{
    "sop_number": "409.04.21",
    "old_code": "IVL01-0020",
    "title": "Food Distribution Unit Procedures",
    "division": "Executive Division (Georgia Correctional Industries - Food and Farm Services)",
    "topic_area": "409 Policy-GCI Food Service",
    "effective_date": "2020-04-17",
    "summary": "This SOP establishes procedures for the Food Distribution Unit (FDU) to operate a centralized food allocation and delivery system to all Georgia Department of Corrections feeding units. The policy covers FDU purchasing practices, accounting and bookkeeping procedures, inventory management for dry goods, cold foods, milk, and supplies, and inter-agency sales of farm-produced items. The FDU is responsible for coordinating cost-effective food distribution across the correctional system.",
    "key_topics": [
        "Food Distribution Unit",
        "FDU",
        "food service",
        "centralized delivery",
        "dry goods order",
        "cold foods order",
        "milk order",
        "supply order",
        "food purchasing",
        "inventory management",
        "meat processing",
        "farm products",
        "waybill",
        "inter-agency sales",
        "food warehouse",
        "farm-produced items",
        "GCI food services"
    ],
    "cross_references": [],
    "content": "|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 1 of 16|\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 and outline\nFood Distribution Unit (FDU) procedures required for a cost-effective operation of a\ncentralized allocation and delivery system to all feeding units operating under\nGeorgia Department of Corrections (GDC) management.\n\n**II.** **Authority:**\n\nA. GDC SOPs: 409.04.15 Inventory/Food Costing/Food Service Computer System,\n\n409.04.16 Procurement of Food and Supplies, 409.04.17 Receiving, and\n409.04.22 Meat Processing Plants; and\n\nB. ACA Standards: 2-CO-4C-01, 5-ACI-5C-12 (ref. 4-4323), and 4-ALDF-4A-14.\n\n**III.** **Definitions:**\n\nA. **Dry Goods Order**    - Inventory order of staple/canned goods for use in feeding\n\nunits. These orders are shipped every 60 days and provide a 67-day food supply.\n\nB. **Supply Order**     - Inventory order of supply items (e.g.: gloves, film wrap, cups,\n\ndiet items, etc.) for use in feeding units. These orders are shipped every 67 days\nwith the Dry Goods Order. There are no menu requirements for such supply\nitems, therefore, each institution should limit the amount of supplies they order to\nno more than a 90-day supply.\n\nC. **Cold Foods Order**     - Inventory order of refrigerated items shipped from the\nMeat Plant every 30 days to provide a 35-day food supply.\n\nD. **Milk Order**     - Inventory order of milk to be delivered to facilities every 7 days.\n\nE. **Waybill**     - The shipment list that accompanies the delivery of farm products.\n\n**IV.** **Statement of Policy and Applicable Procedures:**\n\nA. FDU Purchasing:\n\n\n1. Purchases of selected Meat Plant supplies (FDU Warehouse inventory\nitems) are allocated from Central Office Food Services Budget:\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 2 of 16|\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. Selected items used in the Meat Processing Plants are ordered by the\n\nFDU Business Manager and stored in the FDU Warehouse for use in the\nproduction of meat on an as needed basis.\n\nb. Purchases will be made in accordance with the procedures outlined in\n\nGDC SOPs.\n\nc. Orders will be placed on an as needed basis and charged to the Central\n\nOffice Food Service Budget. A copy of the purchase document is\nforwarded to Food and Farm Services Central Office for their records.\n\n\n2. Emergency allocation of Food/Supply Items (FDU Warehouse Inventory\n\nItems) may be purchased from Central Office Food Service Budget.\nWarehouse food and/or supply items for shipment to GDC feeding units are\nnormally purchased by the Central Food Service office. However, in a bona\nfide emergency, the FDU Business Manager may order food and/or supply\nitems as directed by the State Food and Farm Services Administrator or the\nFood and Farm Services Manager:\n\n\na. Emergency needs are specified and approved by the FDU Administrator.\n\nb. The Central Office Food Service Budget is charged and a copy of the\npurchase document is forwarded to the Food and Farm Services Central\nOffice for record.\n\n3. Purchase for the General Operations of FDU:\n\n\na. FDU Section Supervisors shall submit requests on an FDU in-house\n\nrequest form to the FDU Business Manager for purchase of items and/or\nsupplies necessary for the general operations of FDU. FDU sections\ninclude the meat processing plant, the business office, the motor vehicle\nshop, two (2) food warehouses, and maintenance section.