SOP_NUMBER: 409.04.21
TITLE: Food Distribution Unit Procedures
REFERENCE_CODE: IVL01-0020
DIVISION: Executive Division (Georgia Correctional Industries - Food and Farm Services)
TOPIC_AREA: 409 Policy-GCI Food Service
EFFECTIVE_DATE: 2020-04-17
WORD_COUNT: 4729
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/105526
URL: https://gps.press/sop-data/409.04.21/
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
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|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 1 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
**I.** **Introduction and Summary:**
It is the policy of the Food and Farm Services Subdivision to establish and outline
Food Distribution Unit (FDU) procedures required for a cost-effective operation of a
centralized allocation and delivery system to all feeding units operating under
Georgia Department of Corrections (GDC) management.
**II.** **Authority:**
A. GDC SOPs: 409.04.15 Inventory/Food Costing/Food Service Computer System,
409.04.16 Procurement of Food and Supplies, 409.04.17 Receiving, and
409.04.22 Meat Processing Plants; and
B. ACA Standards: 2-CO-4C-01, 5-ACI-5C-12 (ref. 4-4323), and 4-ALDF-4A-14.
**III.** **Definitions:**
A. **Dry Goods Order** - Inventory order of staple/canned goods for use in feeding
units. These orders are shipped every 60 days and provide a 67-day food supply.
B. **Supply Order** - Inventory order of supply items (e.g.: gloves, film wrap, cups,
diet items, etc.) for use in feeding units. These orders are shipped every 67 days
with the Dry Goods Order. There are no menu requirements for such supply
items, therefore, each institution should limit the amount of supplies they order to
no more than a 90-day supply.
C. **Cold Foods Order** - Inventory order of refrigerated items shipped from the
Meat Plant every 30 days to provide a 35-day food supply.
D. **Milk Order** - Inventory order of milk to be delivered to facilities every 7 days.
E. **Waybill** - The shipment list that accompanies the delivery of farm products.
**IV.** **Statement of Policy and Applicable Procedures:**
A. FDU Purchasing:
1. Purchases of selected Meat Plant supplies (FDU Warehouse inventory
items) are allocated from Central Office Food Services Budget:
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 2 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
a. Selected items used in the Meat Processing Plants are ordered by the
FDU Business Manager and stored in the FDU Warehouse for use in the
production of meat on an as needed basis.
b. Purchases will be made in accordance with the procedures outlined in
GDC SOPs.
c. Orders will be placed on an as needed basis and charged to the Central
Office Food Service Budget. A copy of the purchase document is
forwarded to Food and Farm Services Central Office for their records.
2. Emergency allocation of Food/Supply Items (FDU Warehouse Inventory
Items) may be purchased from Central Office Food Service Budget.
Warehouse food and/or supply items for shipment to GDC feeding units are
normally purchased by the Central Food Service office. However, in a bona
fide emergency, the FDU Business Manager may order food and/or supply
items as directed by the State Food and Farm Services Administrator or the
Food and Farm Services Manager:
a. Emergency needs are specified and approved by the FDU Administrator.
b. The Central Office Food Service Budget is charged and a copy of the
purchase document is forwarded to the Food and Farm Services Central
Office for record.
3. Purchase for the General Operations of FDU:
a. FDU Section Supervisors shall submit requests on an FDU in-house
request form to the FDU Business Manager for purchase of items and/or
supplies necessary for the general operations of FDU. FDU sections
include the meat processing plant, the business office, the motor vehicle
shop, two (2) food warehouses, and maintenance section.
b. Any necessary agency contracts are initiated and negotiated for routine
purchases of material or services used by FDU.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 3 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
B. FDU Accounting/Bookkeeping:
1. Accounts Payable:
a. Payments of orders for warehouse stock items (from FDU Budget) are
processed as follows:
i. Prepare and submit payment packets in accordance with GDC SOP;
and
ii. Forward payment packet to Food and Farm Services Central Office
for approval and completion of payment vouchers.
b. Payments of orders for FDU expenditures (from FDU Budget) are
processed as follows:
i. Original copy of invoices, purchase orders, receiving reports, packing
list/bills, etc. shall be submitted to Food and Farm Services Central
Office Accounting division for payment; and
ii. Copies of invoices, purchase orders, receiving reports, packing
lists/bills, etc. shall be maintained at the FDU business office.
