{
    "sop_number": "409.04.17",
    "old_code": "IVL01-0016",
    "title": "Receiving",
    "division": "Executive Division (Georgia Correctional Industries - Food and Farm Services)",
    "topic_area": "409 Policy-GCI Food Service",
    "effective_date": "2021-04-27",
    "summary": "This policy establishes procedures for receiving all food, supply, and equipment items at GDC State Prisons and Centers that operate kitchens. It requires proper documentation of all receipts, verification that items meet purchase order specifications and quality standards, and outlines specific procedures for processing shipments from the Food Distribution Unit, including documentation requirements and handling of discrepancies or damaged items.",
    "key_topics": [
        "Food service receiving",
        "receiving report",
        "receiving stamp",
        "packing slip",
        "food distribution",
        "inventory management",
        "quality verification",
        "damaged items",
        "shipment discrepancies",
        "Food Distribution Unit",
        "GDC Master Menu",
        "procurement verification",
        "inventory updates",
        "waybill"
    ],
    "cross_references": [],
    "content": "|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Receiving|**Policy Name:** Receiving|**Policy Name:** Receiving|\n|**Policy Number:** 409.04.17|**Effective Date:**4/27/2021|**Page Number:** 1 of 8|\n|**Authority:** <br>Commissioner<br>|**Originating Division:**<br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\n**I.** **Introduction and Summary:**\n\nIt is the policy of the Food and Farm Services Subdivision to establish methods and\nprocedures for receiving all food, supply, and equipment items at Georgia\nDepartment of Corrections (GDC) State Prisons and Centers which operate kitchens\nfor preparation of the GDC Master Menu. Exceptions may be made for contracted\nfood service operations.\n\n**II.** **Authority:**\n\nA. GDC Standard Operating Procedures (SOPs): 409.04.07 Emergency Feeding\n\nPlan/Mobile Field Kitchen, 409.04.16 Procurement of Food and Supplies, and\n409.04.21 Food Distribution Unit Procedures; and\n\nB. ACA Standards: 2-CO-4C-01, 5-ACI-5C-02 (ref. 4-4314), 5-ACI-5C-12 (ref. 4\n4323), 4-ALDF-4A-05, and 4-ALDF-4A-14.\n\n**III.** **Definitions:**\n\nA. **Receiving Report**    - The official form to indicate items received by quantity,\n\nprice, and total value.\n\nB. **Receiving Stamp**    - The official stamp to indicate items received by date and\n\ninvoice.\n\nC. **Packing Slip**    - The food supply order listing.\n\nD. **Waybill**    - The shipment list that accompanies the delivery of Farm Products.\n\n**IV.** **Statement of Policy and Applicable Procedures:**\n\nA. Receiving:\n\n\n1. Upon receipt of all items into the facility, proper documentation shall be\n\ncompleted specifying the amount(s) of the item(s) received.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Receiving|**Policy Name:** Receiving|**Policy Name:** Receiving|\n|**Policy Number:** 409.04.17|**Effective Date:**4/27/2021|**Page Number:** 2 of 8|\n|**Authority:** <br>Commissioner<br>|**Originating Division:**<br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\n2. Regardless of source, all merchandise will be checked to ensure the\n\nfollowing:\n\n\na. Items delivered should meet the requirements specified in the original\n\npurchase order, Packing Slip, bill, etc.;\n\nb. Merchandise amount, quantity, price and unit of issue should be accurate;\n\nand\n\nc. Quality of merchandise should be verified and ensured. Damaged,\n\nspoiled, or inferior items will be rejected at the time of delivery with\nappropriate changes made to the invoice or Packing Slip, bill, etc.\n\nB. Receiving Stamp:\n\n\nAll items received into a feeding unit from an outside vendor will require a\nReceiving Stamp if a Receiving Report is not being completed. This report\nshould include the following:\n\n\n1. Date that the merchandise is received into the feeding unit;\n\n2. Corresponding invoice and purchase order number that the merchandise is\n\nincluded on;\n\n3. Page numbers of the invoice(s);\n\n4. Printed name of receiver of the merchandise; and\n\n5. Signature of receiver of merchandise.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Receiving|**Policy Name:** Receiving|**Policy Name:** Receiving|\n|**Policy Number:** 409.04.17|**Effective Date:**4/27/2021|**Page Number:** 3 of 8|\n|**Authority:** <br>Commissioner<br>|**Originating Division:**<br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\nC. Shipment of Food/Supply Items from the Food Distribution Unit (FDU):\n\n\n1. Quantities of food and supply items are to be delivered based on each\n\nfacility's inventory. Weekly and monthly shipments shall provide specific\nquantities of items based on the GDC Master Menu requirements for a\nspecified period of time. Facility inventories must be updated daily to allow\nFDU to ship the proper quantities.