Please direct all program related information and questions to:

Penny Roth
815-823 East Monroe Street
Springfield, IL  62701
Phone:  217-782-2166
Fax:  217-785-5247
Email:  PENNY.ROTH@illinois.gov

I. Introduction/Definition

The Commodity Supplemental Food Program serves low-income women, infants, children, and senior citizens in areas of Chicago and Cook county and in southern Illinois (including Madison, St. Clair, Union, Johnson, Pope, Hardin, Massac, Pulaski and Alexander counties). The program's goals are to support the healthy growth and development of women and children and to improve the health and nutritional status of the elderly.

II. Policies & Procedures

The Provider will administer the Commodity Supplemental Food Program in accordance with the following:

  1. Guidelines developed by the United States Department of Agriculture, Food and Consumer Service as set forth in Title 7, Part 247, United States Code of Federal Regulations. The Provider acknowledges that they may be held responsible for any loss of commodities resulting from improper or negligent receipt, storage and/or issuance of CSFP foods.
  2. Appropriate rules promulgated by the United States Office of Management and Budget, such as Circulars A-87, A-110, A-122 and A-133. Applicable circulars are hereby acknowledged as being reviewed and in compliance by the Provider

III. Contract and Amendment Process

Contract Process

The contract between the Department and the Provider is generally referred to as the Agreement and consists of several parts:

  1. Community Service Agreement, containing the standard contract language used for all Department contracts
  2. Exhibit A, containing Scope of Services/Purpose of Grant
  3. Exhibit B, containing Deliverables
  4. Exhibit C, containing Payment Information
  5. Exhibit D, containing Contact Information
  6. Exhibit E, containing Performance Measures
  7. Exhibit F, containing Performance Standards
  8. Exhibit G, containing State Agency Contracts
  9. Attachment E
  10. The Program Manual, attached by reference to the Agreement, contains the program service provisions.

The Department will initiate the contract by having it online for the Provider to obtain and sign.  The Provider will fax signature page to the Department to obtain the Secretary's signature and the Department will return a copy of the executed signature page of the contract to the Provider via pdf email.

Amendment Process

There are two types of amendments to an executed Community Service Agreement.

  1. Letters of increase or decrease - A letter is sent to the Provider stating the intent to increase or decrease dollars to specific program services existing in the Community Service Agreement. There is no need for the Provider to sign and return this document.
  2. Formal amendments - A two-party signed agreement to an executed Agreement is a formal amendment. The following process is required for a formal amendment to be processed:
    1. Adding new program services - An amendment to add a new program service must contain a detailed summary of services to be provided under the executed Community Services Agreement and a method of payment.
    2. Extending the service dates of the Community Services Agreement* - An amendment to extend the service dates of the Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term of the Agreement; signatures of the Provider and the Secretary of the Department of Human Service

      *NOTE: A Community Services Agreement end date should only be June 30 due to mandates in the State Finance Act regarding audit period. Language on pages one through nine in the Community Services Agreement may not be changed.

    3. Extending the service dates of an existing program attachment - An amendment to extend the date of a specific attachment in the existing Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term and the specific attachment name and number; signatures of the Provider and the Secretary of the Department of Human Services
    4. Changing language within an existing program attachment - An amendment to change language in an existing program attachment of the Community Services Agreement must contain the following information: Agreement number as it appears on the Community Services Agreement; Provider name; clause(s) stating the new language; signatures of the Provider and the Secretary of the Department of Human Services

IV. Deliverables/Costs/Payments

  1. Payments to the Provider are scheduled on a monthly basis. The first payment is scheduled to be a prospective payment of 1/12 of the provider contract. All future payments will be reconciled based on submitted documentation. Failure of the Provider to submit documentation may result in a reduction to the total award. In the case of special circumstances, please contact the Department for consideration.
  2. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.

