WIC Policy and Procedures Manual

 WIC Policy and Procedures Manual 

Vendor & Farmer Management| Nutrition Services | Information Systems | Organization & Management | Nutrition Services and Administration ExpendituresFood 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-Outline

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

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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 

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Information Systems (IS)

IS- Outline

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

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Nutrition Services and Administration Expenditures (NSA)

NSA- Outline

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)

FFM-Outline

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

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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 

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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

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

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

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Page last updated 11/13/2019