\n\n2. The FDU driver will present the facility\u2019s receiving agent with the Packing\n\nSlip upon arrival at the facility for a delivery.\n\n3. The Packing Slip consists of two (2) copies.\n\n\na. The shipping copy (first page); and\n\nb. The facility copy (second page).\n\n4. The FDU driver and authorized facility receiving agent will ensure that the\n\nfollowing processes are completed:\n\n\na. Unloading of all items will be witnessed and items that are being received\n\nwill be verified;\n\nb. Both driver and receiving agent will remain present at all times to ensure\n\nthat discrepancy found during the delivery is accurately recorded on the\n\"Statement of Receipt\"; and\n\nc. All items received will be compared to the Packing Slip. Item description,\n\nunit of issue, and amount should be verified.\n\n5. When shipment is correct and in agreement with Packing Slip, the following\n\nprocedures should take place:\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Receiving|**Policy Name:** Receiving|**Policy Name:** Receiving|\n|**Policy Number:** 409.04.17|**Effective Date:**4/27/2021|**Page Number:** 4 of 8|\n|**Authority:** <br>Commissioner<br>|**Originating Division:**<br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\na. The facility receiving agent will sign their name in the area designated for\n\nInstitutional Representative;\n\nb. The FDU driver will sign their name in the area designated to verify\n\ndelivery of a correct shipment. The driver\u2019s signature acknowledges the\nStatement of Receipt is completed correctly with no findings of any\ndiscrepancies;\n\nc. The FDU driver will retain the shipping copy to forward to the FDU\n\ncomputer operator; and\n\nd. The facility\u2019s receiving agent should retain the facility copy.\n\n6. When any discrepancy is found between the Packing Slip and the shipment\n\nreceived, the following procedures should take place:\n\na. The facility receiving agent will note the differences in the right margin\n\nof the Statement of Receipt and sign their name in the area titled \u201cFacility\nReceiving Agent\u201d; and\n\nb. The FDU driver will sign their name in the area designated, verifying the\n\nfacility receiving agent\u2019s acceptance of the shipment. The driver\u2019s\nsignature acknowledges the Statement of Receipt is completed correctly\nand discrepancies are agreed upon.\n\n7. Distribution of the Packing Slip:\n\n\na. The original Packing Slip should be retained by FDU and filed.\n\nb. The FDU computer operator should review the shipping copy and make\n\nany necessary adjustments noted such as overage or shortage.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Receiving|**Policy Name:** Receiving|**Policy Name:** Receiving|\n|**Policy Number:** 409.04.17|**Effective Date:**4/27/2021|**Page Number:** 5 of 8|\n|**Authority:** <br>Commissioner<br>|**Originating Division:**<br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\nc. The shipping copy should have a copy of both the driver\u2019s and receiving\n\nagent\u2019s signatures and should be attached to the original Packing Slip and\nfiled.\n\nd. The facility copy should be filed at the facility and should contain\n\nsignatures of both the receiving agent and the FDU driver.\n\nD. Damaged Items:\n\n\n1. The FDU will not knowingly ship any damaged/unusable items to a facility.\n\nIf damage occurs in transit, the facility is to accept shipment, determine the\nusable portion, and survey the remainder per SOP 409.04.21, Food\nDistribution Unit Procedures.\n\n2. Damaged items are not to be returned to FDU; they are to be surveyed at the\n\nfacility.\n\nE. Partial Shipments of Food/Supply items from FDU:\n\n\nPaperwork for partial shipments shall be processed the same as regular\nshipments. Procedures outlined in SOP 409.04.21, Food Distribution Procedures,\nshall be followed for the shipment and acceptance of any partial shipments.\nPartial shipments are necessary under the following circumstances:\n\n\n1.  A facility\u2019s order for food and supply items requires more than one truckload;\n\nor\n\n2. FDU does not have enough of a particular item to fill a full order.\n\nF. Shipments of Milk: FDU procedures applicable to receipt of milk from Rogers\n\nDairy Farm are as follows:\n\n\n1. Weekly milk orders must be placed by each facility via the Food Service\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Receiving|**Policy Name:** Receiving|**Policy Name:** Receiving|\n|**Policy Number:** 409.04.17|**Effective Date:**4/27/2021|**Page Number:** 6 of 8|\n|**Authority:** <br>Commissioner<br>|**Originating Division:**<br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\nComputer Inventory System. In the event the Food Service Computer\nInventory System is unavailable, the order should be faxed to FDU.