Welcome to the USDA Food and Nutrition Service’s Household Certification Training course for the Food Distribution Program on Indian Reservations. FDPIR is a federal program that provides USDA foods to low-income households living on Indian reservations, in designated areas near reservations, and in the State of Oklahoma. FNS developed the FDPIR Household Certification Training course to help Indian Tribal Organization (ITO) and state agency certification workers and their supervisors successfully administer the program.

FDPIR Household Certification Training Instructions

1. Access the training modules using the links provided below.
2. Read the slides, and when ready, take the module quiz included in the slides at the end of each module and the post test. Type your answers into an email addressed to SM.FN.FDPIR-Training@usda.gov; The FDPIR Household Training Certification Team will grade the tests, provide feedback, and send your certificate of completion when all modules are complete.

FDPIR Household Certification Training Modules

• Introduction Module
• Module 1
• Module 2
• Module 3
• Module 4
• Module 5
• Module 6
• Module 7
• Module 8
• Module 9
• Post Test

News and Announcements

• The USDA eAuth transition to Login.gov was implemented on Sept. 11, 2023. More information regarding the changes is available on the eAuth website.
• An updated video tutorial on generating, viewing, and downloading the FNS-152 report is now available. No login is required to view videos.
• Check the IFMS Learning Academy (login required) for the latest version of manuals. User resources are now organized by topic.
• Interested in training opportunities for new and existing users? The "IFMS Training Request Form" is located in the IFMS Learning Academy.

https://fns.my.salesforce.com (login required)

IFMS Mobile App

The USDA IFMS mobile app allows ITOs to conduct food distribution offline at tailgate sites where internet and cellular connectivity is not sufficient. Users transfer IFMS inventory from the main warehouse to the mobile app inventory before tailgating. Upon reconnecting to the internet, the mobile app syncs issuance transactions with the web application and allows users to transfer remaining inventory back to the main warehouse.

An Apple device using iOS 16 is recommended to access the mobile app. The transition team can assist with confirming support for specific devices.

A direct Wi-Fi printer is required to print issuances at tailgate sites.

Other recommended equipment includes Bluetooth keyboard, mouse, and protective case.

System and Browser Requirements

IFMS is a cloud-based application that requires the following:

• Wired or wireless internet connection.
• Minimum of 0.5 mb/s download speed.
• Supported web browser: Chrome (preferred) or Firefox.
• Internet-capable computers with a mouse or a similar device are recommended at each location for customer registration, inventory management, and store-concept issuance checkout.

The purchase of a hot spot and/or cellular plan would be an allowable use of FDPIR administrative funds. Please reach out to the FNS regional office to discuss options.

Detailed information about system requirements can be found in the IFMS Resources Library.

User Accounts

In IFMS, each user must have their own user account and eAuthentication (eAuth) or Login.gov login. In preparation for an organization's upcoming launch, the transition team will collect information for each staff member to create their user account in IFMS.

Users who do not currently have an eAuth or Login.gov account will receive instructions to create one when their IFMS user account is ready. To create an eAuth/Login.gov account, each user must have a unique email address and the ability to access this email account to complete the activation process.

IFMS References

The transition team has developed tutorials, presentations, and training curriculum along with reference materials to support ITOs as they become familiar with, and transition to IFMS. This includes:

• IFMS Demos and Tutorials - Collection of videos about IFMS.
• IFMS User Resources - Guidance for accessing IFMS manuals, tips, forms, and other user materials.

Contacts

State agencies and sponsors may use this tool to determine if a proposed site may be designated as rural for purposes of the Summer Food Service Program (SFSP) and the Seamless Summer Option (SSO), collectively known as the Summer Meal Programs. 

On the map, a location shaded as green indicates a rural area. A location unshaded, meaning not colored green, indicates a non-rural area. 

To determine if your rural location is eligible for the Summer Meal Programs:

1. Enter your location in the search tool in the upper left corner to find your location.
2. Use the plus and minus tool or scroll to zoom into the desired location.
3. The current layer has all the categories of rural. If the address is within a green area, it is considered rural.
4. You can use the folder button on the upper left side of the map to turn on and off the individual rural categories.

For more information on rural designations in the summer meal programs, see policy memo SFSP 04-2024, SP 06-2024.

View larger map

Please note: because of the specificity of using datasets which classify geographical entities below the county level based on population data, in rare instances, some areas on the FNS Rural Designation map (specifically public parks and other discrete spaces located in urban areas where the local population does not reside) may be indicated as rural when in practice they are not. State agencies should not approve sites in such locations for non-congregate service. State agencies should exercise careful judgment to assess whether the proposed site(s) will serve a rural population, and are strongly advised to consult with their FNS regional office regarding any questions related to these potential circumstances.

This page provides links to resources created in 2015 to assist new states in the Commodity Supplemental Food Program (CSFP).

