New Hire Training 2014 August 5th, 2014

TOPICS TO DISCUSS: WHAT IS THE USDA DONATED FOOD PROGRAM WHAT ARE THE DIFFERENT WAYS SCHOOLS CAN GET DISCOUNTED/FREE FOOD?? HOW DOES THIS FOOD COME TO YOU, THE SCHOOL??

What is the USDA DONATED FOOD DISTRIBUTION PROGRAM?? The Donated Food Program is a program that allows the USDA to assist LEA’s in meeting the nutritional needs for school children throughout the nation. To aid American farmers, the USDA buys domestic food and distributes that food through various eligible food outlets.

ENTITLEMENT Schools are eligible for specific dollar levels of commodity assistance based on a formula which multiplies the total number of lunches served during the year (July 1 st through June 30th) by a mandatory rate of assistance.

The Entitlement Formula: DESE- Food & Nutrition Services (FNS) takes a LEA’s total lunches served for a given year (EX. 100,000 lunches served in SY ) Multiply that to the mandatory rate of assistance ($.2325) ANSWER: 100,000 X $.2325 = $23,250.00

2 WAYS TO GET DISCOUNTED FOOD PRODUCTS THROUGH THE USDA DONATED FOOD DISTRIBUTION PROGRAM: USDA Foods Packet (via Fee-For-Service or Net- Off-Invoice) or Monthly Open Order Form

USDA Foods Packet vs. Monthly Open Order USDA Foods Packet: Monthly Open Order: Completed annually (usually available late January and due late February/March). Has both processed USDA Foods and some raw (brown box) USDA Foods on it. For the processed USDA Foods, schools will still need to pay for the processing fee. LEA’s Entitlement only cover the raw USDA Food it takes to make the finished processed product. Is to be ed back to DESE – Food Nutrition Services. Filled out and turned in each month. (July-March) Fill out one month prior to receiving the actual product. Has more staple foods on it. (canned veggies, frozen fruits, WG pastas, WG flour, etc). Is 100% completely “free” to all MO public schools. Non-public schools have to pay a delivery fee (the product is free). Is to ed back to DESE – Food Nutrition Services.

How To Find Our USDA Foods Website: First you must go to our DESE Food & Nutrition Services Website: ncial-admin-services/food- nutrition-services Click on the USDA Foods tab on the right hand side of the page.

HOW TO FIND TO TWO ORDER FORMS: Once you get to our USDA Foods website, you will then see the two order forms.

How To Find The USDA Foods Packet

USDA FOODS PACKET

Fee-For-Service vs. Net-Off-Invoice Fee-For-Service (FFS)Net-Off-Invoice (NOI) (FFS) - processed end products delivered via the State of Missouri’s contracted warehouse, Lanter Distributing. a. DESE – FNS arranges for the raw USDA Food to be diverted to the processor, the processor produces the end product selected by the LEA, delivers the finished end product to the state warehouse, and the end product is delivered to the LEA on the monthly commodity delivery. LEA is only invoiced the Fee-For-Service (which is a reduced price because the processor does not invoice for the Value of the USDA Food included in the end product). LEA is invoiced and submits payment directly to the processor. (NOI) – commercially purchased processed end products discounted for the Value of the USDA Food. a. DESE – FNS arranges for the raw USDA Food to be diverted to the processor. LEA arranges for the purchase of approved processed end product via their commercial distributor. Commercial distributor bids processed end product full price, and sells the product to the LEA at full price. LEA receives a discount off the commercial invoice for the Value of the USDA Food until all lbs with the processor are depleted.

OPEN ORDER FORM

Open Order Form Notes: For SY 14-15, the first Open Order Form will be available to DESE-FNS’s website July 1 st – July 15 th ) All Open Orders must be submitted by the 15 th of each month. Please your Open Order Form, DO NOT SCAN. What you request on the Open Order Form will be what you will receive the following month EX. What you order on the July Open Order Form is what you will be receiving in August. **What LEA’s request on the Open Order Form IS NOT always exactly what they will receive.**

Open Order Form Adjustments: All items on the Open Order Form are EXPECTED to be in the warehouse and available for delivery; however if circumstances arise that delay the arrival of the USDA Food, ALL orders for the delayed commodity will either be DELAYED until the next month’s distribution or DELETED. The change in delivery will be communicated in the bottom left footer of the monthly “Open Order Adjustments”, which is typically posted by the end of month when orders are submitted for the next month’s deliveries.

Open Order Form Adjustments:

This is a list of all the USDA Foods that can be used in our program. MO cannot use the “Fresh” items only because of the way we distribute the donated foods to our MO LEA’s. MO only requires Lanter Distributing to deliver to each LEA once/month. Fresh Product would not keep well with our situation.

DELIVERY OF DONATED FOODS Lanter Distributing is our MO contracted distribution/ warehousing facility. Lanter Distributing makes one monthly delivery/LEA. Lanter Distributing will notify 4 days in advance to inform LEA’s when they will be delivering and what they are bringing.

DELIVERY REQUIREMENTS: Once a month delivery of USDA Donated Foods (DF) to LEAs of Missouri for begins the first full week of August and will continue through April (9 deliveries per school year). LEAs must accommodate for the delivery of DF any time between 7 a.m. and 3 p.m. Monday through Friday except on: a. Labor Day (Sept. 1 st ) b. Thanksgiving Day, the day before and after Thanksgiving Day (Nov ) c. Christmas Break d. Martin Luther King Jr. Day (Jan. 19 th ) e. Presidents’ Day (Feb. 16 th ) f. Good Friday (Apr. 3 rd ) g. Monday after Easter (Apr. 6 th ) Deliveries are only required to be “tailgate”, meaning that the truck driver only has to bring the delivered products to the tailgate of the trailer. From there, it is the LEA’s responsibility to get the delivered products into the LEA. BE SURE TO MARK ANY DISCREPIANCIES ON THE DELIVERY RECIEPT!!!! BE SURE TO MARK ANY DISCREPIANCIES ON THE DELIVERY RECIEPT!!!!

August – some LEAs available early, some not September – Labor Day, 4 weeks of normal delivery October – Longest month, plan ahead for Nov November – Thanksgiving = tough to catch LEAs all week, 3 weeks December – Christmas = tough to catch LEAs all week, 3 weeks January – New Year, 4 weeks minus holidays and snow February – 4 weeks minus holidays and snow March – Spring Break April – Easter, last delivery, end of school MO Delivery Timeline/Constraints

IMPORTANT INFORMATION: MO-DESE-FNS (USDA Foods) web address: ** This is where you will find the monthly open orders, the annual USDA Foods Packet, as well as other useful tools that will help you.** Within this website you will find the “Commodity Shelf” Newsletters. We try to put these newsletters out every 3-4 months. These are how we get important information out to our MO LEA’s.

HOW TO FIND THE “COMMODITY SHELF” NEWSLETTERS

HOW TO FIND THE “COMMODITY SHELF” NEWSLETTERS Continued…

IMPROTANT CONTACT INFORMATION: Karen Wooton – Coordinator of School Food Services: Matthew Essner – Director of the Donated Food Program: Andy Dudenhoeffer – Food Distribution Specialist: DeeDee Kilson – Administrative Assistant: Amy Halderman – Administrative Assistant: Open Order Forms and Annual USDA Food Packets should be submitted to: LANTER Distributing:

ANY QUESTIONS???