Policy and Procedure Manual


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Table of Contents



GLOSSARY

     
  Glossary (Revised Oct. 2011)
     

CERTIFICATION

           
  Eligibility Overview CRT 01.00.00
    Categorical Eligibility CRT 01.01.00 (Revised Oct. 2011)
    Certification Periods CRT 01.02.00 
      Change in Certification Periods CRT 01.02.01
  Processing Standards CRT 02.00.00 (Revised Oct. 2010)
  Certification Visit CRT 03.00.00 (Revised Oct. 2011)
    Exceptions to Being Physically Present CRT 03.01.00 (Revised Oct. 2011)
    Client's Rights & Responsibilities CRT 03.02.00 (Revised Oct. 2011)
    Certification & Recertification Appointments CRT 03.03.00 (Revised Oct. 2011)
    Mid-Certification Appointment for Infants and Breastfeeding Women CRT 03.04.00 
    Presumptive Eligibility Appointments for Pregnant Women CRT 03.05.00 
    Late & Missed Appointments CRT 03.07.00 
    Definition of Caregiver CRT 03.08.00 
  Proof of Identity CRT 04.00.00 
  Residential Eligibility and Proofs CRT 05.00.00 
    Homeless Clients CRT 05.01.00 
    Homeless Facility or Institution CRT 05.01.01
  Income Eligibility CRT 06.00.00
    Income Eligibility Chart CRT 06.01.00 (Revised Oct. 2011)
      Adjunctive Eligibility CRT 06.01.01 (Revised Oct. 2011)
      Income Exclusions When Determining Eligibility CRT 06.01.02 (Revised Oct. 2011)
    Determining Size of Household CRT 06.02.00 
      Determining Household Income CRT 06.02.01 (Revised Oct. 2011)
      Zero Income CRT 06.02.02
    Proof of Income CRT 06.03.00 (Revised May 2012)
    Redetermination of Income CRT 06.04.00 
  Nutrition Eligibility CRT 07.00.00 (Revised Oct. 2010)
    Anthropometric Risk CRT 07.01.00 (Revised Oct. 2011)
    Hematological Risk CRT 07.02.00 
      Anemia CRT 07.02.01 (Revised Oct. 2010)
      Blood Lead CRT 07.02.02
    Dietary Risk CRT 07.03.00 (Revised Oct. 2011)
    Other Risk CRT 07.04.00 
  Coordination of Services and Referral System CRT 08.00.00 (Revised Oct. 2010)
    Immunizations CRT 08.01.00 (Revised Oct. 2011)
      Interface between the Kansas Immunization Registry and KWIC CRT 08.01.01 
    Medical and Social Service Referrals CRT 08.02.00 (Revised Oct. 2011)
    Drug and Substance Abuse Referrals CRT 08.03.00 (Revised Oct. 2011)
    Breastfeeding Referrals CRT 08.04.00
    Commodity Supplemental Food Program Referral CRT 08.05.00 (Revised Oct. 2010)
  Ineligibility CRT 09.00.00 
    Termination from the WIC Program CRT 09.01.00 
      Income Eligibility Redetermination CRT 09.01.01 
  Transfer to and from Other Agencies-Overview CRT 10.00.00
    Instate Transfer CRT 10.01.00 
    WIC Out-Of-State Transfer Card Issuance CRT 10.02.00 (Revised Oct. 2011)
    WIC Out of State Transfer Card Acceptance CRT 10.03.00 (Revised Oct. 2011)
    WIC Overseas Program CRT 10.04.00 (Revised Oct. 2011)
    Transfer Using a Noncontract or Special Formula CRT 10.05.00 