• CSFP Welcome Packet
• CSFP Overview: Program History, Legislation, Regulations, Policy
• Caseload Allocation Process and Caseload Management
• CSFP Food Ordering and Inventory Management
• Web-Based Supply Chain Management (WBSCM) for CSFP
• CSFP Inventory Management and the CSFP Inventory Calculator
• Nutrition and Older Adults:
  • Part I - The Dietary Guidelines for Americans, 2010: Overview and Key Recommendations
  • Part II - What's Cooking? USDA Mixing Bowl: The USDA foods Fact Sheets and Recipe Search Database (please note: as of 2019 the USDA Mixing Bowl has been updated to Choose MyPlate and the USDA Foods Product Information Sheets for Household Programs, including CSFP, can be found at this link).
• Civil Rights Training for New CSFP States
• Food Programs Reporting System (FPRS): FNS-153 and FNS-191 Reports
• FNS Regional Office Role
• State and Local Agency Responsibilities

This memorandum consolidates the recent policy changes in the National School Lunch Program (NSLP), School Breakfast Program (SBP), and Summer Food Service Program (SFSP) that affect the implementation of the Seamless Summer Option (SSO). This memorandum and its attachment supersede SP 37-2015, 2015 Edition of Questions and Answers for the National School Lunch Program’s Seamless Summer Option, May 22, 2015.

The SSO offers school food authorities (SFAs) operating the NSLP or SBP a streamlined option for providing summer meals by continuing to follow several of the same operational requirements, such as the NSLP/SBP meal patterns and procedures for filing claims and determining student eligibility. For other aspects of the summer meal operation, SFAs implementing the SSO must follow the SFSP requirements, such as site determination. SSO operators may generally use the toolkits and resources developed for the summer meal programs, with the exception of those designated for SFSP use only. Guidance and clarification on all summer meal options available to schools is provided through SP 07-2013, SFSP 04-2013, Summer Feeding Options for School Food Authorities Revised, Nov. 23, 2012.

Increasing access to USDA’s summer meal programs, including the SSO and the SFSP, is an important priority for the Food and Nutrition Service. FNS has developed resources for use by state agencies administering the programs and for organizations participating in these programs. Summer meal programs rely on innovative and collaborative efforts to provide summer meals to children in need. The “Summer Meals Toolkit” is designed for individuals and organizations interested in serving as summer meal champions in their communities at any level of program administration. It is a valuable resource for partner organizations on how they can best support and participate in the summer meal programs. The toolkit includes information on meal service at open sites, partner collaborations, vendor relations, nutrition education resources and other best practices. This online resource is available at http://www.fns.usda.gov/sfsp/summer-meals-toolkit.

State agencies are reminded to distribute this information to program operators immediately. Program operators should direct any questions regarding this memorandum to the appropriate state agency. State agencies should direct questions to the appropriate FNS regional office.

Angela Kline
Director
Policy and Program Development Division
Child Nutrition Programs

Attachment

• NSLP Seamless Summer Option Questions and Answers

Each January the USDA releases annual Commodity Supplemental Food Program (CSFP) caseload levels for states. This February 20, 2020 webinar discussed how national caseload is calculated, how states receive additional caseload, and best practices for caseload management.  Additionally, we provided an overview of the new CSFP certification period requirements under the 2018 Farm Bill and how the change affects caseload management.

Learn how to inspect USDA DoD Fresh produce deliveries and how to provide feedback if you receive produce not grown in the U.S. or poor quality produce. This webinar is specifically targeted to provide instructions for FDPIR Indian Tribal Organization (ITO) warehouse staff and FNS regional office staff who manage FDPIR.

This webinar is for states who are currently using, or are interested in applying for, the USDA DoD Fresh Fruit and Vegetable Program in the Summer Food Service Program (SFSP). We share tools and best practices to assist state agencies, SFSP sponsors, and SFSP sites in using their resources to provide fresh fruits and vegetables to SFSP participants during the summer months.  

This webinar was created in the inaugural year of Farm to Food Bank Projects (FY 2020) and includes information specific to FY 2020 processes; however, it also includes general information about TEFAP Farm to Food Bank Projects that may helpful to those new to the grant. The webinar addresses where Farm to Food Bank Project requirements are found in legislation, regulations, and policy memoranda; outlines the process for amending a TEFAP state plan in order to receive funding; and summarizes state-level responsibilities related to obligating and reporting on any funding received. Viewers will take away a better understanding of the Farm to Food Bank Project process.

On March 27, 2020, the President signed the Coronavirus Aid, Relief and Economic Security Act (PL 116-136), which provides $450 million in supplemental funding for TEFAP for FY 2020. Up to $150 million of the supplemental funding is available as administrative funds and the remaining amount will be made available as food funds. The assistance offered through the CARES Act must be used to “prevent, prepare for, and respond to coronavirus.” In order to accept their share of these funds, states must submit a short written statement that explains how these funds will be used to meet this purpose. States that cannot meet that criterion are encouraged to turn back the assistance so that it may be reallocated to states that will be able to use it for that purpose.

Some examples of meeting this purpose include increasing the amount of TEFAP food distributed due to the national public health emergency, replacing foods previously distributed during the national public health emergency (except those foods replaced as a result of approved Disaster Household distribution programs), or increasing administrative expenditures due to changed procedures, such as distribution changes to accommodate social distancing. These examples are not meant to be exhaustive, and other justifications will be accepted provided they meet the purpose described above.