\n\nb. Any necessary agency contracts are initiated and negotiated for routine\npurchases of material or services used by FDU.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 3 of 16|\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\nB. FDU Accounting/Bookkeeping:\n\n\n1. Accounts Payable:\n\n\na. Payments of orders for warehouse stock items (from FDU Budget) are\n\nprocessed as follows:\n\n\ni. Prepare and submit payment packets in accordance with GDC SOP;\n\nand\n\nii. Forward payment packet to Food and Farm Services Central Office\n\nfor approval and completion of payment vouchers.\n\n\nb. Payments of orders for FDU expenditures (from FDU Budget) are\n\nprocessed as follows:\n\n\ni. Original copy of invoices, purchase orders, receiving reports, packing\n\nlist/bills, etc. shall be submitted to Food and Farm Services Central\nOffice Accounting division for payment; and\n\nii. Copies of invoices, purchase orders, receiving reports, packing\n\nlists/bills, etc. shall be maintained at the FDU business office.\n\n2. Sales to other State agencies:\n\n\na.  Sales of farm produced items to other State agencies may include the\n\nsales of processed meat items, canned farm vegetables, milk and eggs.\n\nb. In the event of excess farm produced items, the FDU may sell these\n\nproducts to other state agencies (i.e. Department of Public Safety) with\nthe approval of the Food and Farm Services Manager. These products are\nsold at the regular farm prices as determined by the actual cost of\nproduction and processing. The prices are subject to change annually.\n\n3. Inter-agency sale processes. The following procedures will be used in the\n\nissuing, billing, and remittance of payment for sales of farm produced items\nto other state agencies:\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 4 of 16|\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 recipient agency will telephone FDU to determine the availability of\n\nthe product. This telephone order will be followed by a field purchase\norder from the receiving agency to the Department of Corrections, FDU\nas the vendor;\n\nb. Upon receipt of the purchase order, the order will be filled and delivered\n\nto the receiving agency. A customer invoice will be provided at the point\nof delivery. The invoice will be processed through the Food Service\nComputer System. Refer to SOP 409.04.15, Inventory/Food Costing/Food\nService Computer System;\n\nc. A signed copy of the delivery invoice will be furnished to the FDU\n\nBusiness Manager. An invoice will be issued to the receiving agency as\nbilling for the shipment;\n\nd. A check will be issued by the receiving agency and shall be made payable\n\nto GCI FDU. The check is to be sent to Food and Farm Services Central\nOffice to determine the correct budget. The payment will then be\nprocessed through GDC Central Accounting on a Revenue Remittance,\nper GDC SOP; and\n\ne. The revenue is posted to a revenue accounts ledger. A monthly total of\n\nrevenue collected is submitted on the Monthly Budget Report to the Food\nand Farm Services Manager and the GDC Budget Office.\n\nC. Food Distribution Receiving:\n\n\n1. Warehouse Receiving of Stocked Items:\n\n\na. When an outside purchase order is placed, a copy of the purchase order is\n\nfurnished to the FDU Warehouse. In the event a purchase order is not\navailable at the time of the receipt, the FDU receiving agent will contact\nthe Food and Farm Services Central Office Business Office for\nverification of the order. In this case, the receipt will be marked\n\"Accepted - Pending Verification of the Purchase Order\".\n\nb. No collect freight shipments will be accepted.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 5 of 16|\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. Upon delivery of the merchandise, the number of the items will be\n\ncounted and verified against the shipping document and compared to the\npurchase order for quantity received and specifications of the purchase\norder. Only products meeting specifications will be accepted without\nprior approval from FDU Administrator, Food and Farm Services Central\nOffice State Food Service Administrator or the Manager of Food and\nFarm Services.\n\nd. Any discrepancies in the receipt will be noted on all copies of the\n\nreceiving document and must be initialed by both the FDU receiving\nagent and the delivery driver.\n\ne. In the event that the FDU receiving agent cannot do an accurate count of\n\nitems received (due to items being mixed on pallets, etc.), all copies of\nthe shipping documents will be marked \"accepted pending restacking and\ncounting\" in the presence of the delivery driver.