This page provides guidance for FDPIR and CSFP agency staff related to reimbursement of expenses associated with delivered out-of-condition USDA Foods. Costs associated with unloading, storing, inspecting, or disposing of out-of-condition USDA Foods delivered locally to FDPIR and CSFP agencies are reimbursable.
Examples of Related Expenses due to Out-of-Condition USDA Foods
- Additional staff time, such as overtime incurred by FDPIR or CSFP staff, to transport out-of-condition foods out of a warehouse and to another location.
- Additional equipment and supplies necessary to properly store or dispose of out-of-condition USDA Foods.
- Additional transportation costs, such as gasoline, to transport out-of-condition USDA Foods to another location.
- Other administrative-related expenses incurred as a result of unloading, storing, inspecting, or disposing of out-of-condition USDA Foods.
How to Request Reimbursement
FDPIR and CSFP agencies which received out-of-condition USDA Foods in their delivery from USDA or a USDA Foods vendor and which subsequently incurred additional costs to store or dispose of the product, such as additional staff time or transportation expenses with removing the product out of a warehouse, may follow an existing process included in FNS Instruction 709-5, Rev 4, “Shipment and Receipt of USDA Foods”, Section XIII. D.
Section XIII. D of FNS Instruction 709-5, Rev 4., covers the Disposition and Replacement of Out-Of-Condition USDA Foods and includes the process to request reimbursement for such expenses. Specifically, FDPIR and CSFP agencies may request reimbursement by submitting form FSA-21, “Public Voucher – Commodity Programs” to your FNS regional office.
If you need assistance completing Form FSA-21 you may contact your FNS regional office.