State agencies should also be aware that the 40 percent pass-through requirement for TEFAP administrative funding will apply to these supplemental administrative funds, as will the state matching requirement for any funds not passed through to emergency feeding organizations. Thus, the justifications should also indicate the source for any matching funds that will be used.

Please see the attached TEFAP funding worksheet, which provides each state’s potential share of food funds, funds available as administrative funds, and total funds provided under the CARES Act, and provide it to your state agencies. State agencies must report to their respective FNS regional offices whether they will accept any or all of their share of the $450 million and whether they want to accept their portion of the $150 million as food funds, administrative funds, or any combination of the two. Any funds not accepted will be subsequently reallocated as food funds among the remaining states. States must submit the total amount of food and administrative funds that they will accept along with their written statement by May 1, 2020.

CARES Act administrative funds must be obligated by Sept. 30, 2020. States will need to separately report on these administrative funds from their normal reporting for TEFAP. Further guidance on this process will follow. Each state’s balance of CARES Act food funds remaining at the end of FY 2020 will carry over to FY 2021.

The CARES Act supplemental funds will be made available to state agencies once they have made their decisions regarding the allocation of the funds.

Dana Rasmussen
Acting Director
Food Distribution Division

Section 4018(b) of the Agriculture Improvement Act of 2018 (PL 115-334) amended Section 203D of the Emergency Food Assistance Act of 1983 to provide funding for TEFAP state agencies to pay for projects to harvest, process, package, or transport commodities donated by agricultural producers, processors, or distributors for use by emergency feeding organizations (EFOs). These projects are known as Farm to Food Bank Projects. The final rule entitled, The Emergency Food Assistance Program: Implementation of the Agriculture Improvement Act of 2018 (84 FR 52997), codified this change in TEFAP regulations at 7 CFR 251.6 and 251.10. The purpose of this memorandum is to provide guidance on TEFAP Farm to Food Bank Projects and to allocate funding for such projects in fiscal year (FY) 2021.

Farm to Food Bank Projects

Farm to Food Bank Projects are defined at 7 CFR 251.10(j) as the harvesting, processing, packaging, or transportation of unharvested, unprocessed, or unpackaged commodities donated by agricultural producers, processors, or distributors for use by EFOs. The purpose of such projects must be to (a) reduce food waste at the agricultural production, processing, or distribution level through the donation of food, (b) provide food to individuals in need, and (c) build relationships between agricultural producers, processors, and distributors and EFOs through the donation of food. Farm to Food Bank Project funds can only be used for the costs associated with harvesting, processing, packaging, or transporting privately donated foods, and cannot be used to purchase foods or for agricultural production activities (e.g., purchasing seeds or planting crops). Additionally, these funds may not be used for costs associated with handling USDA Foods provided for distribution through TEFAP. States have discretion in determining how to distribute Farm to Food Bank Project funds and may apply funds to both new initiatives and to existing projects that meet the definition of a Farm to Food Bank Project.

Farm to Food Bank Project Partners

As required by 7 CFR 251.6(a)(5), Farm to Food Bank Projects must be carried out in partnership with one or more EFOs located in the state. Per 7 CFR 251.3(e), an EFO is an eligible recipient agency which provides nutrition assistance to relieve situations of emergency and distress through the provision of food to needy persons, including low-income and unemployed persons. States must have a TEFAP agreement in place with all participating EFOs in a Farm to Food Bank Project before the start of a project. Through agreements, state agencies may also partner with other states to maximize the use of foods donated under any Farm to Food Bank Project.

State Plan Amendments

To be eligible for funds to carry out a Farm to Food Bank Project in FY 2021, state agencies must submit an amendment to their state plan to their FNS regional office by Oct. 30, 2020. States wishing to fund multi-year Farm to Food Bank projects will need to submit an updated state plan amendment each fiscal year reconfirming the ongoing operation of the project. Per 7 CFR 251.6(a)(5)(i) through (iv), state plan amendments must include all of the following requirements:

• A list of EFOs within the state that will operate the project in partnership with the state agency;
• A list of any state agencies that will operate the project as a part of an agreement;
• A description of the purpose of the Farm to Food Bank Project that includes how the project will:
  • Reduce food waste at the agricultural production, processing, or distribution level through the donation of food;
  • Provide food to individuals in need; and
  • Build relationships between agricultural producers, processors, and distributors and emergency feeding organizations through the donation of food; and
• The federal fiscal year in which the project will begin operating.

Attached to this memorandum (Attachment A) is a sample Farm to Food Bank state plan amendment for FY 2021 that addresses each of these required items. The burden for amending the state plan is captured under OMB Control Number 0584-0293 (expiration date 7/31/2023).

Match Requirement

As per TEFAP regulations at 7 CFR 251.10(j)(4), the federal share of a Farm to Food Bank Project shall not exceed 50 percent of the total cost of the project. Therefore, all federal funds utilized for Farm to Food Bank Projects must be matched by non-federal funds. The match requirement must be met through a cash or in-kind contribution from either the state or partner EFOs. Match funds must be used for allowable Farm to Food Bank Project costs. While funds or in-kind contributions from non-federal sources expended to administer a project count toward the match requirement, donated foods, including the value of foods donated as a part of a Farm to Food Bank project, cannot count toward the match requirement.

