Product Formulation Statement Guidance

This page includes guidance for using Product Formulation Statements (PFS) to apply for the New York 30% School Food Initiative.

Product Formulation Statements (PFS) are required for all processed products except for NY Grown & Certified products. Some PFSs are available in the 30% NY Eligible Product Database to use in audits. 

 

A school lunch tray with corn on the cob, cheeseburger, milk carton, juice cup, and cauliflower and broccoli florets.

Product Formulation Statements

Product Formulation Statements (PFS) are required for all processed products except for NY Grown & Certified products. PFS certify that the product comprises over 51% agricultural raw materials grown, harvested, or produced in NYS, by weight or volume. Accurate PFS are included for all products in the 30% NY Eligible Product Database that are not NY Grown & Certified.

What is processing?

Processing is any alteration of a food product from its raw or original state to enhance its value or make it suitable for consumption. Examples of processing include butchering meat and poultry, cooking, juicing, pasteurizing, peeling, or cutting, and packaging food products. Generally, a processed product is anything that isn’t a raw, whole fruit or vegetable.

Examples of processed products

  • Minimally processed produce (shucked corn, potato wedges, shredded cabbage/slaw, peeled carrots, cubed butternut squash, etc.)
  • Frozen fruits and vegetables
  • Meat
  • Eggs
  • Dairy products
  • Maple syrup
  • Honey
  • Packaged foods (chips, juice, flour, oats, etc.)

Visual PFS Guidance

The visual PFS guide can assist processors in accurately completing PFS. Filling out a PFS can be confusing; reach out to a Farm to School Coordinator for assistance.

Minimally Processed Produce PFS Guidance

Minimally processed produce is any produce that is not in its whole, raw form. Peeling, chopping, cutting, freezing, drying, cooking, and pureeing are all considered forms of “processing.” Processed produce includes:

  • Shucked corn
  • Potato wedges
  • Shredded cabbage/slaw
  • Peeled carrots
  • Cubed butternut squash

Requirements

A completed PFS, signed by the processor, is required for all minimally processed produce. 

  • If the product was processed by the farm that grew it, that farm is the processor. In this case, you may or may not need a PFS; see the scenarios below for examples.
  • If products from multiple farms are grouped together, the addresses and farm names must be listed on the PFS, but you may list a single weight or volume for “Amount of NYS Ingredient.”

Purchasing scenarios, with example Product Formulation Statements

Scenario 1: You buy raw potato wedges from Andy’s Farm Market, a grower, and distributor. Andy’s sourced the whole potatoes from Tuber Farms, then sent them to a processor for processing. The processor must complete a PFS. View a Product Formulation Statement for Minimally Processed Produce - Scenario 1 Example  [PDF].

Scenario 2: You buy shucked corn from Bridgegap Food Hub. The Food Hub grew the corn and shucked it on site. You do not need a PFS, but it must be clear on the invoice or via other documentation that the corn was grown and shucked on site. View a Product Formulation Statement for Minimally Processed Produce - Scenario 2 Example  [PDF].

Scenario 3: You buy shucked corn from Andy’s Farm Market. Andy’s got the corn from the Food Hub that grew and shucked the corn on-site. You need a PFS from the Food Hub. Product Formulation Statement for Minimally Processed Produce - Scenario 3 Example  [PDF].

Scenario 4: You buy shucked corn from Hillside Fruits and Veggies. Hillside bought the corn from Green Pastures Farm, then shucked it. Hillside is thus the processor and must complete the PFS. Product Formulation Statement for Minimally Processed Produce - Scenario 4 Example  [PDF].

Animal-based Protein PFS Guidance

Animal-based proteins include eggs, poultry, fish, and meat. 

Requirements

  • A PFS is required for all animal-based proteins except for eggs, which follow the same rules as unprocessed produce.
  • Include the PFS Product Code on the invoice. Processors may use the tag # as the product code.
  • Include documentation from the processor detailing their tracking process.
    • This additional documentation must state that the processor received a whole animal and how the processor verifies which farm the processed meat, fish, or poultry came from.
    • If the Batch/Run# or Product Code on the PFS can be tied back to the invoice, a letter detailing the tracking process may not be needed. When possible, work on the paper trail prior to buying meat products.

View a Product Formulation Statement for Animal-based Proteins Example  [PDF].

Processed Foods PFS Guidance

Processed products are processed foods that made of over 51% agricultural raw materials grown, harvested, or produced in NYS by weight or volume. Processed foods include:

  • Chips
  • Cereals and other grain products (including granola, pasta, and bread products)
  • Frozen potato products
  • Dairy (including milk, cheese, yogurt, and ice cream)
  • Fruit and vegetable products (including tomato sauce, applesauce, and juice)
  • Condiments
  • Flours
  • PFS are required for all foods that are not NY Grown & Certified
  • Some products require more than one PFS.
  • Processed NY products that are listed as ingredients on a PFS must also be either NY Grown & Certified, or have their own PFS.

Scenario 1: Ithaca Soy Bulk Tofu is made by Ithaca Soy using soybeans from Potenza Organics in Trumansburg. Ithaca Tofu is the processor, and thus must complete and sign the PFS. See the Ithaca Soy Bulk Tofu PFS on the 30% NY Eligible Product Database.

Scenario 2: Welch’s/Cool Tropics Concord Grape Apple 100% Juice Cup is made by King Brands on behalf of Cool Tropics, with Concord grape juice concentrate that is made from grapes harvested from farms in Welch’s grape cooperative. One PFS is needed for the grape juice concentrate, and another is needed for the final product. Also required: 1) List of farmers in Welch’s grape cooperative; 2) Letter describing relationship between Welch’s, Cool Tropics, and King Brands (because the relationship is unclear on the PFS). See the documentation required for this product on the 30% NY Eligible Product Database.