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Claim for Losses of USDA Foods in the CSFP


Nutrition Services Division Management Bulletin

Purpose: Policy

To: Commodity Supplemental Food Program Local Agencies

Number: NSD-CSFP-02-2013

Attention: Commodity Supplemental Food Program Administrator

Date: July 2013

Subject: Claim for Losses of U.S. Department of Agriculture Foods in the Commodity Supplemental Food Program

Reference: Food and Nutrition Service Instruction 410-1 Rev 2, Section VI and Title 7, Code of Federal Regulations, Section 247.29(b)(2)

This Management Bulletin (MB) clarifies the procedures for accurately reporting losses of U.S. Department of Agriculture (USDA) Foods in the Commodity Supplemental Food Program (CSFP) using the Food and Nutrition Service 153 Monthly Inventory Report (FNS 153), and the CSFP Foods Loss Report form (CSFP 002).

In accordance with the Food and Nutrition Service Instruction 410-1, Rev 2, USDA Foods losses are donated foods that are no longer fit for human consumption as a result of spoilage, contamination, infestation, or damage, and therefore cannot be utilized in a monthly food package.

This MB also establishes the procedures that the California Department of Education (CDE) will use to determine if the Local Agency (LA) will be financially responsible for the USDA Foods loss.

Types of USDA Foods Losses

As determined by the CDE, a USDA Foods loss can be categorized as either:

Reporting USDA Foods Losses

The FNS 153 is a report used to track inventory of USDA donated foods on a monthly basis. According to Title 7, Code of Federal Regulations, Section 247.29(b)(2), LAs must report all USDA Foods losses on the FNS 153 monthly inventory report.

Form CSFP 002 is used to gather pertinent information regarding the cause of a USDA Foods loss. The CDE requires LAs to submit this report for all individual immediate losses with a total value of over $500, or as needed to determine financial responsibility of a USDA Foods loss. Form CSFP 002 can be found on the CDE CSFP Web page at http://www.cde.ca.gov/ls/nu/fd/csfp.asp.

As determined by the CDE, a USDA Foods loss is to be reported as follows:

All USDA Foods losses listed in column “M” on the FNS 153 must include a reason as to why the loss occurred.

In column “S” of the FNS 153, please enter the appropriate Loss Code below to explain the reason for the loss.

LOSS CODE

EXPLANATION

1

Loss caused by warehouse damage

1(a)

Loss during package assembly

1(b)

Loss caused by equipment (i.e. fork-lift or pallet jack)

2

Loss caused by food spoilage

3

Loss caused by food expiration

4

Loss due to known theft

5

Unaccounted inventory (to be explained in detail on FNS 153 report attachment)

6

Other Loss (to be explained in detail on FNS 153 report attachment)

Financial Responsibility for USDA Foods Losses

In the event that individual or cumulative USDA Foods losses are reported, the CDE will use the following procedures to determine if the LA will be held financially responsible. The CDE will:

If the LA’s neglect, carelessness, and/or willful mishandling cause damage to or loss of USDA Foods, or if USDA Foods are used or distributed improperly, the LA may be held liable for the loss.

If the CDE determines that the LA is liable for the loss, the CDE will seek reimbursement for the loss in one of the following three ways:

Preventing Losses of USDA Foods

The CDE recommends LAs take the following steps to prevent loss of USDA Foods:

The CSFP USDA Foods Loss Report Form (CSFP 002) is available on the CDE CSFP Web page at http://www.cde.ca.gov/ls/nu/fd/csfp.asp.

If you have any questions regarding this MB, please contact Irene Boubalos, CSFP Coordinator, by phone at 916‑323-7181 or by e-mail at iboubalos@cde.ca.gov.

Questions:   Nutrition Services Division | 800-952-5609
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