\n\nf. The Business Office will be notified immediately of any discrepancies in\n\nreceipt so that the vendor can be contacted regarding the discrepancies.\n\ng. The original delivery invoice or a certified copy of the original must be\n\nleft with the delivery.\n\nh. When items are received, a receiving report is completed and signed by\n\nthe person receiving the items in accordance with GDC SOP. A number is\nassigned to the receiving report by the warehouse\u2019s receiving office.\n\ni. The receiving report and delivery invoice are to be forwarded to the FDU\n\nBusiness Office for processing.\n\n2. Warehouse Receipt of Credit Card Purchases:\n\n\na. Upon delivery of the merchandise, the receiver will verify shipment\n\naccording to the order placed.\n\nb. The receiver will sign the invoice and forward it to Food and Farm\n\nServices Central Office with a copy of the in-house invoice attached.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 6 of 16|\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\n3. General receiving of supplies, materials or services in all sections of FDU:\n\n\na. When the order is placed, a copy of the purchase document is furnished to\n\nthe section/area that receives the merchandise or service.\n\nb. Upon delivery of the order, the merchandise will be counted and verified\n\nagainst the shipping document and compared to the purchase document.\nOnly products meeting specifications will be accepted without prior\napproval from FDU Administrator, Food and Farm Services Central\nOffice State Food Service Administrator or the Manager of Food and\nFarm Services.\n\nc. Any discrepancies in shipments will be noted on all copies of the\n\nreceiving documents and initialed by both the FDU receiving agent and\nthe delivery driver.\n\nd. The FDU Business Office will be notified immediately of any\n\ndiscrepancies in receipts so that the vendor can be contacted regarding\nthese discrepancies.\n\ne. A receiving report is prepared and signed by the person receiving the\n\nmerchandise. The receiving report and/or delivery invoice must indicate\nthe project or section/area of FDU for which the materials or service were\npurchased.\n\nf. The delivery notice/invoice is attached to the receiving report and is\n\nforwarded to the FDU Business Office to process for payment.\n\nD. Deliveries/Shipments of Food and Supply Items:\n\n\n1. FDU processes food and supply orders originating from three sources:\n\n\na. Food Service Computer System generated inventory orders;\n\nb. Emergency requests via the Food Service Computer System or by\n\ntelephone; and\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 7 of 16|\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. Forced Issues.\n\nE. Regular and Supply Orders - Food and Supply Items:\n\n\n1. The FDU staff will pull and stage the order as specified on the computerized\n\nreport, limiting the load to 22 pallets. If the order exceeds the load limit, a\nnotation of items requested will be made and the remaining balance will be\nshipped at a later time.\n\n2. If an offender worker pulls the order, an FDU staff member will supervise the\n\nactivity.\n\n3. FDU staff will make appropriate substitutions and note these on the Food\n\nService Computer System pull sheet.\n\nF. Cold Foods Orders:\n\n\n1. The Food Service Computer System will calculate the needs of the facility\n\nbased on the menu requirement and institutional feeding strength.\n\n2. FDU staff will pull and stage order, limiting the load to no more than 22\n\npallets. If an offender worker pulls an order, an FDU staff member will\nsupervise the activity.\n\n3. If an item is out of stock, provide and document the appropriate substitution as\n\ndetermined by Food and Farm Services Central Office.\n\n4. If substitution cannot be made, make notation on back order. If back orders\n\ncan be filled and if the truck is in the area, it will be shipped. If the order is an\nemergency, contact Food and Farm Services Central Office.\n\nG. Special Shipments from FDU:\n\n\n1. Emergency Requests - In the case of a bona-fide emergency (shortage of\n\nfood) at the feeding unit, the Food Service Director will contact the FDU\nWarehouse Supervisor and request the item. The feeding unit will also place\nthe order via the on-line emergency ordering capability of the Food Service\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 8 of 16|\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 System. Emergency orders should be approved by Food and Farm\nServices Central Office, if time allows. If the request can be shipped in a\ntimely fashion or picked up by the requesting facility, FDU will:\n\n\na. Print the emergency order from the Food Service Computer System;\n\nb. Evaluate the request to determine if the special request is due to back\n\norder or if the facility may be overusing a particular item;\n\nc. Distribute copies of the order as follows:\n\n\ni. Original copy is retained by FDU and used by the computer operator;\n\nii. The first copy (shipping copy) accompanies driver with shipment and\n\nis returned to FDU with any corrections noted. This becomes a\npermanent record and the Statement of Delivery;\n\niii. The second copy (facility copy) accompanies driver with shipment.