WIC Policy and Procedures Manual

WIC Policy and Procedures Manual

Vendor & Farmer Management| Nutrition Services | Information Systems | Organization & Management | Nutrition Services and Administration Expenditures | Food Funds Management | Caseload Management | Certification, Eligibility and Coordination of Services | Food Delivery | Monitoring & Audits | Civil Rights | Breastfeeding

Download Complete Procedures Manual (PDF Link)

Vendor & Farmer Management (VM)

Vendor Selection and Authorization

VM-100.01 Vendor Application and Authorization Process   Published: 1/18/2017

VM-100.02 Vendor Selection and Limiting Criteria   Published: 1/18/2017

VM-100.03 Above 50% Vendor Assessment   Published: 1/18/2017

VM-100.04 Vendor Peer Group Criteria   Published: 1/18/2017

VM-100.05 Number and Distribution of Authorized Vendors   Published: 1/18/2017

VM-100.06 Approval of WIC Infant Formula Suppliers   Published: 1/18/2017

VM-100.07 Termination of Vendor Agreement   Published: 1/18/2017

VM-100.08 Confidentiality of WIC Retailer Information Published: 1/18/2017

VM-100.09 Employee Conflict of Interest   Published: 1/18/2017

VM-100.10 WIC Retailer Agreements   Published: 1/18/2017

VM-100.11 WIC Retailer Complaint Protocol   Published: 1/18/2017

VM-100.12 Restrictions on Vendor Incentive Items   Published: 1/18/2017
Vendor Training

VM-110.01 Vendor Training Published: 1/18/2017
Vendor Sanction System

VM-130.01 Establishing and Collecting Vendor Claims   Published: 1/18/2017

VM-130.02 Vendor Civil Monetary Penalties   Published: 1/18/2017

VM-130.03 Vendor Violations and Sanctions   Published: 1/18/2017
Administrative Review of State Agency Actions

VM-140.01 Vendor Appeals Published: 1/18/2017

VM Section Forms |VM Policies Combined

Nutrition Services (NS)

Nutrition Education

NS-200.01 Staff Eligible to Provide Nutrition Education   Published: 5/19/2017

NS-200.03 Participant Nutrition Education Standards Revised January 2023   Published: 5/19/2017

NS-200.04 Georgia WIC Online Nutrition Education   Published: 5/19/2017

NS-200.05 Nutrition Service Plan   Published: 1/23/2017

NS-200.06 Participant Referral to Other Agencies   Published: 1/23/2017

NS-200.07 Nutrition Education Materials   Published: 3/15/2017 Revised October 2020

NS-200.08 Group Nutrition Education   Published: 3/15/2017

NS-200.09 High-Risk Secondary Nutrition Education Contact Revised Oct. 2018   Published 3/16/2017

NS-200.10 Exit Counseling January 2023 Published: 6/22/2018

NS-200.11 Phone Contact Nutrition Education Published: 10/12/2018

NS-200.12 Goal Setting Published: 12/28/2020
Food Package Design

NS-210.01 Maximum Monthly Allowance   Published 3/16/2017

NS-210.02 Contract and Non-contract Infant Formula Published: 5/19/2017

NS-210.07 Matching Mother-Baby Breastfeeding Dyad   Published: 5/19/2017

NS-210.11 Homelessness, Migrancy and Disaster Situations Published: 5/24/2017

NS-210.12 Medical Documentation Published: 5/19/2017

NS-210.13 Stock Formula and Nutritional Tracking  Published: 5/19/2017 Discontinued May 2020

NS-210.14 State Ordered Special Formula Orders Revised April 2020 Published: 5/19/2017

NS-210.15 Emory Genetics WIC Clients   Published: 5/19/2017 Revised October 2020

NS-210.16 Tailoring and 999 Food Packages   Published: 5/19/2017

NS-210.17 Issuance of Stock Formula and Nutritionals  Published: 5/19/2017 Discontinued May 2020

NS-210.18 Issuance of Ready-to-Feed (RTF) Products   Published: 3/14/2017

NS-210.19 Medical Diagnoses Published: 3/15/2017

NS-210.20 GA WIC Approved Formulary    Published: 3/14/2017

NS-210.21 Returned Formula and Nutritionals Published 5/5/2020
Staff Training

NS-220.01 Staff Training Published:5/25/2017

NS-220.02 CPA Orientation Revised January 2023 Published: 5/24/2017

NS-220.03 Staff Continuing Education Published: 5/19/2017

NS-220.04 Staff Observation s Published: 5/24/2017

NS-220.05 Nutrition Assistant Training and Certification

NS-220.06 Strong4Life Staff Observations Published: 3/18/2019
Dietetic Internship Program

