New Agency Orientation - Akroncantonfoodbank

Rev 6.17.16

Before We Get Started . . .General Housekeeping Guidelines Turn off cell phones or turn them to vibrate If you have to take an emergency call, please leavethe training room Bathrooms Exits in case of an emergencyRev 6.17.16

TEFAP Training AgendaWhy We Are HereUsing PantryTrak & Maintaining ComplianceThe TEFAP Form Activity: Find the Errors Correctly Completing the TEFAP Form Sharing Best Intake PracticesCivil Rights TrainingNew 2016-2017 JFS 04221 / JFS 04224Rev 6.17.16

Check In If your food pantry did not have access tofresh produce, canned fruits & vegetables, andcanned & frozen meats, how would thisimpact your program?Rev 6.17.16

Why We Are HereFood SourcesRev 6.17.16

Why We Are Here2015 Total Distribution27.2 Million PoundsRev 6.17.16

Why We Are Here2015 Total Distribution10.7 Million Poundsin USDA & StateRev 6.17.16

Why We Are Here16.5 Million Pounds 2008 Total DistributionRev 6.17.16

Why We Are HereState (OFP & OACP)USDA Canned Apricots, Peaches,Pears & Mixed Fruit Cocktail Canned Carrots, Corn,Green Beans & Sweet Peas Frozen Ground Beef,Chicken, Pork & Turkey Orange, Grape & GrapefruitJuice Wide Variety of FrozenFruits & VegetablesApplesauceBeef StewCerealEggsMacaroni & cheeseSoupSpaghetti & SauceFresh Apples, Cabbage,Corn, Potatoes & ZucchiniRev 6.17.16

Why We Are HereEach state signs an agreement with the USDA todistribute TEFAP products within their borders The State of Ohio has designated ODJFS as thestate agency responsible for the administration ofthe agreement ODJFS is required to submit a statewidedistribution plan that includes criteria on how toscreen potential clients for eligibilityRev 6.17.16

Why We Are HereThe TEFAP Form “Eligibility To Take FoodHome” form JFS 04221 Official State of Ohiodocument thatdetermines eligibility forUSDA & state fundedcommodities Must be completedcorrectly per stateguidelinesRev 6.17.16

USDA & Ohio CommoditiesAgreement1.Will sign and abide by both the Akron-Canton Regional Foodbank’scurrent Partnership & Liability Agreement.2.Will provide an emergency food assistance program a minimum of onceper month, and will not deny any eligible client access to this program ona monthly basis.3.Will maintain a copy of the Ohio Food Programs Manual and abide bythese guidelines as well as with the requirements of Title 7 of the Codeof Federal Regulations (CFR) parts 247, 250 and 251 where applicable. New version late 2016. Current version can be emailed to you ordownloaded from our website. Electronic or paper version must beon-site during distributions and during your annual site visit.Rev 6.17.16

USDA & Ohio CommoditiesAgreement4.Will NOT refuse service to a client with Limited English Proficiency (LEP).LEP refers to individuals who do not speak English as their primarylanguage and who have a limited ability to read, speak, write orunderstand English.5.Will display prominently for all clients to be able to read the “And JusticeFor All” poster and current Income Eligibility Guidelines.6.Will include in all public announcements and advertising for the foodprogram a statement explaining that clients receiving food assistancemust be income eligible based on current federal poverty guidelines.Rev 6.17.16

USDA & Ohio CommoditiesAgreement7.Agrees to accept and incorporate any changes to existing or newguidelines/policies that may be announced or published by the OhioDepartment of Job & Family Services or the Foodbank.8.Understands that this agreement can be terminated by either the agencyor the Foodbank with a 30 day written notice.In addition, if operating a Food Pantry ProgramRev 6.17.16

USDA & Ohio CommoditiesAgreement9.Will use the “Eligibility To Take Food Home” form, hereinafter referred toas Eligibility form, in the format determined by the Ohio Department ofJob and Family Services and will not modify the format in any way. Thisform will be provided to your agency by the Akron-Canton RegionalFoodbank.10. Will require asking to see a photo ID to verify the client’s personalinformation on the Eligibility form.11. Will NOT collect, track or write any additional information on the client’sEligibility form, front or back and will not attach any other document tothe form.Rev 6.17.16