\nFacilities shall calculate their needs based on feeding strength by projecting\nconsumption between delivery dates, taking on-hand inventory and expiration\ndates into consideration. The submitted order should include the quantity for\neach type of milk (i.e. \u2013 ea./cs.);\n\nEXAMPLE ORDER:\nFacility:  Central SP\nSubject:  Delivery Week 08/13/17 - 08/20/17 (Monday delivery)\n70-710303 Chocolate 300 ea./6 cs.\n70-710308 2% 500 ea./10 cs.\n70-710307 Skim 100 ea./2 cs. (Special Diets/Women\u2019s\nFacilities only)\n\n2. On the scheduled date for pickup from Rogers Dairy Farm, the FDU driver\n\nwill comply with the receiving procedures in SOP 409.04.18, Receiving;\n\n3. The driver will receive a milk shipping form and this form will reflect the\n\nfacility\u2019s requested quantities and delivery order; and\n\n4. Upon delivery, the driver will prepare and issue a Waybill for each facility in\n\naccordance with the approved delivery schedule and allocation for that\nparticular facility. The FDU driver will also ensure the following procedures:\n\na. Accuracy in the amount of milk received and careful handling practices\n\nshall be ensured;\n\nb. The amount of milk delivered to the facility should correspond with the\n\namount of milk written on the Waybill. The number of leaking containers\nwill be recorded separately, if necessary; and\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Receiving|**Policy Name:** Receiving|**Policy Name:** Receiving|\n|**Policy Number:** 409.04.17|**Effective Date:**4/27/2021|**Page Number:** 7 of 8|\n|**Authority:** <br>Commissioner<br>|**Originating Division:**<br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\nc. The receiving agent\u2019s initials will be obtained and written on the Waybill.\n\nOne copy of the signed Waybill will be left at the receiving facility.\n\nG. Waybills for Farm Products:\n\n\n1. Any product obtained from a GCI farm operation must have a copy of a\n\nWaybill and should be initialed by farm personnel. The Waybill serves as an\ninvoice and Receiving Report for product.\n\n2. The procedures as outlined in SOP 409.04.16, Procurement of Food and\n\nSupplies, are the same for receiving local purchase items and should also be\nused for receiving farm products on a Waybill. The Waybill will include the\nunit of measure and/or gross weight, e.g. corn in husk, peas in shell, milk in\ngallons, meat in pounds, eggs in cases, etc.\n\n3. One copy of the Waybill will be retained in Food Service for accountability\n\nand to update the Food Service Computer Inventory System. The item(s) will\nbe entered into the Food Service Computer Inventory System as if they were\nreceived as a local purchase from a local farm. Farm personnel will keep\nother copies for their records.\n\n4. Farm product costs are revised yearly as established by the GCI Central\n\nOffice Executive Director. These prices are effective the first (1 [st)] of July\neach year. If items are free, the Waybill will be marked free. All other prices\nwill be according to farm product cost list.\n\nH. Special/Emergency Shipments:\n\n\n1. When an item is necessary due to an emergency or special situation,\n\nreceiving procedures as outlined above are followed. SOP 409.04.07,\nEmergency Feeding Plan/Mobile Field Kitchen, and SOP 409.04.21, Food\nDistribution Unit Procedures, will also be followed.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Receiving|**Policy Name:** Receiving|**Policy Name:** Receiving|\n|**Policy Number:** 409.04.17|**Effective Date:**4/27/2021|**Page Number:** 8 of 8|\n|**Authority:** <br>Commissioner<br>|**Originating Division:**<br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\nI. Forced Shipments:\n\n\n\n\n\n\n\n1. Occasionally, certain items may be issued to some or all the feeding units to\n\nprevent loss through deterioration, spoilage, or when an excess of products\nhas accumulated.\n\n2. Food and Farm Services Central Office and/or the FDU will contact each\n\nfeeding unit by telephone or in memorandum form concerning items to be\ndelivered.\n\n3. When such forced issues are made, the items are to be accepted and used as\n\nsoon as possible to prevent loss.\n\n4. The State Food Service Administrator will determine the unit price of all\n\nforced shipments.\n\n**V.** **Attachments:**\n\nAttachment 1: Waybill and Receiving Report for Farm Products\n\n**VI.** **Record Retention of Forms Relevant to this Policy:**\n\nUpon completion, Attachment 1 shall be kept locally for one (1) year in an active file\nin the Food Service Office, stored for five (5) years in an inactive file, and then\ndestroyed.",
    "word_count": 1950,
    "powerdms_url": "https://public.powerdms.com/GADOC/documents/105519",
    "url": "https://gps.press/sop-data/409.04.17/",
    "attachments": [
        {
            "number": 1,
            "title": "Waybill and Receiving Report for Farm Products",
            "word_count": 130,
            "url": "https://gps.press/sop-data/409.04.17-att-1/"
        }
    ]
}