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Run: 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 c...

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Reporting Agency and Period

Reporting Month (required)

Select the calendar month this report covers.

Reporting Year (required)

Eligible Recipient Agency (ERA) Name (required)

State-Assigned Agency ID / Agreement Number (required)

As assigned by your state distributing agency under 7 CFR 251.2.

Agency Street Address (required)

County / Service Area (required)

Pantry Coordinator Name (required)

Coordinator Title / Role (required)

Coordinator Phone Number (required)

Coordinator Email Address (required)

Used for state agency follow-up and report confirmation.

Commodity Inventory Transactions

Commodity Inventory Ledger (required)

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) (required)

Sum of all commodity beginning inventory values from the table above.

Total Receipts This Month — All Commodities (lbs) (required)

Total Distributed to Households — All Commodities (lbs) (required)

Total Losses / Adjustments — All Commodities (lbs) (required)

Total Ending Inventory — All Commodities (lbs) (required)

Must equal: Beginning Inventory + Receipts − Distributed − Losses. Discrepancies require explanation in the Notes section.

USDA Delivery Receipts / Proof of Receipt Attached? (required)

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 (required)

Total days your agency distributed TEFAP commodities to eligible households.

Total Households Served (required)

Unduplicated count of households receiving TEFAP commodities this month.

Total Individuals Served (required)

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 (required)

Select all methods used to verify household eligibility per 7 CFR 251.5.

Signed Household Intake / Eligibility Forms on File? (required)

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? (required)

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 (required)

Refrigerated Storage: Temperature Maintained at 32°F–40°F (required)

Frozen Storage: Temperature Maintained at 0°F or Below (required)

FIFO (First In, First Out) Rotation Practiced for All Commodities (required)

All Commodities Stored Off Floor and Away from Walls (required)

No Evidence of Pest or Rodent Activity in Storage Area (required)

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 (required)

You must check this box to submit the report.

Yes No N/A

Coordinator Signature (required)

Sign to certify the accuracy of this report.

Date Signed (required)

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

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