FOOD & CHECK ISSUANCE

           
  Approved Foods FCI 01.00.00 (Revised Oct. 2011)
    Allowable Food Selection Process and Product Requirements FCI 01.01.00 (Revised March 2010)
  Food Packages FCI 02.00.00 
    Food Packages for Infants FCI 02.01.00 
      Infant Food Packages-Breastfeeding Infant FCI 02.01.01 (Revised Aug. 2010)
      Infant Food Packages-Primary Contract Infant Formula FCI 02.01.02 (Revised Aug. 2010)
      Infant Food Packages-Non-Contract Infant Formula FCI 02.01.03 
      Infant Food Packages-Low Iron Infant Formula FCI 02.01.04 
      Infant Food Packages-Special Formula FCI 02.01.05 (Revised Oct. 2011)
    Food Packages for Children FCI 02.02.00 (Revised Feb. 2010)
      Child Food Packages-Special Formulas FCI 02.02.01 (Revised Oct. 2011)
    Women Food Packages FCI 02.03.00 (Revised Feb. 2010)
      Food Packages for Pregnant Women FCI 02.03.01 (Revised Feb. 2010)
      Food Packages for Breastfeeding Women FCI 02.03.02 (Revised Feb. 2010)
      Food Packages for Postpartum Women (Non-breastfeeding) FCI 02.03.03 (Revised Feb. 2010)
      Women Food Packages-Special Formula FCI 02.03.04 (Revised Feb. 2010)
    Tailoring a Food Package FCI 02.04.00 
    Documentation and Use of Returned Formula FCI 02.05.00 (Revised Jul. 2010)
  Check Issuance FCI 04.00.00 
    Client Instruction on Use of WIC Checks FCI 04.01.00 (Revised Oct. 2011)
      WIC Program Identification Card FCI 04.01.01 (Revised Oct. 2011)
    Proxies and Proxy Cards FCI 04.02.00 (Revised Oct. 2010)
    No Check Alterations FCI 04.03.00 (Revised Oct. 2010)
    Voiding and Replacing Checks FCI 04.04.00 (Revised Oct. 2010)
    Lost or Stolen Checks FCI 04.05.00 (Revised Oct. 2011)
    Damaged or Destroyed Checks FCI 04.06.00 (Revised Oct. 2010)
    Mailing WIC Checks FCI 04.07.00 (Revised Oct. 2011)

NUTRITION EDUCATION

           
  Nutrition Education Overview NED 01.00.00 (Revised Oct. 2010)
  Nutrition Education Contact NED 02.00.00 (Revised Oct. 2011)
    Nutrition Education Contacts-Certifications NED 02.01.00 (Revised Oct. 2010)
    Nutrition Education Contact-Second, Low Risk NED 02.02.00 (Revised Oct. 2011)
    Nutrition Education Contact-Second, High Risk NED 02.03.00 (Revised Oct. 2011)
  Nutrition Education Methods NED 03.00.00 (Revised Oct. 2011)
    Nutrition Education-Individual Counseling NED 03.01.00 (Revised Oct. 2011)
    Nutrition Education-Group NED 03.02.00 (Revised Oct. 2010)
    Nutrition Education-Individual Self Study NED 03.03.00 (Revised Oct. 2011)
      Nutrition Education Lesson Plans NED 03.03.01 (Revised Oct. 2011)
    Evaluation of Nutrition Education Materials NED 03.04.00
  Coordinating Nutrition Services NED 04.00.00 (Revised Oct. 2010)
  Breastfeeding Promotion and Support NED 05.00.00 
    Staffing for Breastfeeding Promotion and Support NED 05.01.00 
    Breastfeeding Education NED 05.02.00 (Revised Oct. 2010)
    Breastfeeding Peer Couselor Program NED 05.03.00 (Revised Oct. 2011)
    Breastfeeding Equipment NED 05.04.00 (Revised Jul. 2011)
      Manual Breast Pumps NED 05.04.01 
      Multi-User Electric Breast Pumps NED 05.04.02 (Revised Oct. 2011)
      Single User Electric Breast Pumps NED 05.04.03 (Revised Oct. 2011)
  Breastfeeding Contraindications NED 06.00.00
  Nutrition Education Committee NED 07.00.00 (Revised Oct. 2010)

