Food Pantry Client
Preparation of 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.
Close of Each Day
After closing the front door and removing
the sign in sheet (if a client registers for
service on the sign in sheet we MUST serve
that client), review both the USDA and
Non-USDA distribution sheets. Make sure that
all the information on each sheet is
complete. The process for registering
clients is very important because it
influences our reporting to the Second
Harvest Food Bank (SHFB) and the Board of
Occasionally, you may need to use the Client
Database in order to complete each sheet
(However, it is best to record the
information as each client is processed).
Once all the information is recorded on the
sheet, total each sheet in the following
a.) The number of households served (Count
one for each Client ID recorded).
b.) The number of individuals served.
This is a total of adults and children.
c.) The number of children served (this
information is for the benefit of SMUM and
is not needed for the Food Bank).
d.) The number of homeless served, as
indicated by the marking of an "(8)" on the
1) In the "F=" count, count only
families that have two
individuals. In other words, if a
served, the individual is not counted
as a family in the
2) In the "I=" count, count the total number
served, including single individuals.
e.) The number of emergency boxes issued, as
indicated by the marking of a red star on
the intake sheet. Use the same rules
for counting families and individuals as are
used for counting the number of homeless
The information from the USDA form will be
sent to the Food Bank for their USDA
reports/records. Please total the numbers
for all the sheets with the same date and
record the grand total on the final sheet
for that particular day. Accomplishing this
procedure will be of great help in
maintaining accurate clear “daily records”
which will be requested from time-to-time
from the Food Bank. Further, your assistance
with totaling daily figures for clients
served will assist our own counters/record
keepers here at SMUM. We are responsible for
providing daily totals, monthly totals and
quarterly totals as an USDA food distributor
(through Second Harvest Food Bank). Your
help in providing daily totals will simplify
this important process of record
maintenance. Thank you for your help.
Sample Intake Log - USDA.
questions, please contact the director.