TEFAP record readiness checklist

How to use it

• Before a monitoring visit: walk the list with whoever keeps your records, and time how long each item really takes to pull together.
• “Slow” counts as a gap. Records that exist but take an evening to reconstruct are the ones that end up estimated rather than counted.
• Your State and food bank set the details. The federal items are marked with their 7 CFR 251 section; everything else is commonly required but varies, so check your partner agreement.

Where the federal list comes from

The household record, the retention period and the agency receipt are in 7 CFR 251.10; the ban on using ID or proof of address to decide eligibility is 7 CFR 251.5(b)(3). We explain them in plain English in what records a pantry must keep for USDA Foods and can a food pantry require ID.

When reconstructing records is the problem

PantryPOS records the household, the eligibility basis and each visit at check-in on a tablet or phone, logs inventory in and out and fridge temperatures, and produces the monthly numbers your food bank asks for as a file instead of an evening of counting. $39 a month for the first site, free 30-day trial, no card. Start a free trial

Running a TEFAP pantry and want help getting set up? Write to dale.weaver@0xpi.com; we will import your client list for you and help set up your first distribution day.

This checklist is general information, not legal advice. TEFAP eligibility standards are set by your State agency, and your food bank’s partner agreement may add requirements of its own.