Additional guidance on allowable cash and in-kind match contributions for Farm to Food Bank projects can be found at 7 CFR 251.9(c) and 251.10(j)(4).

Allocation of Funds for Farm to Food Bank Projects

FNS is making $3.764 million available for Farm to Food Bank Projects in FY 2021. These funds will be allocated to state agencies that have submitted an approved state plan amendment describing a plan of operation for a Farm to Food Bank Project. The funds will be allocated using the current TEFAP formula found at 7 CFR 251.3(h). The initial level of funds potentially available for each state in FY 2021 is attached to this memorandum (Attachment B). Please note that these figures are subject to change based on the FY 2021 update to the TEFAP funding formula.

To receive funds in FY 2021, states must submit their state plan amendment (Attachment A) to their FNS regional office by Oct. 30, 2020, for review and approval. The allocation of funds in Attachment B should be considered the minimum amount of funds that each state can receive for FY 2021. If any TEFAP state agency does not accept all or part of its minimum allocation, remaining funds will be allocated among all states that have submitted an approved state plan amendment and that have accepted their full amount of funds on a pro-rata basis, once all state plan amendments for FY 2021 are received and reviewed. Thus, states’ final allocations may vary significantly from what is included in Attachment B. FNS plans to allocate funds for FY 2021 Farm to Food Bank Projects in the first quarter of FY 2021.

TEFAP state agencies will have the discretion to distribute funds to Farm to Food Bank Project partners as they see fit while ensuring that funds are only expended on allowable Farm to Food Bank Project costs. Funds will be available to obligate for one year from the date of allocation.

Reporting Requirements

All state agencies that receive funds to carry out Farm to Food Bank Projects in FY 2021 must provide semiannual financial reports via the Food Programs Reporting System (FPRS). The SF-425 must be used for these reports. A report titled “TEFAP-F2F-Bank-TEFAP Farm to Food Bank Projects” in FPRS has been established for this purpose. A first report must be submitted by April 30, 2021, and reflect Farm to Food Bank Project funds expended from the start of the performance period to March 31, 2021. A second report must be submitted by Oct. 30, 2021 and reflect funds expended from April 1, 2021 to Sept. 30, 2021. A final report must be submitted within 90 days after the grant expires and reflect funds expended during the period of performance. The burden for submitting these reports is captured under OMB Control Number 0584-0594 (expiration date 7/31/2023). Please see 7 CFR 251.10(j)(6) for more information on reporting requirements.

Farm to Food Bank Project funds should be reported under the TEFAP administrative funding Catalog of Federal Domestic Assistance (CFDA) number 10.568.

TEFAP state agencies with questions should contact their FNS regional offices.

Laura Castro
Director
Food Distribution Division

Attachments

• Attachment A - State Plan Amendment Template for FY 2021 Farm to Food Bank Projects
• Attachment B - FY 2021 TEFAP Farm to Food Bank Projects Potential Allocations

¹ >span class="footnote">Pursuant to the Congressional Review Act (5 USC 801 et seq.), the Office of Information and Regulatory Affairs designated this waiver as not major, as defined by 5 USC 804(2).

This memo has been superseded by the Feb. 26, 2021 memo, Commodity Supplemental Food Program (CSFP): Guidance on Temporary Food Package Issuance with Modified Quantities of Vegetables.

Per program regulations at 7 CFR 247.10(a), CSFP local agencies must distribute food packages to CSFP participants every month (or bi-monthly) in accordance to the CSFP guide rate established by the Food and Nutrition Service (FNS). The attached Commodity Supplemental Food Program (CSFP) Maximum Monthly Distribution Rates (Distribution Rates or guide rate) revises those previously issued by FNS on Oct. 25, 2019. These revised Distribution Rates (Attachment A), are updated as follows:

• Adds the new package size and formulation for Beef Chili with Beans (15 oz);
• Removes the larger package size for nonfat dried milk (25.6 oz);
• Removes the Distribution Rates for children (previously Attachment A.1), as this population is no longer eligible for CSFP;
• Removes the October 2018 and February 2020 Distribution Rates (previously Attachment A.3 and B) and the Allowable Substitutions (previously Attachment C), as these attachments are no longer applicable.

The new package size and formulation for chili is the result of the ongoing efforts to enhance the CSFP Food Package based on stakeholder feedback. The new formulation includes a mix of beans and ground beef and has a lower sodium profile than the current chili. Additionally, the chili is available in a smaller package size (15 oz) to achieve additional variety in the meat, poultry, and fish category and better meet the needs of small households. Please note, the 24 oz canned chili is being phased out and should be distributed to households until inventory is depleted.

Please note, some foods in the food package may be unavailable due to changing agricultural market conditions. This may impact the choices listed within the Food Package Categories. State agencies must closely monitor their inventories and ensure they are ordering only what is needed to maintain one to no more than three months of inventory.

