A Guide for Processors

HUNTERS AGAINST HUNGER PROGRAM

Oklahoma Department of Wildlife Conservation

Coordinator, Hunters Against Hunger Oklahoma Department of Wildlife Conservation

Becky Rouner

The Oklahoma Department of Wildlife Conservation’s Hunters Against Hunger program helps support our communities across the state. I am proud of Oklahoma’s generous hunters and processors who donate their time and resources. Together we can provide locally sourced, healthy and nutritious protein to the Oklahomans who need it the most.

Fresh meat continues to be a much needed item in Oklahoma’s food pantries. Thanks to our hunters, processors, volunteers and donors we can continue to provide a healthy and sustainable protein source to those in need.

THANK YOU

3wildlifedepartment.com/HAH

5HISTORY OF THE PROGRAM

CONTENTHUNTERS AGAINST HUNGER

6HOW THE PROGRAM WORKS

7HOW TO ENROLL AND PARTICIPATE

8WORKING WITH THE FOOD BANK

11RECOGNITION

12

13

HUNGER IN OKLAHOMA

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14-15VENDOR PAYEE FORM

ENROLLMENT FORM

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DONATION FORM

INVOICE

wildlifedepartment.com/HAH

U.S. Department of Agriculture

The Hunters Against Hunger program is a cooperative program between hunters, local processors, food pantries and the Oklahoma Department of Wildlife Conservation. The program helps provide fresh venison to hungry Oklahomans and famillies. Be an advocate and help those in need.

THOSE IN NEEDYOU CAN HELP

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5Oklahoma Department of Wildife Conservation

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550,429

HISTORY

Just one pound of venison can help provide a nutritious meal for a family of four.

The Hunters Against Hunger program (HAH) is a statewide program that supports sound deer management while providing quality meals to Oklahoma’s hungry. Hunters who harvest a deer and wish to donate the venison to qualified food banks, may do so through participating venison processors.

In 2002, the Wildlife Department took over the program and has paid nearly $500,000 to participating venison processors across the state. The program is funded through contributions and the Oklahoma Department of Wildlife Conservation.

POUNDS OF VENISON2 MILLION

POTENTIAL MEALS PROVIDED

Since 2002, more than half a million pounds of venison has been donated to local food pantries.

HELPING THE COMMUNITY SINCE 2002

$

6 wildlifedepartment.com/HAH

Once the processor returns the deer donation form and invoice to the Wildlife Department, they will receive $70 for every deer processed and donated to the program.

Processors grind the donated venison and package it in 1-2 pound packages. Processors then contact a participating food pantry to pick up the venison.

Hunters who legally harvest a deer during any current deer season can deliver the deer to a participating Hunters Against Hunger processor.

COMPENSATIONVENISON IS PICKED-UP

DEER IS DONATED

Participation by processors is key to the success of the program.

WORKSHOW THE PROGRAM

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A hunter can donate their deer to the HAH program through a participating HAH processor. Hunters are encouraged to donate $10 towards the processing of the deer. This is a voluntary donation from the hunter. A processor CANNOT charge the hunter for a HAH donated deer. The hunter should complete the hunter donation form (page 16) and give to the processor. The processor will keep these for reimbursement.

Becky Rouner(405) 521-4660

becky.rouner@odwc.ok.gov

7Oklahoma Department of Wildlife Conservation

GOT QUESTIONS?

When a hunter donates a deer they must completely fill out the deer donation form. The bottom portion of the form is given to the hunter and the processor keeps the top portion to accompany the invoice when mailed in to process for payment.

2. DONATION FORM

For processors to receive payment they must fill out an invoice. The invoice is not valid unless a food pantry representative completes and signs the bottom portion of the invoice. Processors may have several invoices depending on how many deer were donated and picked up by a food pantry.

3. INVOICEProcessors must fill out a vendor payee form.

1. VENDOR PAYEE FORM

All the forms necessary for enrollment and participation in the Hunters Against Hunger program are included in this book. See pages 13-17.

HOW TO ENROLL AND PARTICIPATE

Return the invoice along with thedeer donation forms. Invoices can bemailed weekly, monthly or after theend of deer season.