2. Sales to other State agencies:
a. Sales of farm produced items to other State agencies may include the
sales of processed meat items, canned farm vegetables, milk and eggs.
b. In the event of excess farm produced items, the FDU may sell these
products to other state agencies (i.e. Department of Public Safety) with
the approval of the Food and Farm Services Manager. These products are
sold at the regular farm prices as determined by the actual cost of
production and processing. The prices are subject to change annually.
3. Inter-agency sale processes. The following procedures will be used in the
issuing, billing, and remittance of payment for sales of farm produced items
to other state agencies:
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 4 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
a. The recipient agency will telephone FDU to determine the availability of
the product. This telephone order will be followed by a field purchase
order from the receiving agency to the Department of Corrections, FDU
as the vendor;
b. Upon receipt of the purchase order, the order will be filled and delivered
to the receiving agency. A customer invoice will be provided at the point
of delivery. The invoice will be processed through the Food Service
Computer System. Refer to SOP 409.04.15, Inventory/Food Costing/Food
Service Computer System;
c. A signed copy of the delivery invoice will be furnished to the FDU
Business Manager. An invoice will be issued to the receiving agency as
billing for the shipment;
d. A check will be issued by the receiving agency and shall be made payable
to GCI FDU. The check is to be sent to Food and Farm Services Central
Office to determine the correct budget. The payment will then be
processed through GDC Central Accounting on a Revenue Remittance,
per GDC SOP; and
e. The revenue is posted to a revenue accounts ledger. A monthly total of
revenue collected is submitted on the Monthly Budget Report to the Food
and Farm Services Manager and the GDC Budget Office.
C. Food Distribution Receiving:
1. Warehouse Receiving of Stocked Items:
a. When an outside purchase order is placed, a copy of the purchase order is
furnished to the FDU Warehouse. In the event a purchase order is not
available at the time of the receipt, the FDU receiving agent will contact
the Food and Farm Services Central Office Business Office for
verification of the order. In this case, the receipt will be marked
"Accepted - Pending Verification of the Purchase Order".
b. No collect freight shipments will be accepted.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 5 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
c. Upon delivery of the merchandise, the number of the items will be
counted and verified against the shipping document and compared to the
purchase order for quantity received and specifications of the purchase
order. Only products meeting specifications will be accepted without
prior approval from FDU Administrator, Food and Farm Services Central
Office State Food Service Administrator or the Manager of Food and
Farm Services.
d. Any discrepancies in the receipt will be noted on all copies of the
receiving document and must be initialed by both the FDU receiving
agent and the delivery driver.
e. In the event that the FDU receiving agent cannot do an accurate count of
items received (due to items being mixed on pallets, etc.), all copies of
the shipping documents will be marked "accepted pending restacking and
counting" in the presence of the delivery driver.
f. The Business Office will be notified immediately of any discrepancies in
receipt so that the vendor can be contacted regarding the discrepancies.
g. The original delivery invoice or a certified copy of the original must be
left with the delivery.
h. When items are received, a receiving report is completed and signed by
the person receiving the items in accordance with GDC SOP. A number is
assigned to the receiving report by the warehouse’s receiving office.
i. The receiving report and delivery invoice are to be forwarded to the FDU
Business Office for processing.
2. Warehouse Receipt of Credit Card Purchases:
a. Upon delivery of the merchandise, the receiver will verify shipment
according to the order placed.
b. The receiver will sign the invoice and forward it to Food and Farm
Services Central Office with a copy of the in-house invoice attached.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 6 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
3. General receiving of supplies, materials or services in all sections of FDU:
a. When the order is placed, a copy of the purchase document is furnished to
the section/area that receives the merchandise or service.
b. Upon delivery of the order, the merchandise will be counted and verified
against the shipping document and compared to the purchase document.
Only products meeting specifications will be accepted without prior
approval from FDU Administrator, Food and Farm Services Central
Office State Food Service Administrator or the Manager of Food and
Farm Services.
c. Any discrepancies in shipments will be noted on all copies of the
receiving documents and initialed by both the FDU receiving agent and
the delivery driver.
d. The FDU Business Office will be notified immediately of any
discrepancies in receipts so that the vendor can be contacted regarding
these discrepancies.
e. A receiving report is prepared and signed by the person receiving the
merchandise. The receiving report and/or delivery invoice must indicate
the project or section/area of FDU for which the materials or service were
purchased.
f. The delivery notice/invoice is attached to the receiving report and is
forwarded to the FDU Business Office to process for payment.
