Akron-Canton Regional Foodbank TEFAP Training

Training Summary Overview of Training

What TEFAP is Rules/Regulations Distribution Guidelines How to complete the Take Food Home Form Proxy Monthly Reports Scenario's Overview of Training

What is TEFAP? TEFAP Overview

What is TEFAP? TEFAP: The Emergency Food Assistance Program Federal program –supplements the diets of low-income Americans –includes elderly emergency food / nutrition assistance at no cost

How it works? U.S.D.A. supplies commodity foods to the States States provide food to local agencies –usually to food banks distribute the food to hot meals and food pantries that directly serve the public

Requirements & Guideline's How it works?

Requirements 1.) Post Household Eligibility Guidelines 2.) Confirm a valid I.D. for each applicant 3.) Complete the Take Food Home form 4.) All USDA/TEFAP forms completed by clients must be kept for a minimum of 3 years. * Completed forms are subject to review by Foodbank staff, food donors and appropriate government agencies.

Requirements 5.) Be open a minimum of every 30 days 6.) And Justice for All poster must be visible to all clients 7.) Equality is the Law poster must be visible to all clients 8.) No altering or repackaging of any state or USDA product

Distribution Guidelines Agencies: MUST allow clients access to food a minimum of once a month MUST post regular hours of operation and set procedures for referral and/or on call access MUST post the USDA Income Guidelines for recipients where the general public can see them MUST post USDA “And Justice For ALL” Civil Rights poster where recipients can see

Distribution Guidelines Agencies: MUST post USDA “And Justice For ALL” Civil Rights poster where recipients can see Must complete a recipient’s self-declaration EACH TIME they receive food assistance Must submit a monthly statistical report by the 10 th of the following: –the number of households with and without children –number of seniors 60+ with and without children –number of adults with and without children –number of children under 18 –total number of people served

Distribution Guidelines Agencies: MUST NOT require proof of income. Recipients only need a self- declaration of eligibility. A copy of the current eligibility. –Agency will NOT be held liable for ineligible recipients who receive a federal food benefit by improperly self-declaring eligibility MUST NOT require a recipient’s social security number to receive (violates Federal privacy acts) MUST NOT charge fees, NOR ask recipients for donations of any type MUST NOT require recipients to be a member of any organization or participate in any religious services

Distribution Guidelines Agencies: MUST NOT require recipients to participate in any type of trainings or consultations MUST NOT discriminate on the basis of race, color, religion, national origin, sex, age or disability MUST NOT modify the self-declaration eligibility form nor include additional information written or stapled to the form WILL NOT sell, exchange, use for personal gain or in any fraudulent manner any USDA commodities or other products obtained from the Foodbank

The TEFAP Form

TEFAP Form

Completing the TEFAP Form Name, address, phone number Number of people living in their household by age group No other information is required Agencies are not allowed to ask for social security numbers or proof of income

First and last names are required –(last name first, first name last is allowed) Complete street address with apartment, unit or lot number Spell out city names in full. Not abbreviated If the client does not know their zip code, place a zero (0) or N/A in the slot Completing the TEFAP Form

Include area codes with phone numbers If the client does not have a phone, write no phone or N/A in that field All age fields must be completed and the total field must be completed If there is no one in the household for a particular age range, place a zero (0) or a dash(--) in that field Completing the TEFAP Form

Completed Form Sarah Doe 123 Apple Rd. Cuyahoga Falls /8/2010 8/28/ Sarah Doe 1

TEFAP Form Practice

Practice Form

Name: Anna Sthesia, 46 Address: 2468 Sugarcreek Rd City: Akron Zip: Phone: Current Date: 3/15/2013 Additional people in household: –Sara, 48 –Greg, 13 –Joe, 16 –Keith, 6 Client Intake

Practice Form Anna Sthesia 2468 Sugar Creek Rd. Akron /15/ Anna Sthesia 0

Name: Cliff Hanger, 27 Address: 1265 Cleveland Ave NW City: Canton Zip: Phone: Current Date: 3/30/2013 Additional people in household: –Jennifer, 30 –Katie, 12 –Kevin, 18 –Jacob, 3 Client Intake