NS-230.01 Dietetic Internship Program Published: 1/23/2017

NS Forms | NS Policies Combined

Information Systems (IS)

System Planning and Operation

IS-300.01 Computer Systems Issues, Problems, and Data Reports Published: 12/15/2016
WIC Systems Function Requirements Checklist

IS-320.01 Cumulative Unmatched Redemption (CUR) Report Published: 12/15/2016

IS-320.02 Reconciliation of WIC Reports and Daily Program Operations Published: 7/25/2017

IS Forms | IS Policies Combined

Organization and Management (OM)

State Staffing

OM-400.02 No Smoking and Drug-Free Workplace Published 6/8/2018
Local Agency Staffing

OM-420.01 Local Agency CPA Staffing Published: 5/25/2017

OM-420.02 LPN WIC CPA Published: 6/8/2017

OM-420.04 Site Hours of Operation Published: 5/24/2017
Emergency Plan

OM-430.01 Emergency Plan Published: 3/24/2020
State Agency Breastfeeding Promotion, Education, and Support Responsibilities

OM-440.02 District Breastfeeding Staff Published: 5/24/2017
Communication With Participants

OM-450.01 Use of Text Messaging and Email Published : 4/3/2020

OM Forms | OM Policies Combined

Nutrition Services and Administration Expenditures (NSA)

Funds Allocation

NSA-500.01 General Introduction Published: 12/15/2016

NSA-500.02 Program Costs   Published: 12/15/2016

NSA-500.03 External Entities Audit Standards and Sanctions   Published: 12/15/2016

NSA-500.04 Distribution of Funds   Published: 12/15/2016

NSA-500.05 Procurement and Property Management   Published: 12/15/2016

NSA-500.10 Funding Requirements 12/15/2016

NSA-500.17 Personnel Activity Report (PARS)   Published: 12/15/2016

NSA Forms | NSA Policies Combined

Food Funds Management (FFM)

Funds Monitoring – 798 Reporting

FFM-600.02 798 Reporting Published: 12/15/2016

FFM Forms | FFM Policies Combined

Caseload Management (CM)

No-Show Rate

CM-700.03 Monitoring No Show Rates Published: 2/20/2017

CM Forms | CM Policies Combined
Allocation of Caseload

CM-710.01 Caseload Allocation Published: 12/15/2016
Special Population

CM-730.01 Special Populations Published: 6/15/2018
Outreach Policies and Procedures

CM-740.01 Outreach Method Published: 6/8/2018

CM-740.02 Outreach Incentive Items Published: 9/12/2019

CM-740.03 Public Comment Period Published: 6/8/2018

Certification, Eligibility and Coordination of Services (CT)

Eligibility Determination and Documentation

CT-800.01 Eligibility Criteria for Participation Published 6/08/2018

CT-800.02 Residency Requirements   Published 6/08/2018

CT-800.03 Income Eligibility Requirements Revised June 2018 Published: 2/20/2017

CT-800.04 Adjunctive Eligibility Revised June 2018   Published: 1/20/2017

CT-800.05 Identity Requirements Revised June 2018 Published: 1/20/2017

C T-800.08 Family, Household, and Economic Unit Revised June 2018   Published: 1/20/2017

CT-800.11 Designation of a Proxy   Published: 6/08/2018

CT-800.12 Designation of an Alternate-Proxy   Published: 6/08/2018

CT-800.13 Physical Presence Published: 06/15/2018

CT-800.14 Documentation and Error Procedures Revised June 2018   Published: 1/20/2017

CT-800.15 Guardianship Published: 06/15/2018

CT-800.16 Notice of Disclosure   Published: 06/15/2018
Nutrition Risk Determination, Documentation, and Priority Assignment

CT-810.01 Nutritional Risk Priority System Published: 1/23/2017

CT-810.02 Nutrition Risk Assessment Published 3/14/2017

CT-810.04 Referral Data Revised June 2018 Published 3/14/2017

CT-810.05 Required Medical Data Published: 5/24/2017
Health Care Agreements, Referrals and Coordination

CT-820.01 Health Care Agreements Published: 1/23/2017

CT- 820.03 Immunizations Coverage Assessment Revised Oct 2018 Published: 1/23/2017

CT-820.04 National Voter Registration Revised Oct 2018 Published: 2/20/2017

CT-820.05 Lead Screening Revised January 2023 Published: 12/28/2020
Processing Standards

CT-830.01 Processing Standards Published: 06/15/2018

CT-830.02 Pre-Registration- Gateway Applications Published: 10/19/2018

CT-830.03 Process Standards Reporting Published: 06/15/2018

CT-830.04 Processing Standards Extension Request Published: 06/15/2018
Certification Periods