\n\nAfter facility personnel has checked the shipment and has signed the\ninvoice, the document copy remains at the facility; and\n\niv. The third copy is retained by FDU warehouse.\n\n\nd. If FDU cannot ship the item(s) in a timely fashion to accommodate a\n\nmeal, refer to SOP 409.04.16 Procurement of Food and Supplies.\n\n2. Forced Issues - As directed by Food and Farm Services Central Offices,\n\nFDU will make special \"forced\" shipments to prevent loss per SOP 409.04.17\nReceiving.\n\n3. Partial/Split Shipments - In the event that all items listed on the order cannot\n\nbe loaded on the trailer due to the 22 pallet load limit FDU will:\n\n\na. Fill an order beginning with items that are low in inventory at the facility\n\nand continue until the trailer is filled. For example, some items listed on\npages one through eight may be loaded on the first trailer for the first\nload. Only the items on the order will be shipped on the trailer;\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 9 of 16|\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\nb. Hold the remainder of the order in the Food Service Computer System\n\nuntil the next delivery date as scheduled;\n\nc. Process subsequent partial loads in the same manner. The second trailer\n\nload begins with the items not previously shipped. The delivery process\ncontinues until the entire order is shipped; and\n\nd. Distribute paperwork as outlined in SOP 409.04.17 Receiving. All partial\n\nor subsequent shipments will be completed within seven (7) days from\nthe first shipment.\n\nH. Milk Deliveries:\n\n\n1. FDU procedures applicable to receipt of milk from Rogers SP dairy are as\n\nfollows:\n\n\na. Milk will be shipped by type and quantity specified on the Milk Order\n\nsubmitted by each facility;\n\nb. Milk Orders for special diets will be placed weekly in addition to the\n\ninstitutional Milk Order;\n\nc. On the scheduled date for pickup from the dairy, the FDU driver will\ncomply with the receiving procedures as outlined in SOP 409.04.17,\nReceiving;\n\nd. The driver will receive a milk delivery form; and\n\ne. The driver will prepare a Waybill for each facility in accordance with the\n\napproved delivery schedule and allocation for that particular facility.\n\n2. Upon arrival at each facility the FDU driver will:\n\n\na. Remain present as the truck is unloaded to ensure product is handled\n\ncarefully and accurate amounts are delivered;\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 10 of 16|\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\nb. Ensure the number of items delivered to the facility correspond with the\n\namount specified on the milk delivery form or issue ticket. The number of\nleaking containers will be recorded separately;\n\nc. Obtain the facility receiving agent\u2019s initials on the issue ticket. One copy\n\nof the signed milk invoice will be left at the receiving facility;\n\n3. Upon completion of the milk delivery, the FDU driver will:\n\n\na. Record the total number of all leaking milk containers and document\n\noverages and shortages on an Overage/Shortage/Damage (OSD) form;\n\nb. Complete a survey form for all damaged items, if necessary; and\n\nc. Forward all paperwork to their supervisor upon return to FDU.\n\n4. Upon receiving invoice paperwork, the Supervisor will review and forward it\n\nto the computer operator for billing.\n\nI. Verification of orders for shipping from FDU. Regardless of the type of order,\nthe following procedures will apply after an order has been pulled and staged:\n\n1. An FDU staff person, other than the driver and the person who pulled or\n\nsupervised the pulling of the order, will count and verify all items shipped to\nensure quantity and stock numbers correspond with the order, and then sign\nthe order in the section \"Shipment Supervisor\":\n\n\na. The Supervisor will ensure that all items that are loaded on the trailer are\n\nloaded properly and securely to prevent spillage and breakage;\n\nb. Orders will be loaded according to the delivery sequence in which\n\nfacilities will receive deliveries; and\n\nc. The order packet will be provided to the Supervisor and the Supervisor\n\nwill be notified that the trailer is loaded for delivery.