V. Provider Responsibilities

Services to be provided include, but are not limited to:

  1. Provide warehouse facilities for receiving, storing and distributing commodities provided under the CSFP, in compliance with the Illinois Food, Drug, and Cosmetic Act (410 ILCS 620/1 through 620/26) and other applicable state and federal regulations. The Provider shall also monitor the warehouse operations by observing the receiving, storing, and delivery of commodities to the certification/distribution centers. The warehouse shall ship commodities to the certification/distribution centers based on packing dates, ensuring that the oldest commodities are used first.
  2. Operate certification/distribution of commodities. If certification and distribution both cannot be accomplished at each established site, arrangements shall be made for client certification centrally or at satellite locations. The Provider shall maintain client certification master files at a central location.
  3. Ensure that: the certification/distribution centers have adequate food storage space; health and fire safety codes are being observed; and special requirements for storage and distribution of perishables are met. The certification/distribution centers shall distribute commodities to CSFP clients using the first in-- first out (FIFO) inventory method.
  4. Maintain monthly inventory reports for the established warehouse facilities. Such reports shall indicate quantities of items on hand at the start of the week, receipts, distributions, and inventory on hand at the end of the week.
  5. Operate the certification/distribution centers in compliance with regulations and policies. In conjunction with this objective, the Provider agrees to: maintain client issuance and client certification records in proper order; maintain inventory of food receipt and issuance records in proper order; properly account for the disposal of damaged food; maintain a clean, vermin-free premise; and prepare and implement corrective action plans to address problems found at any certification/distribution center.
  6. Develop and implement nutrition education programs for clients participating in CSFP.
  7. Implement procedures in cooperation with the Department to detect and prevent dual participation within the CSFP, and with the Women, Infants and Children (WIC) Program.
  8. Implement fair hearing procedures for persons who file statements claiming inappropriate adverse action.
  9. Maintain an adequate accounting and record keeping system which shall include, but not be limited to, appropriate accounting ledgers, copies of all subcontracts, invoices and correspondence that will provide a distinct audit trail for Department and federal auditors.
  10. Provide the Department with written policy and procedures which detail the management and administration of the CSFP.

VI. Department Responsibilities

The Department will provide technical assistance and monitoring for all programs operated under Family and Community Services.

VII. Support Services

Utilization of Community Resources

It shall be the responsibility of each project director to coordinate the services provided through the project with other sources of care in the community, such as:

  1. The Illinois Medical Assistance Program
  2. Local Health Departments
  3. Neighborhood Health Centers
  4. Local Child Development Clinics
  5. Division of Specialized Care for Children
  6. Local Hospitals
  7. Local Children and Family Services Programs
  8. Local Schools
  9. Vocational Rehabilitation Services
  10. Regional Perinatal Centers
  11. Local Early Intervention Programs for Infants and Toddlers
  12. Other related social service agencies

Please refer to 77 Ill. Adm. Code 630.160 and 630.170; Other Applicable Rules; and to the program-specific Exhibits for additional requirements.

VIII. Billing Instructions

Providers shall use the following methodology to document the use of these funds:

  1. The Provider shall provide summary documentation by line item of actual expenditures incurred for the purchase of goods and services necessary for conducting program activities. The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in DHS Rule 509, Fiscal Administrative Recordkeeping and Requirements.
  2. Expenditures shall be recorded in the Provider's records in such a manner as to establish an audit trail for future verification of appropriate use of Agreement funds.
  3. Expenditure documentation must be submitted in the format defined by the Division of Family and Community Services. Expenditures must be received by the Department no later than the 15th day of the month following the month of service. Any change in this schedule must be submitted in writing to the Department. Final billings must be received by the 15th day of the month following the end of the Agreement period.
  4. The Provider shall submit expenditure documentation by one of the following means:
    1. Mailing Address
      Veronica Newton,
      100 South Grand Ave. East, 2nd floor
      Springfield, IL 62762
      Phone (217) 782-3055
    2. Fax
      (217) 782-5708 Email
    3. Email
      Verronica.Newton@illinois.gov
  5. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.

Expenditure Documentation Form Instructions

Expenditure Documentation Form (pdf)

IX. Program Monitoring

The Department will monitor program operations in accordance with federal regulations.

X. Program Budget

Providers agree to establish and utilize a budget approved by the Provider's Board of Directors.

XI. Appendices/Forms

Not applicable.

In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability.

To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992 (Voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.