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Control Number: 404.02.01.001 Version: 3.0 Title: Food Service Management Page Number: 7 of 12  Providing food service staff with an updated approved contractor delivery driver list, based on successful completion of the background clearance process 7. Food Ordering and Receipt of Supplies It is the responsibility of facility food service authorities to ensure that the correct food items in the required quantities are available at the facility when they are needed for preparation . Food Orders Facility food service authorities (or their designees) are responsible for preparing weekly food orders in accordance with approved food supply lists and menu requirements . The dietary services manager provides order guides that are sizable based on the menu and population count, which can be used as a tool to calculate orders. Food orders must be made utilizing the contractor’s available technology and according to contractually obligated ordering schedules, (standing orders may be established at the vendor’s discretion). Facility food service authorities must verify the accuracy of their orders by reviewing order confirmations and correcting any discrepancies. Delivery Receiving Proper food receiving is a critical step in ensuring the quality and accuracy of products delivered. At the time of delivery, facility food service authorities (or their designees) are responsible for:  Ensuring that the driver is approved to deliver to IDOC facilities  Providing direction to the delivery driver for unloading products from the truck (any further placement of supplies is determined by the delivery person and IDOC staff)  Ensuring that no inmates are permitted to enter any part of the delivery vehicle  Inspecting each item received for quality (look for signs of compromised packaging, freezer burn, improper holding temperatures, pests, or spoilage, and refus ing all products that are not of sound quality)  Verifying that each item invoiced matches the items and quantities received, and the items and quantities received match the order  Monitoring delivery invoices for pricing accuracy  Notifying the delivery driver and the dietary services manager of any quality concerns, shortages, credits, and/or returns and making note of each on the invoice  Signing the delivery invoice and receiving a copy of the invoice, including notes (as described above) and signatures of both the receiving staff member and the delivery driver  Dating all received products and transferring them to the appropriate storage locations, using the “first-in, first-out” stocking method  Within 72 hours of receipt, submitting the delivery invoice to the fiscal unit at central office for payment