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REGIONAL KITCHEN | DISTRIBUTION & LOGISTICS
LOG-03
Finishing Kitchen Receiving & Discrepancy Procedure Interim turnover baseline for receipt, temperature/documentation checks, acceptance/rejection, discrepancies and storage handoff
| CONTROL STATUS |
| Interim State baseline. Operational Support is expected to produce/refine receiving and inventory procedures, and a future outsourced delivery-service contract may alter delivery responsibilities or service-level requirements. Approved FOODSAFE/HACCP controls govern food-safety limits and product disposition. |
1. Purpose and Scope This procedure establishes a consistent Finishing Kitchen receiving workflow for Regional Kitchen-supported deliveries. It creates a documented chain of custody from vehicle arrival through acceptance, discrepancy action, safe storage, and notification.
Applies to meals, food, supplies and reusable transport equipment received from the Regional Kitchen or its delivery-service provider.
Addresses delivery/time verification, quantities, product condition, required temperature checks/documentation, labels/date/lot/traceability, acceptance or rejection, discrepancy reporting, storage/disposition and communication.
Does not replace approved HACCP critical limits, State food-safety policy, regulatory requirements, inventory procedures or contract remedies.
2. Receiving Responsibilities
| Role |
| Minimum Responsibility |
| Key Record |
| FK Receiving Role |
| Be available during the validated delivery window; verify school/route/load, count, condition, applicable temperatures/documentation, labels and traceability; record receipt decision. |
| Receiving record / discrepancy report |
| Driver / Delivery Role |
| Present the assigned load and applicable delivery/temperature documentation; support quantity reconciliation; do not abandon product without authorized receipt. |
| Delivery/dispatch record |
| RK Operations / Logistics |
| Resolve shortages, wrong items, route issues and replacement/recovery requirements; maintain dispatch traceability. |
| LOG-01/02 and exception records |
| Food-Safety Authority / Designated Role |
| Direct hold, rejection, corrective action and disposition when food-safety condition is uncertain or outside approved limits. |
| FOODSAFE/HACCP corrective-action record |
| FK Manager / Designee |
| Ensure accepted product moves promptly to correct storage/holding and discrepancies are followed through to closure. |
| Inventory / receiving record |
3. Standard Receiving Sequence
| Step |
| Control |
| Required Action |
| 1 |
| Prepare to receive |
| Know expected route/delivery window; ensure receiving area, thermometer/monitoring equipment, storage space and designated receiver are ready. |
| 2 |
| Verify delivery identity |
| Confirm correct school, route, delivery source/vehicle and applicable delivery record before unloading. |
| 3 |
| Record arrival |
| Record actual arrival and receiving-start time. Note late/early delivery if it affects staffing, holding or meal-service timing. |
| 4 |
| Inspect before acceptance |
| Check packaging/containers, seals where used, visible condition, contamination/damage, labels, product identity, dating and required traceability information. |
| 5 |
| Verify quantity |
| Compare delivered units/containers/items against the expected load. Record short, over, wrong-item or missing-component discrepancies. |
| 6 |
| Verify temperature controls |
| Perform required receiving temperature checks and/or verify required transport temperature documentation using the approved FOODSAFE/HACCP method and limits. |
| 7 |
| Decide receipt status |
| Accept, accept with discrepancy/condition, hold pending direction, or reject within delegated authority. Do not serve questionable product while disposition is unresolved. |
| 8 |
| Transfer to controlled storage/holding |
| Move accepted product promptly to the required refrigerated, frozen, hot-hold, dry-storage, staging or production/retherm location. |
| 9 |
| Reconcile returnables |
| Verify delivered/returned carts, racks, pans and containers; update LOG-04 where applicable. |
| 10 |
| Close communication |
| Notify RK/food-safety/logistics of discrepancies and document replacement, credit, return, hold, disposal or other authorized corrective action. |
4. Receiving Decision Categories
| Decision |
| Use When |
| Minimum Action |
| ACCEPT |
| Load matches the expected delivery and required condition/documentation checks are satisfactory. |
| Receive, sign/record, move promptly to controlled storage/holding. |
| ACCEPT WITH DISCREPANCY |
| Product is acceptable for use but there is a count, timing, documentation, packaging or other non-disqualifying discrepancy. |
