USDA Foods Receipting
All CSFP Foods Must be Receipted in WBSCM Within 48 Hours of Receipt:
Lead Agencies who receive direct USDA shipments from the National Multi-Food warehouse will be responsible for receipting these shipments into USDA’s Web-Based Supply Chain Management (WBSCM) system within 48 hours, per USDA requirements. Training provided by WSDA FA is available upon request and periodically throughout the year.Monitoring:
The WSDA FA staff position responsible for the ordering, receipt management, and inventory will monitor compliance for the 48-hour receipting requirement on a bi-monthly basis. CSFP compliance reviews include a question regarding timely receipting into WBSCM. Significant noncompliance will be reported to the WSDA FA program manager.Storage and Distribution
Distribution of product from the Lead Agency to each site is documented by invoices/bill of ladings. Each site is required to do a physical inventory each month and reconcile it with actual distribution figures. The site’s monthly inventory reports are sent to their Lead Agency. The Lead Agency Inventory Reports (AGR-2249) are turned into WSDA FA.
WSDA FA and Lead Agencies keep an ongoing inventory of all products received and distributed. Physical inventories are taken monthly. Inventory reports are submitted monthly to WSDA FA and provide information detailing product on-hand, received, distributed, damaged, and remaining amounts in inventory. As a general rule, local agencies (Lead Agencies and sites), use a first-in-first-out (FIFO) system of inventory management. In order to implement FIFO, local agencies mark USDA donated food cases, pallet, or other containers with the date of their receipt at the storage facility. Local agencies are aware that the dates placed on food products by the manufacturers also help to determine how long food products can be expected to remain in optimal condition. Local agencies are to consider such product dates, along with FIFO, in the management of food inventories. The Lead Agency shall not store more than a three-month supply of each CSFP food item, without WSDA FA approval.
The State/USDA approved procedures for reporting damage, spoilage, and/or loss used of TEFAP are also used for CSFP. All USDA Food loss is investigated and documented on the USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256) or Sub Agencies (AGR-2255).
USDA Food complaints should be submitted to WSDA FA using the Food Assistance – USDA Foods Complaint form (AGR-2329). Complaints should be submitted within ten (10) days of the reported incident unless there is a food safety or health risk which should be reported immediately.
The Lead Agency shall maintain sufficient insurance coverage for all the foods received from WSDA FA/USDA. A certificate of insurance is provided annually by the Lead Agency to WSDA FA showing proof of insurance. The amount of insurance coverage shall be sufficient for paying the replacement cost of contract-related food.
Food packages are distributed on a monthly basis. Whenever possible, participants will receive other food that is also available at the food pantry. This should reduce the number of trips a participant may need to make to the food pantry each month, as well as increase the chances that the participant will be able to have complete meals. Typically, volunteers will “pre-pick” the CSFP food into standard food packages in accordance with the monthly distribution rates (AGR-PUB-506).
WSDA FA and Lead Agencies keep an ongoing inventory of all products received and distributed. Physical inventories are taken monthly. Inventory reports are submitted monthly to WSDA FA and provide information detailing product on-hand, received, distributed, damaged, and remaining amounts in inventory. As a general rule, local agencies (Lead Agencies and sites), use a first-in-first-out (FIFO) system of inventory management. In order to implement FIFO, local agencies mark USDA donated food cases, pallet, or other containers with the date of their receipt at the storage facility. Local agencies are aware that the dates placed on food products by the manufacturers also help to determine how long food products can be expected to remain in optimal condition. Local agencies are to consider such product dates, along with FIFO, in the management of food inventories. The Lead Agency shall not store more than a three-month supply of each CSFP food item, without WSDA FA approval.
The State/USDA approved procedures for reporting damage, spoilage, and/or loss used of TEFAP are also used for CSFP. All USDA Food loss is investigated and documented on the USDA Foods Loss/Adjustment Report for Lead Agencies (AGR-2256) or Sub Agencies (AGR-2255).
USDA Food complaints should be submitted to WSDA FA using the Food Assistance – USDA Foods Complaint form (AGR-2329). Complaints should be submitted within ten (10) days of the reported incident unless there is a food safety or health risk which should be reported immediately.
The Lead Agency shall maintain sufficient insurance coverage for all the foods received from WSDA FA/USDA. A certificate of insurance is provided annually by the Lead Agency to WSDA FA showing proof of insurance. The amount of insurance coverage shall be sufficient for paying the replacement cost of contract-related food.
Food packages are distributed on a monthly basis. Whenever possible, participants will receive other food that is also available at the food pantry. This should reduce the number of trips a participant may need to make to the food pantry each month, as well as increase the chances that the participant will be able to have complete meals. Typically, volunteers will “pre-pick” the CSFP food into standard food packages in accordance with the monthly distribution rates (AGR-PUB-506).
Holds and Recalls
WSDA Food Assistance (FA) will follow all Federal, State, and local requirements for USDA Foods subject to a food recall. We have a notification system in place for Lead Agencies and Sub Agencies that allows for notifications during business hours, as well as evenings and weekends.
In the case of a hold or recall of USDA Foods, WSDA FA will provide specific instructions, within 24 hours, to all Lead Agencies with inventory of the recalled product. Lead Agencies are responsible for providing the instructions to their Sub Agencies with inventory of the recalled product.
Lead Agencies will submit inventory results to WSDA FA. WSDA FA shall then compile the results and report the findings to USDA to determine the next steps. Our CSFP Procedures Manual includes step by step instructions of what Lead Agencies and Sub Agencies will need to do if they are impacted by a hold or recall.
In the case of a hold or recall of USDA Foods, WSDA FA will provide specific instructions, within 24 hours, to all Lead Agencies with inventory of the recalled product. Lead Agencies are responsible for providing the instructions to their Sub Agencies with inventory of the recalled product.
Lead Agencies will submit inventory results to WSDA FA. WSDA FA shall then compile the results and report the findings to USDA to determine the next steps. Our CSFP Procedures Manual includes step by step instructions of what Lead Agencies and Sub Agencies will need to do if they are impacted by a hold or recall.
Disasters and Situations of Distress
In the case of a presidentially declared disaster or a situation of distress determined by the state:
WSDA Food Assistance (FA) will participate in Emergency Support Functions #11 conference calls, conduct outreach to Lead Agencies and Sub Agencies in effected areas, assess additional need and shift food resources to assist in disaster feeding as needed and as approved by FNS. WSDA FA maintains an emergency contact list and maintains updated inventory records for each of the Lead Agencies.WSDA FA Lead Agencies may be required to transfer USDA Foods to the area of crisis. There will be no cost to the Lead Agency for the transfer. In certain circumstances USDA will be able to replace the value of the foods provided for the crisis. Our Lead Agencies have been informed that information regarding disasters and situations of distress, can be accessed at the FNS Disaster website at: https://www.fns.usda.gov/disaster and the USDA Foods Program Disaster Manual can be found at https://www.fns.usda.gov/usda-foods/program-disaster-manual.