D. Deliveries/Shipments of Food and Supply Items:
1. FDU processes food and supply orders originating from three sources:
a. Food Service Computer System generated inventory orders;
b. Emergency requests via the Food Service Computer System or by
telephone; and
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 7 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
c. Forced Issues.
E. Regular and Supply Orders - Food and Supply Items:
1. The FDU staff will pull and stage the order as specified on the computerized
report, limiting the load to 22 pallets. If the order exceeds the load limit, a
notation of items requested will be made and the remaining balance will be
shipped at a later time.
2. If an offender worker pulls the order, an FDU staff member will supervise the
activity.
3. FDU staff will make appropriate substitutions and note these on the Food
Service Computer System pull sheet.
F. Cold Foods Orders:
1. The Food Service Computer System will calculate the needs of the facility
based on the menu requirement and institutional feeding strength.
2. FDU staff will pull and stage order, limiting the load to no more than 22
pallets. If an offender worker pulls an order, an FDU staff member will
supervise the activity.
3. If an item is out of stock, provide and document the appropriate substitution as
determined by Food and Farm Services Central Office.
4. If substitution cannot be made, make notation on back order. If back orders
can be filled and if the truck is in the area, it will be shipped. If the order is an
emergency, contact Food and Farm Services Central Office.
G. Special Shipments from FDU:
1. Emergency Requests - In the case of a bona-fide emergency (shortage of
food) at the feeding unit, the Food Service Director will contact the FDU
Warehouse Supervisor and request the item. The feeding unit will also place
the order via the on-line emergency ordering capability of the Food Service
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 8 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
Computer System. Emergency orders should be approved by Food and Farm
Services Central Office, if time allows. If the request can be shipped in a
timely fashion or picked up by the requesting facility, FDU will:
a. Print the emergency order from the Food Service Computer System;
b. Evaluate the request to determine if the special request is due to back
order or if the facility may be overusing a particular item;
c. Distribute copies of the order as follows:
i. Original copy is retained by FDU and used by the computer operator;
ii. The first copy (shipping copy) accompanies driver with shipment and
is returned to FDU with any corrections noted. This becomes a
permanent record and the Statement of Delivery;
iii. The second copy (facility copy) accompanies driver with shipment.
After facility personnel has checked the shipment and has signed the
invoice, the document copy remains at the facility; and
iv. The third copy is retained by FDU warehouse.
d. If FDU cannot ship the item(s) in a timely fashion to accommodate a
meal, refer to SOP 409.04.16 Procurement of Food and Supplies.
2. Forced Issues - As directed by Food and Farm Services Central Offices,
FDU will make special "forced" shipments to prevent loss per SOP 409.04.17
Receiving.
3. Partial/Split Shipments - In the event that all items listed on the order cannot
be loaded on the trailer due to the 22 pallet load limit FDU will:
a. Fill an order beginning with items that are low in inventory at the facility
and continue until the trailer is filled. For example, some items listed on
pages one through eight may be loaded on the first trailer for the first
load. Only the items on the order will be shipped on the trailer;
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 9 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
b. Hold the remainder of the order in the Food Service Computer System
until the next delivery date as scheduled;
c. Process subsequent partial loads in the same manner. The second trailer
load begins with the items not previously shipped. The delivery process
continues until the entire order is shipped; and
d. Distribute paperwork as outlined in SOP 409.04.17 Receiving. All partial
or subsequent shipments will be completed within seven (7) days from
the first shipment.
H. Milk Deliveries:
1. FDU procedures applicable to receipt of milk from Rogers SP dairy are as
follows:
a. Milk will be shipped by type and quantity specified on the Milk Order
submitted by each facility;
b. Milk Orders for special diets will be placed weekly in addition to the
institutional Milk Order;
c. On the scheduled date for pickup from the dairy, the FDU driver will
comply with the receiving procedures as outlined in SOP 409.04.17,
Receiving;
d. The driver will receive a milk delivery form; and
e. The driver will prepare a Waybill for each facility in accordance with the
approved delivery schedule and allocation for that particular facility.