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 11 of 16|\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. The dispatcher will be notified by phone that the trailer is ready to be moved.\n\nThe dispatcher will:\n\n\na. Notify shuttle operator of the trailer (by number) in which to move and\n\nwhere to stage it. A numbered seal shall then be issued for the trailer and\nrecorded on the tractor/trailer operator instruction sheet;\n\nb. Seal the trailer doors or delegate to another employee; and\n\nc. Ensure paperwork is distributed properly.\n\nJ. FDU Inventory Procedures:\n\n\n1. Storage and Warehousing:\n\n\na. After receipt of delivery, the item(s) are to be moved from the receiving\n\narea to the storage area as soon as possible to promote accountability and\neliminate damage and safety hazards.\n\nb. All food and supply items are to be stored properly to prevent rodent and\n\nvermin infestation, deterioration caused by heat, dryness, or excessive\nmoisture.\n\nc. All storage areas including freezers and coolers will be kept clean and\n\nfree of dirt, dust, and grease. Items are to be stored for proper ventilation.\n\nd. A regular schedule for extermination of insects and rodents is to be\n\nmaintained and documented in warehouse files.\n\ne. Canned and packaged goods are to be stored neatly on shelves with labels\n\nfacing outward for easy identification. Items are to be stored six (6)\ninches off the floor, six (6) inches from the wall and stacked for proper air\ncirculation.\n\nf. Frozen foods are to be stored according to size and type. The temperature\n\nis to be maintained between 0 degrees-10 degrees.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 12 of 16|\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\ng. All food and supply items will be issued from the warehouse on a first-in,\n\nfirst-out (FIFO) basis.\n\nh. All food and supply items will be inspected and inventoried on a\n\ncontinuous basis.\n\n2. Inventory Reconciliation:\n\n\na. Every month FDU Warehouse I, II, and the Meat Plant Shipping and\n\nProcessing will do simultaneous physical food inventory, as directed by\nthe FDU Administrator. All other areas will conduct monthly inventories\nand input balance into the Food Service Computer System.\n\nb. A copy of the physical inventory and the adjustments made to the SSI\n\nFood Service Computer System will be sent to Food and Farm Services\nCentral Office.\n\nc. All transactions reflecting the dates when inventory was taken will be\n\nentered into the Food Service Computer System and checked for\naccuracy.\n\nd. A Food Service Computer System Food Master Inventory List will be\nobtained to check against the physical inventory.\n\ne. Corrections to the Food Service Computer System will be made as\n\napplicable.\n\n\nf. When the physical inventory count and the inventory in Food Service\n\nComputer System reflect a discrepancy, FDU will make efforts to find\nwhy the discrepancy exists, and a correction will be made and\ndocumented. When a recount results in an error being discovered, FDU\nwill make such changes on their inventory sheet totals.\n\ng. When all efforts have been made to find errors, those remaining errors\n\nwill be compiled into a monthly recap report to reflect the discrepancies\nas follows (FS9931 Report):\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 13 of 16|\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\ni. Stock number and item description;\n\nii. Amount of overage/shortage;\n\niii. Monetary value of each discrepancy;\n\niv. Warehouse location where discrepancy exists; and\n\nv. Breakdown by percentage of each warehouse's portion of inventory\n\nand monetary discrepancies.\n\n\nh. FDU will retain inventory records for future audit documentation.\n\ni. By the end of each month, FDU will complete and submit an\n\noverage/shortage recap of inventory discrepancies to the Food and Farm\nServices Manager.\n\nj. On the last business day of each Fiscal Year, a complete physical\n\ninventory will be taken. The physical inventory will be forwarded to the\nFood and Farm Services Manager. No items are to be in transit on this\ndate without prior approval from the Food and Farm Services Manager.\n\nK. Inventory Adjustments to the Computer:\n\n\n1. Overages/Shortages:\n\n\na. The computer operator must have approval and adequate documentation\n\nbefore making any adjustments to the Food Service Computer Inventory\nSystem.\n\nb. Any adjustments are to be made on a daily basis.\n\nc. Copies of all adjustments are kept on file for future audit.