State agency staff who have questions may contact their respective FNS regional offices, who may in turn contact the national office.

Laura Castro
Director
Food Distribution Division

Attachment

• CSFP Maximum Monthly Distribution Rates

Introduction

Seven pieces of legislation currently govern the level of food and administrative resources available to TEFAP in FY 2021:

• The Agriculture Improvement Act of 2018 (PL 115-334);
• The Food and Nutrition Act of 2008 (PL 88-525, as amended);
• The Emergency Food Assistance Act of 1983 (PL 98-8, as amended);
• The Further Consolidated Appropriations Act, 2020 (PL 116-94);
• The Families First Coronavirus Response Act (PL 116-127);
• The Coronavirus Aid, Relief, and Economic Security Act (PL 116-136); and
• The Consolidated Appropriations Act, 2021 (PL 116-260), which provides full-year and supplemental TEFAP funding through Sept. 30, 2021.

Please see Attachment A for an overview of all FY 2021 appropriated funding sources for TEFAP and Attachment B for a summary of key requirements and differences of FY 2021 TEFAP administrative funds.

Food Funds

Section 27(a) of the Food and Nutrition Act of 2008 established the amount of funding available for TEFAP food purchases for FY 2009, and indexes that amount to annual changes in the Thrifty Food Plan (TFP), which is also used to determine the maximum benefit level for the Supplemental Nutrition Assistance Program (SNAP). Section 4018 of the Agriculture Improvement Act of 2018 maintained the funding formula established in Section 27(a) of the Food and Nutrition Act of 2008. The Agriculture Improvement Act of 2018 also added specified amounts annually, separate and distinct from the inflationary adjustments referenced above. In FY 2021, the amount available for TEFAP; food purchases has been calculated by adding the FY 2009 TFP-adjusted funding level plus an additional $35 million.

Based on changes in the TFP and the additional funds from the Agriculture Improvement Act of 2018, the amount available for TEFAP food purchases through the FY 2021 Appropriations Act is $342 million. Of this, $6.41 million is needed to pay costs associated with ordering and transporting the food, leaving $335.59 million for the purchase of food.

The Coronavirus Response and Relief Supplemental Appropriations Act, 2021 (COVID Third Supplemental), signed into law as part of the 2021 Appropriations Act, provided an additional $400 million in food funding for TEFAP in FY 2021. Of that $400 million, up to 20 percent, or $80 million, was available for conversion to administrative funding. TEFAP state agencies chose to accept a total of $323,970,109 as food funds and $73,279,891 as administrative funds. Funds provided through the COVID Third Supplemental are available through Sept. 30, 2021, and will expire at the end of this fiscal year. State agencies should plan to fully utilize their supplemental food funds before the end of the current fiscal year.

Carryover of FY 2020 Food Funds

Section 27(a) of the Food and Nutrition Act of 2008 allows funds authorized for the purchase of TEFAP food to remain available for two fiscal years, subject to such terms and conditions as determined by USDA. Therefore, states are able to keep any remaining TEFAP food entitlement balance at the end of a fiscal year and place orders against it during the subsequent fiscal year. However, funds remaining at the end of the second fiscal year after which they were initially appropriated will no longer be available to USDA and will be unavailable for states to place orders against. In other words, any remaining state balance of FY 2020 TEFAP food entitlement will expire at the end of FY 2021 (Sept. 30, 2021). Thus, state agencies should ensure that any carryover FY 2020 food entitlement balance is expended by the end of this fiscal year.

In FY 2021, TEFAP state agencies also have access to any carryover food funds provided through the FFCRA and the CARES Act in FY 2020. As with FY 2020 TEFAP food entitlement funds, FFCRA and CARES Act food funds will expire at the end of FY 2021 (Sept. 30, 2021). State agencies should ensure that any remaining balances of FFCRA or CARES Act food funds are expended by the end of the fiscal year.

Conversion of Food Funds to Administrative Funds

TEFAP state agencies have the opportunity to convert their fair-share of up to 20 percent of their entitlement food funds into TEFAP administrative funds. Accordingly, $68.4 million in FY 2021 TEFAP entitlement food funds is available for conversion into TEFAP administrative funds. FNS Headquarters must be informed by March 31, 2021, whether TEFAP state agencies want to accept their portion of the convertible $68.4 million as food funds, administrative funds, or any combination of the two.

Administrative Funds and their Conversion

The 2021 Appropriations Act includes $79.63 million in TEFAP administrative funds. Through Dec. 11, 2020, per the terms of a Continuing Resolution, TEFAP received a pro-rated portion of the level of administrative funds it received in FY 2020 totaling $15,710,999. An additional allowance of administrative funds totaling $9,818,379 was made available after Jan. 5, 2021. The remaining $54,100,622 in appropriated funds was released to TEFAP state agencies on Jan. 13, 2021.

As always, TEFAP state agencies may convert any portion of their administrative funds into food funds. FNS Headquarters must be informed by April 30, 2021, regarding what portion, if any, of their administrative funds TEFAP state agencies wish to convert to food funds.

