Commodity Food Distribution Orientation For Schools and Child Care Food Programs.

Commodity Food Commodity Food

Distribution OrientationDistribution Orientation

For Schools and Child Care Food Programs

BackgroundBackground

The USDA Foods Program is administered by the Alaska State Department of Education and Early Development, Child Nutrition Programs

Tony Warren Sue LampertEducation Program Assistant Program Coordinator465-3629 [email protected] [email protected]

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OverviewOverview

Background

State Agency Responsibilities

Recipient Agency Responsibilities

Complaints

Disasters

Nutrition

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Acronyms UsedAcronyms Used

RA – Recipient Agencies – YOU!

DA or SDA – State Distributing Agency - US!

CNP – Child Nutrition Programs – also us!

USDA – United States Department of Agriculture CACFP – Child and Adult Care Food Program

RCCI – Residential Child Care Institution

SFSP – Summer Food Service Programs

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DefinitionsDefinitions

Entitlement – the amount each RA may “spend” on USDA commodities

Allocation – the commodities and cash-value each RA is receiving

USDA Foods- also known as commodities are foods donated or available for donation by USDA

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Eligible ProgramsEligible Programs

National School Lunch Program including Residential Child Care Institutions (RCCIs)

Child and Adult Care Food Program

Summer Food Service Program

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Quick FactsQuick Facts

USDA Foods provide approximately 15-20% of the food offered in school meals

Low costs, the value of commodities is 50%-66% lower then through commercial purchasing

Provides a variety of healthy food choices including fruit, vegetables, meat, fish, poultry, dairy, & grains

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In a NutshellIn a Nutshell

CNP advises RAs of food items USDA has available & individual entitlement

RAs order food through CNPweb

Food is delivered

RAs receive food on CNPweb

CNP generates invoice in CNPweb for received food

RAs pay CNP the administrative program fee

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Year (or more!)-at-a-GlanceYear (or more!)-at-a-Glance9

EntitlementEntitlement

Entitlement rate changes annually

Commodity rate for school year 2014 is $0.2325 for each lunch served in school

Cash-in-lieu rate for lunch and suppers in Child Care Centers is $0.2325

Bonus products do not reduce entitlement, but must pay the administrative program fee

Additional entitlement distributed as not all schools participate

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Ordering & AllocatingOrdering & Allocating

On an equitable basis “fair share”◦ i.e. each school’s entitlement is a

percentage of the lunches served by the school district against the total lunches served in the state of Alaska

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Ordering & AllocatingOrdering & Allocating

In the food types and forms most commonly used

Obtain and use commodity acceptability info when ordering

Advisory council Prior history Actual requests from RAs

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Allocating, not WarehousingAllocating, not Warehousing

All order direct shipped to RAs from Seattle, WA

Non-processed commodity food items must be ordered in full truck or split with another state

All commodity food items ordered must be allocated to RAs upon order

Adjustments are made to orders to accommodate ordering restrictions

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USDA Direct vs. ProcessedUSDA Direct vs. Processed

USDA Direct Commodities ◦“brown box” or “unprocessed”◦Orders go directly from SDA to USDA◦Commodities shipped to one of the 13 prepaid

destinations (or Seattle)

Processed Commodities◦Orders go from SDA to USDA to Processor◦RA may be required to have agreement with

Processor◦Commodities shipped directly to RA◦RA pays Processor fee-for-service

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Processed CommoditiesProcessed Commodities

RA must pay the processor fee-for-service◦ the price by pound or by case representing a

processor’s cost of ingredients (other than the donated food), labor, packaging, overhead, and other costs incurred in the conversion of the donated food into the specified end product

JTM Beef Meatballs◦Case Value (entitlement) $55.61◦Fee-For-Service $55.61 – paid directly to processor

◦ An invoice from the processor will be sent◦ A contract may be required by the processor

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What’s Available?What’s Available?

List of foods available on USDA website◦http://www.fns.usda.gov/fdd/foods/SY13-Foods

_Available_List_Enhanced.pdf

The Advisory Council◦Made up from representatives of schools in

Alaska

Always accept recommendations

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Changes in OrdersChanges in Orders

State must balance orders by shipment requirements

USDA direct commodities full truck orders◦ If not possible to split truckload with other states

Processed commodities may also have minimum order requirements

USDA may also cancel and/or delay orders

Check CNPWeb for information on orders under Allocation or Inventory

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When is it coming?When is it coming?