Return forms to: ODWC

Attn: Becky RounerP.O. Box 53465

Oklahoma City, Ok 73152

4. RETURN FORMS TO GET PAID

DON’T RUN OUT OF FORMS!MAKE COPIES OF FORMS ON PAGES 16-17

PRINT MORE COPIES ATWILDLIFEDEPARTMENT.COM/HAH

Processors will be reimbursed $70 per deer. The processor will mail the hunter donation forms (page

16) and invoices (page 17) signed bythe food pantry. Once these forms have been received, the ODWC will process the payment.

8 wildlifedepartment.com/HAH

The Regional Food Bank of Oklahoma and the Community Food Bank of

Eastern Oklahoma can assist processors to find a local food pantry. Venison

processors can also visit regionalfoodbank.org or for eastern Oklahoma,

okfoodbank.org, to access a map showcasing nearby food pantries. By

entering your zip code, the map will provide the name, address and contact

information for all registered pantries in your area.

SCHEDULING A PICK-UP WITH A FOOD PANTRY

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FOOD BANKWORKING WITH THE

Working with the food banks allows Oklahoma’s hunters and deer processors

an opportunity to give nutritious, fresh venison to those who are hungry

in our state. Several tons of venison are donated annually to food pantries

statewide, providing many thousands of nutritious meals.

All deer donated to the HAH program must be donated to pantries registered with Oklahoma food banks. All donated venison will be signed off by the pantry representative.

53 counties served by the Regional Food Bank of Oklahoma

Counties served by the Community Food Bank of Eastern Oklahoma

REGIONAL FOOD BANK OF OKLAHOMA405.972.1111 | INFO@REGIONALFOODBANK.ORG

COMMUNITY FOOD BANK OF EASTERN OKLAHOMA918.585.2800 TULSA 918.585.2862 MCALESTER

REG

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ANK

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9Oklahoma Department of Wildlife Conservation

has inconsistent access to healthy food in OklahomaONE IN FOUR CHILDREN

Oklahoma consistently ranks among the hungriest states in the nation. The Regional

Food Bank of Oklahoma and the Community Food Bank of Eastern Oklahoma are

the largest hunger-relief charities in the state. Together, they provide enough food

to feed thousands of hungry Oklahomans every week.

Contact a pantry registered with the Oklahoma Food Banks to pick up the venison. A representative of that pantry will pick up the venison and sign off on how much venison was received by signing the invoice (page 17). There are no limits as to how many times venison can be picked up and more than one pantry can be used.

CONNECTING WITH A FOOD PANTRY IS EASY

10 wildlifedepartment.com/HAH

Donating time and resources to help feed Oklahoma’s hungry is a selfless

act that does not go unnoticed.

DEER PROCESSORS, THANK YOU!

TO THE SUCCESS OF THE PROGRAM

PROCESSORS ARE CRITICAL

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PROCESSORS

15,000VIEWS A DAY

400,000RECIPIENTS

135,000FOLLOWERS

7,900SUBSCRIBERS

11Oklahoma Department of Wildlife Conservation

SOCIAL MEDIANEWS RELEASEWEBSITE

Venison processors who actively participant in the Hunters Against Hunger program will be recognized by the Wildlife Department through various media outlets.

Because it couldn’t be done without youWE WANT TO RECOGNIZE YOU

MAGAZINE

• WR VENISON COMPANY

• RON PHAY

• BARNSDALL VENISON PROCESSORS

• MIXON WILD GAME

• PECK’S CUSTOM BUTCHERING, LLC

• DEWAYNES BBQ

• WILD COUNTRY VENISONS

• BONTRAGER DEER PROCESSING

• SALLEE’S

• HIGH’S DEER PROCESSING

• LAWTON VENISON PROCESSING

• ED’S WILD GAME

• H & L CUSTOM PROCESSING

• LUCKY DAY

• TERRY’S TAXIDERMY

• ANDERSON PROCESSING

• ENID PACKING

“Thank you to all the venison processors whoaccepted donations during the 2017 deer season. The success of the program depends on your willingness to accept and process thesedonations. It could not happen without you.”

2017 PARTICIPATING VENISON PROCESSORS

Becky Rouner, HAH coordinator

12 wildlifedepartment.com/HAH

Oklahoma Department of Wildlife Conservation P O Box 53465

Oklahoma City, Ok. 73152

2018-19 Deer Processor Enrollment Form for Hunters Against Hunger

Business Name:

Phone Number: _______________________

Email: ________________________________

Owner/Contact Person:_______________________________

Physical Address: City: _______________ ZIP Code: __________

County of Processor Business: ______________________________

Mailing Address (if different): __________________________________________________

Game Warden or Date ODWC Representative Signature and IBM number

I have reviewed the above information for my business and I agree to the terms provided in the Hunter Against Hunger Guide.

