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Forms Training 2014 WFC Conference

Forms Training 2014 WFC Conference. For food banks and meal programs. Welcome & Introductions. Welcome & Introductions Trish Twomey, Membership Director, WFC Jenn Tennent, Partner Programs Manager, Northwest Harvest Rosemary Rankins, Agency Relations Manager, Food Lifeline

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Forms Training 2014 WFC Conference

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  1. Forms Training2014WFC Conference For food banks and meal programs

  2. Welcome & Introductions • Welcome & Introductions • Trish Twomey, Membership Director, WFC • Jenn Tennent, Partner Programs Manager, Northwest Harvest • Rosemary Rankins, Agency Relations Manager, Food Lifeline • Susan Eichrodt, Program Specialist – Food Assistance Programs – WSDA • James Scovel, Program Specialist, Food Assistance Programs – WSDA • Review Agenda - Trish Handouts • ABC Sheet • When reports are due • Other handouts from presenters

  3. Who Are You? • Workshop attendees: • How many of you are a: • Food pantry? • Meal program? • Lead Agency contractor for WSDA? • Tribal Food Voucher Contractor? • How many of you receive: • EFAP Funding and/or food? • TEFAP food? TEFAP funding? • CSFP food? • Food from NW Harvest? • Food from Second Harvest Inland NW? • Food Lifeline?

  4. How to do your monthly reports: • Northwest Harvest – Jenn • Food Lifeline –Rosemary • WSDA –EFAP, TEFAP, CSFP, & Healthier Food Options Tracking Forms – Susan & James

  5. Northwest Harvest - Jenn • Mission: to provide nutritious food to hungry people statewide in a manner that respects their dignity, while working to eliminate hunger. • Statewide, over 360 programs • Free food with focus on high nutritional value • Three Squares, Holiday Protein and Smart Buys

  6. Food Lifeline - Rosemary • Seattle’s Table: rescues otherwise wasted prepared food from local restaurants, caterers, corporate dining rooms, universities, convention centers, hospitals, grocery stores, and other food service providers. Distributes this food to meal programs and shelters. • Kids Cafe provides free snacks and meals to youth ages 1-18 outside school hours at sites where they live, learn and play. Through the USDA’s Summer Food Service Program and Child and Adult Care Food Program, we purchase food, do menu planning, and administrative paperwork to help fill gaps in communities across Western Washington. • Grocery Rescue:rescues perishable food products from local grocery stores in order to increase the volume and variety of food available to meal programs and food banks. Stores include QFC, Fred Meyer, Albertson’s, and Wal-Mart. • TEFAP:The Emergency Food Assistance Program. FLL distributes government commodities in King County.

  7. Food Lifeline (cont.) • Order Up! – food purchasing program in which Food Lifeline buys bulk quantities of products from vendors at a significantly discounted price and offers these products to agencies at cost plus a minimal mark-up to sustain the program. • Order Up! Products may be ordered through the online ordering system along with other donations regularly ordered each week by agencies.

  8. Food Lifeline’s MARS

  9. 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)

  10. 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.

  11. EFAP – Emergency Food Assistance Program • Money for food pantries and food banks across WA State • Granted every two years • Lead agency in each county • 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.

  12. EFAP (continued) • Agencies must have match, 1:1 (100%) if at least 50% is cash match, or 2:1 (200%) of in-kind if don’t have sufficient cash match. • All must follow Food Procurement Policy, have Liability Insurance, register with 211, have client eligibility and client privacy policies in place. • EFAP reports are due monthly to your EFAP lead contractor. • Contractors must submit their reports to WSDA summarizing all costs and data for their areas by the 20th of each month. • All reports must be signed and includeback-up documentation for all allowable costs being claimed.

  13. EFAP, Con’t • Reimbursement contract – must have paid the bill and ask for reimbursement for the previous month unless contractor is paying the bill for you. • Check your math! • Make sure your data makes sense. Common errors: • Reversing new and returning clients. • Putting household numbers for client totals. • Claiming expenses in the wrong month. Must be claimed in the month you paid the expense. • Don’t leave money unspent at the end of the year!

  14. EFAP Report

  15. Reporting: EFAP • Note that your contractor may have created a form that looks like ours. That’s fine as long as it has the information we need. • Contractor should have filled in their name and contact info. Type in the month for which you’re reporting. • Under “Yearly Budget” type in your agency’s budget for the year by category. • Under “Current Expenditures” fill in costs you paid & are claiming for the month. • Under “Expended to Date” add the current month’s costs to previous costs for the current year for each category. • In the electronic form the Contract Balance will be calculated for you. If hand entering, add Current Expenses to Expended to Date totals & subtract from Yearly Budget for balances.

  16. Reporting: EFAP, con’t • In “Cash Match Amounts” enter the cash amount you spent in your food pantry program from your other sources (United Way, donations, etc) in the 1st four rows. • Enter the amounts of donated labor, food or other (e.g. transportation, paper bags, rent, etc.) in the “In-Kind Match Details” box. The total of those will populate in the In-Kind (Match only) block above. • Your contractor may or may not ask you to fill out match information monthly. • In “Total EFAP dollars for food purchases” enter the amount you paid just for food that you are charging to EFAP. Do NOT list food that was donated or you bought with other funding.

