4400 Reporting

Since accountability is important in the administration of The Emergency Food Assistance Program, USDA requires certain reports from participating states. In order for Kansas to meet these reporting requirements, accurate information must be received from the distribution areas and participating organizations.

4401 SRS - Food Distribution Unit - The Food Distribution Unit shall obtain information as necessary in order to fulfill USDA or SRS reporting requirements.

4402 Participating Organizations - Participating organizations shall be required to supply Regional Directors with any reports necessary to fulfill SRS, USDA, or other reporting requirements regarding the operation of TEFAP.

At a minimum, participating organizations must complete and submit a monthly participation/inventory report to the appropriate SRS Regional Office. Reports must be mailed to the Regional Director no later than 10 days following the last day of each report month (See Exhibit L for details). The Participating Organization Monthly Report must include:

1. the total number of households served by TEFAP during the report month (from 1st calendar day through the last day of the month),
   
   
2. how much food was on hand at the beginning of the month,
   
   
3. how much food was received and distributed during the month,
   
   
4. a report of any losses, and 5) how much food was on hand at the end of the month.

If a participating organization has no USDA food inventory at any time during a particular month, no monthly report is required. A monthly report is only necessary when inventory is present at the organization at any time during the month.