Processor Signature Date

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OMES Vendor Payee Form 02/01/2017 Page 1 of 3

Agency: OMES Vendor Management requires the following information for all new non-registered vendors (payees) before payments may be processed. Information is used to establish the payee in the State’s PeopleSoft vendor file for payment and procurement activities. DO NOT use this form for: Ø Garnishment Payees: Use OMES Form GarnVendorØ State Employees: Use OMES FORM Employee Vendor RequestØ Vendors pending contract award to a solicitation released by the division of Central Purchasing or another Oklahoma state agency MUST first register

online with the state unless exempt per statute. For additional information, please refer to Central Purchasing Vendor Registration.

AGENCYSECTION(Tobecompletedbystateagencyrepresentative):

W-9 SUPPLEMENTAL INFORMATION – ALL VENDORS OR PAYEES

VENDOR/PAYEE FORM

Agency Name Contact Name

Phone # Fax # Email

Agency Request To – Please select all applicable request types

☐ Add New Vendor ☐ Update Existing Vendor PeopleSoft 10-digit Vendor ID

☐ Add New Address ☐ Change Address/Location PeopleSoft Address # PeopleSoft Location #

☐ Change Vendor Tax ID ☐ Change Vendor Name ☐ Add Alternate Payee Name PeopleSoft Location #

☐ Other Explain

Vendor 1099 Reportable

Status

Attention Paying Agency: Please check the Add box on the left if payments to this vendor/payee are represented by Account Codes listed on page 3 of this form. If the vendor is incorrectly showing as 1099 Reportable, check the Remove box. The PeopleSoft system requires specific details regarding the type of transaction. Please check the box that applies to this vendor:

☐ Add:☐ Remove:

☐ 1 - Rents ☐ 2 - Royalties ☐ 3 – Other Income

☐ 6 - Medical & Health Care ☐ 7 - Non-Employee Compensation ☐ 10 - Crop Insurance Proceeds

☐ 14 - Gross Proceeds to an Attorney

Payee Information: Please provide the requested information for the payee receiving funds from the Oklahoma state agency. All information should match U.S. Internal Revenue Service filing records for the business, individual or government entity receiving payment.

Name Contact Name

Payee Legal Name for Business, Individual or Government Entity as filed with IRS Contact Title

DBA Name Phone #

Doing Business As “DBA”, or Disregarded Entity Name if different than Legal Name Fax #

Tax Identification Number (TIN) and Type: ☐ Federal Employer ID (FEIN) ☐Social Security Number (SSN)

Business Address -- Please provide primary business address as filed with the U.S. Internal Revenue Service

Address City

State Zip+4 Remittance Email

Optional Addresses – Please select address type as applicable

Type: ☐ Remitting ☐ Ordering ☐ Pricing ☐ Returning ☐ Mailing ☐ Other:

Address City

State Zip+4 Remittance Email

Notific EmailFinancial Registration: Please provide contact information for the Authorized Individual who can provide financial information used for ACH Electronic Funds Transfer payment processes. An email will be sent providing instructions for accessing the State of Oklahoma online registration system.

Name Title Email

OMES Vendor Payee Form 02/01/2017 Page 2 of 3

SIGNATURE - AND SUBSTITUTE IRS FORM W-9 CERTIFICATION

Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and

2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the InternalRevenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS hasnotified me that I am no longer subject to backup withholding, and

3. I am a U.S. citizen or other U.S. person (defined below), and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions: You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement account (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN.

Signature of Vendor Representative or Individual Payee Date

Title of individual signing form for company

Vendor/Payee (Must be the same as Payee Name from page 1)

Account Codes for 1099 Reporting - By Category (TO BE COMPLETED BY AGENCY REPRESENTATIVE)

The information below is requested under U.S. Tax Laws. Failure to provide this information may prevent you from being able to do business with the state, or may result in the state having to deduct backup withholding amounts from future payments.

