This section is for FA staff to document their investigation into the loss of TEFAP USDA Foods. FA is required to investigate any and all loss of donated TEFAP USDA Foods, including inventory adjustments, regardless of value, in order to determine if a claim must be pursued against the responsible party. Investigations and claim determination must be completed within 30 days from the date of discovery, or from the date that the information was first received indicating that a loss/adjustment had occurred, whichever is later.
    2. Lead Agency Investigations
      1. Lead Agency staff/volunteers must document the investigation into the Sub Agency’s loss of TEFAP USDA Foods. Accidents happen and are understandable. Investigations should look for patterns of loss, indications of negligence, or other purposeful wrongdoing. In most cases, it is the responsibility of the Lead Agency to determine if a claim should be pursued against a Sub Agency. Claim determination must be completed within 30 days from the date of discovery, or from the date that the information was first received indicating that a loss/adjustment had occurred, whichever is later. If the Lead Agency needs guidance, contact FA to assist. The Lead Agency must forward the TEFAP USDA Foods Loss/Adjustment Report for Sub Agencies (AGR-2279) to FA if the loss is $500 or more and/or theft or infestation was involved.
    3. Note: Any time a bug or rodent infestation is involved, notify FA immediately and provide an update on the steps taken to remedy the issue. FA reserves the right to request copies of all documentation.
  5. Theft Reporting System.
    1. When theft of TEFAP USDA Foods occurs, the following procedures must be followed:
      1. Contact the Lead Agency (for Sub Agencies) or FA (for Lead Agencies) within 24 hours (preferably immediately) of discovery regarding any theft of TEFAP USDA Foods. FA is required to notify USDA of any loss related to theft.
      2. Immediately report theft to local police and obtain a police report. Unreported theft can result in the participating agency being liable for the cost of the food, as well as other damages.
      3. Fill out a USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256) detailing:
        1. The address where the theft occurred;
        2. An explanation of how the theft occurred; and
        3. The amount of product involved with specific data.
      4. Email the USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256) along with a copy of the police report to the Lead Agency (for Sub Agencies) or FA (for Lead Agencies) at foodassistance@agr.wa.gov.
  6. Instructions for the USDA Foods Loss/Adjustment Report for Lead Agencies.
    1. The following section walks through how to complete each item requested on the USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256).
      1. Program: Check the correct box for the program associated with the USDA Foods loss: TEFAP or CSFP.
      2. Lead Agency Name: Your agency name.
      3. Date of Loss: The date the loss occurred or was discovered.
      4. Contact Person: The person filling out the USDA Foods Loss/Adjustment Report.
      5. Phone: The contact person’s phone number.
      6. Address: The address where the loss occurred or was discovered.
    2. The next section on the form is used to record all cases lost. If the loss affects multiple USDA Foods, there is no need to fill out more than one USDA Foods Loss/Adjustment Report. This report is to be used on a ‘per incident’ basis.
      1. Example 1: Two cases of apple juice were damaged when they fell off a pallet. In this case fill out one USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256) with one line filled out.
      2. Example 2: The participating agency delivery truck was broken into and 2 different items were stolen. The agency would need to fill out one USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256) to list the items lost in that one incident.
      3. Example 3: Examples one and two both happen on the same day. Fill out two separate forms as these are two separate incidents.
    3. USDA Foods Description: This is the material description, which can be found either on the Bill of Lading from the shipper, the direct or indirect shipments workbooks sent to you by FA, or on the USDA Foods Order Price Lists.
    4. Material Number: The material number (Part Code) is the six-digit number that is used by USDA to identify the item being received. This number can be found either on the Bill of Lading or on the USDA Foods Order Price Lists.