PROGRAM INTEGRITY

           
  Civil Rights Compliance PRI 01.00.00
    Civil Rights Public Notification PRI 01.01.00 (Revised Oct. 2011)
    Civil Rights Complaints PRI 01.02.00 (Revised Oct. 2011)
    Non-Civil Rights Complaints PRI 01.03.00 
    Civil Rights Training PRI 01.04.00 (New Oct. 2010)
  Program Abuse and Sanctions PRI 02.00.00 (Revised Oct. 2011)
    Dual Participation PRI 02.01.00 (Revised Oct. 2011)
    Collection of Improperly Issued Benefits/Claims Against Clients PRI 02.02.00 
  Fair Hearings PRI 03.00.00 
    Fair Hearing - Request & Procedures PRI 03.01.00 
    Denial of Fair Hearing Request PRI 03.02.00
  Confidentiality of WIC Program Information PRI 04.00.00 (Revised Oct. 2010)
  Conflict of Interest PRI 06.00.00 (Revised Oct. 2010)
  Local Agency Repayment of Funds to State WIC Office PRI 07.00.00 

VENDOR

           
  Local Agency Vendor Overview VEN 01.00.00 (Revised Oct. 2010)
    Local Agency Vendor Files VEN 01.01.00 (Revised Oct. 2010)
  Authorization Process for New Vendors VEN 02.00.00 (Revised Oct. 2010)
    Vendor Evaluation and Selection Criteria VEN 02.01.00 
    Evaluation of New Vendors VEN 02.02.00 
      Kansas County Designation VEN 02.02.01 
    Minimum Stock Requirements VEN 02.03.00 (Revised Oct. 2010)
    Authorized Vendor Stamp VEN 02.04.00 (Revised Oct. 2010)
    Vendor Confidentiality VEN 02.05.00 (Revised Oct. 2010)
  Change of Ownership VEN 03.00.00 
    Vendor Closings VEN 03.01.00 (Revised Oct. 2010)
    Vendor Name Change VEN 03.02.00 (Revised Oct. 2010)
    Vendor Relocation VEN 03.03.00 (Revised Oct. 2010)
  Vendor Contracts VEN 04.00.00 (Revised Oct. 2010)
  Vendor Training VEN 05.00.00 (Revised Oct. 2010)
  Vendor Monitoring VEN 06.00.00 (Revised Oct. 2010)
  Vendor Related Complaints VEN 07.00.00 (Revised Oct. 2010)
  Vendor Sanction System VEN 08.00.00 
  Compliance Buys VEN 09.00.00 
  Vendor Peer Group System VEN 11.00.00 
  WIC Check and Fruit and Vegetable Check Reimbursement VEN 12.00.00 (Revised Oct. 2011)
  Client Access VEN 13.00.00 
  Farmer Authorization Process VEN 14.00.00 (New Oct. 2011)
  Farmer FVC transactions VEN 15.00.00 (New Oct. 2011)
  Farmer Training and Monitoring VEN 16.00.00 (New Oct. 2011)
  Farmer Violations, Sanctions, and Fair Hearings VEN 17.00.00 (New Oct. 2011)

