TEFAP Monthly Inventory and Loss Report
Track monthly TEFAP inventory, distributions, and commodity losses in one report. This template helps pantry coordinators document required totals, storage conditions, and signatures before submitting to the state agency.
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Overview
The TEFAP Monthly Inventory and Loss Report template is a monthly compliance form for recording commodity inventory movement, household distribution, storage conditions, and any losses before submitting to the state distributing agency. It brings together the reporting agency details, inventory table, distribution summary, loss narrative, and certification signatures in one place so the month can be reconciled without chasing separate logs.
Use this template when your site receives, stores, and distributes TEFAP commodities and needs a clear audit trail for what came in, what went out, what remained, and what was lost. It is especially helpful when multiple staff members handle receiving, pantry service, and end-of-month review. The form also supports attachment tracking for delivery receipts and incident documentation, which helps explain discrepancies.
Do not use this as a casual internal tally sheet or for programs that do not report TEFAP commodities. If your site does not need monthly state reporting, a simpler inventory log may be enough. It is also not the right fit when you need a one-time incident report only; this template is built for recurring monthly reconciliation with certification and signature fields.
Standards & compliance context
- This template supports TEFAP monthly reporting needs by organizing inventory, distribution, loss, and certification data in a single monthly record.
- The form should follow data minimization principles by collecting only the fields needed for the report and avoiding unnecessary PII in notes or attachments.
- If the report is used in a public-facing or shared workflow, make sure the form fields and labels remain accessible and readable under WCAG 2.1 AA expectations.
- Loss documentation should preserve an audit trail with dates, quantities, cause categories, and supporting records when required by the state agency.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Reporting Agency and Period
This section identifies the filing period and the exact agency or site responsible for the report, which prevents month-to-month mix-ups.
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Reporting Month
Select the calendar month this report covers.
- Reporting Year
- Eligible Recipient Agency (ERA) Name
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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
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Coordinator Email Address
Used for state agency follow-up and report confirmation.
Commodity Inventory Transactions
This section captures the core reconciliation data that shows what was on hand, what arrived, what was distributed, what was lost, and what remains.
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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.
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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)
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Total Ending Inventory — All Commodities (lbs)
Must equal: Beginning Inventory + Receipts − Distributed − Losses. Discrepancies require explanation in the Notes section.
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USDA Delivery Receipts / Proof of Receipt Attached?
Per 7 CFR 251.10(b)(1), signed delivery receipts must be retained for 3 years.
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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
This section documents how much service was delivered during the month and how eligibility was verified without overcollecting personal data.
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Number of Distribution Days This Month
Total days your agency distributed TEFAP commodities to eligible households.
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Total Households Served
Unduplicated count of households receiving TEFAP commodities this month.
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Total Individuals Served
Total number of household members served, as reported on household intake forms.
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New Households Served (First-Time This Program Year)
Optional: Count of households receiving TEFAP for the first time in the current federal fiscal year.
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Household Eligibility Verification Method Used
Select all methods used to verify household eligibility per 7 CFR 251.5.
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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
This section explains any missing or unusable commodities and creates the paper trail needed for review, follow-up, and corrective action.
- Were Any Commodity Losses Recorded This Month?
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Loss Event Details
Document each loss event separately. Attach supporting documentation (incident reports, police reports, inspection records) below.
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Loss Cause Category (select all that apply)
Categorize the type(s) of loss for state agency classification.
- Total Pounds Lost (All Commodities Combined)
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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
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Upload Loss Documentation (Incident Reports, Photos, Police Reports)
Attach any supporting documentation. PDF, JPG, PNG accepted. Max 10 MB per file.
Storage Conditions Attestation
This section records whether the site maintained required storage practices, which helps connect inventory integrity to real-world handling conditions.
- 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
This section is where you explain discrepancies, add context, and list supporting documents that make the monthly report easier to verify.
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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
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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
This section confirms that the report was reviewed and approved by the responsible staff before it is submitted.
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Certification Acknowledgment
You must check this box to submit the report.
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Coordinator Signature
Sign to certify the accuracy of this report.
