Emergency Food Assistance Program EFAP 101

What will be covered? 1) What is EFAP? 2) EFAP Agreement 3) Policies 4) Civil Rights Training 5) Signs/Posters 6) Sign-In Sheets & Income Guidelines 7) EFAP Reports 8) Files 9) Storage

What is EFAP? Emergency Food Assistance Program is a federally funded food program which distributes USDA commodities to nonprofit and government agencies. These agencies in turn distribute commodities to qualified individuals/families free of charge.

EFAP Agreement Participating EFAP agencies must have a current EFAP agreement on file with the Los Angeles Regional Food Bank. The agreement states the EFAP policies that must be kept in order to maintain participation in the program.

Policies Recipients should never be asked to donate money or time in exchange for EFAP commodities. The only requirement for a recipient to receive EFAP commodities is to self-certify using the income guidelines and to sign the EFAP sign-in sheet. Agencies may not ask recipients for proof of income. Agencies that ask recipients to complete an application or intake interview in order to receive food must advise recipients it is not a requirement in order to receive EFAP commodities only. Agencies can not conduct political or religious activities in conjunction with the food distribution. Agencies can not redistribute commodities to other locations. Agencies must notify LARFB before making any changes to the distribution program. A new EFAP agreement with LARFB will need to be completed with the new changes. Agencies must distribute according to published days/times listed on their EFAP agreement with LARFB. Agencies must be open to the general public unless otherwise approved by the California Department of Social Services.

Civil Rights Training Front line representatives, individuals that supervise front line representatives, and individuals that handle recipient information need to be trained by 12/31/17. The training method is To Be Determined. Possibly, a PowerPoint presentation with a certificate at end. Individuals trained will sign a certificate of completion. Certificates will need to be furnished to LARFB. CDSS EFAP will start compliance review of Civil Rights training in 2018  

Signs

EFAP signs need to be posted during distributions

EFAP signs need to be posted during distributions (continued)

Sign-in Sheets & Income Guidelines

Income Guidelines & Sign-In Sheet

Sign-In Sheet Policies Income Guidelines must be displayed next to sign-in sheets, so that clients can self-certify. The lower right side the form should read “Revised 4/17”. A new sign-in sheet must be used for each day that EFAP commodities are distributed. The lower left hand side, the form should read “3/11”. The heading on the sign-in sheet must be completely filled out before the distribution begins.

Monthly Reports

(The best way to send your report is via email) EFAP Monthly Reports Reports are due the 5th business day of the month. Failure to submit reports on time will place your account on hold until the report is received. (The best way to send your report is via email)

Excel Version of EFAP Report https://www. lafoodbank

HHP Report – Unduplicated Totals Importance of Unduplicated Totals - These are the only numbers that are reported to the State of California. The households and persons are unduplicated if they answer “yes” to the question in the last column on the sign-in sheet. That is why it is important to have volunteers that can translate if needed. Before submitting your report, review the figures to ensure they make sense. For example, unduplicated totals can not be more than your monthly totals. You are responsible for the mathematical calculations on your monthly reports. Please double check.

EFAP Training Two people from each EFAP participating agency must be trained in EFAP policies and reports. EFAP training is available at the Food Bank on a regular basis. Registration is required.

EFAP Files EFAP monthly reports, Food Bank invoices, and EFAP sign-in sheets must be kept at the EFAP distribution site. The files must be easily accessible. Files must be kept for four years.

Storage Requirements

Storage Area Requirements Clean Free from infestation Must use pro-active pest control measures Commodities must be stored at suggested holding temperatures. Temperatures must be recorded on temperature log on a daily basis. Commodities must be stored 6 inches off the floor 3 inches away from the wall Storage area needs to be locked First In First Out (FIFO) method to efficiently rotate stock Re-packaging product is NOT ALLOWED

Director of Agency Relations & Product Acquisitions Created by: Elizabeth Cervantes Director of Agency Relations & Product Acquisitions ecervantes@lafoodbank.org (323) 234-3030 ext: 132 With input from: State of California, Dept. of Social Services