4200 Distribution Records

Records must be maintained at each level in the distribution of USDA commodities through TEFAP. Records must be maintained in order to document that the appropriate quantity and type of commodities were distributed to each distribution area and participating organization. Participating organizations must maintain records in order to document the appropriate distribution of commodities to needy persons.

4201 SRS - The Food Distribution Unit shall maintain records regarding the distribution of commodities through TEFAP to the distribution areas and participating organizations. Regional Directors shall require that recipient distribution and participation information be maintained and provided by participating organizations as required by USDA and/or otherwise requested by SRS.

4202 Participating Organizations - As indicated in Section 4100, SRS maintains distribution manifests to account for commodities through the point of delivery to TEFAP participating organizations. Once TEFAP participating organizations receive commodities, they are responsible for keeping distribution records to account for proper usage of these products. TEFAP commodities are distributed to needy persons either in prepared meals through soup kitchens or through food banks for home consumption. Distribution records must be maintained as follows:

4202.1 TEFAP participating organizations that provide prepared meals to needy persons (soup kitchens) are not required, for the purpose of this program, to maintain individual household distribution records but must keep inventory records which account for the usage of all commodities received. These organizations must, however, be able to report on the total number of persons served by their organization and must follow any reporting requirements established by SRS (See Section 4400).

4202.2 TEFAP participating organizations that distribute USDA commodities to needy persons for home consumption must keep accurate individual distribution records. The completed Declaratory Statement (See Exhibit E) or other forms which include complete household and distribution information, must be maintained as a distribution record. The Regional Director may impose additional distribution record requirements in order to meet the needs of the distribution area.

4300 Reimbursement Records

SRS as well as all participating organizations are required to keep accurate records concerning the request for and/or receipt of any funding or reimbursement money for the administration of TEFAP.

TEFAP participating organizations must keep accurate records and complete documentation regarding any reimbursement requests (see Section 6000).