Information on delivery of allocated commodities can be found:

◦On the delivery schedule which is sent monthly with the program bulletin

◦On the CNPWeb under Allocation

◦All delivery dates are estimates

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ShippingShipping

USDA Direct Commodities

◦ No shipping costs to the USDA pre-paid destinations:AnchorageBethelDillinghamFairbanks JuneauKetchikanKodiak

KotzebueMt. VillageSitkaSoldotnaUnalakleetWasilla/Palmer

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ShippingShipping

RAs located outside the pre-paid destinations must arrange and pay for pick-up and/or shipment of commodity food items.

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Handling FeesHandling Fees

RAs are invoiced $3.05* handling fee per case for all commodities:◦Processed◦USDA Direct◦Entitlement◦Bonus

* The SDA reviews the handling fee annually

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* Rate subject to change each program year

Recipient Agency ResponsibilitiesRecipient Agency Responsibilities

Keep contact information current with State Agency

“Receive” commodity foods upon delivery

Payment of commodity fees upon receipt of invoicing

Payment of fees for processing fees

Other processor requirements (letter of credit, purchase order, etc.)

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Single InventorySingle Inventory

Separate inventory is not required

If needed, RA’s may contact CNP to transfer commodity food items to other schools, summer school, residential child care institutions, child care programs, or summer food service programs participating in USDA programs through Child Nutrition Programs

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Storage RequirementsStorage Requirements

Recipient Agencies must:◦Date USDA commodities box upon receipt (sharpie,

date stamp, etc)

◦Store 6 inches off the wall and 6 inches off the floor

◦Maintain temperatures - Frozen 0 degrees F or colder Dry approximately 60 degrees

◦Dry, well ventilated, and rodent proof

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ComplaintsComplaints

Complaints on USDA Commodities are submitted to the State Agency

Information needed:Commodity food item name and codeLot number/batch printed on caseNature and extent of the problemPhysical location of productQuantities involvedContact InformationHow much it still on hand

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ComplaintsComplaints

Complaints may be:◦Quality of product◦Foreign material in product◦Poor packaging◦Cooking or preparation issues◦Shipping problems◦Over/short/damaged product upon receipt

State agency works with USDA and/or processor and/or shipper to assess complaint

Please take pictures!

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Commodity ImprovementsCommodity Improvements

Whole grains

Lower fat

Lower sodium

Commodity Fact Sheets available at:http://www.fns.usda.gov/fdd/schfacts/

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USDA Foods Program ResourcesUSDA Foods Program Resources31

http://www.fns.usda.gov/fdd/programs/schcnp/default.htm

CNP WebCNP Web

Updating Forms◦Recipient Agency information◦Delivery Location

InventoryAllocationReceivingInvoicingOrdering

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LoginLogin

Contact CNP when new users begin or older users leave

Each user must have their own log-in and passwordPasswords must be reset by CNP

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CNPWeb Log-inCNPWeb Log-in

If you do not have an individual login, the User Authorization Request will be sent to you:

Contact Sue Lampert [email protected] Tony Warren [email protected]

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Access the CNPWebAccess the CNPWeb

All CNP Programs are using the CNPWebDifferent users will have access to different

pieces of the puzzle

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Revising Recipient Agency (RA) InfoRevising Recipient Agency (RA) Info

Select the current program year

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Select Revise under Recipient Agency Contract Form

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Acme School District




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99801

Lunch Lady

1234 Snowy Lane

465-8887

[email protected]

465-8888

Llady @asd.org

[email protected]

Mary Moneybags

Safetyman @asd.org

465-8884 465-8881

Sidney Safety

Susie Schoolworker

Juneau


If any errors are detected, CNPWeb will prompt you to correct the error.

If no errors are present, CNPWeb will automatically return you to the Recipient Agency Summary page.

The Contract form will be shown as “Pending Approval”.

We use the Food Distribution Program’s Primary and Alternate as contacts for monthly bulletins and other announcements.

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Inventory Inventory

The Inventory section of the CNPWeb reflects the commodity food items each RA has or will receive this program year.

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InventoryInventory

Select the Inventory tab from the Recipient Agency Summary

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InventoryInventory42


InventoryInventory

The Inventory view shows all products allocated to the program for the current program year – regardless of received status

Alloc ID is a unique number for each allocation. Use this when referring to the USDA Foods Delivery Schedule to reference that allocation’s estimated arrival date.