      1. Example: The USDA Foods description is "MILK 1% FRESH CTR-9/64 FL OZ”
        1. The material number for " MILK 1% FRESH CTR-9/64 FL OZ ” is 111008
    5. Quantity: The number of cases that were lost, damaged, spoiled or stolen.
    6. Measurement (Cases/Units): For TEFAP the measurement is always in cases. Even if every item in the case is not damaged, you must report the entire case. If there are products within the case that are undamaged and potentially able to be distributed, store the product safely and contact the Lead Agency or FA for guidance.  
    7. Type (Theft, Damage, Spoilage, or Inventory Adjustment): Record what kind of loss occurred.
    8. Briefly explain how loss/adjustment occurred: In this box, explain to the best of your knowledge how the theft, damage, spoilage or adjustment occurred or was discovered.
    9. Type of Loss/Adjustment: Specify the type of loss/adjustment and complete additional steps and/or respond to the additional questions pertaining to different types of loss.
      1. If loss was due to theft, notify FA immediately, then contact the police, obtain a police report, and submit the police report to FA along with the completed USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256). In all instances of theft, FA will notify USDA, regardless of the value.
      2. If loss was due to spoilage caused by bug or rodent infestation, notify FA immediately, then contact the local health jurisdiction to request an inspection, obtain an inspection report, and submit the health jurisdiction’s inspection report to FA along with a completed USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256).
    10. WSDA FA Use Only: (Page 2)
      1. This section is for FA staff to document their investigation into the loss of USDA Foods. FA is required to investigate all loss of donated USDA Foods, including inventory adjustments, regardless of value, in order to determine if a claim must be pursued against the responsible party. Investigations and claim determination must be completed within 30 days from the date of discovery, or from the date that the information was first received indicating that a loss/adjustment had occurred, whichever is later.
  7. Instructions for the USDA Foods Loss Report for Sub Agencies.
    1. This section provides detailed instructions for TEFAP Sub Agencies to complete each item requested on the TEFAP USDA Foods Loss/Adjustment Report for Sub Agencies (AGR-2279). It clarifies what action(s) the Lead Agency must take to investigate loss and when that loss must be communicated to FA.
      1. Sub Agency Name: Your agency name.
      2. Date of Loss: The date the loss occurred or was discovered.
      3. Contact Person: The person filling out the TEFAP USDA Foods Loss Report.
      4. Contact Phone: The contact person’s phone number.
      5. Address: The address where the loss occurred or was discovered.
    2. The next section on the form is used to total the cases lost. There are eight lines on the loss form. If more than eight types of items are lost, the Sub Agency will need to fill out more than one USDA Foods Loss Report. This report is to be used on a ‘per incident’ basis.
      1. Example 1: Two cases of apple juice were damaged when they fell off a pallet. In this case fill out one TEFAP USDA Foods Loss Report with one line filled out.
      2. Example 2: The participating agency’s delivery truck was broken into and two different items were stolen. The agency would need to fill out one TEFAP USDA Foods Loss Report to list the cases lost in that one incident.
      3. Example 3: Examples one and two both happen on the same day. The agency would fill out two separate forms as these are two separate incidents.
    3. USDA Foods Description: This is the material description, which is on the Bill of Lading received from the Lead Agency. If this number is not identifiable, contact the Lead Agency.
    4. Material Number: The material number is the six-digit number that is used by USDA to identify the item being received. This number should be on the Bill of Lading (BOL) received from the Lead Agency. If the material number is not included on the BOL, please contact the Lead Agency and ask for the material number.
      1. Example: The USDA Foods description is "MILK 1% FRESH CTR-9/64 FL OZ”
        1. The material number for " MILK 1% FRESH CTR-9/64 FL OZ ” is 111008
    5. Number of Cases: The number of cases that were lost, damaged, spoiled or stolen. For TEFAP, the measurement is always in cases. Even if every item in the case is not damaged, report the entire case. If there are products within the case that are undamaged and potentially able to be distributed, store the product safely and contact your Lead Agency for guidance.
    6. Type (Theft, Damage, Spoilage, Inventory Adjustment): Record what kind of loss occurred.
    7. Briefly explain how loss occurred: In this box, explain to the best of your knowledge how the theft, damage, or spoilage occurred or was discovered.