USDA & Ohio CommoditiesAgreement12. Will have clients sign and date an Eligibility form each time they receivefood from the pantry.13. Will change to the most current Eligibility form each year by theestablished deadline which is typically July 1 of each year.14. Will retain completed Eligibility forms on site for a period of five (5)years and will have all of the forms available for audit review and yearlyinspections as requested by government representatives, donors and theAkron-Canton Regional Foodbank.Rev 6.17.16

USDA & Ohio CommoditiesAgreement15. Understands that the agency may be asked to reimburse the State fullcost of the USDA and state food received from the Akron-CantonRegional Foodbank if we fail to maintain Eligibility forms for a period offive (5) years*. (*Effective January 1, 2016)16. Understands that if a records retention discrepancy is discovered duringan audit review, the agency will be prohibited from receiving any federalor state funded food until the discrepancy is addressed and complianceis maintained for a period of six (6) months.17. Will contact the Akron-Canton Regional Foodbank to arrange storage ofall Eligibility forms in the event the agency/program closes, isdiscontinued or other circumstances prohibit on-site storage of records.Rev 6.17.16

Using PantryTrak& MAINTAINING COMPLIANCERev 6.17.16

PantryTrak Replacement forpaper TEFAPForms “Cloud”/ Internetbased Provides bettertracking of clientsand automatedreportingRev 6.17.16

Client Record Same informationas TEFAP form Date of birth Gender Total # inhousehold by age groupRev 6.17.16

Electronic Signature Form Double –check that theinformation is correct Verify that the clientfalls within grossincome limits Client MUST HAVEvisibility to this screen Can change householdposition Client must type initialsAND click “I Agree”buttonRev 6.17.16

E-Signature Audit Link to reportis on yourhome page Accessing thereport issimilar to themonthlyreports tabRev 6.17.16

E-Signature Audit Report Click on themonth youwould liketo auditRev 6.17.16

Reading e-Signature Audit Report Top of the page willshow all of your esignature records. Clients served willbe listed inalphabetical order Report is submittedto the state if youragency is auditedRev 6.17.16

Reading e-Signature Audit Report Bottom of the pagewill show recordsthat do not have ane-Signature. This caninclude signed paperforms or records thatneed attention Can helptroubleshootproblems such asensuring that SignedPaper Forms aremarked correctlyRev 6.17.16

Reading e-Signature Audit Report For every recordmarked “SignedPaper Form” youmust have acompleted paperform that isretained for 5 years All paper forms aresubject to reviewand audit by theFoodbank & thestateRev 6.17.16

Letter of Proxy Allows a client toestablish a proxy whocan sign for them andpick-up their foodLetter of Proxy*Date(First and Last Name of Client)(Client’s Address)(Client’s City), (Client’s State) (Client’s Zip)(Client’s Phone Number)Number of People in Household by age:Age 60 :Age 18 – 59:Age birth – 17 :Total:To: (Name of Agency)From: (First and Last Name of Client) Form must be updateda minimum of once ayearThis letter is to certify that my household meets the current income guidelines for foodassistance according to the “Federal and State Funded Food Programs Eligibility to Take FoodHome Form.” I am not able to appear in person due to health issues or scheduling conflicts toobtain the food. Therefore, I hereby give permission to the person(s) listed below to sign myOhio Department of Job and Family Services FEDERAL AND STATE FUNDED FOOD PROGRAMSELIGIBILITY TO TAKE FOOD HOME (TEFAP) Form in my absence:(Proxy Name)(Proxy Complete Address)If you have any questions or concerns regarding my eligibility or any of the informationprovided above, you may contact me at the phone number listed. Thank you for yourassistance.Sincerely,(Signature of Client)(Date Signed)Rev 6.17.16*MUST BE UPDATE ANNUALLY AND/OR IF HOUSEHOLD COMPOSITION CHANGES

