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 Voucher Program, Food Bank and/or a 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 Voucher Program is limited to ten percent (10%) of their individual award total for administrative costs. 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.
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 Expenditures: Spending of funds by an organization to acquire, maintain, or improve capital assets thereby extending their useful life and increasing their value.
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 or tribal voucher 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-Tribal Food Pantry or Voucher Program. 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-Tribal Food Pantry or Voucher Program. Documentation is never required for EFAP.
EFAP-Tribal Voucher Program: Specific to EFAP-Tribal which allows for tribes or tribal organizations to issue vouchers to clients.
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 tribes 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 exceeds 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 meets 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 Voucher Program, Food Bank and/or a 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 Voucher Program is limited to ten percent (10%) of their individual award total for administrative costs. 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.
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 Expenditures: Spending of funds by an organization to acquire, maintain, or improve capital assets thereby extending their useful life and increasing their value.
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 or tribal voucher 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-Tribal Food Pantry or Voucher Program. 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-Tribal Food Pantry or Voucher Program. Documentation is never required for EFAP.
EFAP-Tribal Voucher Program: Specific to EFAP-Tribal which allows for tribes or tribal organizations to issue vouchers to clients.
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 tribes 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 exceeds 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 meets 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 history of EFAP is outlined in the EFAP Procedures Manual.
In 1992, the EFAP-Tribal Voucher Program was established. In addition to the EFAP-Tribal Voucher Program, tribes may also choose to administer the EFAP-Tribal Food Pantry Program.
EFAP-Tribal 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), increasing access to both the EFAP-Tribal Food Pantry and Voucher Programs and increasing 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-Tribal is a program designed to empower tribes and tribal organizations to make decisions that address the specific needs of the tribe. Every two years tribes submit an EFAP-Tribal Application and select which programs (Food Pantry and/or Voucher) would best serve the tribe or select a tribal organization to act as the EFAP-Tribal Lead Agency.
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-Tribal 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 allocated based on tribal enrollment numbers provided by the tribe.
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 history of EFAP is outlined in the EFAP Procedures Manual.
In 1992, the EFAP-Tribal Voucher Program was established. In addition to the EFAP-Tribal Voucher Program, tribes may also choose to administer the EFAP-Tribal Food Pantry Program.
EFAP-Tribal 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), increasing access to both the EFAP-Tribal Food Pantry and Voucher Programs and increasing 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-Tribal is a program designed to empower tribes and tribal organizations to make decisions that address the specific needs of the tribe. Every two years tribes submit an EFAP-Tribal Application and select which programs (Food Pantry and/or Voucher) would best serve the tribe or select a tribal organization to act as the EFAP-Tribal Lead Agency.
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-Tribal 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 allocated based on tribal enrollment numbers provided by the tribe.
2.3 EFAP-Tribal Process and Allocations
- EFAP-Tribal Agreements cover a two-year period.
- EFAP-Tribal 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-Tribal will be supported with both state and federal funds which will require Food Assistance to issue a state EFAP-Tribal Grant Agreement as well as a federal EFAP-Tribal Subaward Agreement. This means that the Tribal Lead Agency will hold two EFAP-Tribal Agreements with Food Assistance for the biennium.
- The Tribal Lead Agency will in turn enter into EFAP Agreements with their Sub Agencies.
- Key steps in the process:
- Food Assistance sends Intent to Apply Notification to Washington tribes
- All tribes complete the Intent to Apply notice and send to Food Assistance
- Tribal Lead Agencies complete the Applications and send to Food Assistance
- Food Assistance finalize Agreements with Tribal Lead Agencies
- Tribal Lead Agencies finalize Agreements with Tribal Sub Agencies
- On-going Compliance Management & Communications
- Food Assistance computes the allocation of funds to tribes.
- Food Assistance computes tribal allocations based on a formula determined by Food Assistance in consultation with the tribes and the Food Assistance Advisory Committee. The current percent that tribes are allotted is 9.5% of the total received to support hunger-relief efforts through EFAP and EFAP-Tribal.
- One-half of the available funding will be divided equally among participating tribes as a base.
- The remaining funds shall be distributed in proportion to each tribe’s total enrolled membership.
- Any other program funds will be allocated at the time and for the purpose authorized by the Washington State Legislature.
2.4 Intent to Apply
- EFAP-Tribal Intent to Apply notice is sent to all tribes prior to the start of each biennium, typically in February.
- Each tribe chooses to participate or not in the program.
- If participating, the tribe then chooses to either enter into a direct agreement with Food Assistance or select another tribe or tribal organization to act as their Tribal Lead Agency.
- If participating, the tribe also chooses to participate in the EFAP-Tribal Food Pantry Program, EFAP-Tribal Voucher Program, or both.
- EFAP-Tribal Voucher Program Option
- A federally recognized or federally unrecognized tribe or tribal organization with a 501(c)3 IRS designation can:
- Apply on its own directly to Food Assistance, or
- Apply through another tribe or tribal organization.
- A federally recognized or federally unrecognized tribe or tribal organization with a 501(c)3 IRS designation can:
- EFAP-Tribal Food Pantry Program Option
- A federally recognized or federally unrecognized tribe or tribal organization with a 501(c)3 IRS designation can:
- Apply on its own directly to Food Assistance, or
- Apply under another tribe or tribal organization, or
- A federally recognized or federally unrecognized tribe or tribal organization with a 501(c)3 IRS designation can:
- Combined EFAP-Tribal Food Pantry and EFAP-Tribal Voucher Program Option
- A federally recognized or federally unrecognized tribe or tribal organization with a 501(c)3 IRS designation can:
- Apply on its own directly to Food Assistance, or
- Apply through another tribe or tribal organization.
- A federally recognized or federally unrecognized tribe or tribal organization with a 501(c)3 IRS designation can:
- Interested in becoming an EFAP-Tribal Lead Agency?
- Must meet the eligibility requirements as listed in Section 4.1 Eligibility Criteria for Tribal Lead Agencies.
- Tribes receive the same allocation whether they participate in the EFAP-Tribal Food Pantry and/or Voucher Programs.
- Complete the Intent to Apply notice and return to Food Assistance.
- Applicants must complete all forms and follow all procedures established by the Food Assistance.
- Applicants must adhere to all Application and Agreement timelines specified by the Food Assistance when applying for funding. Failure to do so may result in denial of the funding request.
- Interested in becoming an EFAP-Tribal Sub Agency?
- Must meet the eligibility requirements as listed in Section 4.2 Eligibility Criteria and Capabilities for Food Bank Sub Agencies or Section 4.3 Eligibility Criteria For EFAP-Tribal Food Pantry and/or Food Voucher Sub Agencies, as applicable, and as accepted by the EFAP-Tribal Lead Agency.
- Tribes receive the same allocation whether they participate in the EFAP-Tribal Food Pantry and/or EFAP-Tribal Voucher Programs.
- Complete the Intent to Apply notice, indicate your choice of Tribal Lead Agency (STOWW, SPIPA, or other), and return to Food Assistance.
| Click here to return to EFAP-Tribal page | |
| EFAP-Tribal Procedures Manual Table of Contents | |
| Section 1 | Section 3 |
| Revision History | |
| Section 2 Revision 2024-07-01 | |