Practice Form Cliff Hanger 1265 Cleveland Ave. NW Canton /30/ Cliff Hanger 0

Name: Robin Banks, 63 Address: 8823 Nold Ave. City: Wooster Zip: Phone: Current Date: 4/1/2013 Additional people in household: –Amber, 3 –Jerry, 4 –Cole 5 Client Intake

Practice Form Robin Banks 8823 Nold Ave. Wooster /1/ Robin Banks 1

TEFAP PRACTICE Find the mistake TEFAP Form

The Proxy Process TEFAP Form: Proxy

Example Proxy Letter

Proxy: a person authorized to act for another Proxy must have a signed letter from the client receiving food stating they are picking up food on their behalf Proxy must sign his/her name on the client form - NOT the clients name Client (or proxy) enters signature and date. If the client cannot write his or her own name place an X in the signature field and the pantry worker or volunteer initials that the client cannot sign their name TEFAP Form: Proxy

Forms must be completed in ink so they cannot be altered The proxy form cannot be stapled to the TEFAP form The letter can be paper clipped and should be kept on file Have client come in once a year in July to update form Must call client one additional time throughout the year to ensure they are receiving Foodbank product TEFAP Form, Proxy Cont’d

Monthly Reporting The Monthly Report

Monthly Reporting Statistical reports are required every month and are not contingent on where your food comes from or the number of clients served. Monthly reports must be submitted even if you did not use Foodbank product and even if the number of clients served for the given month is zero.

Monthly Reporting Monthly Reports are due by the 10th of each month for the previous month’s distribution. For example, a January Monthly Report would be due February 10, and a February Monthly Report would be due March 10. There are no exceptions to this policy. Agencies must keep copies of Monthly Reports for three years.

Monthly Reporting by Sections The Monthly Report is broken down into five basic sections. Depending on your type of agency and feeding program it may not be necessary to complete each section. The first section – All member agencies must complete this section of the Monthly Report. This section requests basic information about your agency name and the name of the person completing the report in case there are questions.

Monthly Reporting by Sections The second section – Food Pantries or agencies with Food Pantry Programs.

Monthly Reporting by Sections The third section – Meal Sites open to the public and Shelters.

Monthly Reporting by Sections The fourth section – Agencies that provide food as a supplement to their programs, such as group homes, drug and alcohol rehabilitation or youth recreation program. These types of programs are called Congregate and Residential Programs.

Monthly Reporting by Sections The last section – Any member agency wishing to provide additional information or to provide clarity on the reported numbers. If the you need an immediate response or attention to your written comment, please call your Member Services Representative.

Monthly Reporting Exercise The Monthly Report

Scenarios

No Identification/Drivers License Outside of my service Territory/From Cleveland, OH Client refused to sign TEFAP form Household Composition Changes Client has had a birthday/change in age on household composition Scenarios

Child comes to live with you for the summer Fraud Suspicion Makes too much money Husband and Wife on the same form Must be 18 or older/Letter of Emancipation Scenarios

TEFAP Training TRUE OR FALSE?

True or False Each client receiving food must complete the TEFAP form with first and last name, address, including zip code, phone number and number of people living in their household by age group.

True or False All food pantry programs and direct distributions are required to post household Income Eligibility Guidelines and use the Federal and State Funded Food Programs Eligibility to Take Food Home form as part of federal and state compliance?

True or False All TEFAP forms completed by clients must be kept for a minimum of 2 years.

True or False The form can not be altered in any way shape or form.

True or False The TEFAP form must be signed and dated EVERY time a client receives food.

True or False Agency representatives can write additional information on the back of the TEFAP form.

True or False Agencies are allowed to ask for social security numbers and proof of income, such as a paystub or financial statements.

True or False You can staple a proxy to the TEFAP form?

True or False You should write the clients drivers license and SS# on the TEFAP form?

Best Practices TEFAP Training

Form Storage Retention Notebook storage Color coded TEFAP forms Volunteer written forms Best Practices

Typed and Printed PantryTrak Additional Participant Suggestions Best Practices

Summary – what we covered What TEFAP is Rules/Regulations Distribution Guidelines How to complete the Take Food Home Form Proxy Monthly Reports Review

Any Questions? TEFAP Training