\n\nd. In the event that theft is suspected, the FDU Administrator will begin an\n\nimmediate investigation and shall maintain documentation.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 14 of 16|\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\n2. Damaged Items:\n\n\n\n\n\n\n\na. When items are damaged during transit, facilities are to receive the item,\n\ndetermine the usable portion and complete a survey form for the\nremaining items. Milk and egg products have an exception to this\nprocedure. Refer to SOP 409.04.17, Receiving.\n\nb. Items that are damaged at FDU will be reported to the Property and\n\nSupply Senior Supervisor, who will determine if the item needs to be\nsurveyed. A numbered survey report is then obtained from the FDU\nBusiness Office. If disposal of the item is necessary, two (2) employees\nwill witness the transaction.\n\nL. FDU Vehicle/Fleet Management:\n\n\n1. FDU manages a fleet of tractors and trailers necessary for the delivery of\n\nfood and food related items to GDC feeding units and other customers.\nTractors and trailers are also used for transportation of farm produced items\nfrom the processing facilities to the FDU warehouses.\n\n2. Preventative Maintenance:\n\n\na. The FDU garage is used to perform all routine and preventative\n\nmaintenance on vehicles and other motorized equipment assigned to\nFDU. Work on personal vehicles will not be completed in the FDU\ngarage.\n\nb. A computerized parts inventory will be maintained for use in preventative\n\nmaintenance and routine repairs.\n\nc. Safety and sanitation checks will be made on all vehicles once a month.\n\nDrivers should visually inspect vehicle prior to each route.\n\n3. Vehicle reporting will be completed in accordance with GDC SOP.\n\n4. Task descriptions will be maintained on all vehicles assigned to FDU. The\n\nuse and condition of all vehicles will be monitored regularly.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 15 of 16|\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\n5. Vehicle replacements or requests for additional vehicles will be coordinated\n\nwith the Food and Farm Services Manager.\n\nM. FDU Personnel Administration:\n\n\n1. The FDU Administrator is responsible for the personnel administration and\n\nthe Business Manager shall act as Personnel Manager for FDU.\n\n2. A copy of all personnel related manuals, rules and regulations will be\n\nmaintained at FDU and procedures shall be followed.\n\n3. The Administrator makes recommendations through Food and Farm Service\n\nCentral Office Executive Director and Personnel on hiring, termination,\npromotions, transfers, etc.\n\n4. Individual personnel records of staff members assigned to FDU shall be\n\nmaintained. Personnel actions and other required reports are prepared and\nsubmitted to Food and Farm Service Central Office Executive Director and\nPersonnel.\n\n5. FDU Administration will provide all employees the opportunity to receive\n\nthe necessary training to perform their job and to improve the performance of\ntheir job. Training calendars and notices of classes offered will be posted and\nmade available to all employees. In-service and any other specialized\ntraining will be included. Training will be coordinated through the Office of\nProfessional Development and the Office of Information Technology.\n\nN. FDU Safety and Maintenance:\n\n\n1. FDU management will maintain a system of routine and preventative\n\nmaintenance to grounds, facilities and equipment at FDU.\n\n2. FDU management will monitor and evaluate all major facility repairs and\n\nrenovations and shall request assistance through GDC Central Office when\nneeded.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|\n|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 16 of 16|\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\n3. FDU will maintain or exceed all safety standards as established by GDC\n\nand/or the State Fire Marshall.\n\nO. FDU Security and Inspection:\n\n\n1. FDU management will maintain all grounds, facilities and buildings in\n\nphysical condition consistent with the security requirements dictated by the\nclassification of offenders assigned to work details at FDU.\n\n2. FDU management shall provide and promote security training and awareness\n\nto all staff persons who supervise offenders. FDU operations are subject to\nroutine and regular security inspections.\n\n**V.** **Attachments:** None.\n\n**VI.** **Record Retention of Forms Relevant to this Policy:** None.",
    "word_count": 4729,
    "powerdms_url": "https://public.powerdms.com/GADOC/documents/105526",
    "url": "https://gps.press/sop-data/409.04.21/",
    "attachments": []
}