- Date Signed
- Supervisor / Authorizing Official Name (if different from coordinator)
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Supervisor / Authorizing Official Signature
Required if agency policy mandates dual authorization for monthly reports.
- Supervisor Signature Date
How to use this template
- Enter the reporting month, agency identifiers, site address, county, and coordinator details so the report is tied to the correct location and filing period.
- Complete the inventory table by listing each commodity line, then record beginning inventory, receipts, distributed amounts, losses, and ending inventory for the month.
- Summarize household distribution by entering the number of distribution days, households served, individuals served, new households, and the eligibility verification method used.
- If any losses occurred, mark the loss section, describe each loss in the table, attach supporting documents, and note any corrective action or police report information required.
- Review storage condition attestations, add any discrepancy explanation or notes, then have the coordinator and supervisor sign and date the certification before submission.
Best practices
- Reconcile the ending inventory against the formula before you submit, and explain any mismatch in the discrepancy field instead of leaving it unresolved.
- Use the same unit of measure throughout the report for each commodity line so receipts, distributions, and losses can be compared accurately.
- Mark loss fields only when a real loss occurred, and keep the narrative factual with the commodity, date, cause, quantity, and follow-up action.
- Attach delivery receipts and other source documents at the time of filing so the report has a complete audit trail if the state agency requests review.
- Record the eligibility verification method used for household distribution so the report reflects how service was confirmed without collecting unnecessary PII.
- Use conditional logic to show the loss section only when losses are reported, which keeps the form shorter and reduces completion errors.
- Check storage condition fields at the same time as the physical count so temperature, pest, and off-floor attestations reflect current conditions.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
Who should use this TEFAP Monthly Inventory and Loss Report template?
This template is for pantry coordinators, site managers, and other staff responsible for monthly TEFAP reporting to the state distributing agency. It is also useful for supervisors who review and sign the report before submission. If your site handles USDA commodities, this form gives you a consistent place to record inventory movement, household distribution, and any losses.
How often is this report completed?
It is designed for monthly use, matching the reporting cadence referenced in the template structure. Most sites complete it after month-end once receipts, distributions, and any loss documentation are reconciled. If your agency asks for a different cutoff date or submission deadline, you can adjust the report_month and report_year fields and keep the same workflow.
What information does the template capture?
The template captures reporting agency details, beginning inventory, receipts, distributions, losses, ending inventory, household distribution totals, storage condition attestations, and certification signatures. It also includes fields for loss narratives, corrective actions, and supporting attachments such as delivery receipts or police reports. That makes it easier to reconcile the month in one place instead of piecing together separate logs.
What are the most common mistakes when filling it out?
Common mistakes include leaving inventory totals unreconciled, forgetting to attach delivery receipts, and entering household counts without a clear eligibility verification method. Another frequent issue is describing a loss without listing the cause, quantity, and corrective action taken. The report should also be checked for missing signatures, since an incomplete certification can delay acceptance.
How should commodity losses be documented?
Use the loss details section to record the commodity, quantity, cause category, and a plain-language narrative of what happened. If the loss involved theft, contamination, or another incident requiring external documentation, include the police report field and attach any supporting records. Keep the explanation factual and specific so the state agency can understand both the loss and the follow-up action.
Can this template be customized for a local pantry workflow?
Yes. You can add site-specific fields for internal approval, warehouse location, or extra attachment types without changing the core monthly TEFAP data. If your pantry uses conditional logic, you can show the loss section only when any_losses_reported is marked yes, which keeps the form shorter and easier to complete. Just avoid adding fields that collect PII you do not need.
What should be attached before submission?
Attach delivery receipts, inventory count sheets, and any loss documentation that supports the numbers in the report. If a loss was reported, include the relevant incident records and any required police report information. The goal is to make the audit trail easy to follow from receipt to distribution to ending inventory.
How does this compare with keeping monthly totals in a spreadsheet or email thread?
A spreadsheet or email chain can work for internal tracking, but it often leaves gaps in signatures, attachments, and standardized loss reporting. This template organizes the same monthly data into a single submission-ready form with clear fields, validation, and a consistent review path. That reduces back-and-forth when the state agency asks for clarification.
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