Forms TrainingForms Training20142014

WFC ConferenceWFC Conference

For food banks and meal programsFor food banks and meal programs

Welcome & IntroductionsWelcome & Introductions

Welcome & IntroductionsWelcome & Introductions Trish Twomey, Membership Director, WFC Trish Twomey, Membership Director, WFC Jenn Tennent, Partner Programs Manager, Northwest Jenn Tennent, Partner Programs Manager, Northwest

HarvestHarvest Rosemary Rankins, Agency Relations Manager, Food Rosemary Rankins, Agency Relations Manager, Food

LifelineLifeline Susan Eichrodt, Program Specialist – Food Assistance Susan Eichrodt, Program Specialist – Food Assistance

Programs – WSDA Programs – WSDA James Scovel, Program Specialist, Food Assistance James Scovel, Program Specialist, Food Assistance

Programs – WSDAPrograms – WSDA

Review Agenda - TrishReview Agenda - TrishHandoutsHandouts

ABC Sheet ABC Sheet When reports are dueWhen reports are due Other handouts from presentersOther handouts from presenters

Who Are You?Who Are You? Workshop attendees:Workshop attendees:

• How many of you are a:How many of you are a:• Food pantry?Food pantry?• Meal program?Meal program?• Lead Agency contractor for WSDA? Lead Agency contractor for WSDA? • Tribal Food Voucher Contractor?Tribal Food Voucher Contractor?

• How many of you receive:How many of you receive:• EFAP Funding and/or food?EFAP Funding and/or food?• TEFAP food? TEFAP funding?TEFAP food? TEFAP funding?• CSFP food?CSFP food?• Food from NW Harvest?Food from NW Harvest?• Food from Second Harvest Inland NW?Food from Second Harvest Inland NW?• Food Lifeline?Food Lifeline?

How to do your monthly How to do your monthly reports:reports: Northwest Harvest – JennNorthwest Harvest – Jenn

Food Lifeline –RosemaryFood Lifeline –Rosemary

WSDA –EFAP, TEFAP, CSFP, & WSDA –EFAP, TEFAP, CSFP, & Healthier Food Options Tracking Healthier Food Options Tracking Forms – Susan & JamesForms – Susan & James

Northwest Harvest Northwest Harvest - Jenn - Jenn Mission: Mission: to provide nutritious food to to provide nutritious food to

hungry people statewide in a manner that hungry people statewide in a manner that respects their dignity, while working to respects their dignity, while working to eliminate hunger.eliminate hunger.

Statewide, over 360 programsStatewide, over 360 programs Free food with focus on high Free food with focus on high

nutritional valuenutritional value Three Squares, Holiday Protein Three Squares, Holiday Protein

and Smart Buysand Smart Buys

Food Lifeline - RosemaryFood Lifeline - Rosemary SeattleSeattle’’s Tables Table: rescues otherwise wasted prepared : rescues otherwise wasted prepared

food from local restaurants, caterers, corporate dining food from local restaurants, caterers, corporate dining rooms, universities, convention centers, hospitals, grocery rooms, universities, convention centers, hospitals, grocery stores, and other food service providers. Distributes this food stores, and other food service providers. Distributes this food to meal programs and shelters. to meal programs and shelters.

Kids CafeKids Cafe provides free snacks and meals to youth ages provides free snacks and meals to youth ages 1-18 outside school hours at sites where they live, learn and 1-18 outside school hours at sites where they live, learn and play. Through the USDAplay. Through the USDA’’s Summer Food Service Program s Summer Food Service Program and Child and Adult Care Food Program, we purchase food, and Child and Adult Care Food Program, we purchase food, do menu planning, and administrative paperwork to help fill do menu planning, and administrative paperwork to help fill gaps in communities across Western Washington.gaps in communities across Western Washington.

Grocery RescueGrocery Rescue:: rescues perishable food products rescues perishable food products from local grocery stores in order to increase the volume and from local grocery stores in order to increase the volume and variety of food available to meal programs and food banks. variety of food available to meal programs and food banks. Stores include QFC, Fred Meyer, AlbertsonStores include QFC, Fred Meyer, Albertson’’s, and Wal-Mart. s, and Wal-Mart.

