EFN Manual 

Reason for Service Codes

EMERGENCY FOOD & SHELTER PROGRAM (EFSP)

The following documents should only be used by organizations awarded EFSP funding. Please ensure your organization is using the correct forms for the correct EFSP Phase.

For any questions or assistance regarding EFSP, please contact Mikaela (Mika) Mendoza-Cardenal at efsp@hfuw.org. 

SHELTER, FOOD and MEALS TRAINING

For case management training use the following link https://www.youtube.com/watch?v=obF2RcxXODQ  

The per diem allowance is exactly $12.50 per person per night for LROs providing mass shelter services (five beds or more in one location). 

For Payment: LROs must go to Adsystech to:

1. Log in to Adsystech and;
2. Upload the Mass Shelter Daily Per Diem Log (only one month per log) showing the approved EFSP daily rate and number of persons sheltered by date with totals; and,
3. Upload supporting documentation (service records and/or sign-in logs corroborating the number of persons sheltered by date).

Other Shelter Assistance Form (Off-Site Lodging Hotel/Motel)

For other shelter assistance, eligible program costs include off-site emergency lodging (room and tax only) in a hotel/motel or other off-site shelter facility. Assistance is limited to 30-days assistance per individual or household during the current program period. EFSP funds can only be used once the client/household has checked out of the hotel/motel. If the client/household is currently staying in the hotel/motel, EFSP will not process this payment request. HFUW will issue the payment directly to the vendor.

For Payment: LROs must ensure all client information (household profile, income and expenses, and case notes) is entered in HFUW's client management system Adsystech and:

1. Log in to Adsystech and;
2. Upload the Other Shelter Assistance Form;
3. Upload the dated vendor invoices from the off-site shelter (hotel/motel/etc. on the vendor's stationery); and,
4. Upload a copy of the identification for all adults in the household.

Remember: Unpaid invoices must include the client's name, length of stay, and charge per night. EFSP funds cannot be used to reimbruse the LRO or provide advance payments/prepayments to the vendor (hotel/motel). An LRO receiving funds may not act as a vendor for themselves or another funded LRO.

The per meal allowance is exactly $3.00 per meal served for LROs providing congregate meal services.

For Payment: LROs must go to HFUW's client management system Adsystech to:

1. Log in to Adsystech and;
2. Upload the Meals Served Per Diem Log (only one month per log) showing the approved EFSP meal rate and the number of meals served by date with totals; and,
3. Upload supporting documentation (service records and/or sing-in logs corroborating the number of meals served by date).

The purchase of food, food vouchers, and gift certificates for food. The purchase of gift certificates for food must be marked “Food Only”, "Food & Diapers Only" or Food, Diapers & Feminine Hygiene Items Only”. HFUW will issue the payment directly to the food vendor within 90 days of the invoice date.

For Payment: LROs must go to HFUW's client management system Adsystech :

1. Log in to Adsystech and,
2. Upload dated and detailed unpaid invoices that are no more than 70 days old.  
3. For Gift Cards Orders: Upload the unpaid gift card order form. Note: Gift cards are eligible only if they can be marked/encoded “Food Only”, “Food & Diapers Only” or “Food, Diapers & Feminine Hygiene Items Only”. The same applies for food vouchers and gift certificates. There must be an agreement with the vendor that food, food and diapers only or food, diapers and feminine hygiene items only will be allowed and no cash will be returned to clients.

Other Food- Food Banks

**Second Harvest Food Bank Only**

Includes the purchase of food, food vouchers, and gift certificates for food (gift certificates must be marked “Food Only”). ​Only food banks may operate under EFSP as both a vendor and an LRO. LROs must submit dated unpaid invoices vouchers for food purchased. ​HFUW will issue the payment directly to the food vendor within 90 days of the invoice date. 

For Payment: LROs must go to HFUW's client management system Adsystech and:

1. Log in to Adsystech and; 
2. Upload dated and detailed unpaid invoices no more than 70 days old; and,
3. Upload the Other Food Summary Spreadsheet and Other Food Detail Spreadsheet and a copy of origional invoice.

Limited emergency rent or mortgage assistance (principal and interest only) for individuals or households. LROs may now pay up to three (3) months of rent/mortgage assistance per phase if it is necessary to maintain housing.HFUW will issue the rent or mortgage payment directly to the landlord/mortgage company. 

For Payment: LROs must ensure all client information (household profile, income and expenses, and case notes) is entered in HFUW's client management system Adsystech. A complete packet must include the following:

1. The Rent- Mortgage Assistance Verification Form;
2. A copy of the identification for all adults in the household;
3. Rent Assistance: A copy of the client’s lease (the pages must include the landlord's name, the tenant's name, the address of rental property, term of lease, base rent page with due date of rent, and the signature page of contract or if electronically signed, the IP page) or Mortgage Assistance: The mortgage statement for each month being paid;
4. A completed and signed 2024 W9 for the landlord or mortgage company; and,
5. A printout from the Property Appraiser's website (confirms property ownership).

Limited metered utility assistance (includes gas, electricity, water, and sewer service) for individuals or households. LROs may now pay up to three (3) months of utility assistance per phase if it is necessary to prevent disconnection of services. The client must be 1) a resident of the home or apartment and 2) responsible for the utility on the home or apartment for which utility assistance is to be paid.HFUW will issue the utility payment directly to the utility company.

For Payment: LROs must ensure all client information (household profile, income and expenses, and case notes) is entered in HFUW's client management system Adsystech. A complete packet must include the following:

1. The Utility Assistance Verification Form;
2. A copy of the identification for all adults in the household;
3. A copy of the utility bill for each month being paid; and,
4. A copy of the guarantee sent to the utility company.

Additional Information and Resources

United Way 211 Community Resource Directory 

Child Support eServices 

Florida Department of Business & Professional Regulation (dbpr) (Housing Inspection Reports and Housing License Search)

Florida Department of Highway Safety and Motor Vehicles (DMV Driver's License Search)

Florida DCF Child Care Provider Search 

Florida Division of Corporations (Sunbiz)

Orange County Property Appraiser 

Orange County Clerk of Courts 

Osceola County Property Appraiser 

Osceola County Clerk of the Circuit Court 

Seminole County Property Appraiser 

Seminole County Clerk of Courts 

EFN Training 7-25-2019 (Includes info on W-9s)

EFN Training 10-22-2019 (Includes info on Duke Energy Special Medical Needs)