USDA Foods Receipting
All TEFAP Foods Must be Receipted in WBSCM Within 48 Hours of Receipt:
Lead Agencies who receive direct USDA shipments from USDA vendors are 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.Lead Agencies who receive direct USDA shipments from USDA vendors are responsible for managing and maintaining a WBSCM account.
Monitoring:
The WSDA FA staff position responsible for the ordering, receipt management, and inventory will monitor compliance for the 48 hours receipting requirement on a bi-monthly basis. This timeline is consistent with the 1st half and 2nd half of the month delivery windows for TEFAP direct shipments. TEFAP 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-2321) 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 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 TEFAP 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-2279).
The Lead Agency shall maintain sufficient insurance coverage for all 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.
TEFAP foods are to be distributed on at least a monthly basis. Whenever possible, clients will receive other food that is also available at the food pantry. This should reduce the number of trips a client may need to make to the food pantry each month as well as increase the chances that the entire family will be able to have complete meals.
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 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 TEFAP 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-2279).
The Lead Agency shall maintain sufficient insurance coverage for all 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.
TEFAP foods are to be distributed on at least a monthly basis. Whenever possible, clients will receive other food that is also available at the food pantry. This should reduce the number of trips a client may need to make to the food pantry each month as well as increase the chances that the entire family will be able to have complete meals.
USDA Foods: Stakeholder Engagement
WSDA FA utilizes several different communication channels to gather USDA Foods preferences and input from Lead Agencies, Sub Agencies, and stakeholders.
The WSDA FA Food Order Workgroup provides feedback for USDA food orders proposed by WSDA FA staff. The workgroup is open to anyone who wishes to be involved, it includes representation from different regions, sizes, and external partners. WSDA FA staff also utilize this group to collect feedback on products previously ordered.
A “draft” USDA Foods order, with written options, is developed by WSDA FA staff, taking into account previous feedback, existing (USDA Foods) orders, cost, and available storage capacity. The draft order is sent via email to the workgroup for input. This workgroup meets virtually to discuss the draft and finalize the order.
Additionally, WSDA FA co-hosts a Monthly Food Distribution Meeting that is operated by an external partner. This distribution meeting brings to the table a wide variety of food distribution and/or purchasing organizations that provide food to emergency food providers. Participants provide updates on the types of foods ordered, storage needs, transportation challenges and other items related to the distribution of food to the emergency food system. The opportunity to collaborate with other large food distributors helps shape not only WSDA FA’s food orders but also helps to guide our external food distribution partners in their ordering so that hunger relief organizations are not flooded with any one type of food product.
WSDA FA also hosts two monthly Lead Agency and General Check-In meetings and has a monthly Lead Agency Open Office Hours. An important component of these meetings are the TEFAP food updates, providing an opportunity to notify the broader food banking community about upcoming orders, challenges and budget projections. Additionally, the meetings are used to notify interested partners about the upcoming WSDA FA Food Order Workgroup meetings.
The WSDA FA Food Order Workgroup provides feedback for USDA food orders proposed by WSDA FA staff. The workgroup is open to anyone who wishes to be involved, it includes representation from different regions, sizes, and external partners. WSDA FA staff also utilize this group to collect feedback on products previously ordered.
A “draft” USDA Foods order, with written options, is developed by WSDA FA staff, taking into account previous feedback, existing (USDA Foods) orders, cost, and available storage capacity. The draft order is sent via email to the workgroup for input. This workgroup meets virtually to discuss the draft and finalize the order.
Additionally, WSDA FA co-hosts a Monthly Food Distribution Meeting that is operated by an external partner. This distribution meeting brings to the table a wide variety of food distribution and/or purchasing organizations that provide food to emergency food providers. Participants provide updates on the types of foods ordered, storage needs, transportation challenges and other items related to the distribution of food to the emergency food system. The opportunity to collaborate with other large food distributors helps shape not only WSDA FA’s food orders but also helps to guide our external food distribution partners in their ordering so that hunger relief organizations are not flooded with any one type of food product.
WSDA FA also hosts two monthly Lead Agency and General Check-In meetings and has a monthly Lead Agency Open Office Hours. An important component of these meetings are the TEFAP food updates, providing an opportunity to notify the broader food banking community about upcoming orders, challenges and budget projections. Additionally, the meetings are used to notify interested partners about the upcoming WSDA FA Food Order Workgroup meetings.
USDA Foods Complaint Process
Lead Agencies and their Sub Agencies must accept and process all USDA Foods complaints received by a participant regardless of whether the complaints are written, verbal, or anonymous, or the participant may report directly to WSDA FA.
Lead Agencies and Sub Agencies report directly to WSDA FA by using the Food Assistance - USDA Foods Complaint Form (AGR-2329) and/or Sub Agencies may request that their Lead Agency submit the food complaint form to WSDA FA on their behalf. A participant may also report directly to WSDA FA using the food complaint form. USDA food complaints are broad in nature and include things like issues with the packaging, recommendations for quality improvement, food safety, or health risks. The Food Assistance - USDA Foods Complaint Form (AGR-2329) 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.
The Food Assistance - 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 which needs to be reported immediately.
WSDA FA will ensure all food complaints are properly documented and reported. WSDA FA will report the complaint in the USDA Web-Based Supply Chain Management (WBSCM) system within 5 calendar days and report any significant issues directly to USDA FNS Western Region upon receipt. WSDA FA will maintain a record of and track all USDA food complaints including complaint status (pending, follow-up, completed, or referred to FNS).
Lead Agencies and Sub Agencies report directly to WSDA FA by using the Food Assistance - USDA Foods Complaint Form (AGR-2329) and/or Sub Agencies may request that their Lead Agency submit the food complaint form to WSDA FA on their behalf. A participant may also report directly to WSDA FA using the food complaint form. USDA food complaints are broad in nature and include things like issues with the packaging, recommendations for quality improvement, food safety, or health risks. The Food Assistance - USDA Foods Complaint Form (AGR-2329) 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.
The Food Assistance - 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 which needs to be reported immediately.
WSDA FA will ensure all food complaints are properly documented and reported. WSDA FA will report the complaint in the USDA Web-Based Supply Chain Management (WBSCM) system within 5 calendar days and report any significant issues directly to USDA FNS Western Region upon receipt. WSDA FA will maintain a record of and track all USDA food complaints including complaint status (pending, follow-up, completed, or referred to FNS).
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 TEFAP 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 TEFAP 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.