2. Upon arrival at each facility the FDU driver will:
a. Remain present as the truck is unloaded to ensure product is handled
carefully and accurate amounts are delivered;
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 10 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
b. Ensure the number of items delivered to the facility correspond with the
amount specified on the milk delivery form or issue ticket. The number of
leaking containers will be recorded separately;
c. Obtain the facility receiving agent’s initials on the issue ticket. One copy
of the signed milk invoice will be left at the receiving facility;
3. Upon completion of the milk delivery, the FDU driver will:
a. Record the total number of all leaking milk containers and document
overages and shortages on an Overage/Shortage/Damage (OSD) form;
b. Complete a survey form for all damaged items, if necessary; and
c. Forward all paperwork to their supervisor upon return to FDU.
4. Upon receiving invoice paperwork, the Supervisor will review and forward it
to the computer operator for billing.
I. Verification of orders for shipping from FDU. Regardless of the type of order,
the following procedures will apply after an order has been pulled and staged:
1. An FDU staff person, other than the driver and the person who pulled or
supervised the pulling of the order, will count and verify all items shipped to
ensure quantity and stock numbers correspond with the order, and then sign
the order in the section "Shipment Supervisor":
a. The Supervisor will ensure that all items that are loaded on the trailer are
loaded properly and securely to prevent spillage and breakage;
b. Orders will be loaded according to the delivery sequence in which
facilities will receive deliveries; and
c. The order packet will be provided to the Supervisor and the Supervisor
will be notified that the trailer is loaded for delivery.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 11 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
2. The dispatcher will be notified by phone that the trailer is ready to be moved.
The dispatcher will:
a. Notify shuttle operator of the trailer (by number) in which to move and
where to stage it. A numbered seal shall then be issued for the trailer and
recorded on the tractor/trailer operator instruction sheet;
b. Seal the trailer doors or delegate to another employee; and
c. Ensure paperwork is distributed properly.
J. FDU Inventory Procedures:
1. Storage and Warehousing:
a. After receipt of delivery, the item(s) are to be moved from the receiving
area to the storage area as soon as possible to promote accountability and
eliminate damage and safety hazards.
b. All food and supply items are to be stored properly to prevent rodent and
vermin infestation, deterioration caused by heat, dryness, or excessive
moisture.
c. All storage areas including freezers and coolers will be kept clean and
free of dirt, dust, and grease. Items are to be stored for proper ventilation.
d. A regular schedule for extermination of insects and rodents is to be
maintained and documented in warehouse files.
e. Canned and packaged goods are to be stored neatly on shelves with labels
facing outward for easy identification. Items are to be stored six (6)
inches off the floor, six (6) inches from the wall and stacked for proper air
circulation.
f. Frozen foods are to be stored according to size and type. The temperature
is to be maintained between 0 degrees-10 degrees.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 12 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
g. All food and supply items will be issued from the warehouse on a first-in,
first-out (FIFO) basis.
h. All food and supply items will be inspected and inventoried on a
continuous basis.
2. Inventory Reconciliation:
a. Every month FDU Warehouse I, II, and the Meat Plant Shipping and
Processing will do simultaneous physical food inventory, as directed by
the FDU Administrator. All other areas will conduct monthly inventories
and input balance into the Food Service Computer System.
b. A copy of the physical inventory and the adjustments made to the SSI
Food Service Computer System will be sent to Food and Farm Services
Central Office.
c. All transactions reflecting the dates when inventory was taken will be
entered into the Food Service Computer System and checked for
accuracy.
d. A Food Service Computer System Food Master Inventory List will be
obtained to check against the physical inventory.
e. Corrections to the Food Service Computer System will be made as
applicable.
f. When the physical inventory count and the inventory in Food Service
Computer System reflect a discrepancy, FDU will make efforts to find
why the discrepancy exists, and a correction will be made and
documented. When a recount results in an error being discovered, FDU
will make such changes on their inventory sheet totals.
g. When all efforts have been made to find errors, those remaining errors
will be compiled into a monthly recap report to reflect the discrepancies
as follows (FS9931 Report):
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 13 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
i. Stock number and item description;
ii. Amount of overage/shortage;
iii. Monetary value of each discrepancy;
iv. Warehouse location where discrepancy exists; and
v. Breakdown by percentage of each warehouse's portion of inventory
and monetary discrepancies.
h. FDU will retain inventory records for future audit documentation.
i. By the end of each month, FDU will complete and submit an
overage/shortage recap of inventory discrepancies to the Food and Farm
Services Manager.
j. On the last business day of each Fiscal Year, a complete physical
inventory will be taken. The physical inventory will be forwarded to the
Food and Farm Services Manager. No items are to be in transit on this
date without prior approval from the Food and Farm Services Manager.
