OFB and their recipient agencies are the responsible agencies
designated for the distribution of USDA foods and allocation of funds. Prior to
providing services, OFB and the recipient agencies will have entered into an
agreement for such distribution and receipt of program USDA foods. Specific
terms and conditions for doing so include:
(1) Each distribution site must collect and
maintain records for each household receiving the Emergency Food
Assistance
Program (TEFAP) USDA foods for home consumption. TEFAP records should contain:
(a) The name of the household member
receiving USDA foods,
(b) The
address of the household (to the extent practicable, homeless persons, or
people who have just arrived in the area, may not be able to provide an
address),
(c) The number of
persons in the household, and
(d)
The basis for determining that the household is eligible to receive
USDA foods
for home consumption.
(A) No distribution
site will collect social security numbers for households applying for TEFAP.
(B) No supporting documentation is
required for an income eligibility determination for TEFAP.
(2) All records must be
retained for a period of three (3) years from the close of the federal fiscal
year to which they pertain, or longer if related to an audit or investigation
in progress. Records must be reasonably accessible at all time for use during
management evaluation reviews, audits or investigations.
OFB and their
recipient agencies shall maintain records as required by federal and state
rules in accordance with federal regulations
7 CFR
251.10.
(3) OFB and their recipient agencies shall be
responsible for the loss of USDA foods:
(a)
Loss of USDA foods from improper distribution or use or failure to provide
proper storage, care, or handling.
(b) Recipient agencies will need to
immediately submit a claim to OFB and the department if the loss of the USDA
foods value exceeds federal regulations.
(4) Under no circumstances shall program
recipients be required to make any payments in money, materials or services in
connection with participation in this program.
