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"~ NORTH CAROLINA DEPARTMENT OF AGRICULTURE JAMES A~ GRAHAM MEMORANDUM TO: Directors, Emer~nr.¥ Food Organizations D~vis DATE: September 3, 1~J84 SUBJECT: AllocationS for October-November-D~cember Quarter The attached document, ALLOCATION OF USDA DONATED CO)~40DITIES, shows your pro rata quantity of food available for the coming quarter. YOU should complete the attached food request rom showing the quantity of the various comnodities you wish to re- ceive for the coming quarter. You may, of course, order more or less of the amounts shown on the attached sheets. You are assured of receiving at least the quantity shown on your allocation; and if other counties refuse a portion of their allocation, we may be able to increase your allocation. The attached form, EFAP-12, SITE DISTRIBUTION RECORD, has been revised in that the reverse side now provides' for the distribution record. It includes all of the items needed for your monthly report, EFAP-4. Federal auditors have insisted that this type docement be maintained and completed for each site. Where you have only one site, there is no need for you to complete the reverse side of this form. Please attach a completed form, EFAP-12, for each site to your monthly report, EFAP-4, when you send it to this office. The form, EFAP-4 MONTHLY REPORT, has been revised slightly in that Column 9 now shows a space to record any overages or shortages which may have occurred during distribution. The amount shown in this column will be the result of reconciling columns 6, 7, and 8. Please note the instructions at the bottom of the EFAP-4. If you have any questions, please let us hear from you. '~he revised log and application forms, EFAP-2 and EFAP-3 respectively, have been revised to indicate that the certifying official should indicate what Food Stamp document he saw that indicated the individual was in fact participating in the Food Stamp Program. No docementation is required fo.r those persons certified on the basis of self-declaration of income. These changes in forms are being discussed in detail in the series of workshops which we are currently holding across the State for agencies participating in the Emergency Food Assistance Program. If there are questions regarding the use of any of these forms, please let us hear from you. JPD:dh Attachments cc: Chairmen Bo rds of County Commissioners (with attachments) County ~ nag rs (with attachments)