TEFAPTEFAP :: The Emergency Food Assistance Program. FLL The Emergency Food Assistance Program. FLL distributes government commodities in King County.distributes government commodities in King County.

Food Lifeline (cont.)Food Lifeline (cont.)

Order Up! – Order Up! – food purchasing food purchasing program in which Food Lifeline buys program in which Food Lifeline buys bulk quantities of products from vendors bulk quantities of products from vendors at a significantly discounted price and at a significantly discounted price and offers these products to agencies at offers these products to agencies at cost plus a minimal mark-up to sustain cost plus a minimal mark-up to sustain the program. the program.

Order Up! Products may be ordered Order Up! Products may be ordered through the online ordering system through the online ordering system along with other donations regularly along with other donations regularly ordered each week by agencies. ordered each week by agencies.

Food LifelineFood Lifeline’’s MARSs MARS

WSDA – Susan & James WSDA is responsible for assuring the safety of

our food supply. This includes: Inspecting animals and produce Making sure herbicides and insecticides are

used properly Keeping public safe from plant and animal pests

and diseases Facilitates sale of WA agriculture products

The Food Safety & Consumer Services Division contains the 3 emergency food programs: The Emergency Food Assistance Program

(TEFAP) Commodity Supplemental Food Program

(CSFP) Emergency Food Assistance Program (EFAP)

WSDA (con’t) TEFAP is a federal program that provides an

allocation of operating funds and food to meal programs and food pantries in each county by formula. Low income people are eligible to receive the food.

CSFP is also a federal program that provides food and operating funds to providers in 21 of the 39 counties in the state according to caseload size. Low-income seniors are eligible to receive the food.

EFAP provides funding to food pantries and food banks all 39 counties by formula. Anyone declaring a need for food may receive food supported by EFAP.

EFAP – Emergency Food EFAP – Emergency Food Assistance ProgramAssistance Program Money for food pantries and food banks across Money for food pantries and food banks across

WA StateWA State Granted every two yearsGranted every two years Lead agency in each countyLead agency in each county Several types of subcontracts:Several types of subcontracts:

Cash reimbursement - food pantry is reimbursed directly for allowable expenditures.

Adequate accounting system, audit if meet criteria (if $500,000+ in federal funds or if $100,000+ in State funds).

Contractor pays bills for food pantries– vendor is paid directly by contractor, no funds are sent to food pantries.

Food/Supply – Food pantries get no money to spend. The food bank provides food to the food pantries. All the funds go to the food bank to supply food.

EFAP (continued) EFAP (continued) Agencies must have match, 1:1 (100%) if Agencies must have match, 1:1 (100%) if

at least 50% is cash match, or 2:1 (200%) at least 50% is cash match, or 2:1 (200%) of in-kind if donof in-kind if don’’t have sufficient cash t have sufficient cash match.match.

All must follow Food Procurement Policy, All must follow Food Procurement Policy, have Liability Insurance, register with 211, have Liability Insurance, register with 211, have client eligibility and client privacy have client eligibility and client privacy policies in place.policies in place.

EFAP reports are due monthly to your EFAP reports are due monthly to your EFAP lead contractor.EFAP lead contractor.

Contractors must submit their reports to Contractors must submit their reports to WSDA summarizing all costs and data for WSDA summarizing all costs and data for their areas by the 20their areas by the 20thth of each month. of each month.

All reports must be All reports must be signed and includesigned and include back-up documentationback-up documentation for all allowable for all allowable costs being claimed.costs being claimed.

EFAP, ConEFAP, Con’’tt ReimbursementReimbursement contract – must have paid contract – must have paid

the bill and ask for reimbursement for the the bill and ask for reimbursement for the previous month unless contractor is paying previous month unless contractor is paying the bill for you.the bill for you.

Check your math!Check your math! Make sure your data makes sense. Make sure your data makes sense.

Common errors:Common errors: Reversing new and returning clients.Reversing new and returning clients. Putting household numbers for client Putting household numbers for client

totals.totals. Claiming expenses in the wrong month. Claiming expenses in the wrong month.

Must be claimed in the month you Must be claimed in the month you paidpaid the expense.the expense.

