Nuts and Bolts Training 8/4/2016 Marion Browning. USDA FOODS in Massachusetts

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2 Nuts and Bolts Training 8/4/2016 Marion Browning USDA FOODS in Massachusetts

3 Non-Discrimination Statement In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C ; (2) fax: (202) ; or (3) program.intake@usda.gov. 3 This institution is an equal opportunity provider.

4 Overview Entitlement What is it? How much do I have? Other costs Assessment Fees Delivery Costs What decisions have already been made? How do I order my food during the year? How does my food get to me & my role in the process? Recalls Resources 4

5 ESE Food Distribution Staff Belinda Wilson - Diversion bwilson@doe.mass.edu Ahmed Bilimoria Brown Box abilimoria@doe.mass.edu Rick Finnigan DoD Fresh rfinnigan@doe.mass.edu Marion Browning mbrowning@doe.mass.edu Mike Murphy mjmurphy@doe.mass.edu (Variety) Donna Taylor dtaylor@doe.mass.edu (TEFAP) Rob Leshin rleshin@doe.mass.edu

6 January January March April & Adjustments during year Quarterly April - January Quarterly July - April August - March August - June August - June August - June

7 Entitlement Formula Reimbursable lunches served x USDA Foods Assistance Rate = Entitlement Value of Foods USDA Food Assistance Rate SY is.xxxx Established each July. State uses Jan 2015 to Dec 2015 Reimbursable lunches for SY Actual Entitlement State Entitlement & District s Asset 7

8 Entitlement: Where to spend it? USDA Foods Options SY SY SY SY Estimate Brown Box Program or Monthly Offer Sheet $18,940,632 79% $18,239,350 69% $ 19,995,083 72% $16,865,760 DOD Fresh Program $993,683 4% $2,500,000 10% $ 4,500,000 16% $4,500,000 Diversion Program or Processing $4,054,593 17% $5,248,095 21% $ 3,267,686 12% $3,100,922 8 Total $23,988, % $25,309, % $ 27,762, % $27,000,000 90%

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10 Diversion SY Product Demand Pounds Pounds Bought Dollars Spent Balances Used Beef 456, ,000 $489, ,887 Cheese 1,179, ,564 $1,621, ,854 Chicken 1,564, ,000 $600, ,581 Eggs 113, ,000 $57,192 23,342 Fish 72,436 39,600 $51,959 27,820 Oil 38, ,405 Peanut Butter 107, ,000 $45,512 5,706 Pork 126, ,592 $94,497 14, Turkey 205, ,000 $139, ,664

11 Bottom line key message: 1.What is on your SY menu? Always begin with your menu in mind! 2. Do products help participation? If not, do not spend your entitlement on the product! 11

12 USDA Foods: Buys American! 12

13 USDA Foods State of Origin Information: 13

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17 Institute of Child Nutrition Produce Safety Videos: Receiving: What went Wrong 17

18 Institute of Child Nutrition: Conducting a Mock Recall of Produce: Food Safety Staff 18

19 Recalls for USDA FOODS Sign up though the: Commodity Alert System 19

20 Recalls for Commercial Purchases Sign up to get recall information: Contact product manufacturer or distributor Check the FoodSafety.gov website Food Safety Staff 20

21 USDA: Resources Fact Sheets, Tool Kit American Commodities Distribution Association (ACDA): SNA: 21

22 Resources Child Nutrition Outreach Program (CNOP): John Stalker Institute (JSI): Recipes: Massachusetts Menu Planning Project: USDA: 22

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24 Resources USDA Foods Complaint Form! Yes, we do want them! Yes, we do need them! Form is posted in the Document & Reference Library 24

25 Security Portal Live How Much Money do I have? Sponsor Entitlement Summary What was already decided for SY 16-17? Diversion Survey ( Survey 1 Closed) 2016 Compliance Packet (Brown Box Order Form) Am I signed up for DOD? NO - NO ONE is for SY Mid-August to those eligible Where are Assessment Fee Invoices? View Invoices 25

26 Security Portal Live How Do I order food each month? Monthly Offer Sheet Posted 4 th Friday of preceding month Orders due 3 rd Friday of each month SPL Tickets Processed products you have ordered from the company Tracking tickets Process Products Receipt and Supp Orders Order Status Document & Reference Library Processor Packets State Contract Rates Sales Order Reports And much more! 26

27 Brown Box How is the product on my monthly offer sheet currently determined???? 1. Is the product in the warehouse? 2. How much product is there? 2. What is the size of my District compared to other Districts assigned the same warehouse? 3. How was the Brown Box Survey completed in March 2016? 27

