TEFAP Rules for Food Pantries in Pennsylvania
In Pennsylvania, TEFAP (The Emergency Food Assistance Program) is run by PA Dept of Agriculture, Bureau of Food Assistance. This page sets out what a food pantry or other distribution site has to do: who qualifies, what each household declares, what you record at each visit, how long you keep it, how complaints are handled and what you report. Where Pennsylvania's own documents disagree, that is said plainly rather than smoothed over.
Pennsylvania's TEFAP agency and official documents
- PA Dept of Agriculture, Bureau of Food Assistance — the State agency's own TEFAP page (checked 2026-10-10).
- PDA: 2026-2027 TEFAP Declaration of Need form (English) (checked 2026-10-10)
Who qualifies: the income limit
Household income at or below 185% of the federal poverty guidelines (official table: 2026-2027 Declaration of Need form (7/1/2026-6/30/2027)).
| Household size | Per year | Per month |
|---|---|---|
| 1 | $29,526 | $2,461 |
| 2 | $40,034 | $3,336 |
| 3 | $50,542 | $4,212 |
| 4 | $61,050 | $5,088 |
| 5 | $71,558 | $5,963 |
| 6 | $82,066 | $6,839 |
| 7 | $92,574 | $7,715 |
| 8 | $103,082 | $8,590 |
| Each additional person | +$10,508 |
The eligibility declaration
Form: TEFAP Self Declaration of Need (may not be altered). How often: once a year, from 1 July. Clients self-declare; proof of income is not required.
What to record at each visit
- name
Client signature at every pickup: Not published by the State (or not found in its public documents). Electronic signatures: Yes.
Proxies
Pennsylvania TEFAP Proxy Form (client + proxy signatures, Proxy ID Verified box, pantry rep). When: disability, health, transport or work. The proxy must show ID.
What you must not collect
- ID cannot be required to receive TEFAP food.
- A street address should not be collected for TEFAP (ZIP, county or city is enough).
How long to keep records
4 years — signature logs 3 years + current FY; all records 3 years after close of FY.
Civil rights
Complaints: no local forwarding deadline is published — forward promptly. Anyone may complain, in writing or verbally, without giving a name. Training: annual.
Posted or handed out:
- And Justice for All
- Written Notice of Beneficiary Rights + list of alternative sites
Reporting
monthly to County Lead Agency / food bank, due by the 5th on Central PA Food Bank: Primarius Web Window.
- households
- youth 0-17
- adults 18-59
- seniors 60+
- individuals
- new in each band
Age bands: 0–17 / 18–59 / 60+.
"New" household: first visit this fiscal year (July-June); everyone new in July (Central PA Food Bank).
Storage temperatures
Refrigerated 35–45°F, frozen -10–0°F, dry 50–70°F. Temperature log: frequently (no exact frequency).
Also
- How often households must be able to come: monthly
- County and zip only; homeless write NONE; cover earlier names on sign-in sheets; package size 1-4=1, 5-8=2, 9-12=3; USDA Foods inventoried separately.
Where the sources disagree
- Signature: Outlet Manual says once a year; Plan of Operation says sign a receipt or list each time.
Ask your food bank which one they monitor against.
Sources
- www.pa.gov/content/dam/copapwp-pagov/en/pda/documents/food/food_assistance/the-emergency-food-assistance-program/documents/tefap%20outlet%20manual.pdf
- www.centralpafoodbank.org/wp-content/uploads/2021/06/Stats-Guide-FY-22-PDF.pdf
TEFAP in nearby States
TEFAP in Maryland · TEFAP in New Jersey · TEFAP in New York · TEFAP in Ohio · all States