DonDon’’t leave money unspent at the end of t leave money unspent at the end of the year!the year!

EFAP Report EFAP Report

Reporting: EFAPReporting: EFAP Note that your contractor may have created a Note that your contractor may have created a

form that looks like ours. Thatform that looks like ours. That’’s fine as long as s fine as long as it has the information we need.it has the information we need.

Contractor should have filled in their name and Contractor should have filled in their name and contact info. Type in the month for which contact info. Type in the month for which youyou’’re reporting.re reporting.

Under Under ““Yearly BudgetYearly Budget”” type in your agency type in your agency’’s s budget for the year by category.budget for the year by category.

Under Under ““Current ExpendituresCurrent Expenditures”” fill in costs you fill in costs you paid & are claiming for the month.paid & are claiming for the month.

Under Under ““Expended to DateExpended to Date”” add the current add the current monthmonth’’s costs to previous costs for the current s costs to previous costs for the current year for each category.year for each category.

In the electronic form the Contract Balance will In the electronic form the Contract Balance will be calculated for you. If hand entering, add be calculated for you. If hand entering, add Current Expenses to Expended to Date totals & Current Expenses to Expended to Date totals & subtract from Yearly Budget for balances.subtract from Yearly Budget for balances.

Reporting: EFAP, conReporting: EFAP, con’’tt In In ““Cash Match AmountsCash Match Amounts”” enter the cash enter the cash

amount you spent in your food pantry program amount you spent in your food pantry program from your other sources (United Way, from your other sources (United Way, donations, etc) in the 1donations, etc) in the 1stst four rows. four rows.

Enter the amounts of donated labor, food or Enter the amounts of donated labor, food or other (e.g. transportation, paper bags, rent, other (e.g. transportation, paper bags, rent, etc.) in the etc.) in the ““In-Kind Match DetailsIn-Kind Match Details”” box. The box. The total of those will populate in the In-Kind total of those will populate in the In-Kind (Match only) block above.(Match only) block above.

Your contractor may or may not ask you to fill Your contractor may or may not ask you to fill out match information monthly.out match information monthly.

In In ““Total EFAP dollars for food purchasesTotal EFAP dollars for food purchases”” enter the amount you paid just for food that you enter the amount you paid just for food that you are charging to EFAP. Do NOT list food that are charging to EFAP. Do NOT list food that was donated or you bought with other funding.was donated or you bought with other funding.

Reporting: EFAP, ConReporting: EFAP, Con’’tt Enter your monthEnter your month’’s client data, new and s client data, new and

returning for the different age groups and returning for the different age groups and households. A households. A ““NewNew”” client is the first time a client is the first time a client/family has been seen in the fiscal year. client/family has been seen in the fiscal year. Any other time that client or family receives Any other time that client or family receives services they are a services they are a ““ReturningReturning”” client. client.

Collecting the Collecting the ““newnew”” count will tell us how many count will tell us how many people used food pantries in the state during people used food pantries in the state during any given year. Also tracking any given year. Also tracking ““ReturningReturning”” clients allows us to compute the average times clients allows us to compute the average times a year clients used the food pantries.a year clients used the food pantries.

(Voluntary) Enter Special Dietary Needs (Voluntary) Enter Special Dietary Needs Clients. These are people who you put Clients. These are people who you put together bags with certain foods to meet some together bags with certain foods to meet some dietary restriction or medical condition.dietary restriction or medical condition.

Reporting: EFAP, ConReporting: EFAP, Con’’tt

(Voluntary) Enter Supplemental Clients, new (Voluntary) Enter Supplemental Clients, new and returning. These are clients who and returning. These are clients who onlyonly take take your excess supplemental food and do your excess supplemental food and do notnot also get a regular food bag.also get a regular food bag.

Enter the total pounds you gave out to full Enter the total pounds you gave out to full service clients in the month. This includes all service clients in the month. This includes all food, including TEFAP, even if you have food, including TEFAP, even if you have separate distribution for TEFAP.separate distribution for TEFAP.