28 Diversion What is Diversion? A program option for spending your entitlement Raw product is sent by USDA to a Processor to be made into alternative end products: Course ground beef made into meatballs. Boneless beef made into beef stew. Large Bird Chicken made into whole muscle tenders. Chicken legs made into stir fry. End products: District needs to be bid! There is no state bid for end products. Are based on your orders submitted to the Processor. SY only certain products are approved for each company: Posted in Security Portal in the Doc & Ref Library 28

29 Diversion ESE Carry Over Policy Regulation: no more than 6 months inventory on hand at Processors. Problem for Processor increases bond/letter of credit, ties up funds for expansion of products & facilities. Problem for State USDA citing, can take pounds & give to another state. State lost Entitlement! Problem for District A financial asset not being used. Entitlement is lost! Use by 12/31 of next school year Use means order, received, & rebated Use it or Lose it!

30 Diversion Value Pass Through (VPT) or Entitlement Value in case of product: State approves method for each Processor: Fee for Service (FFS) District is invoiced only the processing fee. Entitlement is drawn down at time of invoice to district. Invoice sent when product is shipped to state warehouse or distributor. Rebate or Refund District pays Total Product Cost and applies for rebate to receive the value of entitlement in the end product. Entitlement is drawn when rebate check is sent to district. Regulations call for application with in 30 days of receipt. Check is for the district s your food service revolving account has it?? Net Off Invoice (NOI) Pilot with only Cains, ConAgra, Schwans Only available when product comes from a distributor. Must tell company and pounds tracking company who your distributor is! District pays only the processing fee plus distributor mark up. Distributor credits your entitlement value on distributor s invoice. Entitlement is drawn when distributor informs processor of the sale. District is to participate in sales verification. 30

31 Diversion Product via Distributor: Add l Costs: Currently no state assessment fees per case Distributor Mark Up What %? What included? Mark up of Total Product Cost (Entitlement & Other) or Just Other Cost? Delivery Cost from Distributor to District: Included or not in Mark Up? What does the invoice from Distributor show? 31

32 Diversion SY Information Provided Manufacturer/Broker Information Sheet USDA Product Data Sheet: Has only the approved products for sale in MA Nutrition Facts and Ingredient Labels Sample Order Form This information is available to Directors on the ESE s Security Portal

33 Delivery to Districts New Contracts effective Storage rates are up Delivery rates are up Rates hold for 3 years Review: # Drop sites and quantity per drop paying multiple minimums? State Contract vs Non-State Contract Procurement Oversight & management of contract Problem resolution 33

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35 Delivery to Districts Understand tickets available and quantity Can all fit in your freezer??? Communication with Carrier What tickets can be taken? Breakdown of drops Format used? Receiving Does each drop site have the same spreadsheet carrier provided? Review of quantity, product name, condition Note discrepancies on the delivery paperwork! Be specific! Missing 5 cases Of what???????? It is the legal document! Communicate to all especially ESE!! 35

36 Delivery to Districts We need your help you are the eyes and the signers! Our records show product left the warehouse Yet What is your receiving process?? You sign & it is not there Legal Document!! Now your problem Where did it go???? Lost money Entitlement draw ESE Assessment Fees Delivery costs Accept Product not part of your tickets Loss to another district!!!! Happening with Commodities, then what about commercial??? 36

37 Delivery to Districts Who do you contact when problems??? Carrier only? just deducting from delivery bill is not full answer ESE? YES!!!! Always!!! Contract Management Trends????? Assessment Fees, Entitlement Information needed: Ticket number Product missing Code & Description & Quantity Delivery Date Delivery paperwork and s Send to Ahmed Bilimoria Copy ESE on s to Carrier & Processing Company Processing the company? Deducting from your bill is not full answer Eventually company contacts us for help with payments 37

38 Fresh Produce only DoD Fresh American Grown only review delivery! Department of Defense (DoD) Contract, not USDA or ESE. Separate Ordering System with $ Tracking (FFAVORS) Can receive weekly deliveries A.T. Siravo in RI is the produce vendor Bill is sent to USDA, until your Entitlement committed to DoD is all used. Continue ordering produce but not in FFAVORS. 38

39 DoD Fresh Receipting in FFAVORS is important! Best within 24 hours Vendor replace or credit? Be sure to modify receipt so you get credit Available to you for 8 days after order Vendor does not get paid if you don t receipt!! Why use entitlement for something you do not get? AT Siravo can get credit back from their supplier! 39

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41 Thank you! 41