In FY 2021, states also have access to $73,279,891 in administrative funds provided through the COVID Third Supplemental. These administrative funds will expire at the end of FY 2021 and will not be available for reallocation in FY 2022. State agencies should make every effort to expend COVID Third Supplemental administrative funds before the end of the current fiscal year. In FY 2021, TEFAP state agencies should carefully consider the amount of administrative funding available through regular and supplemental sources in making conversion decisions. States should only convert an amount of administrative funds that they are able to obligate by Sept. 30, 2021.

Return and Reallocation of FY 2020 Administrative Funds

In FY 2021, TEFAP state agencies will receive any unused FY 2020 regular TEFAP administrative funds, FFCRA administrative funds, and CARES Act administrative funds back for use in FY 2021, as per the terms of the June 12, 2020, memorandum, Additional Information on FY 2020 Funding Sources for TEFAP and subsequent guidance issued by FNS. CARES Act administrative funds, including returned and reallocated CARES Act funds, may only be used to “prevent, prepare for, and respond to coronavirus.” Thus, in order to receive reallocated CARES Act funds, state agencies will be required to reconfirm that they are able to use the returned funds in line with the terms of the April 24, 2020 memo, TEFAP: Allocation of CARES Act Supplemental Appropriations. State agencies with unused CARES Act administrative funds available for return in FY 2021 will be contacted separately regarding reconfirmation of these funds.

All returned and reallocated FY 2020 administrative funds will expire at the end of FY 2021. State agencies should make every effort to expend the funds fully before the end of the fiscal year.

Priority of Use of Administrative Funds

Regular TEFAP administrative funds, FFCRA funds, CARES Act funds, and COVID Third Supplemental administrative funds that will be available to state agencies in FY 2021 are generally available for the same allowable costs. However, several of these funding sources will expire on Sept. 30, 2021. This means that those funds will be unavailable to USDA after that date and are thus unavailable for reallocation to state agencies in FY 2022. Accordingly, state agencies should prioritize the spending of administrative funds that will expire at the end of FY 2021 above newly appropriated regular administrative funds that will expire at the federal level at the end of FY 2022. For information on FY 2021 TEFAP administrative funds, please see Attachment B.

FY 2021 Entitlement and Administrative Funding Worksheets

Previously in this fiscal year, FNS provided four worksheets to TEFAP state agencies detailing administrative funding allocations under Continuing Resolutions in FY 2021, the subsequent 28-day allowance, full year administrative funding, and the initial allocation of food funding from the COVID Third Supplemental. Attached, please find the FY 2021 food and administrative funding worksheets that provide further details regarding FY 2021 TEFAP funding.

1. Worksheet #4 shows each state's share of the $15,710,999 in FY 2021 TEFAP administrative funds that has been provided under the first Continuing Resolution as well as each state’s share of $9,818,379 provided under the remaining Continuing Resolutions and 28-day allowance. Finally, it shows the remaining $54,100,622 in appropriated funds allocated under the final FY 2021 Appropriations Act, and the total of these amounts.
2. Worksheet #5 shows each state's allocation of FY 2021 TEFAP food funds provided in the Food and Nutrition Act that are not convertible to administrative funds, each state’s share of convertible funds, each state’s FY 2020 carryover balance of entitlement foods available in FY 2021, and the total of these amounts. Each state’s FY 2020 entitlement carry over balance available in FY 2021 was determined based on an entitlement summary report pulled from the Web-Based Supply Chain Management system on Jan. 12, 2021.

Conclusion

Please note all TEFAP food and administrative funds are subject to apportionment by the Office of Management and Budget (OMB). We will keep you informed regarding the availability of these funds.

To review, FNS Headquarters must be informed whether TEFAP state agencies want to (a) accept their remaining portion of the $68.4 million in convertible TEFAP food funds as food funds, administrative funds, or some combination of the two by March 31, 2021; and (b) convert any portion of their administrative funds into food funds by April 30, 2021. Regional office staff will provide further guidance on applicable timeframes for submission to their offices, which will enable them to provide the information to FNS Headquarters in a timely manner.

Laura Castro
Director
Food Distribution Division

Attachments

• Attachment A - Overview of 2021 Appropriated Funding Sources for TEFAP
• Attachment B – Summary of FY 2021 TEFAP Administrative Funds

On Dec. 27, 2020, the President signed into law the Consolidated Appropriations Act, 2021. Division N, Title VII, Section 702(d) of this Act excludes federal pandemic unemployment compensation payments authorized under Section 2104 of the Coronavirus Aid, Relief, and Economic Security Act (the CARES Act; PL 116-136) from consideration as income for the purposes of determining FDPIR eligibility.

Please note, this exclusion only applies to the federal pandemic unemployment compensation payments (i.e., the additional $300 provided by the Act through the CARES Act and the initial federal unemployment compensation payment of $600 in the CARES Act).

FNS regional offices should ensure that ITOs and state agencies that administer FDPIR are apprised of this change. ITOs or state agencies with questions regarding this income exclusion should contact their respective regional office representative.

