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Run: Soup Kitchen Meal Service Tracking Form

Track meals served, demographic counts, TEFAP commodity use, and special diet accommodations for each soup kitchen service session. Use it to create clean fu...

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Site and Service Session Information

Site / Program Name (required)

Site ID / Grant Code (if assigned)

Enter the funder-assigned site identifier if applicable.

Date of Service (required)

Meal Period (required)

Service Start Time (required)

Service End Time (required)

Funding Sources Applicable to This Session (required)

Select all funding streams whose reporting requirements apply to this session. This determines which demographic fields are required.

Meal Counts

Total Meals Served (Unduplicated Meal Count) (required)

Total individual meals distributed during this session. Each plate/tray served to one person counts as one meal.

Meals Served as Take-Away / To-Go

Subset of total meals served that were packaged for off-site consumption (e.g., bag lunches, boxed meals).

Meals Consumed On-Site (Congregate)

Subset of total meals served that were eaten in the dining area.

Number of Second Servings Provided

Do NOT include second servings in the total meal count above. Record here for kitchen planning purposes only.

Meals Prepared but Not Served (Waste / Discard)

Number of prepared meals that were discarded due to spoilage, overproduction, or end-of-service. Used for food cost and waste reduction tracking.

Demographic Counts (Funder-Required)

How Were Demographics Collected This Session?

Guests Under 18 Years Old

Guests Ages 18–59

Guests Ages 60 and Older

Older adult count is specifically required for Older Americans Act (OAA) and some EFSP sub-grants.

Guests Experiencing Homelessness (Self-Reported or Observed)

Required for EFSP reporting. Use self-reported data from sign-in sheets where available.

First-Time Guests (New to This Program)

Count of individuals served for the first time at this site. Used for unduplicated participant reporting.

Demographic Collection Notes

Special Diet Accommodations

Were Any Special Diet Meals Served This Session? (required)

Gluten-Free Meals Served

Diabetic / Low-Sugar Meals Served

Low-Sodium / Heart-Healthy Meals Served

Vegetarian / Vegan Meals Served

Allergy-Accommodated Meals Served (e.g., nut-free, dairy-free)

Other Special Diet — Description and Count

Food Source and TEFAP Commodity Use

Were USDA TEFAP Commodities Used in This Meal? (required)

TEFAP Commodity Items Used

Select all TEFAP commodity categories incorporated into today's menu.

Other Food Sources Used This Session

Select all non-TEFAP food sources that contributed to today's meal.

Staffing and Volunteer Hours

Number of Paid Staff on Duty (required)

Number of Volunteers on Duty (required)

Total Volunteer Hours This Session

Sum of all volunteer hours worked (e.g., 5 volunteers × 3 hours = 15). Used for in-kind match reporting.

Staffing Notes

Incidents and Service Notes

Was There a Service Disruption or Incident This Session? (required)

Type of Disruption or Incident

Describe the Incident or Disruption

General Service Notes (Optional)

Session Photo (Optional)

Upload a photo of the meal service for funder newsletters or program documentation. Do not photograph guests without consent.

Submitter Attestation and Supervisor Sign-Off

Submitted By (Full Name) (required)

Title / Role (required)

Date and Time of Submission (required)

Accuracy Attestation (required)

I certify that the meal counts, demographic data, and all other information recorded in this form are accurate and complete to the best of my knowledge. I understand that false statements may result in loss of program funding and may be subject to penalties under applicable federal and state law.

Yes No N/A

Supervisor / Authorized Reviewer Name

To be completed by the site supervisor or program director during approval review.

Supervisor Signature

Electronic signature of the authorized reviewer. Required for TEFAP-funded sessions prior to monthly reporting submission.

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