  17. Reporting: EFAP, Con’t • Enter your month’s client data, new and returning for the different age groups and households. A “New” client is the first time a client/family has been seen in the fiscal year. Any other time that client or family receives services they are a “Returning” client. • Collecting the “new” count will tell us how many people used food pantries in the state during any given year. Also tracking “Returning” clients allows us to compute the average times a year clients used the food pantries. • (Voluntary) Enter Special Dietary Needs Clients. These are people who you put together bags with certain foods to meet some dietary restriction or medical condition.

  18. Reporting: EFAP, Con’t • (Voluntary) Enter Supplemental Clients, new and returning. These are clients who only take your excess supplemental food and do not also get a regular food bag. • Enter the total pounds you gave out to full service clients in the month. This includes all food, including TEFAP, even if you have separate distribution for TEFAP. • (Voluntary) Enter the supplemental pounds of food you distributed to clients. This is excess food that you get a lot of and are not including in your regular food bags.

  19. TEFAP Report

  20. TEFAP Report

  21. TEFAP Inventory Report • Reports are due to contractors monthly. • Expectation is that food pantries and meal programs will do a physical count of food every month so that you know how much product you gave out and how much you still have at the beginning of every month. • If you have more than 2-3 months of a product, develop a way to distribute it (e.g. give more out to each family), call your contractor to get ideas or have the product redistributed elsewhere. Do not keep product for over 3 months! • Never give out food that is past its “Use by”, “Best if used by” or expiration date.

  22. TEFAP Inventory Report, con’t • Food Pantry and Meal Programs: Fill out Month/Year, agency name, person’s name filling out form. • Food Pantries: Required to list client signatures (families) and Total Household Members (# of individuals in family). • Meal Programs: Is optional to report # of meals served. Ask contractor if they would like that information. • Inventory, both food pantries and meal programs (report in cases): • Beginning inventory of cases you had on the 1st of each product.

  23. TEFAP Inventory Report, con’t • Received: # of cases you received of each product. • Total: Beginning inventory + received. Will automatically calculate in electronic form. • Issued: For meal programs, what you used to prepare meals, for food pantries what you gave out to clients. • Damaged or Loss: If any items were damaged or appear to be missing these must be reported. Call your contractor for follow-up process. • Positive or Negative Adjustment: If the numbers don’t add up and there are more or fewer items than the numbers show, insert the number over or under. • Book Inventory: According to totals above, what is left still in your inventory.

  24. TEFAP Inventory Report, con’t • Physical Inventory: Your totals of each items you get by actually counting the products. • Over/Under: If the book inventory and physical inventory do not match, the difference in the two counts. • Reason for damaged items or Positive/Negative Adjustment: To the best of your ability, briefly explain how the damage happened or why you think there may be adjustments.

  25. TEFAP Reimbursement Form

  26. TEFAP Reimbursement Form • A TEFAP contractor may choose to pass on some of their funding to subcontractors to pay for their costs of distributing TEFAP. • If you claim expenses, you must send documentation of your costs. • Enter the contractor’s name and your agency’s name at the top of the form. • In “Name” put the name of the person completing the form • Enter agency’s address • Sign in ink, preferably a color other than black, enter title and date completed.

  27. TEFAP Reimbursement Form • For the expenditures, list each cost separately that you are going to charge to TEFAP. • Date: The date the cost was incurred. • Description: What was the expenditure? (salaries, benefits, printing, gasoline, etc.) • Amount: For each billed cost.

  28. Healthier Food Options • Supports Governor’s Goal #4 Healthy and Safe Communities – Fostering the health of Washingtonians from a healthy start to a safe and supported future. Results Washington (www.results.wa.gov). • Leading indicator for this goal is to increase the percentage of healthier food options offered to low income children and families through food pantries, farmers markets, and meal programs by 5% from 2014 through 2017. • Over the next few years we’ll be looking at ways to do this.

  29. Healthier Food Option Report

  30. Healthier Food Option Report

  31. Healthier Food Option Report

  32. Healthier Food Option Report

  33. Healthier Food Options Report, con’t • Food pantries and meal programs have option of using electronic or hard copy version. Click on appropriate tab. • Fill in all of the identifying information. • Check either the single day or monthly report option. Hard copy versions aren’t available for month option. • Check which quarter you are reporting. • Meal programs, check the number of meals you serve a month. • If reporting a single day, select a day to do your reporting, perhaps one of the busiest to get a good representation of food.

  34. Healthier Food Options Report, con’t • You can enter either the pounds of food given out in the day or month for each food category in which case the electronic form will calculate the percentages, or you can enter the percentages. • Meal programs who serve more than 1 meal per day can use the calculator tool to get an average percentage for the entire day. • The pounds and percentages can be actual if you have a way of figuring that out or an educated estimate. Carefully “eyeball” the food to be given out that day or month to enter your percentages or pounds.

  35. Questions & Answers Contact for reports: Food Lifeline – Rosemary Rankins rosemaryr@fll.org Northwest Harvest - Jenn Tennent jennt@northwestharvest.org WSDA – Susan Eichrodt seichrodt@arg.wa.gov or James Scovel at jscovel@arg.wa.gov WFC – Trish Twomey, trish@wafoodcoalition.org

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