CT-840.01 Certification Periods Revised March 2020 Published: 1/23/2017

CT-840.02 Thirty Day Revised June 2018   Published: 2/20/2017

CT-840.03 WIC Certification Forms   Published: 10/18/2018

CT-840.04 Hospital Certifications   Published: 3/15/2017

CT-840.05 Foster Care Published: 6/22/2018

CT-840.06 Separation of Duties   Published: 6/22/2018

CT-840.07 WIC Overseas Program   Published: 10/19/2018

CT-840.08 Video Certification    Published: 3/16/2017 Revised October 2020
Transfer of Certification

CT-850.01 Transfer of Certification Revised Oct 2018   Published: 2/20/2017

Dual Participation, Participant Rights and Responsibilities, Fair Hearing Procedures, and Sanction System

CT-860.01 Notice of Ineligibility   Published: 10/18/2018

CT-860.02 Dual Participation  Revised June 2018   Published: 2/20/2017

CT-860.03 Participant Rights and Responsibilities Revised June 2018   Published: 2/20/2017

CT-860.04 Fair Hearing Procedures Published: 10/19/2018

CT-860.05 Sanction System Published: 12/28/2020

CT Forms | CT Policies Combined

Food Delivery (FD)

Food Instrument Control Overview

FD-900.02 Security of Issuance Materials Revised March 2019 Published: 10/19/2018

FD-900.03 Repayment of WIC Funds

FD-900.04 Guidelines for Investigating Employee Abuse Published: 2/20/2017

FD-900.05 Investigation of Missing Vouchers Published: 10/19/2018

FD-900.06 Voucher Accountability and Monitoring Published: 10/19/2018
Food Instrument Pick-up and Transaction

FD-910.01 Voucher Issuance Published: 2/20/2017

FD-910.03 Voucher Overrides Published: 2/20/2017

FD-910.04 VMARS Stock Paper Published: 2/20/2017

FD-910.05 Provision of WIC Services for Employees and Relatives Published: 6/22/2018
Food Instrument Redemption and Disposition

FD-920.01 Lost, Stolen Damaged Vouchers   Published: 1/23/2017 Revised December 2020

FD-920.02 Prorated Vouchers   Published: 07/11/2019

FD-920.04 Borrowed VMARS Stock Paper Revised Sept 2018   Published: 1/23/2017
Special Food Instrument Issuance Accommodations

FD-940.01 Mailing-Delivery of WIC Vouchers Revised October 2018 Published: 2/20/2017
Vendor Cost Containment System Certification

FD Forms | FD Policies Combined

Monitoring and Audits (MO)

Monitoring

MO-1000.02 Quality Assurance Self-Reviews Revised October 2018 Published:2/21/2017

MO Forms | MO Policies Combined

Civil Rights (CR)

CR-Outline

Administration

CR-1100.01 Civil Rights Training Published 2/6/2020
Public Notification Requirements and Nondiscrimination Notification

CR-1110.02 Non-discrimination Statement Revised June 2019 Published: 1/18/2017
Data Collection and Reporting

CR-1130.01 Collection of Race and Ethnicity Data Published 11/13/2019
Complaint Handling

CR-1140.01 Discrimination Complaint Handling Revised August 2019 Published: 6/8/2018

CR-1140.02 Customer Service Complaint Handling Published: 6/8/2018
Compliance Review and Monitoring Activity

CR-1150.01 Civil Rights Compliance and Resolution Published 2/6/2020

CR Forms | CR Policies Combined

Breastfeeding (BF)

Local Agency

BF-1220.01 Clinic Breastfeeding Support Published: 1/20/2017
Participant Referral

BF-1240.01 Referral to Breastfeeding Resources Published: 1/20/2017
Breast Pumps

BF-1260.01 Ordering and Receiving Breast Pumps, Pump Kits and Breast Pump Supplies   Published: 3/17/2017

BF-1260.06 Pump Issuance Revised Oct 2018 Published: 6/22/2018

BF-1260.07 Breast Pump Storage and Inventory   Published: 5/25/2017

BF-1260.08 Multi-User Electric Breastpump Retrieval Published: 12/28/2020

BF-1260.09 Cleaning, Maintaining, and Repairing Breast Pumps  Revised Oct 2018 Published: 5/19/2017

BF-1260.10 Transfer Between Districts: Multi-User Electric Breast Pump

BF-1260.11 Multi-User Electric Pump Recovery Revised March 2019 Published: 6/22/2018
Breastfeeding Peer Counselor Program

BF-1290.01 Breastfeeding Peer Counselors Contacts Published: 5/25/2017

BF-1290.02 Peer Counseling Monitoring Revised Oct 2018 Published: 5/24/2017

BF-1290.03 Peer Counselor Caseload Management Published: 3/14/2017

BF Forms | BF Policies Combined

Page last updated 12/16/2022

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