 |
|||||||
 |
 |
 |
 |
 |
 |
 |
 |
STATE DEPARTMENT OF SOCIAL State
Commissioner's L - 981
AND REHABILITATION SERVICES February
20, 1997
Income Maintenance and Employment
Preparation Services
300 SW Oakley, Smith-Wilson Building
Topeka, KS 66606-2807
TO: Area Directors/All Participating Projects and Facilities
RE: Printing of Kansas Aging Projects Commodity Manual
PURPOSE OF LETTER AND BACKGROUND
The Nutrition Program for the Elderly (NPE) has a special food distribution program through which project's facilities receive commodity foods from the United States Department of Agriculture (USDA). NPE is jointly administered by the Department of Social and Rehabilitation Services and the Kansas Department on Aging (KDOA). KDOA is responsible for program and eligibility issues, while SRS orders the food and oversees the food distribution. Currently, over 50 public and private non-profit facilities throughout Kansas are participating in the NPE Commodity Program.
NPE policy and procedural instructions are based upon federal and state regulations. The Kansas Aging Projects Commodity Manual (KAPCM) incorporates federal and state regulations to provide requirements and procedures that must be followed in the implementation of the NPE commodities program, as well as, providing basic product and program information, food distribution policy/procedure clarification, and guidance on food distribution issues to all projects and their facilities involved in the program. Since the NPE/AAA commodity program was initiated in 1988, the Kansas Institutional Commodity Manual has been used as the NPE commodity program manual. Various federal and state regulation changes have resulted in numerous written and verbal program instructions being issued from the SRS IM/EPS Food Distribution Unit. KAPCM is being issued to reflect current policies/procedures specific to the NPE commodity program.
KAPCM is comprised of nine (9) sections which may be summarized as follows:
Section 1000 - General Information
This section contains general information including the historical background, scope and purpose of the NPE commodity program. Commodity availability is discussed and division of responsibilities for USDA, SRS, KDOA, and participating facilities and projects is outlined.
Section 2000 - Facility Eligibility
Section 2000 explains that each of the eleven Area Agency Aging (AAA) in Kansas determines the Project(s) that feed elderly for a part of their area. Projects which choose to receive commodities must have eligibility for commodity receipt determined by SRS for each of their participating facilities.
Section 3000 - Civil Rights
Section 3000 indicates that KDOA should be contacted for civil rights complaints and questions.
Section 4000 - Food Orders and Delivery
Section 4000 clarifies the food order and delivery process. Facilities have many questions concerning this area of NPE operations. The section outlines the process in detail from the initial food order through the delivery of the commodities. This section also outlines SRS, commercial vendor and participating facilities and projects responsibilities in the process.
Section 5000 - Storage, Handling, and Unusable Commodities
Important information concerning proper care, handling, and storage of commodities is given in this section. Storage life tables and product care information is included. Also included are instructions for the reporting and disposition of unusable USDA commodities.
Section 6000 - Record Keeping/Reporting
Section 6000 clarifies the minimum records each project must maintain, including inventory and participation records. Reporting and record retention issues are also covered in this section.
Section 7000 - Billing and Payments
Section 7000 has been developed to clarify the commodity billing and payment system. Information includes billing procedures, payment procedures including whom to pay, method and terms of payment.
Section 8000 - Claims
This section addresses the procedures to be followed in the event claim action is necessary. Claim determination and claim repayment procedures are clarified. USDA regulations require that states determine claims for losses in all commodity programs. The NPE Commodity application/agreement form includes a product responsibility clause. The application/agreement (Exhibit A) and this manual section clarify the liability and claim process.
Section 9000 - Exhibits
The Exhibits Section includes forms currently in use. A brief summary of this section is as follows:
Exhibit A NPE Commodity Application/Agreement - provides SRS with the necessary information to determine if an NPE facility may be eligible for commodities and outlines the terms and conditions in order to receive commodities.
Exhibit B Delivery Receipt - is signed by a facility representative when commodities are received by the facility.
Exhibit C NPE Commodity Order - is a sample of the type of order form completed by facilities to request food items.
Exhibit D Statement Form - is a sample of the billing statements a project will receive after their facilities obtain commodities.
Exhibit E Monthly Inventory of USDA Commodities in Storage - is a sample of the type of inventory records a facility needs to keep.
Exhibit F Food Service Company Contract Addendum - is signed by a project representative and a food service company representative when a food service company is used by the project to prepare food that includes USDA commodities.
REQUIRED ACTIONS
In order to implement the Kansas Aging Projects Commodity Manual, it will be necessary for the SRS Food Distribution Unit to do the following:
-
Provide each currently participating project and each of their participating facilities with a copy of the Kansas Aging Projects Commodity Manual.
-
Provide necessary follow-up training to participating facilities, and/or technical assistance regarding compliance with manual regulations.
-
Accept and consider input and take appropriate actions to provide policy and procedure clarifications and/or manual revisions as needed.
EFFECTIVE DATE
The Kansas Aging Projects Commodity Manual and any policy and procedural changes resulting from its implementation, becomes effective with the date of this letter.
MATERIAL MADE OBSOLETE BY THIS LETTER
This manual supersedes the current Kansas Institutional Commodity Manual (KICM) for the NPE Commodity Program and all prior written or verbal policies and procedures that conflict with or differ from policies and procedures as stated in the new Kansas Aging Projects Commodity Manual. KICM remains in effect for the Charitable Institution Commodity Program.
If you have any questions, please contact Ron Hamilton, Food Distribution Manager,
Sincerely,
Connie Hubbell
Commissioner of Income Maintenance
and Employment Preparation Services
This page last updated: June 18, 2004