    8. Type of Loss: Specify the type of loss/adjustment and complete additional steps and/or respond to the additional questions pertaining to the different types of loss.
      1. If loss was due to theft, notify the Lead Agency immediately, then contact the police, obtain a police report, and submit the police report to the Lead Agency along with the completed TEFAP USDA Foods Loss/Adjustment Report for Sub Agencies (AGR-2279). In all instances of theft, the Lead Agency will notify FA, and FA will notify USDA, regardless of the value.
      2. If loss was due to spoilage caused by a bug or rodent infestation, notify the Lead Agency immediately, then contact the local health jurisdiction to request an inspection, obtain an inspection report, and submit the health jurisdiction’s inspection report to the Lead Agency along with your completed TEFAP USDA Foods Loss/Adjustment Report for Sub Agencies (AGR-2279).
    9. Lead Agency Use Only: (Page 2)
      1. Lead Agency staff/volunteers must document the investigation into the Sub Agency loss of USDA donated food. Lead Agencies are required to investigate all loss of donated USDA Foods, including inventory adjustments, regardless of value, in order to determine if a claim must be pursued against the responsible party. Accidents happen and are understandable. The Lead Agency should look for patterns of loss, indications of negligence, or other purposeful wrong doing. In most cases, it is the responsibility of the Lead Agency to determine if a claim should be pursued against a Sub Agency. Claim determination must be completed within 30 days from the date of discovery, or from the date that the information was first received indicating that a loss/adjustment had occurred, whichever is later. If the Lead Agency needs guidance, contact FA to assist  with the determination. The Lead Agency needs to forward the TEFAP USDA Foods Loss/Adjustment Report for Sub Agencies (AGR-2279) to FA in the following instances:
        1. Any time theft is involved, notify FA immediately and provide FA with all documentation.
        2. Any time a loss is $500 or more in value, notify FA immediately and provide FA with all documentation.
        3. Any time a bug or rodent infestation is involved, notify FA immediately and inform them of the steps taken to remedy the issue. FA reserves the right to request copies of all documentation.
    10. Date Received: The date that the Lead Agency received the TEFAP USDA Foods Loss/Adjusment Report for Sub Agencies (AGR-2279) from the Sub Agency.
    11. Determine the Value of Loss: Multiply the number of cases lost by the price per case for that item to determine the value of the loss per item. The price per case can be found on the USDA Foods Price Lists or the TEFAP Lead Agency Inventory Report (AGR-2321).
      1. If an item isn’t listed on the price list, or on an additional items list for the fiscal year in question, contact the FA regional representative who will look up the correct price per case.
    12. Responsible Party: Determine the responsible party. This could be the Sub Agency, natural event, or other. A natural event is defined as a hurricane, flood, or general power outage. In the case of other it could be theft, which could be considered another entity.
    13. Was the loss $500 or more? If yes, then immediately notify FA as USDA must be notified.
      1. This section is where the Lead Agency indicates whether it will pursue further claim action against a Sub Agency or if it has completed the investigation and is not required to pursue a claim.
        1. If the value of the donated USDA Foods loss is $500 or less, the Lead Agency is not required to pursue a claim.
        2. If the loss has occurred as a result of theft, embezzlement, willful misapplication, or fraud, the Lead Agency must pursue a claim for further action, regardless of the value of the loss.
      2. If it is unclear as to whether a claim is required, contact FA for guidance.
    14. Date Investigation Complete: The completion date of the investigation and the determination whether to pursue a claim for the loss.
      1. Upon completion of the investigation, if the loss/adjustment reported by a Sub Agency is $500 or less, does not include theft, and is not due to a bug or rodent infestation, the Lead Agency is not required to notify FA and must keep the completed report on file as supporting documentation. Notify FA for further direction if the Sub Agency is consistently reporting loss/adjustments.