U.S. Taxpayer Identification Number (TIN)

Federal Employer Identification Number (FEIN) If none, but applied for, date applied

U.S. Social Security Number (SSN) If none, but applied for, date applied

Entity Filing Classification:

☐ Domestic (U.S.) Sole Proprietor or Individual ☐ Domestic (U.S.) Partnership ☐ Domestic (U.S.) Corporation Type: ________________ ☐ Limited Liability Company Type: Disregarded Entity: ☐ YES ☐ NO

☐ Domestic (U.S.) Other Explain:

☐ Foreign (Non-U.S.) Sole Proprietor* ☐ Foreign (Non-U.S.) Partnership* ☐ Foreign (Non-U.S.) Corporation*_________________

Type:

☐ Foreign (Non-U.S.) Other* ____________________________________________________________________________

Explain:

FOREIGN VENDOR INSTRUCTIONS: * ADDITIONAL DOCUMENTATION IS REQUIRED.

Please submit the proper U.S. Internal Revenue Service (IRS) Form W-8, Certificate of Foreign Status. Select form below matching the payee’s entity or individual description. Please refer to IRS for additional instructions (http://www.irs.gov/pub/irs-pdf/iw8.pdf).

- Form W-8BEN: Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting (Individuals).http://www.irs.gov/pub/irs-pdf/fw8ben.pdf

- Form W-BEN-E: Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities).http://www.irs.gov/pub/irs-pdf/fw8bene.pdf

- Form W-8ECI: Certificate of Foreign Person's Claim That Income is Effectively Connected With the Conduct of a Trade or Business in the UnitedStates. http://www.irs.gov/pub/irs-pdf/fw8eci.pdf

- Form W-8EXP: Certificate of Foreign Government or Other Foreign Organization for United States Tax Withholding and Reporting.http://www.irs.gov/pub/irs-pdf/fw8exp.pdf

- Form W-8IMY: Certificate of Foreign Intermediary, Foreign Flow-Through Entity, or Certain U.S. Branches for United States Tax Withholding andReporting. http://www.irs.gov/pub/irs-pdf/fw8imy.pdf

This may exempt you from backup withholding. Form W-8 does not exempt you from the 30% (or lower percentage by treaty) non-resident withholding taxes. To claim this exemption, you must file IRS Form 8233 with us. For more information, refer to IRS Publication 519.

HUNTERS AGAINST HUNGER

DEER DONATION FORM (Must be completed by hunter)

Name: ______________________________________________________________________

Address: ____________________________ City: __________ State: _______ Zip: _________

Phone: _______________OK Hunting License # ____________ Confirmation# ___________

Date of Harvest______________________ County of Harvest__________________________

Check one: ___Doe ___Buck ___Fawn // Method of Take ____Bow ____Rifle ____Primitive

Approximate Dressed Weight _____________

Hunters are encouraged to make a minimum donation of $10. Any additional contributions to offset the cost of processing is greatly appreciated. All donations are tax deductible as allowed by law.

This donor contributed $__________ towards the processing of this deer.

Hunters Signature: ____________________________________________________________

* Note to Meat Processor: The top portion of this form must accompany your completedInvoice to receive payment.

_____________________________________________________________________________ (Tear here and give to hunter)

Donor's Receipt

This acknowledges the donation of $_______ towards the processing of this deer for the Hunter's Against Hunger program.

Received by: ________________________________________ Processor Representative

If you would like more information, or would like to help with this program, please contact: Oklahoma Department of Wildlife Conservation

Attn: Becky Rouner PO Box 53465

Oklahoma City, OK 73152 405/521-4660

becky.rouner@odwc.ok.gov

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HUNTERS AGAINST HUNGER PROGRAM

INVOICE

Date: ____________________ Invoice # HAH

Name of Meat Processor____________________________________________________________

Contact____________________________________ FEI/SSN #_____________________________

Address__________________________________________________________________________

City_________________________________ State______________ Zip _____________________

Phone_________________________________ County ___________________________________

Number of Head of Donated Deer __________ @ $70.00 = $__________________ Total

Packaged weight of Venison donated: _______________lbs

Name of Feeding Center ____________________________________________________________

Representative____________________________________________________________________

Address_________________________________________________________________________

City _____________________ State __________ Zip ____________ Phone __________________

I acknowledge that, to the best of my knowledge, the previous information is correct and that I am in receipt of the amount of meat that is stated above from said meat processor.

______________________________________________ Date _______________________ Signature of Food Pantry Representative

NOTE To Meat Processors: Please return this form, along with the Deer Donation forms completed by the Hunter for payment. Forms should be returned to:

Oklahoma Department of Wildlife Conservation Attn: Becky Rouner P O Box 53465 Oklahoma City, OK 73152

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