3400 Shipping Procedures

USDA provides commodity products to Kansas in truckload quantities. The Food Distribution Unit determines where USDA is to deliver these truckload quantities. USDA will allow states to specify delivery during the first or last half of each month but can not guarantee specific dates of delivery. Some distribution areas have the necessary resources available to accept shipments in such a manner. Other distribution areas must have a specific delivery time so that planning for acceptance of truckloads can be completed. For these reasons the shipping of TEFAP commodities to distribution areas is completed by two methods: USDA direct shipments and State arranged shipments. Separate and differing procedures must be followed for each method of shipment.

3401 USDA Direct Shipments - For distribution areas in which commodities are received from USDA by the direct shipment process, the administrative procedures must be completed as follows:

3401.1 The Regional Director shall be informed by the Food Distribution Unit no less than thirty (30) days in advance of any direct USDA shipments. This notification shall include the type, quantity and pack size of each commodity shipment as well as the potential shipping period (first half or last half of each month).

3401.2Reserved

3401.3Reserved

3401.4 Upon delivery of the products to the distribution area, the Regional Director or designee must check the condition of the door seal and the seal number prior to opening the truck. If the seal is broken or missing, this information will need to be noted on the paperwork. Also, if the products need refrigeration and the truck refrigeration unit is not operating, this should be noted.

3401.5 Products must be counted and the condition of the cases/bales observed at the time products are being unloaded.

3401.6 Any damage, shortage or overage of products must be brought to the attention of the truck-line driver at the time of delivery. In addition, all damage, shortage or overage of products must be noted on any truck-line delivery receipts being signed by the Regional Director or designee. This would include noting the lack of refrigeration for products requiring refrigeration and the condition of the door seal.

3401.7A copy of the shipping paperwork/delivery receipt must be kept in the Regional Directors file and a copy sent to the Food Distribution Unit. 

3401.8Reserved

3402 State Arranged Shipments - It is important to many distribution areas that a specific commodity delivery date and time be established. For this reason the SRS Food Distribution Unit receives most USDA commodity shipments into warehouse facilities. The Food Distribution Unit arranges shipments from the warehouse to the distribution areas. For distribution areas in which commodities are received by State arranged shipments, the administrative procedures must be completed as follows:

3402.1 The Food Distribution Unit shall contact the Distribution Regional Director no later than the month prior to the month the commodities are shipped to the area. The Food Distribution Unit shall inform the Regional Director of the type, quantity, pack size to be sent to the area for that month.

3402.2 Regional Directors shall coordinate with participating organizations the requested delivery time, date, location and contact person. Any changes needed shall be coordinated between the Regional Director  and the Food Distribution Unit.

Certain delivery dates and times will not be acceptable as follows:

1. Deliveries on Weekends and Holidays - Truck-lines, warehouse, and state personnel are not readily available except during traditional work days. Special weekend or holiday delivery might be arranged in an emergency situation with the approval of the Food Distribution Unit.
   
   
2. Late Night or Early Morning Hours - The truck-line is unable to deliver during late night or early morning hours due to load and travel times involved. Delivery times are normally limited to the hours of 8:00 A.M. to 5:00 P.M. Special late night or early morning hour deliveries might be arranged in an emergency situation with the approval of the Food Distribution Unit.
   
   
3. Commercial Vendor Unavailability - F & A Food Sales, Inc. of Concordia, Kansas, the commercial food distribution company, is responsible for all commodity food warehousing and shipping activities. In certain situations distribution areas may be asked to change the delivery date requested due to holidays, natural disasters, or other unforeseen circumstances.
   

3402.3 The Food Distribution Unit shall arrange the shipment of commodities with the commercial vendor in order to fill shipment requests.

3402.4Reserved

3402.5 Products must be counted and the condition of the cases/bales observed at the time products are being unloaded.

3402.6 Any damage, shortage or overage of products must be brought to the attention of the truck-line driver at the time of delivery. In addition, all damage, shortage or overage of products must be noted on any truck-line delivery receipts being signed by the Regional Director or designee. This would include noting the lack of refrigeration for products requiring refrigeration and the condition of the door seal.

3402.7 The Regional Director or designee shall sign the truck-line delivery receipt and note any problems as described in 3402.4 and 3402.6.

3402.8 If damage, overage or shortage of the products has occurred, the following steps must be taken:

1. Notation of the problem or discrepancy must be made on the Delivery Receipt and brought to the attention of the driver. See Section 3402.4 and 3402.6.
   
   
2. Products should be accepted. Any damaged products should be stored in the same manner as useable food (See Section 3000) until disposition instructions are given.
   
   
3. The Regional Director shall immediately notify the Food Distribution Unit of all problems or discrepancies.
   
   
4. The Food Distribution Unit shall notify the truck-line of any reported problems or discrepancies and take appropriate claim or other actions.
   
   
5. The Food Distribution Unit shall provide disposition instructions for damaged products to the Regional Director.
   
   
6. The original copy of the signed truck-line delivery notice which was given to the Regional Director or designee shall be sent to the Food Distribution Unit. This delivery receipt must be submitted along with the corresponding manifest. A copy of the signed delivery receipt must be maintained by the Regional Director.
   

3402.9 If the full shipment was received in good condition, the copy of the signed truck-line delivery receipt which was given to the Regional Director or designee shall be sent to the Food Distribution Unit. This delivery receipt must be submitted along with the corresponding manifest. Necessary changes must be made to the manifest to correspond with any damaged, overage, or shortage of product. A copy of the signed delivery receipt should be maintained by the Regional Director.