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EFAP-T Section 3

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EFAP-Tribal Procedures Manual Section 3: Applications and Agreements

3.1 Biennial Applications

  1. The EFAP-Tribal Biennial Application (AGR-2210) must be completed by the Tribal Lead Agency and sent via email to Food Assistance (FA) by the due date listed on the checklist. Additional documentation may be required. Only one Application needs to be submitted even though two EFAP-Tribal Agreements will be required due to the receipt of both state and federal funding. 
  2. The EFAP-Tribal Biennial Application (AGR-2210) includes the following tabs:
    1. Application Checklist: A list of all required documents to complete your application
    2. Contacts: Tribal Lead Agency Contact Information
    3. Summary: Tribal Application Summary, Budget Roll-up, Client Projections, Certification
    4. Attachment B: Tribal Lead Agency Food Pantry Certification and Budget, if applicable
    5. Attachment C: Tribal Lead Agency Voucher Program Certification and Budget, if applicable
    6. Attachment D: Sub Agency Certification and Budgets (STOWW & SPIPA)
    7. Attachment E: Sub Agency Contact Information (Indicate Voucher Program, Food Pantry, or Both)
  3. It is important to note that since EFAP-Tribal is supported with both state and federal funding, the Application includes separate data fields for both state and federal funding. The Tribal Lead Agency will input the required data into white cells. The Application includes automatic roll-up features (gray cells) within the Excel workbook to minimize data entry by the Tribal Lead Agency.
  4. Once the EFAP-Tribal Biennial Application is completed then the Tribal Lead Agency will send it to their Food Assistance Regional Representative and include the signed FA Suspension and Debarment Certification (AGR-2384) and signed FA Accounting System and Financial Capability Questionnaire (AGR-2383) to their Food Assistance Regional Representative by email.

3.2 Agreement Process Between Food Assistance and the Tribal Lead Agency

  1. The Tribal Lead Agency is the tribe or tribal Organization that holds a written agreement with the Washington State Department of Agriculture Food Assistance (WSDA FA) programs for the upcoming biennium to implement the Emergency Food Assistance Program (EFAP) -Tribal Food Pantry and/or Voucher Programs.
  2. Since EFAP is currently supported by both state and federal funding, Food Assistance will issue two EFAP-Tribal Agreements to each Tribal Lead Agency via DocuSign.
    1. EFAP-Tribal Agreements will begin on the first day of the biennium, July 1, and end on the last day of the biennium, June 30.
    2. The EFAP-Tribal Agreement supported with state funds is considered a Grant. See Section 2.2 Program History - EFAP-Tribal Flowchart. 
    3. The EFAP-Tribal Agreement supported with federal funds is considered a Subaward. See Section 2.2 Program History – EFAP-Tribal Flowchart.
    4. Separate state and federal invoice workbooks will be required, and monthly reports should be submitted regardless of expenditure or client activity. See Section 6.5 Required Invoicing and Data Reports for additional details.
      1. The state Invoice Voucher includes financial data and non-financial data (clients served, vouchers, and pounds of food distributed).
      2.  The federal Invoice Voucher includes only financial data.
  3. Once the Tribal Lead Agency Agreement has been executed, additional documents will be required to be submitted. At a minimum, the following items will be required:
    1. 10 days after Agreement execution:
      1. If applicable, the Tribal Lead Agency’s most recent audit report.
    2. 30 days after Agreement execution:
      1. If providing direct client services (Food Pantry) registration in 211 Statewide Telephone and Referral Network system.
      2. Insurance certificates and additional insured endorsements.
      3. Sub Agency Agreements Face Sheet, including signature page, and Attachment D: Sub Agency Owned, Operated, and Sponsored Site List.
      4. The Tribal Lead Agency’s most recent audit report (This requirement applies to Tribal Lead Agencies that did not enter into an EFAP Agreement with Food Assistance in the previous biennium).
      5. FA Accounting System Verification Form (AGR-2206), if applicable.
      6. FA Single Audit Exemption Form for Lead Agencies (AGR-2207).
    3. 45 days after contract execution: (New Tribal Lead Agencies only)
      1. Client Confidentiality Policies
      2. Corrective Action for Sub Agencies
      3. Dispute Resolution Process for Sub Agencies

3.3 Agreement Process between Tribal Lead Agencies and Sub Agencies

  1. The Sub Agency is a federally recognized tribe, 501(c)(3), or public agency that holds a written agreement with the Tribal Lead Agency for the upcoming biennium to implement the Emergency Food Assistance Program (EFAP) –Tribal Food Pantry and/or Voucher Programs at the local level.
  2. The Tribal Lead Agency enters into Agreements with its Sub Agency Food Pantries, Food Banks, and/or Voucher Programs.
    1. The Tribal Lead Agency must execute separate state and federal EFAP Agreements to its Sub Agencies.
      1. The EFAP-Tribal Sub Agency Agreement supported with state funds is considered a Subgrant. See Section 2.2 Program History - EFAP-Tribal Flowchart. 
      2. The EFAP-Tribal Sub Agency Agreement supported with federal funds is considered a Sub-subaward. See Section 2.2 Program History – EFAP-Tribal Flowchart.
    2. Unless using the Food Assistance Sub Agency Agreement template without modification, the Tribal Lead Agency must first obtain approval from Food Assistance.
      1. Food Assistance’s review for approval will be limited to assuring that the Sub Agency Agreement contains the minimal substantive terms that Food Assistance considers necessary for EFAP.
      2. Tribal Lead Agencies are encouraged to seek their own legal advice to determine the adequacy of the Food Assistance provided template.
      3. Once completed, Food Assistance will post the Sub Agency Agreements on the Food Assistance Forms and Publications webpage.
  3. EFAP Agreements will begin on the first day of the biennium, July 1, and end on the last day of the biennium, June 30.
  4. Once the Sub Agency Agreement has been executed, including the Sub Agency Site List, additional documents will be required to be submitted. At a minimum, the following items will be required:
    1. 30 days after Agreement execution:
      1. The Sub Agency’s most recent audit report, if applicable.
      2. FA Accounting System Verification Form (AGR-2206), if applicable.
        1. Subawardees receiving food only are not required to complete the FA Accounting System Verification Form (AGR-2206).
        2. Sub Agencies submit this form to their Tribal Lead Agency on an annual basis.
      3. Registration of Food Pantry with 211, if applicable.
      4. Insurance certificates and additional insured endorsements.
      5. FA Audit Requirement Form for Sub Agencies (AGR-2217).
        1. Sub Agencies submit this form to their Tribal Lead Agency on an annual basis.
      6. Other documents as requested.
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EFAP-Tribal Procedures Manual Table of Contents
Section 2 Section 4
Revision History
Section 3 Revision 2024-07-01