8.7 Holds and Recalls

  1. Introduction.
    1. Food Assistance (FA) strives to protect public health by ensuring the safety of the state's food supply. TEFAP USDA Foods holds and recalls due to food safety concerns may occur. FA will contact impacted Lead Agencies in the case of a hold or a recall and will provide specific guidance. In the event of a hold or recall of TEFAP USDA Foods, Lead Agencies must ensure all FA instruction and procedures are implemented at the Lead and Sub Agency levels as applicable.
    2. After receiving a recall notice from FA, the Lead Agency should immediately respond to the email. This will notify FA staff that the Lead Agency has received the email and that the TEFAP USDA Foods in question is on hold at both the Lead and Sub Agency levels. Upon TEFAP USDA Foods being recalled, the Lead Agency will:
      1. Place all TEFAP USDA Foods in question on hold. Mark each pallet with “USDA hold don’t distribute!” signs. Date the signs. Isolate the TEFAP USDA Foods in question to avoid accidental use.
      2. Conduct an inventory of the TEFAP USDA Foods in question to determine what remains on hand.
      3. Identify sites that may have the TEFAP USDA Foods in question on hand. Immediately contact those locations and have the TEFAP USDA Foods in question placed on hold and conduct an inventory to determine what is left on hand.
      4. Upon receiving the inventories from all affected sites, compile a master inventory list that should include:
        1. Total USDA Foods Received,
        2. Total USDA Foods Issued,
        3. Total USDA Foods still in inventory and on hold, and
        4. Locations of the USDA Foods in question.
    3. Send the master inventory list to FA by email.
    4. It may be necessary to dispose of the TEFAP USDA Foods in question. Track the costs associated with the disposal of the recalled TEFAP USDA Foods.
    5. It may be necessary to get the remaining TEFAP USDA Foods in question back to a central distribution point so that USDA can arrange to have it removed. Be prepared to do this quickly; FA may have a short notice of a pickup. Costs associated with the pickup and storage of recalled TEFAP USDA Foods should be tracked.
    6. It may be necessary to notify clients that they should:
      1. Refrain from eating the recalled TEFAP USDA Foods; and
      2. Dispose of the recalled TEFAP USDA Foods.
    7. Note: Notifications may include word of mouth, flyers and signs at the site, and any normal communications used in the recall process.
    8. The hold on TEFAP USDA Foods may be lifted only with the express written permission of FA.
    9. Participating agencies interested in additional information regarding responding to a food recall, please see: https://fns-prod.azureedge.us/sites/default/files/resource-files/Responding_Food_Recall_FNS_05302014.pdf.

8.8 USDA Foods Complaint Process

  1. Lead Agencies and their Sub Agencies must accept and process all USDA Foods complaints received by a client regardless of whether the complaints are written, verbal, or anonymous by completing the USDA Foods Complaint Form (AGR-2329). If a client reports a food-safety or health risk, contact Food Assistance (FA) immediately.
  2. Lead Agencies and Sub Agencies report directly to FA by using the USDA Foods Complaint Form (AGR-2329) and/or Sub Agencies may request that their Lead Agency submit the food complaint form to FA on their behalf. USDA Foods complaints are broad in nature and include things like issues with the packaging, recommendations for quality improvement, food safety, or health risks. The food complaint form should NOT be used when a Lead Agency or Sub Agency is reporting a receipt or inventory adjustment due to shortages, overages, spoilage, damage or theft.
  3. The USDA Foods Complaint Form (AGR-2329) should be completed and submitted to foodassistance@agr.wa.gov within 10 calendar days of receiving a complaint, unless there is a food safety or health risk, either of which needs to be reported immediately.
  4. Participating agencies should ensure all food complaints are properly documented and reported. FA will report the issue into the USDA Web-Based Supply Chain Management (WBSCM) system within five calendar days and report any significant issues directly to USDA FNS Western Region upon receipt. FA will maintain a record of and track all USDA Foods complaints, including complaint status (pending, follow-up, completed, or referred to USDA FNS).