Important – Unit Cost is the USDA value of the item and is not a fee. Total Value shows the amount charged against Entitlement (unless Bonus is indicated)

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AllocationsAllocations

Select Allocations tab from Recipient Agency Summary

Allocations tab provides similar information as Inventory tab

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Lists all commodities allocated for the year with estimated shipping and arrival dates

Select view for additional product information

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Processor fees x Allocated Quantity will be billed directly by the processor

Administrative fee x Allocated Quantity is billed through CNPWeb after the RA has “received” the product on the database

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Receiving OrdersReceiving Orders

If you (physically) receive a commodity that is not listed as “delivered” here, contact CNP as soon as possible.

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AcmeSchool District



The “ship date” reflects arrival in Seattle, and is not an estimated date of delivery.

The Order Status column identifies commodities as “delivered” (shipped from Seattle) or “processed” (pending arrival in Seattle). Only commodities identified as “delivered” can be acknowledged as received.

To “receive” an order, select Edit on a product with the status of Delivered

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Receiving OrdersReceiving Orders49



Jane Smith, Food Service Manager(907)555-5555

Insert Qty received (7)


Confirmation page: if the amount you entered is correct, select “submit”. If not, select “prev. page” and repeat the process

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Jane SmithFood Service Manager(907)555-5555




Back on the Orders tab, note that the status has changed from “delivered” to “received.”

Repeat this process for each commodity received

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InvoicingInvoicing

Select Invoicing tab from Recipient Agency Summary

All open (unpaid) invoices are listed here. Click on “View” for details on each invoice.

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1234 Snowy LaneJuneau, AK 99081


Lunch Lady

InvoicingInvoicing

Invoice detail shows items and amounts, as well the associated program fee per case (“Admin Fees” has increased to $3.05 as of 9/1/13).

Processing Fees are included for reference only. Processors will bill schools directly.

Only the “Total Fees” amount should be paid -- note that this matches the “Admin Fees” column.

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InvoicingInvoicing

Print the invoicing page and submit along with payment to:

Child Nutrition ProgramsFood Distribution801 W. 10th Street, Suite 200PO Box 110500Juneau, AK 99811

Please reference the invoice number(s) on the check or warrant. If payment covers more than one invoice, include all invoice numbers.

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1231

Select Entitlement Tab to see how much you may expend on commodities

OrderingOrdering56





EntitlementEntitlement

Entitlement tab –Entitlement is used throughout the year.

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SurveysSurveys

Surveys tab – this is where commodity orders are placed.

Select Edit to place orders ~ or ~ Select View to see orders placed

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Survey DetailSurvey Detail

Survey detail screen Items are separated into categories, and

Entitlement values for each category are totaled.

“Cap” percentages and/or values are assigned by the State and represent the upward limit of Entitlement that a Sponsor can use for the product category. There are currently no Caps in place for FY14 for commodities.

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Item detail screen Each product/item will show a per-case USDA value – this is

the amount charged against Entitlement for each case of product.

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There may be 1-4 months available to order [based on popularity], check to see if the column is illuminated.

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SurveySurvey

The “Extra” line is optional, entry reflects the maximum amount of a given product that your agency could reasonably store and use.

We encourage 10%-25% overspending of Entitlement by using the “Extra” line. There is no penalty or fee for overspending entitlement.

Continue for each item in the category, and then hit “Submit.”

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Continue for each product category. The Entitlement information at top will continue to be

updated as each product category is ordered.

Click “Submit” when done.

An error message may occur when the entitlement is over-expended. However usually the order will still submit even with the error message. To see if the order has taken, select the “View” button.

When the survey closes, CNS will review the orders and begin commodity allocations.

Surveys will be balanced the our office after the survey closes; sponsors will be able to view the completed orders at that time.

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2 initial surveys will be opened:◦Entitlement USDA direct products

Charges against entitlement◦Entitlement processed products

Charges against entitlement but also requires a contract with processor for fee-for-service

Fee-for-service is the balance due to a processor for items processed into finished product (i.e. chicken nuggets).

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Why Order Processed?Why Order Processed?

Pro◦Processor reduces cost of items by the cost of

the donated food (USDA Value)◦Transportation is paid to your door

Con◦Processor bills you direct for fee-for-service◦Administrative program fee still applies

Research and consider all options to get the best value for your entitlement.

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A final note on surveysA final note on surveys

Watch your bulletins and emails for surveys

In emergency situations, we have very little time to fill a survey and orders will be first come, first serve

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Thank you!!Thank you!!

Questions&

Answers

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Commodity Food Distribution Commodity Food Distribution

OrientationOrientation

For Schools and Child Care Food Programs

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Commodity Food Distribution Orientation For Schools and Child Care Food Programs.

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