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
Compliance Investigations
VM-120.01 Vendor Compliance Investigations
VM-120.02 Assessment of Sanctions for Vendor Violations and Participant Access Determinations
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)
NS-Outline
Nutrition Education
NS-200.01 Staff Eligible to Provide Nutrition Education Published: 5/19/2017
NS-200.03 Participant Nutrition Education Standards Revised Oct. 2018 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
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 Published: 6/22/2018
NS-200.11 Phone Contact Nutrition Education Published: 10/12/2018
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
NS-210.14 State Ordered Special Formula Orders Published: 5/19/2017
NS-210.15 Emory Genetics WIC Clients Published: 5/19/2017
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
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
Staff Training
NS-220.01 Staff Training Published:5/25/2017
NS-220.02 CPA Orientation Published: 5/24/2017
NS-220.03 Staff Continuing Education Published: 5/19/2017
NS-220.04 Staff Observations 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)
OM-Outline
State Staffing
OM-400.02 No Smoking and Drug-Free Workplace Published 6/8/2018
OM-400.03 Confidentiality
OM-400.04 Child Abuse Reporting and Releasing of Confidential Information
OM-400.05 Search Warrants and Subpoenas
Evaluation and Selection of Local Agencies
OM-410.01 Evaluation and Selection of Local Agencies (District)
OM- 410.02 Opening of a New Clinic Site in an Established District
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 Responsibilities
OM-430.02 Emergency Concept of Operation
OM-430.04 Emergency Maintaining Master File
OM-430.06 Emergency Use of Manual Turnaround Documents (TADs)
OM-430.09 Emergency Voucher Issuamce
State Agency Breastfeeding Promotion, Education, and Support Responsibilities
OM-440.02 District Breastfeeding Staff Published: 5/24/2017
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 Managment 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)
CM-Outline
No-Show Rate
CM-700.03 Monitoring No Show Rates Published: 2/20/2017
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
Waiting List Management
CM-750.01 Georgia WIC Waiting List Procedures
CM Forms | CM Policies Combined
Certification, Eligibility and Coordination of Services (CT)
CT-Outline
Eligibility Determination and Documentation
CT-800.01 Eligibility Criteria for Participation
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
CT-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
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 Oct 2018 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
Transfer of Certification
CT-850.01 Transfer of Certification Revised Oct 2018 Published: 2/20/2017
CT-850.02 Verification of Certification
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
CT Forms | CT Policies Combined
Food Delivery (FD)
FD-Outline
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
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-950.01 Vendor Cost Containment System Certification
FD Forms | FD Policies Combined
Monitoring and Audits (MO)
MO-Outline
Monitoring
MO-1000.01 State Agency Monitoring Procedure
MO-1000.02 Quality Assurance Self-Reviews Revised October 2018 Published:2/21/2017
MO-1000.03 Financial Monitoring
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)
BF-Outline
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-1260.09 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 2/06/2020