8.9 Storage Requirements

  1. Introduction.
    1. It is important to store food properly and at the right temperature. Improper storage can result in spoilage or damage in the Lead Agency being charged for the cost of the food. The following are the minimum storage requirements for dry, refrigerated, frozen and processed TEFAP USDA Foods. As such these requirements do not exempt a Lead Agency or its TEFAP sites from complying with the local health authority's food storage and handling regulations.
  2. Dry TEFAP USDA Foods.
    1. Store in a clean, cool, dry place, preferably where food will not be in direct sunlight. Food should be stored up off the floor and at least four to six inches away from walls, if possible. The storage area should be secure, clean, and inspected on a regular basis. Temperatures should be regulated and monitored regularly. A method of pest infestation control (either professional or self-applied) should be in place for all storage areas.
    2. Nuts and dried fruits can be damaged during storage by insects and high heat. Infestation by insects can be minimized by storing at 50 to 70 degrees Fahrenheit, using good sanitation, and quickly distributing the product. Storage at lower temperatures will help maintain the storage life of the product. It is not recommended to store dried fruit or nuts during the summer months in a non-air-conditioned warehouse. If storing these items during the summer is unavoidable it is recommended that they are stored in a cooler to ensure that the product will remain useable for distribution.
  3. Ultra-High Temperature (UHT) Shelf-Stable Milk.
    1. UHT shelf-stable milk can be stored on the shelf at room temperature for months before being opened. Once opened, UHT shelf-stable milk must be refrigerated.
    2. If the package is damaged or has been opened, UHT shelf-stable milk will spoil. Once the package is opened the milk is exposed to the air and will spoil just like pasteurized milk. Always refrigerate after opening for maximum shelf life.
    3. The best temperature to store shelf stable milk is from 33 to 80 degrees Fahrenheit. It can withstand higher temperatures up to 108 degrees Fahrenheit, but the higher temperatures will cause the milk to age more quickly but will not cause bodily harm. Storing the milk at or above 109 degrees Fahrenheit for more than 10 days will cause the milk to sour but will not cause bodily harm.
  4. Refrigerated TEFAP USDA Foods.
    1. Store in a cooler or refrigerator that will maintain a temperature between 33 and 40 degrees Fahrenheit. Refrigerated TEFAP USDA Foods include fresh fruit and vegetables. TEFAP USDA Foods needing refrigeration can include dry foods that store better at cool temperatures such as dried fruit (e.g., raisins and prunes) and milled grains (e.g., flour and cornmeal). The food should be stored such that proper air circulation is maintained in the refrigeration unit. The unit should be cleaned and inspected on a regular basis. A thermometer should be in each unit and monitored daily.
  5. Frozen TEFAP USDA Foods.
    1. Store in a freezer that will maintain a temperature of zero degrees Fahrenheit or lower. The food should be stored such that proper air circulation is maintained in the freezer unit. The unit should be cleaned and inspected on a regular basis. A thermometer should be in each unit and monitored daily.
    2. Recommended temperatures and storage time for TEFAP USDA Foods:
Type Temperature Range Time Span
Frozen 0 degrees Fahrenheit or lower 9 months
Refrigerated 33-40 degrees Fahrenheit 5 months
Dry Goods 50-70 degrees Fahrenheit
(exception fruits and nuts)		 1 year
  1. Storage Periods.
    1. Shelf life is the length of time from pack date that TEFAP USDA Foods can be stored at acceptable temperatures without affecting quality. TEFAP USDA Foods shelf-life recommendations are currently stated as “best if used by” dates. To reduce the risk of loss or mismanagement, FA requests that Lead Agencies and Sub Agencies have no more than a three-month supply of TEFAP USDA Foods on hand.
    2. Expiration and Use-by Dates:
      1. “Expiration” dates and “use-by” dates are the last dates the manufacturer recommends a food item be consumed to ensure peak quality and nutrient retention. TEFAP USDA Foods that is past its expiration or use-by date must not be distributed to clients and must be properly disposed of.