Laura Castro
Director
Food Distribution Division

This webinar provides best practices to help you manage USDA Foods in Schools for school year 2021-22. Topics include a review of changes to the Foods Available List, information on USDA Foods entitlement, USDA Foods direct delivered products, the National Processing Program, and USDA Department of Defense (DoD) Fresh Fruit and Vegetable Program. We discuss actions to assist with managing USDA Foods orders and utilization of USDA Foods inventories.

Temporary Guide Rate Change

The Commodity Supplemental Food Program (CSFP) is currently experiencing a vegetable product shortage due to ongoing issues with vendors’ ability to supply canned vegetables. To address this issue, FNS is temporarily reducing the quantity of vegetables offered in the CSFP maximum monthly distribution rates, or guide rates, from 8 cans to 4 cans effective immediately until inventories can be replenished. Attachment A provides the current guide rate for CSFP.

This temporary reduction will assist FNS and state agencies with rebuilding vegetable inventories and will help ensure that CSFP participants receive some vegetables in the monthly food package. FNS will lift this temporary reduction once CSFP vegetable inventories are sufficiently replenished to meet national program demand for the full 8 cans of vegetables per month.

To minimize program burden, any food packages that have already been pre-packed per the previous guide rate (effective Oct. 22, 2020), may be distributed to CSFP participants without modification. However, food packages packed after the issuance of this memorandum must be packed according to the distribution rates in Attachment A.

Issuing Food Packages with Less Than Full Quantities of Vegetables

In accordance with FNS Instruction 835-1, Revision 2, “Authorized Supplemental Foods and Distribution Rates of Foods for CSFP,” items in the food package can be impacted by changing agricultural market conditions and some of the individual USDA Foods listed may be periodically unavailable. State tailoring of the CSFP food package to issue quantities of USDA Foods that are below the prescribed rates is permitted in very limited circumstances with prior FNS approval.

Even with the temporary reduction in the vegetable guide rate, some states may still have insufficient vegetable inventory to provide full food packages. Accordingly, FNS is allowing affected states and local agencies to issue CSFP food packages with less than the prescribed quantity of vegetables in Attachment A. However, state agencies must obtain FNS approval prior to food package issuance to exercise this option. States should closely monitor their vegetable inventories and contact FNS regional offices as soon as they foresee an issue with making full food packages with the modified vegetable allotments. FNS regional offices must in turn notify the FNS national office for state approval to issue modified food packages.

States that have already received FNS approval to issue less than the full amount of vegetables may continue to do so until inventories are replenished.

Additional CSFP Vegetable Purchases

To alleviate the vegetable shortage, FNS has been purchasing a variety of vegetable products not currently available in the CSFP package. In addition to the vegetable products normally offered in CSFP, there will temporarily be different vegetable products available and vegetables available in different pack sizes. Attachment B includes guidance on how to distribute these temporary vegetable products.

State agencies may begin seeing some vegetable products available for order from the national multi-food warehouses in March 2021. However, FNS does not guarantee that all of these new options will be available to all states. In order to ensure that state agencies can order fairly, all state requests for vegetables must be submitted to FNS for fulfillment. Detailed instructions on placing orders will be issued prior to the materials becoming available.

We also request that local agencies communicate to clients that this shortage is expected to be short-term and that USDA is working with industry to return vegetables to their food packages as soon as possible. We appreciate your understanding of this issue and your work to ensure CSFP participants continue to receive the needed food assistance during this time. We will be sure to keep you apprised as we receive new information on the availability of vegetables.

Laura Castro
Director
Food Distribution Division

Attachments

• Attachment A - Commodity Supplemental Food Program Temporary Maximum Monthly Distribution Rates
• Attachment B - Temporary Food Options

On Dec. 27, 2020, President Trump signed the Further Consolidated Appropriations Act 2021 (PL 116-260), which includes $338 million for the Commodity Supplemental Food Program (CSFP) for fiscal year (FY) 2021. While this funding level is an increase over FY 2020, based on food inventories, expected food prices and participation, FNS has determined resources are not sufficient to support increased national caseload. Based on this funding level, FNS is issuing a final national caseload allocation of 736,110 for the 2021 caseload cycle (Jan. 1 to Dec. 31, 2021). This amount is equal to the 2020 national caseload allocation. FNS is allocating final caseload and administrative grants to CSFP state agencies, including Indian Tribal Organizations, as provided below.

Final Caseload Assignments

In accordance with CSFP regulations at 7 CFR Part 247, base caseload is equal to the highest of (1) average monthly participation in FY 2020 or (2) average monthly participation in the last quarter of FY 2020. Although CSFP regulations permit September-only participation data to be used to determine base caseload in certain limited circumstances, these regulatory criteria were not met for any state for 2020. CSFP regulations further provide that each state agency’s calculated base caseload for 2021 cannot be greater than its total assigned caseload for 2020.

Current resources are sufficient to support each state’s base caseload for the 2021 caseload cycle. Additionally, because several states did not fully use their 2020 assigned caseload, 35,115 caseload slots are available for reallocation as additional caseload at this time. This additional caseload is being allocated among all eligible states. Each of these states is being allocated a proportional share of the total available caseload slots based on its base caseload, up to its total additional caseload request. Where a proportional share exceeds any state’s additional caseload request, the remaining caseload is being allocated proportionally to the remaining states.

