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Economic & Employment Services CSFP Manual Chapter 5

Chapter 5: Food Delivery System
I. State Level Food Delivery System
A.  Food Ordering
Currently, all food is stored and shipped from a USDA warehouse at no cost to the LA or the State.  LA's work directly with the USDA warehouse to set up their delivery schedule for the year.  Any changes to the delivery schedule are done directly with the USDA warehouse.
DCF orders food from the USDA warehouse based on LA's remaining inventory and caseload needs.  Each LA submits a monthly issuance and inventory report (FNS-153_ which DCF uses to determine ordering needs.  DCF bases food orders upon a comparison of existing products on hand at both the State and local levels against product movement and usage history.  DCF inputs the food orders into the Web Bases Supply Chain Management (WBSCM) system.
B.  Local Level Food Distribution System
Each participating LA, with any needed assistance from DCF, is responsible for recruiting and/or establishing food distribution sites. Each site must conform to federal guidelines for eligible recipient agencies and must enter into an agreement with the applicable LA to assure food handling, storage, distribution procedures and record requirements are maintained.
All distribution sites shall assure that food is kept in adequate and secured areas in order to safeguard them from spoilage, infestation, fire, theft, destruction, or other losses. These storage areas may also be used to store TEFAP foods for local use and distribution, however, inventories must be maintained separately.
C.  Participation and Inventory Reporting (FNS-153)
Each distribution site will perform a physical inventory at the end of each month. Inventory, distribution amounts, and participant data will be reported monthly by each distribution site to the LA who then compiles and submits completed report to DCF (FNS-153).
Each LA shall submit an FNS-153 which shall include:
  • Participant data;
  • total products on hand;
  • total products received;
  • total products distributed; and
  • any gains or losses (including explanations). State and local inventory levels are monitored by DCF on a monthly basis. DCF works with LA distribution sites to project or anticipate major caseload changes which might result in fluctuating inventory needs, etc.


D.  Participant Identification and Proxies

Local Agencies may issue a CSFP identification card to each participant or to the participant's authorized Responsible Party (RP) as a means of identification.  If identification cards are not used, the LA may request to see the participants or RP's drivers license as a means of identification.
If a participant is homebound, or cannot always make it to the distribution, a proxy may be used. Proxy forms are available at the LA. A proxy form must be on file if one is needed. [See Proxy form, Exhibit A-6].
E.  Food Distribution
Only a participant or the participants proxy are permitted to receive CSFP foods.
  1. Food packages must be assembled according to the prescription set by USDA.  [See CSFP Maximum Monthly Distribution Rates, Exhibit E]
  2. All participants picking up a food box are checked against a participant register. This register is produced at the LA and lists all certified participants eligible to receive a food package.
  3. One food package is issued monthly to each certified participant in accordance with the CSFP Distribution rates.
  4. The participant or proxy must show the CSFP identification card or drivers license at the time of the food pickup.  Identification will be checked against the participants file to insure a proxy form is on file.
  5. Each participant may be given nutrition education material, as well as information about any other nutrition education opportunities offered at the LA.  [See Nutrition Education, Ch. 4]
  6. CSFP participants must be given every opportunity to receive a food package. LA’s should use compassion and good judgment in dealing with missed pick-ups and forgotten appointments.
Where foods are available, DCF and LA’s may make provisions for specifically designed or modified packages that allow for special dietary needs. Contact DCF for details.
F.  Food Package Deliveries To Homebound
In situations where homebound individuals cannot provide a proxy, arrangements will be made by the LA to obtain a volunteer to deliver food packages. Arrangements could also possibly be made with any local Meals on Wheels program to deliver the food package in conjunction with their meal delivery services. The LA shall recruit, train, and manage volunteers as needed for such purposes. In all situations where food packages are delivered by anyone other than a proxy (i.e. Meals on Wheels), the homebound individual shall receive a delivery receipt indicating what their food package contains. They must sign the participant register which will also indicate that everything in their food package was received accurately. Signed participant registers will be returned to the distribution site for confirmation of the delivery. [See Exhibit A-7 for sample delivery receipt form]