Requirements Imposed on OFB and Recipient Agencies
(1)Each distribution site must collect and maintain records for each household receiving the Emergency Food Assistance Program (TEFAP) USDA foods for home consumption. TEFAP records should contain:
(a)The name of the household member receiving USDA foods,
(b)The address of the household (to the extent practicable, homeless persons, or people who have just arrived in the area, may not be able to provide an address),
(c)The number of persons in the household, and
(d)The basis for determining that the household is eligible to receive USDA foods for home consumption.
(A)No distribution site will collect social security numbers for households applying for TEFAP.
(B)No supporting documentation is required for an income eligibility determination for TEFAP.
(2)All records must be retained for a period of three (3) years from the close of the federal fiscal year to which they pertain, or longer if related to an audit or investigation in progress. Records must be reasonably accessible at all time for use during management evaluation reviews, audits or investigations. OFB and their recipient agencies shall maintain records as required by federal and state rules in accordance with federal regulations 7 CFR 251.10.
(3)OFB and their recipient agencies shall be responsible for the loss of USDA foods:
(a)Loss of USDA foods from improper distribution or use or failure to provide proper storage, care, or handling.
(b)Recipient agencies will need to immediately submit a claim to OFB and the department if the loss of the USDA foods value exceeds federal regulations.
(4)Under no circumstances shall program recipients be required to make any payments in money, materials or services in connection with participation in this program.
Rule 461-191-0015 — Requirements Imposed on OFB and Recipient Agencies,