(Voluntary) Enter the supplemental pounds of (Voluntary) Enter the supplemental pounds of food you distributed to clients. This is excess food you distributed to clients. This is excess food that you get a lot of and are food that you get a lot of and are notnot including including in your regular food bags. in your regular food bags.

TEFAP Report TEFAP Report

TEFAP Report TEFAP Report

TEFAP Inventory ReportTEFAP Inventory Report Reports are due to contractors monthly.Reports are due to contractors monthly. Expectation is that food pantries and meal Expectation is that food pantries and meal

programs will do a physical count of food programs will do a physical count of food every month so that you know how much every month so that you know how much product you gave out and how much you product you gave out and how much you still have at the beginning of every month.still have at the beginning of every month.

If you have more than 2-3 months of a If you have more than 2-3 months of a product, develop a way to distribute it (e.g. product, develop a way to distribute it (e.g. give more out to each family), call your give more out to each family), call your contractor to get ideas or have the product contractor to get ideas or have the product redistributed elsewhere. Do not keep redistributed elsewhere. Do not keep product for over 3 months!product for over 3 months!

NeverNever give out food that is past its give out food that is past its ““Use Use byby””, , ““Best if used byBest if used by”” or expiration date. or expiration date.

TEFAP Inventory Report, conTEFAP Inventory Report, con’’tt

Food Pantry and Meal ProgramsFood Pantry and Meal Programs: : Fill out Fill out Month/Year, agency name, personMonth/Year, agency name, person’’s name s name filling out form.filling out form.

Food Pantries: Required to list client Food Pantries: Required to list client signatures (families) and Total Household signatures (families) and Total Household Members (# of individuals in family).Members (# of individuals in family).

Meal Programs: Is optional to report # of Meal Programs: Is optional to report # of meals served. Ask contractor if they would meals served. Ask contractor if they would like that information.like that information.

Inventory, both food pantries and meal Inventory, both food pantries and meal programs (report in cases):programs (report in cases): Beginning inventory of cases you had on the 1Beginning inventory of cases you had on the 1stst

of each product.of each product.

TEFAP Inventory Report, conTEFAP Inventory Report, con’’tt Received: # of cases you received of each Received: # of cases you received of each

product.product. Total: Beginning inventory + received. Will Total: Beginning inventory + received. Will

automatically calculate in electronic form.automatically calculate in electronic form. Issued: For meal programs, what you used to Issued: For meal programs, what you used to

prepare meals, for food pantries what you gave prepare meals, for food pantries what you gave out to clients.out to clients.

Damaged or Loss: If any items were damaged Damaged or Loss: If any items were damaged or appear to be missing these must be reported. or appear to be missing these must be reported. Call your contractor for follow-up process.Call your contractor for follow-up process.

Positive or Negative Adjustment: If the numbers Positive or Negative Adjustment: If the numbers dondon’’t add up and there are more or fewer items t add up and there are more or fewer items than the numbers show, insert the number over than the numbers show, insert the number over or under.or under.

Book Inventory: According to totals above, what Book Inventory: According to totals above, what is left still in your inventory.is left still in your inventory.

TEFAP Inventory Report, conTEFAP Inventory Report, con’’tt Physical Inventory: Your totals of each items Physical Inventory: Your totals of each items

you get by actually counting the products.you get by actually counting the products. Over/Under: If the book inventory and physical Over/Under: If the book inventory and physical

inventory do not match, the difference in the two inventory do not match, the difference in the two counts.counts.

Reason for damaged items or Positive/Negative Reason for damaged items or Positive/Negative Adjustment: To the best of your ability, briefly Adjustment: To the best of your ability, briefly explain how the damage happened or why you explain how the damage happened or why you think there may be adjustments.think there may be adjustments.

TEFAP Reimbursement FormTEFAP Reimbursement Form

TEFAP Reimbursement FormTEFAP Reimbursement Form A TEFAP contractor may choose to pass A TEFAP contractor may choose to pass

on some of their funding to subcontractors on some of their funding to subcontractors to pay for their costs of distributing TEFAP.to pay for their costs of distributing TEFAP.

If you claim expenses, you must send If you claim expenses, you must send documentation of your costs.documentation of your costs.

Enter the contractorEnter the contractor’’s name and your s name and your agencyagency’’s name at the top of the form.s name at the top of the form.