    3. Best-If-Used-By (BIUB) Date:
      1. A “best-if-used-by” (BIUB) date is the last date a food item will be at its peak, in terms of flavor and quality. At some point after that date, the product will begin to undergo changes in taste, color, texture, and/or nutrient content. However, the product may be wholesome, safe to consume, and retain most of its nutrient value long after the BIUB date. BIUB dates are intended only as useful guidelines. Some TEFAP USDA Foods may deteriorate more quickly than others; some may last longer than the times recommended. Many factors can shorten the useful life of TEFAP USDA Foods such as improper handling and inadequate storage temperatures. The inventory control method of “first-in, first-out” (FIFO) should be practiced by those responsible for TEFAP USDA Foods inventories and distribution.
      2. As stipulated by USDA in Policy Memo FD-107, TEFAP USDA Foods that is past its BIUB date must not be distributed to program recipients.
      3. Lead Agencies and their Sub Agencies must consider BIUB dates in managing their TEFAP inventories, and distribute foods in a manner that provides enough time to be consumed by the BIUB date. Failure to distribute TEFAP USDA Foods to program recipients prior to the expiration/BIUB date may be considered a loss of TEFAP USDA Foods by FA.
    4. “Sell-by” Date:
      1. The “sell-by” date is the date by which the manufacturer recommends that a store sell the food product. This date is not necessarily a reliable indicator of how long the food may retain its wholesomeness or nutritional value.
  2. Conventional Storage Practices.
    1. Monitoring Storage Temperatures:
      1. Lead Agencies are responsible for any loss of TEFAP USDA donated food that happens due to negligence. Lead Agencies should monitor and record storage temperatures on a daily basis year-round. Although FA cannot require the daily year-round reading and recording of storage temperatures, USDA considers all losses that result because of inadequate temperature control to be caused by negligence and hold the Lead Agency responsible for the TEFAP USDA Foods loss. Losses due to the failure of an alarm system constitute negligence. Therefore, the burden of proof is on the Lead Agency to demonstrate that the loss was not caused by its negligence. Lead Agencies shall record the storage temperatures on a daily basis.
      2. The purpose of the temperature chart is to help the Lead Agency maintain the proper temperatures in their TEFAP USDA Foods storage facilities. If there is a significant change in temperature, the Lead Agency can take appropriate action to correct the problem and avoid deterioration or loss of stored TEFAP USDA Foods.
    2. Practicing FIFO (First In, First Out):
      1. TEFAP USDA Foods are to be stored so that the food with the nearest expiration/BIUB dates are in front and used first, followed by USDA Foods with the oldest pack dates. With the increasing number of TEFAP USDA Foods having commercial labels, each case may not have contract numbers, pack dates, and expiration/BIUB dates. When TEFAP USDA Foods is received, Lead Agencies may choose to write the received date on the product if no other date is present. If TEFAP USDA Foods is taken out of the case and stored separately, each can, box, or container should be marked with the received dates if pack dates or expiration/BIUB dates are not available.

8.10 Food Safety and Sanitation Requirements

  1. NOTE: This applies to Lead Agencies and Sub Agencies receiving and handling TEFAP USDA Foods.
  2. All Must Adhere to Reasonable Safety and Sanitation Standards.
    1. Lead Agencies and Sub Agencies must adhere to all applicable local, state, and federal regulations on food safety and sanitation. These standards cover the areas of ground and warehouse maintenance, food storage, and pest control.
      1. Properly control pests inside and outside.
        1. Use the assistance of a trained exterminator to set outside traps and bait stations, setting traps indoors. NOTE: Rodent pesticides are not to be used inside except with very serious infestations and never in close proximity to food.
      2. Do proper lawn care and weed control.
      3. Store equipment, pallets and trash receptacles away from the building, keeping the grounds litter-free. Keep trash receptacles covered and clean.
