Donations of Food

Page Number:
1 of 2
Control Number:
404.02.01.004
Version:
1.0
Idaho
Department of
Correction

Standard
Operating
Procedure

Division of
Prisons

Operational
Services
Title:
Donations of Food
Adopted:
3-5-2001
Reviewed:
2-1-2010
Next Review:
2-1-2012

This document was approved by Pam Sonnen, chief of the Division of
Prisons, on 5/31/07 (signature on file).
BOARD OF CORRECTION IDAPA RULE NUMBER
None
POLICY STATEMENT NUMBER 404
Food Service
POLICY DOCUMENT NUMBER 404
Food Service
DEFINITIONS
Standardized Definitions List
PURPOSE
This standard operating procedure (SOP) establishes guidelines and processes for
accepting donations of food to supplement Idaho Department of Correction (IDOC) food
service operations.
SCOPE
This SOP applies to all IDOC correctional facilities and community work centers (CWCs).
RESPONSIBILITY
Facility heads are responsible for (1) implementing this SOP, and (2) ensuring that staff
members follow the guidelines provided herein.
Table of Contents
GENERAL REQUIREMENTS .................................................................................................2
1. Donated Food Items ..........................................................................................................2
2. Product Guidelines ............................................................................................................2
3. Process for Accepting Donated Food Items ......................................................................2
REFERENCES........................................................................................................................2 C O P Y
Control Number:
404.02.01.004
Version:
1.0
Title:
Donations of Food
Page Number:
2 of 2

GENERAL REQUIREMENTS
1. Donated Food Items
Occasionally, food items are donated to the Department at no cost. Before a donated food
item can be considered, it must provide a savings to the Department and not incur costs that
would exceed the cost of purchasing the item.
2. Product Guidelines
All products must be acceptable for use in a correctional environment and be consistent with
menu guidelines.
Products must meet or exceed all United State Department of Agriculture (USDA) quality
and handling guidelines for inspections, freshness, wholesomeness, transport, and storage.
A product will not be accepted if it has a "use by" date with less than seven (7) days
remaining at the time the product is received, and the product will not be accepted if it
cannot be used before the expiration date.
A product will not be accepted with an expired "sell by" date or if the product cannot be used
within 30 days of the sell by date. Frozen products cannot exceed six (6) months in age at
the time of donation and must be used within six (6) months.
Canned products cannot exceed two (2) years of age.
3. Process for Accepting Donated Food Items
The following steps will be followed before accepting donated food items:
Functional Roles and
Responsibilities Step Tasks
Facility Food Service
Authority 1
Learns of food items offered as donation.
• Complete Appendix A, Fact Sheet – Donated Food
Items, and forward it to the dietary services manager.
Dietary Services
Manager 2
Review Appendix A for compliance with guidelines provided
in this standard operating procedure (SOP).
• Complete Appendix A, and forward it to the facility
head.
Facility Head 3 Approve or deny the donation and forward Appendix A to
the facility food service authority.
Facility Food Service
Authority 4 Implement the facility head’s decision.
REFERENCES
Appendix A, Fact Sheet – Donated Food Items
Department Policy 404, Food Service
– End of Document – C O P Y
IDAHO DEPARTMENT OF CORRECTION
Fact Sheet - Donated Food Items
Appendix A

Date: Facility:
Item donated: Amount:
Brand or manufacturer:
Source of donation:
Contact person: Telephone No.
Address:

Costs associate with the item (including shipping):

Value of the item:
Explanation of delivery process:

Sell by date:
Use by date:
Packing date:
Codes:
Other Comments:

Name: Associate #: Date:

Dietary Food Service Manager Review:

Recommend Accepting Recommend Declining
If the recommendation is to decline, explain reasons:

Approved Denied

Facility Head Date
404.02.01.004
(Appendix last updated 5/31/07)