USDA Foods Program Operator Toolkit

Ordering, Receiving, and Inventory Management for CSFP and FDPIR

State agencies, Indian Tribal Organizations (ITOs), and program operators administering the Commodity Supplemental Food Program (CSFP) or the Food Distribution Program on Indian Reservations (FDPIR) can use the resources in this toolkit to support their management of USDA Foods from ordering to distribution.

Ordering USDA Foods

USDA Foods Available to Order

These resources will help you learn about the USDA Foods available for CSFP and FDPIR.

• USDA Foods Available Lists – Lists of USDA Foods you can order for CSFP and FDPIR.
• USDA Foods Product Information Sheets and Recipes – Fact sheets with product details, storage tips, nutrition facts, and recipes.
• USDA Foods Product Specifications – Technical details about each USDA Food, including size, weight, quality, and packaging.

Food Package Monthly Distribution Rates

These resources will help you understand what foods are included in a monthly food package and how much can be distributed from each food group.

• CSFP Guide Rate – Foods and amounts for CSFP.
• FDPIR Guide Rate – Foods and amounts for FDPIR.

Online Ordering Systems

You can order USDA Foods through the following online ordering system(s):

• Web-Based Supply Chain Management (WBSCM) – Online system for ordering foods listed on the USDA Foods Available Lists for CSFP and FDPIR.
  • WBSCM Login – Sign in with your WBSCM account.
  • WBSCM Information – Learn how WBSCM works and how to get an account.
  • WBSCM Help Desk – Call (877-WBSCM-4U or 877-927-2648) or email WBSCM.servicedesk@CACI.com. Support hours are Monday – Friday, 8 a.m. – 6 p.m. EST (excluding holidays). Find training in WBSCM under Help > Training.
• Fresh Fruit and Vegetable Order Receipt System (FFAVORS) – Online system for ordering fresh produce through the USDA DoD Fresh Fruit and Vegetable Program for FDPIR.
  • FFAVORS Login – Sign in with your FFAVORS account.
  • FFAVORS Information – Learn how FFAVORS works and how to get an account.
  • FFAVORS Help Desk – Email SM.FN.ffavors@usda.gov.

Shipment and Receipt of USDA Foods

Receiving USDA Foods

We are committed to delivering high-quality USDA Foods for program operators. The following resources will help you receive USDA Foods shipments and handle issues that may occur like damaged or spoiled foods.

• Instruction 709-5: Shipment and Receipt of USDA Foods – Step-by-step instructions for receiving and inspecting shipments, documenting product condition, accepting or refusing deliveries, and handling damaged or spoiled items.
• FDPIR Ordering and Receipt of USDA Foods - FNS Handbook 501 – Chapter VI provides guidance on receiving USDA Foods for FDPIR, checking for damage or spoilage, and reporting problems.

USDA Foods Complaints

These resources will help you report problems with USDA Foods deliveries and understand the complaints and resolution process.

• Receipt of USDA Foods and the Complaints Process in FDPIR and CSFP – Guidance on reporting complaints related to USDA Food deliveries.
• How to File a USDA Foods Complaint in WBSCM – Instructions for submitting, tracking, and resolving USDA Foods complaints in WBSCM.
• Reimbursement for Out-of-Condition USDA Foods – Steps for requesting reimbursement for extra costs when USDA Foods arrive damaged or spoiled.

USDA Foods Storage and Inventory Control

Storing and Managing USDA Foods

The following resources will help you store USDA Foods properly.

• Regulatory Requirements for Storage and Management of USDA Foods at 7 CFR 250.12 and 250.14 – Federal regulations on storing and managing USDA Foods.
• FDPIR Warehousing and Inventory Control - FNS Handbook 501 – Chapter VII provides guidance on storing USDA Foods for FDPIR.
• FD-107 Donated Food Storage, Distribution, and Product Dating – Guidance on product dating and how it relates to storing and distributing USDA Foods.

USDA Foods Inventory Management

Resources to help you manage USDA Foods inventory, including limits on how much food you can store and requirements for annual inventory checks.

• Inventory Limitations at 7 CFR 250.12(c)(2) – Federal regulation that limits USDA Foods inventory to a maximum of three months on-hand for CSFP and FDPIR.
• FD-052 Annual Physical Inventory - Reconciliation and Offsetting – Guidance on conducting a required yearly physical count of USDA Foods and correcting any shortages or overages.
• FD-058 Annual Physical Inventory - Reconciliation of Book Inventory to Physical Inventory – Guidance on how to compare physical counts of USDA Foods with inventory records and address differences.
• FDPIR Warehousing and Inventory Control - FNS Handbook 501 – Chapter VII provides guidance on keeping accurate inventory records for FDPIR.

Food Safety and Recalls

Food Safety

Resources to help you prevent foodborne illness and keep USDA Foods safe during storage, handling, and emergencies.

• Food Safety Resources – Tools and training on produce and allergen safety, emergency response, and preventing foodborne illness.
• Produce Safety Resources – Guidance and training materials for handling fresh fruits and vegetables safely.
  • Storing Fresh Produce – Tips for storing fresh fruits and vegetables safely while maintaining quality.
  • Receiving and Storage of Fresh Produce (.pptx) – PowerPoint presentation with best practices for receiving and storing fresh produce to maintain quality, extend shelf life, and prevent spoilage.
• Food Safety Emergency Response Pocket Guide Disaster Edition – Guidance for preparing and responding to emergencies or disasters like power outages, floods, and fires that can affect food safety.

Food Defense and Recalls

• USDA Food Safety and Inspection Service Guide to Food Defense in Warehouse and Distribution Centers (.pdf) – Guidance on protecting food from intentional contamination in storage and distribution facilities.
• Food Recall Resources – Tools and guidance to help you manage USDA Foods recalls, including hold-and-recall procedures, checklists, videos, and alerts about current recalls.

USDA Foods Reporting

Losses and Claims

Resources to help you report and resolve losses of USDA Foods.

• FNS Instruction 410-1, Claims for Losses of Donated Foods and Related Administrative Losses – Guidance on claims for USDA Foods losses and recovering related administrative costs.
• FDPIR Loss of USDA Foods - FNS Handbook 501 – Chapter IX provides instructions for reporting USDA Food losses, determining causes, recovering costs, and preventing future issues for FDPIR.

Participation Reporting

Required reports on program participation and food distribution for CSFP and FDPIR.

• FNS-153: Monthly Report of the CSFP and Quarterly Administrative Financial Status Report – Report required to be completed for CSFP on program participation, USDA Foods received and distributed, and administrative funds balances.
• FNS-152: Monthly Distribution of Donated Foods to Family Units – Report required to be completed for FDPIR on program participation and USDA Foods received and distributed.

Additional Resources

CSFP Resources

• CSFP Policy and Guidance – Comprehensive list of CSFP policies and guidance documents.
• CSFP State/Local Agency webpage – Resources for state and local agencies on how to get started with CSFP.

FDPIR Resources

• FDPIR Policy and Guidance – Comprehensive list of FDPIR policies and guidance documents.
• FDPIR 501 Handbook – Guidance for ITOs and state agencies on FDPIR administration, including financial management, household certification, food ordering, and inventory control.
• FDPIR Tribal Organization webpage - resources for tribal organizations on how to get started with FDPIR.

Questions

Questions about any of the resources above? Email USDAFoods@usda.gov.