Food Pantry Client
Preparation of Intake Logs
As indicated in the
Intake Logs, new intake registration
sheets (USDA and non-USDA) should be used at
the start of each calendar day. Please
do not mix multiple days on one sheet; this
creates confusion and makes recording
accurate Client numbers difficult.
The process for registering clients
is very important because it influences our
reporting to the Second Harvest Food Bank (SHFB)
and the Board of Directors.
Use today's date to determine the following:
There's a useful online utility for date
STEP 1 - Review
eligibility of the Client:
a. The client should present their SMUM card
containing their SMUM Client ID number.
If they do not have their card, ask the
client to present valid ID.
b. Call up the client's record in the Client
c. If the record cannot be found ....
d. If the client has not had and ID and zip
code verification check in the past 6
perform an ID check.
e. If the client
received a food distribution less than 15
days ago ....
f. Check the date of the last USDA
g. If the client
is eligible for a food distribution,
continue to Step 2.
STEP 2 - Register the
client on the the appropriate intake sheet
(USDA or non-USDA) and have them sign.
a. Enter the Client ID in the left-hand
column. If the client is new, enter
b. Enter the number of children on the
Client Record or New Client Registration
Form in the far right column.
Check the birthdates of the
children. If any
child is 18 or older, he or she
must be removed from the record.
He or she may
separately if eligibility
requirements are met.
Eligibility of children:
Child's birth date must be
today's date after:|
c. Enter the total number of household
members (adults and children) on the Client
Record or New Client Registration Form in
the second-to-the-last column.
a. If the client's
record indicates that they are homeless,
mark an "(8)" on the intake form in the
b. For emergency boxes,
see Emergency Box procedure.
Sample Intake Log - USDA.
STEP 3 - Fill out a
food box slip, including the client's SMUM
Client ID number and birthdate. Mark
it for USDA or non-USDA. If
appropriate, mark "Asian Food". If
appropriate, mark an "(8)" to designate a
homeless client (this is used instead of
"homeless" to protect the client's dignity
and avoid negative judgments/behaviors when
other clients are signing the intake logs).
STEP 4 - Update the
client record in the Client Database ...
questions, please contact the director.