The KANSAS AGING PROJECTS COMMODITY MANUAL (KAPCM)

4000  FOOD ORDERS AND DELIVERY

In order to provide commodities to participating facilities through the Nutrition Program for the Elderly (NPE), certain order and shipment activities must be completed at the State and local level.

4100 ORDERING

Foods are ordered from USDA by SRS. These foods are ordinarily placed in a warehouse until they are shipped to participating facilities. Facilities must order the foods from SRS before they are able to receive them. The NPE order process is as follows:

4101  SRS - Foods are ordered from USDA by SRS. SRS shall attempt to order as great a variety of foods as possible and feasible. See Section 1100 for details regarding commodity availability. SRS ordering responsibilities are as follows:

4101.1  SRS shall order sufficient quantities of available foods from USDA to attempt to assure that facilities are provided with as much food as they can use within their allocation.

4101.2  SRS shall inform facilities of maximum order quantities. This information will be provided to facilities as foods are ordered from USDA by SRS.

4101.3  SRS always reserves the right to reduce quantities of food ordered by facilities in the event of product unavailability. However, the entitlement amount would be used for other available commodities.

4101.4  An opportunity to order commodities shall be offered to participating facilities on a monthly basis.

4101.5  SRS shall monitor returned order forms for completeness and appropriateness. This may involve reviewing prior order history, inventory levels or other data. Facilities will be contacted by SRS if potential problems are noted such as excess inventory levels or excessive/unusual order quantities of certain food items.

4101.6  Once SRS has received a completed food order from the participating facility, a confirmation copy of the order shall be mailed to the facility. This copy shall confirm:

1. SRS' receipt of the order,

2. SRS' ability to fill the order,

3. approval to receive the foods, and

4. delivery information.
   
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4102  Participating Facilities - Facilities will not be able to receive commodities through NPE without completing a food order form. Food order forms are mailed by SRS to facilities monthly, one month in advance of when the foods will be delivered. Some situations may require SRS to send a special order offer in addition to the normal monthly order. Also, special circumstances may require SRS to obtain orders over the telephone. This telephone order procedure will only be used if SRS determines a special need exists. Telephone orders will not be accepted under other circumstances. Order procedures are as follows:

4102.1   Facilities must complete an order form before they receive any commodities. (See Exhibit E.) Facilities are not required to order food at each opportunity. Failure to order all foods will have no affect upon the facility's eligibility to participate in the commodity program. However, failure to order any food for several months may result in an inquiry as to the need for continuation of commodity participation by the facility.

4102.2  Food can only be received so that quantities ordered are sufficient to fill the needs of the facility.

4102.3   Facilities must never order quantities of any food item(s) that they cannot provide adequate storage for and use without waste. No more than a one (1) months supply should be ordered, unless otherwise instructed.

4102.4  Foods ordered by the facility must either be picked up by the facility or will be delivered by SRS as indicated in the delivery information provided by SRS.

4102.5  Project's facilities which fail on two consecutive occasions to accept food which has been ordered will be terminated from the program and/or charged the actual cost of shipping and handling the products to and from the delivery point.

4102.6   Regulations mandate that inventory quantities of any item cannot exceed a six (6) month supply.

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4200  DELIVERY - USDA provides commodity products to Kansas in truckload quantities. SRS warehouses these products until facility orders are filled and the foods are delivered or picked up by participating facilities. Deliveries to facilities are arranged by SRS.

4201  Delivery Standards

SRS shall make commodities available to participating facilities. Certain delivery standards will be followed:

4201.1  Most facilities will receive direct delivery of their foods. Some facilities, however, because of the size of their order and/or geographic location may be required to drive to an SRS designated delivery point to pick up their foods.

4201.2  Some facilities may be asked to allow SRS to use their parking lot or loading dock as a delivery point for other facilities. This will not be done without the prior approval of the participating facility.

4201.3  No deliveries will be made on weekends and holidays. Truck lines and warehouses are not readily available except during traditional work days. Special weekend or holiday delivery might be arranged in an emergency situation. However, the actual cost for such special delivery shall be charged to the facility's supervising project unless foods are provided as part of a federal/state disaster relief effort.

4201.4  No late night or early morning deliveries will be made. Shipping and receiving activities are only possible during traditional business hours. Also, Truck lines are unable to deliver during late night or early morning hours due to load and travel times involved. Delivery times will, therefore, ordinarily be limited to the hours of 8:00 A.M. to 5:00 P.M.

4201.5 Delivery notification will be provided to participating facilities not less than one week in advance of the delivery date. Notification will be in writing or by telephone. Every effort will be made to notify facilities of any schedule changes or delivery delays.

4201.6  A delivery receipt will be provided to facilities when foods are delivered/picked up. Facilities must sign the receipt and retain one copy for their records. See Exhibit D for an example of the delivery receipt.

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4202  Participating Facility Delivery Responsibilities - Participating facilities assume responsibility for the care and accountability of commodities upon acceptance. Certain precautions must be taken by the facility when receiving food from SRS. These are as follows:

4202.1   Facilities should count each food item to assure that the correct amount is received. Any overage or shortage of products must be brought to the attention of the delivery driver and noted on the delivery receipt.

4202.2   Facilities should observe the condition of each carton/container in which food is delivered to assure that no damage is visible. If cartons are damaged but the food is usable, facilities may wish to accept the products. If cartons are damaged and facilities do not wish to accept the products, this must be brought to the attention of the delivery truck driver and noted on the delivery receipt. (See Section 5301.1.)

4202.3 Facilities must sign and date the delivery receipt. Once the receipt is signed, the facility assumes responsibility for the food. Incorrect information on the delivery receipt could result in incorrect billings to facilities and/or inventory and accountability problems.

4202.4  A copy of the signed delivery receipt must be retained by the facility after each food delivery. The original shall be returned with the delivery truck driver. The signed receipt will provide the basis for billing of the facility's supervising project.

4202.5 Facilities should never attempt to pay the delivery truck driver. See Section 7000 regarding billing and payment procedures.

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This page was last updated:  02/16/2001 01:33 PM