      4. Keep doors and windows shut unless they are screened.
      5. Maintain the inside of buildings so that they are clean and in good repair.
      6. Adhere to good food safety practices so that foods are stored in a manner to protect them from spoilage, infestation, damage or other condition that may jeopardize the wholesomeness or safety of the foods.
        1. Move out the oldest food first.
        2. Store food in sanitary conditions, which includes clean storage areas and pallets.
        3. Maintain proper temperatures and humidity, with adequate air circulation around perishable foods. Cold storage must be maintained at between 33 and 40 degrees Fahrenheit; frozen storage must be maintained at zero degrees Fahrenheit or lower.
        4. Keep food off the floor and on pallets.
        5. Keep food 4-6 inches from walls, if possible.
        6. Keep cleaning agents and other toxic materials away from food.
      7. Food safety: Foods that show signs of spoilage, infestation, or other visible defects should not be used or distributed, regardless of product dates or when the foods were received, as such food is generally considered not fit for human consumption.
      8. There must be hand-washing facilities with hot running water.
  3. Non-Compliance with Safety and Sanitation Standards.
    1. Providers who put the public’s health at risk and do not adhere to these standards may be suspended or terminated from TEFAP if they do not make the necessary improvements within the timeframe identified by Food Assistance (FA) or the Lead Agency requiring compliance.
    2. NOTE: Chapter 246-215 of the Washington Administrative Code (WAC), Part 9, Subpart D - Donated Food Distributing Organizations, effective May 1, 2013, provides the safety standards for food pantries and food banks. The Food Code serves as the basis for food service rules in most states and provides Washington with rules that are more consistent with the national food safety standards www.doh.wa.gov/Portals/1/Documents/Pubs/332-033.pdf.

8.11 Additional Guidelines and Practices

  1. Backpack Programs.
    1. TEFAP USDA Foods may be used in backpack programs for children in accordance with USDA Policy FD-041 which includes:
      1. If not categorically eligible (see Section 5.7.D, Food Pantry Categorical Eligibility for more details), the child’s household must complete the TEFAP intake process at a minimum, annually.
      2. Record keeping requirements being met by the Lead Agency and their Sub Agencies.
      3. Food Assistance (FA) allows a backpack program to have the program staff maintain a list of households receiving backpacks at each distribution rather than having the household (child) go through the intake process each time a backpack is received.
  2. Misuse of Food and Funds.
    1. The agency shall reimburse FA for any TEFAP USDA Foods improperly used or disposed of or any loss or damage to TEFAP USDA Foods resulting from the failure of the Lead Agency, its agents, or its Sub Agencies to properly store, care for, or handle the foods. Reimbursement method will be determined by FA and may include in-kind replacement in lieu of cash reimbursement in accordance with federal regulations.
    2. The agency shall reimburse FA for any TEFAP funds improperly used throughout the agreement period.
    3. Additionally, other FA funds are typically not allowed to cover the misuse or loss of TEFAP USDA Foods or funds. The reimbursement method must be approved by FA. See TEFAP Lead and Sub Agreements for more information.
  3. Distribution Rates.
    1. The Lead Agency will assure, to the best of its ability, that the allocation of TEFAP USDA Foods to participating Sub Agencies is standardized for all their Sub Agencies. A standardized distribution rate is understood to mean an equivalent, but not necessarily identical, allotment of TEFAP USDA Foods.
      1. The Lead Agency is tasked with ensuring the efficient distribution of TEFAP USDA Foods in their service area. They may take into account the frequency of distribution, cold storage capacity, delivery needs, and current inventory on hand of its Sub Agencies when making these determinations.
    2. FA allows Lead Agencies to determine distribution frequency rates for their service area – including Sub Agency distribution rates, provided the minimum monthly distribution requirement is met.
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TEFAP Procedures Manual Table of Contents
Section 7 Section 9
Revision History
Section 8 Revision 2025-11-12