| Receive acceptable product, document discrepancy, notify RK as required, and track correction. |
| HOLD / DO NOT USE |
| Food-safety status, identity, traceability, condition or disposition is uncertain and requires direction. |
| Segregate/control product; do not serve; contact designated authority; document time/temperature and disposition. |
| REJECT |
| Product/load does not meet approved acceptance criteria or authorized direction requires rejection. |
| Keep rejected product segregated; document reason/quantity; return or disposition only as directed. |
5. Discrepancy and Escalation Guide
| Discrepancy |
| Required Response |
| Short delivery / missing item |
| Count and document shortage; notify RK/logistics; identify whether replenishment, approved substitution or alternate menu/service action is required. |
| Over delivery |
| Do not assume excess may be retained/used; reconcile with RK and inventory records and receive/store only under approved direction. |
| Wrong school / wrong item |
| Segregate; preserve traceability; notify driver/RK; do not use until identity and disposition are confirmed. |
| Late delivery |
| Record actual times; assess service impact and product condition; notify RK if the meal-service plan is affected. |
| Temperature issue / missing temperature evidence |
| Follow approved HACCP/food-safety corrective action. Hold affected product when safe status cannot be established. |
| Damaged / leaking / contaminated packaging |
| Segregate affected product; determine acceptance/rejection under approved criteria; document quantity and condition. |
| Missing / incorrect label, date or traceability |
| Hold affected product if required information cannot be verified; contact RK for correction/disposition. |
| School cannot receive |
| Do not allow unattended drop; maintain chain of custody and temperature control; coordinate safe wait, return or other approved action. |
| Cart / container mismatch or damage |
| Record asset discrepancy in LOG-04 and prevent unsafe/dirty equipment from service. |
6. Minimum Receiving Record Date; school; Route ID; vehicle/delivery source; arrival time; receiver role.
Expected versus delivered units/containers/items.
Product/load identity and applicable label/date/lot/traceability information.
Required receiving temperature observations and/or transport-monitoring evidence.
Packaging/product condition.
Receipt decision: Accept / Accept with Discrepancy / Hold / Reject.
Quantity held/rejected and reason.
Immediate corrective action and person/role notified.
Replacement/credit/return/disposition outcome.
Reusable cart/container count and condition when applicable.
7. Receiving Checklist
| Check |
| Receiving Control |
| Initial / Record |
| ☐ |
| Designated receiving role available. |
| ☐ |
| Correct school and route confirmed. |
| ☐ |
| Arrival and receiving-start time recorded. |
| ☐ |
| Delivered quantity compared with expected quantity. |
| ☐ |
| Packaging/containers inspected. |
| ☐ |
| Labels/product identity/dating/traceability checked as required. |
| ☐ |
| Required temperature check/documentation completed. |
| ☐ |
| Product condition acceptable or discrepancy identified. |
| ☐ |
| Receipt decision recorded. |
| ☐ |
| Accepted product moved promptly to correct storage/holding. |
| ☐ |
| Held/rejected product segregated and controlled. |
| ☐ |
| RK/logistics/food-safety notification completed when required. |
| ☐ |
| Reusable carts/racks/containers reconciled. |
| ☐ |
| Discrepancy/corrective-action record opened if needed. |
| ☐ |
| Receiving closeout time recorded. |
8. Cross-References and Future Supersession
| LOG-01 |
| Route/delivery-window assumptions and school stop master. |
| LOG-02 |
| RK staging, loading, dispatch and driver handoff. |
| LOG-04 |
| Reusable cart/container issue, return, cleaning and accountability. |
| LOG-05 |
| Pilot evidence for arrival, receiving, temperature and discrepancy performance. |
| FOODSAFE / HACCP |
| Controls critical limits, monitoring, corrective action, holding/rejection and product disposition. |
| Inventory / SOP products |
| Controls post-receipt inventory, FIFO, storage, daily use and reconciliation. |
| Future delivery-service contract |
| May define contractor delivery records, service levels, POD, scan/temperature systems, driver responsibilities and remedies. |
| TURNOVER RULE |
| If Operational Support or the outsourced delivery-service provider produces an approved receiving procedure that replaces this interim baseline, archive LOG-03, link the successor document in the binder, and avoid parallel procedures. Preserve any completed discrepancy/receiving records as historical evidence. |
School Food Services Branch | Interim Turnover Baseline