TEFAP Monthly Inventory and Loss Report

Reports beginning inventory, receipts, distribution, ending inventory, and any commodity losses to the state distributing agency. Used by pantry coordinators monthly per 7 CFR 251.

Reporting Agency and Period

• Reporting Month
  Select the calendar month this report covers.
• Reporting Year
• Eligible Recipient Agency (ERA) Name
• State-Assigned Agency ID / Agreement Number
  As assigned by your state distributing agency under 7 CFR 251.2.
• Agency Street Address
• County / Service Area
• Pantry Coordinator Name
• Coordinator Title / Role
• Coordinator Phone Number
• Coordinator Email Address
  Used for state agency follow-up and report confirmation.

Commodity Inventory Transactions

• Commodity Inventory Ledger
  Enter one row per USDA commodity. All quantity fields are in pounds (lbs). Beginning Inventory = prior month's ending inventory. Ending Inventory = Beginning + Receipts − Distributed − Losses.
• Total Beginning Inventory — All Commodities (lbs)
  Sum of all commodity beginning inventory values from the table above.
• Total Receipts This Month — All Commodities (lbs)
• Total Distributed to Households — All Commodities (lbs)
• Total Losses / Adjustments — All Commodities (lbs)
• Total Ending Inventory — All Commodities (lbs)
  Must equal: Beginning Inventory + Receipts − Distributed − Losses. Discrepancies require explanation in the Notes section.
• USDA Delivery Receipts / Proof of Receipt Attached?
  Per 7 CFR 251.10(b)(1), signed delivery receipts must be retained for 3 years.
• Upload Delivery Receipts (optional)
  Attach scanned USDA delivery receipts, FNS-7 forms, or state equivalent. PDF, JPG, or PNG accepted. Max 10 MB per file.

Household Distribution Summary

• Number of Distribution Days This Month
  Total days your agency distributed TEFAP commodities to eligible households.
• Total Households Served
  Unduplicated count of households receiving TEFAP commodities this month.
• Total Individuals Served
  Total number of household members served, as reported on household intake forms.
• New Households Served (First-Time This Program Year)
  Optional: Count of households receiving TEFAP for the first time in the current federal fiscal year.
• Household Eligibility Verification Method Used
  Select all methods used to verify household eligibility per 7 CFR 251.5.
• Signed Household Intake / Eligibility Forms on File?
  Per 7 CFR 251.10(b)(2), signed intake forms must be retained for 3 years.

Commodity Loss Report

• Were Any Commodity Losses Recorded This Month?
• Loss Event Details
  Document each loss event separately. Attach supporting documentation (incident reports, police reports, inspection records) below.
• Loss Cause Category (select all that apply)
  Categorize the type(s) of loss for state agency classification.
• Total Pounds Lost (All Commodities Combined)
• Loss Narrative — Describe What Happened
  Provide a factual account: what was lost, when discovered, contributing factors, and immediate actions taken. Required if loss exceeds 50 lbs or involves theft.
• Corrective Actions Taken to Prevent Recurrence
• Was a Police Report Filed? (Required for Theft)
• Police Report Number
• Upload Loss Documentation (Incident Reports, Photos, Police Reports)
  Attach any supporting documentation. PDF, JPG, PNG accepted. Max 10 MB per file.

Storage Conditions Attestation

• Dry Storage: Temperature Maintained Between 50°F and 70°F
• Refrigerated Storage: Temperature Maintained at 32°F–40°F
• Frozen Storage: Temperature Maintained at 0°F or Below
• FIFO (First In, First Out) Rotation Practiced for All Commodities
• All Commodities Stored Off Floor and Away from Walls
• No Evidence of Pest or Rodent Activity in Storage Area
• Storage Condition Notes or Deficiency Explanations

Additional Notes and Attachments

• Inventory Discrepancy Explanation
  Required if Ending Inventory does not equal Beginning Inventory + Receipts − Distributed − Losses. Explain any rounding, data entry corrections, or adjustments.
• General Notes / Comments to State Agency
• Additional Supporting Documents
  Attach any additional documentation (e.g., temperature logs, pest control records, corrective action plans). PDF, JPG, PNG, XLSX accepted. Max 10 MB per file.

Coordinator Certification and Signature

• Certification Acknowledgment
  You must check this box to submit the report.
• Coordinator Signature
  Sign to certify the accuracy of this report.
• Date Signed
• Supervisor / Authorizing Official Name (if different from coordinator)
• Supervisor / Authorizing Official Signature
  Required if agency policy mandates dual authorization for monthly reports.
• Supervisor Signature Date