Serving A Proxy Proxy’s fullname is addedto the clientrecord AFTERthe letter isreceived Best Practice:Add datereceived afterproxy’s nameRev 6.17.16

Serving A Proxy Double –check thatthe information iscorrect Proxy MUST HAVEvisibility to this screen Change householdposition to Proxy Proxy must typeHIS/HER initials ANDclick “I Agree” buttonRev 6.17.16

The TEFAP FormHOW TO COMPLETE THE TEFAP FORMRev 6.17.16

Desk GuideRev 6.17.16

Activity #1: Find the ErrorsRev 6.17.16

Activity #1: AnswersRev 6.17.16

Activity #2: The TEFAP Form Gomez Addams is married to Morticia Addamsand lives at 101 Mockingbird Lane, Akron, OH44310. His phone number is (234) 123-4567. Gomez is 49 years old; Mortica is 48 years old. They have 3 children ages 4, 6, and 10.Rev 6.17.16

Activity #2: The TEFAP Form Gomez Addams ismarried to MorticiaAddams and lives at 101Mockingbird Lane, Akron,OH 44310.His phone number is(234) 123-4567. Gomez is 49 years old;Mortica is 48 years old. They have 3 children ages4, 6, and 10.Rev 6.17.16Gomez Addams101 Mockingbird LaneAkron443100(234)123-45672Gomez Addams356/18/2016

Activity #3 Time to complete your own TEFAP forms– Use the Desk Guide for reference Check your neighbor’s work after eachscenarioRev 6.17.16

Activity #3Scenario #1:Rita TalluluRita Tallulu98 Sycamore DrCanton447091(330) 555-21310Rita TalluluRev 6.17.16Allergic totree nuts016/18/2016

Activity #3 Time to complete your own TEFAP forms– Use the Desk Guide for reference Check your neighbor’s work after eachscenarioRev 6.17.16

Activity #3Scenario #2:Ruth JonesRuth Jones4561 Proxy Way Ave Apt 7Barberton44203(216)745-980010John Jones016/18/20166.13.16Please allow myson John Jones topick up for me. Iam 60 years oldand live by myself.You can reach meat (216)745-9800.Thank you,Ruth Jones4561 Proxy Way Ave #7Barberton, OH 44203Rev 6.17.16

Best Intake Practices How would you teach new intake staff thismaterial? How do you currently ensure accuracy onTEFAP forms?Rev 6.17.16

Best Intake Practices What do I do if Jane is picking up for herbrother Joe in a different household? What if they are living in the same household? If my cousin Jake comes to the food pantry,does he need to bring his photo ID?Rev 6.17.16

Best Intake Practices How long do I need to keep TEFAP forms onfile? What is a way you’ve found to convenientlystore forms? What should I do with blank 2015 formsstarting July 1, 2016?Rev 6.17.16

Best Intake Practices Are you doing SNAP Referrals during yourclient intake?– A simple way to make a greater impact duringclient intake http://www.akroncantonfoodbank.org/need-food– Schedule an appointment to apply for benefitsover the phoneRev 6.17.16

Rev 6.17.16

Authority provided through Title VI of the Civil Rights Act 1964Americans with Disability ActTitle IX of the Education Amendments of 1972Section 504 of the Rehabilitation Act of 1973Age Discrimination Act of 1975The Personal Responsibility and Work OpportunityReconciliation Act of 1996Food Stamp Act of 1977Executive Order 13166USDA Departmental Regulation 4330-27CFR Part 16, Equal Opportunity for Religious OrganizationsRev 6.17.16

Civil Rights OversightUSDAODJFSFoodbanksPartner AgenciesStaff/VolunteersRev 6.17.16

Civil RightsFNS Instruction 113-1Purpose of Civil Rights training: Provide guidance and direction to Federalfinancial recipients and their clients Explain compliance and enforcement of nondiscrimination policies Promote fairness and equality of treatmentRev 6.17.16

Legal ProhibitionsDiscrimination Is Prohibited On The Basis Of: Rev 6.17.16RaceColorNational OriginSexAgeDisabilityReligious CreedPolitical Beliefs