K. Inventory Adjustments to the Computer:
1. Overages/Shortages:
a. The computer operator must have approval and adequate documentation
before making any adjustments to the Food Service Computer Inventory
System.
b. Any adjustments are to be made on a daily basis.
c. Copies of all adjustments are kept on file for future audit.
d. In the event that theft is suspected, the FDU Administrator will begin an
immediate investigation and shall maintain documentation.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 14 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
2. Damaged Items:
a. When items are damaged during transit, facilities are to receive the item,
determine the usable portion and complete a survey form for the
remaining items. Milk and egg products have an exception to this
procedure. Refer to SOP 409.04.17, Receiving.
b. Items that are damaged at FDU will be reported to the Property and
Supply Senior Supervisor, who will determine if the item needs to be
surveyed. A numbered survey report is then obtained from the FDU
Business Office. If disposal of the item is necessary, two (2) employees
will witness the transaction.
L. FDU Vehicle/Fleet Management:
1. FDU manages a fleet of tractors and trailers necessary for the delivery of
food and food related items to GDC feeding units and other customers.
Tractors and trailers are also used for transportation of farm produced items
from the processing facilities to the FDU warehouses.
2. Preventative Maintenance:
a. The FDU garage is used to perform all routine and preventative
maintenance on vehicles and other motorized equipment assigned to
FDU. Work on personal vehicles will not be completed in the FDU
garage.
b. A computerized parts inventory will be maintained for use in preventative
maintenance and routine repairs.
c. Safety and sanitation checks will be made on all vehicles once a month.
Drivers should visually inspect vehicle prior to each route.
3. Vehicle reporting will be completed in accordance with GDC SOP.
4. Task descriptions will be maintained on all vehicles assigned to FDU. The
use and condition of all vehicles will be monitored regularly.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 15 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
5. Vehicle replacements or requests for additional vehicles will be coordinated
with the Food and Farm Services Manager.
M. FDU Personnel Administration:
1. The FDU Administrator is responsible for the personnel administration and
the Business Manager shall act as Personnel Manager for FDU.
2. A copy of all personnel related manuals, rules and regulations will be
maintained at FDU and procedures shall be followed.
3. The Administrator makes recommendations through Food and Farm Service
Central Office Executive Director and Personnel on hiring, termination,
promotions, transfers, etc.
4. Individual personnel records of staff members assigned to FDU shall be
maintained. Personnel actions and other required reports are prepared and
submitted to Food and Farm Service Central Office Executive Director and
Personnel.
5. FDU Administration will provide all employees the opportunity to receive
the necessary training to perform their job and to improve the performance of
their job. Training calendars and notices of classes offered will be posted and
made available to all employees. In-service and any other specialized
training will be included. Training will be coordinated through the Office of
Professional Development and the Office of Information Technology.
N. FDU Safety and Maintenance:
1. FDU management will maintain a system of routine and preventative
maintenance to grounds, facilities and equipment at FDU.
2. FDU management will monitor and evaluate all major facility repairs and
renovations and shall request assistance through GDC Central Office when
needed.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|**Policy Name:** Food Distribution Unit Procedures|
|**Policy Number:**409.04.21|**Effective Date:** 4/17/2020|**Page Number:** 16 of 16|
|**Authority:**
Commissioner
|**Originating Division:**
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|**Access Listing:**
Level I: All Access
|
3. FDU will maintain or exceed all safety standards as established by GDC
and/or the State Fire Marshall.
O. FDU Security and Inspection:
1. FDU management will maintain all grounds, facilities and buildings in
physical condition consistent with the security requirements dictated by the
classification of offenders assigned to work details at FDU.
2. FDU management shall provide and promote security training and awareness
to all staff persons who supervise offenders. FDU operations are subject to
routine and regular security inspections.
**V.** **Attachments:** None.
**VI.** **Record Retention of Forms Relevant to this Policy:** None.