Program resources are not sufficient to add new CSFP state agencies to the program this caseload cycle.

Additional Caseload Eligibility and COVID-19

Per program regulations at 7 CFR 247.21(a)(2), CSFP state agencies must achieve a participation level which was equal to or greater than 95 percent of assigned caseload for the previous caseload cycle in order to be eligible for additional caseload. Eligibility is calculated based on the highest of (1) average monthly participation for the previous fiscal year; or (2) average monthly participation for the last quarter of the previous fiscal year.

During FY 2020, the COVID-19 pandemic led to CSFP participation drops which caused some states to be ineligible for additional caseload. Sixteen state agencies which did not meet the 95 percent regulatory threshold submitted requests to FNS for additional caseload along a justification explaining how the COVID-19 pandemic impacted their participation in FY 2020.

Section 301 of The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act, 42 USC 5141) allows federal agencies to waive or modify administrative conditions for assistance during major disasters if so requested by the applicant state or local authorities. All 50 states, the District of Columbia, and four territories were issued major disaster declarations in response to the COVID-19 public health emergency.

FNS is using this authority to waive the 95 percent additional caseload eligibility threshold for these sixteen state agencies and allowing them to receive additional caseload in 2021. These sixteen state agencies are: Alabama, Alaska, Arizona, Connecticut, Kansas, Louisiana, Michigan, Nebraska, Nevada, North Dakota, South Dakota, Tennessee, Utah, Virginia, the Shingle Springs Band of Miwok Indians and the Spirit Lake Sioux Tribe.

Caseload Use and Food Orders in 2020

Program regulations require that CSFP state agencies ensure that program participation levels do not exceed assigned caseload on an average monthly basis. In order to ensure sufficient resources are available to serve CSFP participants throughout the year, any states currently exceeding 2020 caseload assignments must work to reduce participation levels to reflect such assignments.

At the same time, states must attempt to fully use their 2020 caseload assignments. States that are receiving caseload increases should work to increase participation levels immediately. In order to efficiently utilize caseload, states must monitor participation carefully. Per CSFP regulations, caseload assignments in 2021 will depend on each state’s caseload use this year.

It is crucial that states manage caseload and USDA Foods in the most efficient manner possible. States are required to accurately track and maintain appropriate inventory levels at the state level. Regulations at 7 CFR Part 250 prohibit CSFP state level inventories from exceeding three months on-hand without approval from FNS.

FNS regional offices (ROs) closely monitor states’ year-to-date participation levels and food orders. FNS ROs will reduce food orders to ensure that states do not exceed their assigned caseloads or over-order USDA Foods.

Administrative Grant per Assigned Caseload Slot

The Agriculture and Consumer Protection Act of 1973 (PL 93-86), as amended, mandates an administrative grant per assigned caseload slot to be adjusted each fiscal year to reflect inflation. The mandatory grant per assigned caseload slot for FY 2021 is $82.43.

The attached chart, Attachment A, displays final caseload assignments and administrative grants for each state. Administrative funds for use over the remainder of the fiscal year are subject to apportionment by the Office of Management and Budget. We will keep you informed regarding the availability of such funds.

CSFP state agencies should address questions to their FNS regional offices.

Laura Castro
Director
Food Distribution Division

Attachment

• Final CSFP Caseload & Administrative Funding FY 2021

During the second year of Farm to Food Bank Project funding, FNS allocated $3.764 million to 24 TEFAP state agencies that submitted plans to implement Farm to Food Bank Projects. Seventeen of those states received FY 2020 funding and seven are newly participating states. The 24 state agencies that received an award are identified in this resource.

Section 4018(b) of the Agriculture Improvement Act of 2018 (PL 115-334) amended Section 203D of the Emergency Food Assistance Act of 1983 to provide funding to state agencies administering The Emergency Food Assistance Program (TEFAP) to pay for projects to harvest, process, package, or transport commodities donated by agricultural producers, processors, or distributors for use by emergency feeding organizations (EFOs). These projects are known as “Farm to Food Bank Projects.”

The purpose of Farm to Food Bank Projects is to (a) reduce food waste at the agricultural production, processing, or distribution level through the donation of food, (b) provide food to individuals in need, and (c) build relationships between agricultural producers, processors, and distributors and EFOs through the donation of food.

For more information on this grant program, please refer to the following:

Policy Memos

• TEFAP State Plan Requests and Allocations for FY 2024 Farm to Food Bank Projects
• TEFAP State Plan Requests and Allocations for FY 2023 Farm to Food Bank Projects
• FD-151: TEFAP Questions and Answers about Farm to Food Bank Projects
• TEFAP - State Plan Requests and Allocations for FY22 Farm to Food Bank Projects

Webinars

• TEFAP Farm to Food Bank Projects

Grant Award Project Summaries

• Fiscal Year 2024 Awards
• Fiscal Year 2023 Awards
• Fiscal Year 2022 Awards
• Fiscal Year 2021 Awards
• Fiscal Year 2020 Awards