In In ““NameName”” put the name of the person put the name of the person completing the formcompleting the form

Enter agencyEnter agency’’s addresss address Sign in ink, preferably a color other than Sign in ink, preferably a color other than

black, enter title and date completed.black, enter title and date completed.

TEFAP Reimbursement FormTEFAP Reimbursement Form For the expenditures, list each cost For the expenditures, list each cost

separately that you are going to charge to separately that you are going to charge to TEFAP.TEFAP. Date: The date the cost was incurred.Date: The date the cost was incurred. Description: What was the expenditure? Description: What was the expenditure?

(salaries, benefits, printing, gasoline, etc.)(salaries, benefits, printing, gasoline, etc.) Amount: For each billed cost.Amount: For each billed cost.

Healthier Food OptionsHealthier Food Options Supports GovernorSupports Governor’’s Goal #4 Healthy and s Goal #4 Healthy and

Safe Communities – Fostering the health of Safe Communities – Fostering the health of Washingtonians from a healthy start to a Washingtonians from a healthy start to a safe and supported future. Results safe and supported future. Results Washington (Washington (www.results.wa.gov). ).

Leading indicator for this goal is to increase Leading indicator for this goal is to increase the percentage of healthier food options the percentage of healthier food options offered to low income children and families offered to low income children and families through food pantries, farmers markets, through food pantries, farmers markets, and meal programs by 5% from 2014 and meal programs by 5% from 2014 through 2017. through 2017.

Over the next few years weOver the next few years we’’ll be looking at ll be looking at ways to do this.ways to do this.

Healthier Food Option ReportHealthier Food Option Report

Healthier Food Option ReportHealthier Food Option Report

Healthier Food Option ReportHealthier Food Option Report

Healthier Food Option ReportHealthier Food Option Report

Healthier Food Options Report, conHealthier Food Options Report, con’’tt

Food pantries and meal programs have Food pantries and meal programs have option of using electronic or hard copy option of using electronic or hard copy version. Click on appropriate tab.version. Click on appropriate tab.

Fill in all of the identifying information. Fill in all of the identifying information. Check either the single day or monthly Check either the single day or monthly

report option. Hard copy versions arenreport option. Hard copy versions aren’’t t available for month option.available for month option.

Check which quarter you are reporting.Check which quarter you are reporting. Meal programs, check the number of meals Meal programs, check the number of meals

you serve a month.you serve a month. If reporting a single day, select a day to do If reporting a single day, select a day to do

your reporting, perhaps one of the busiest your reporting, perhaps one of the busiest to get a good representation of food.to get a good representation of food.

Healthier Food Options Report, conHealthier Food Options Report, con’’tt

You can enter either the pounds of food You can enter either the pounds of food given out in the day or month for each food given out in the day or month for each food category in which case the electronic form category in which case the electronic form will calculate the percentages, or you can will calculate the percentages, or you can enter the percentages.enter the percentages.

Meal programs who serve more than 1 Meal programs who serve more than 1 meal per day can use the calculator tool to meal per day can use the calculator tool to get an average percentage for the entire get an average percentage for the entire day.day.

The pounds and percentages can be actual The pounds and percentages can be actual if you have a way of figuring that out or an if you have a way of figuring that out or an educated estimate. Carefully educated estimate. Carefully ““eyeballeyeball”” the the food to be given out that day or month to food to be given out that day or month to enter your percentages or pounds.enter your percentages or pounds.

Questions & AnswersQuestions & Answers

Contact for reports:Contact for reports: Food LifelineFood Lifeline – Rosemary Rankins – Rosemary Rankins

rosemaryr@fll.orgrosemaryr@fll.org Northwest HarvestNorthwest Harvest - Jenn Tennent - Jenn Tennent

jennt@northwestharvest.org jennt@northwestharvest.org WSDAWSDA – Susan Eichrodt – Susan Eichrodt

seichrodt@arg.wa.gov or James or James Scovel at Scovel at jscovel@arg.wa.gov

WFCWFC – Trish Twomey, – Trish Twomey, trish@wafoodcoalition.orgtrish@wafoodcoalition.org