ADMINISTRATION

           
  Application Process for New Local Agency ADM 01.00.00 
    Client Waiting List ADM 01.01.00 (Revised Oct. 2010)
    Access to WIC Services ADM 01.02.00 
    Outreach ADM 01.03.00 (Revised Oct. 2011)
  Local Agency Funding Principles Overview ADM 02.00.00 (Revised Oct. 2010)
    Local Agency Allocations ADM 02.01.00 
    Annual Budgets ADM 02.02.00 (Revised Apr. 2012)
      Building Cost Allocation ADM 02.02.01
    Affidavit of Expenditures ADM 02.03.00 (Revised Oct. 2010)
      Allowable Costs ADM 02.03.01 
      Unallowable Costs ADM 02.03.02 (Revised Oct. 2011)
      Local Agency Time and Effort Reporting ADM 02.03.03 (Revised Oct. 2011)
      Closeout Affidavits ADM 02.03.04 
      Equipment Purchasing ADM 02.03.05 
      Inventory Control ADM 02.03.06 (Revised Oct. 2011)
      Disposal of Equipment ADM 02.03.07 (Revised Oct. 2011)
  Financial Audit Requirements ADM 03.00.00 (Revised Oct. 2011)
    Record Retention Requirements ADM 03.01.00 
  Nutrition Services Plan ADM 04.00.00 (Revised Oct. 2010)
    Client Feedback ADM 04.01.00 (Revised Oct. 2010)
  Local Agency Management Evaluations ADM 05.00.00 (Revised Oct. 2011)
  Breastfeeding Peer Counselor Management Evaluations ADM 05.01.00(New Oct. 2011)
  Voter Registration ADM 06.00.00 
  KWIC Operations Overview ADM 07.00.00
    Emergency Situation Plan and Reporting ADM 07.01.00 
      Manual Backup ADM 07.01.01 (Revised Oct. 2010)
      Loss of Physical Structure ADM 07.01.02
      Loss or Destruction of Server ADM 07.01.03
    Security ADM 07.02.00
      User Security ADM 07.02.01 (Revised Oct. 2011)
    Maintain Clinic Information ADM 07.03.00
    Technical Support ADM 07.04.00
    Equipment ADM 07.05.00 (Revised Oct. 2011)
    Internet Service ADM 07.06.00 
    Power Outages ADM 07.07.00 
    Check Toner Supply ADM 07.08.00 (Revised Oct. 2011)
    Check Out and Check In for Mobile WIC Clinics ADM 07.09.00 
  Local Agency Created Forms ADM 08.00.00 (Revised Oct. 2011)
  WIC Advisory Committee ADM 09.00.00 (Revised Oct. 2010)
  Job Responsibilities - Overview ADM 10.00.00(Revised Oct. 2010)
    General Staff Responsibilities - CPA and Non-CPA ADM 10.01.00(Revised Oct. 2011)
    WIC Coordinator ADM 10.02.00 (Revised Oct. 2011)
    Breastfeeding Coordinator ADM 10.03.00 
    Breastfeeding Peer Counselor Supervisor ADM 10.03.01(New Oct. 2011)
    Nutrition Services Coordinator Job Responsibilities ADM 10.04.00 (Revised Oct. 2011)
    Civil Rights Coordinator ADM 10.05.00 (Revised Oct. 2010)
    Local Vendor Contact Job Description ADM 10.06.00 (Revised Aug. 2010)
    Breastfeeding Peer Counselor Job Responsibilities ADM 10.07.00 (New Oct. 2011)
  Local Agency Staff Training - New Employees ADM 11.00.00 (Revised Oct. 2011)
    Local Agency Staff Training - Ongoing Training ADM 11.01.00 (Revised Oct. 2011)
    Financial Support for Local Agency On-Going Training ADM 11.02.00 (Revised Jan. 2011)
  Capital Expenditures over $5,000 ADM 12.00.00 (Revised Oct. 2011)
  Vehicle Purchasing ADM 13.00.00 (New Oct. 2010)

STATE AGENCY OPERATIONS

           
  Goals and Objectives STO 01.00.00 (Revised Oct. 2011)
  Federal Management Evaluations STO 02.00.00 
  Breastfed Infant Annual Report STO 03.00.00 (New Oct. 2011)
  Rebate Solicitation and Billing STO 04.00.00 (New Oct. 2011)
  Public Comment on Development of Policy and Procedure Manual STO 05.00.00 (New Oct. 2011)
  State and Local Agencies Agreement to Cooperate in Authorized Studies STO 06.00.00 (New Oct. 2011)

APPENDIX

     
  Apppendix 1 Formula Manufacturers and Products (Revised Oct. 2011)
  Appendix 2 Nutrition Services Plan Guidance (Revised Oct. 2011)
  Appendix 6 WIC Application for New Local Agency  
  Appendix 7 Compliance Buys  
  Appendix 8 Equipment Guide (Revised Jan. 2010)
  Appendix 9 Hardware Specifications (Revised Oct. 2011)
  Appendix 10 KWIC Equipment Purchase or Replacement Questionnaire (Revised Nov. 2011)
  Appendix 11 Military Income Guidance for Kansas (Revised Oct. 2011)
  Appendix 12 Worksheet for Request to Renovate or Repair Real Property (New Feb. 2011)





This institution is an equal opportunity provider and employer.
Nutrition and WIC Services Section
1000 SW Jackson, Suite 220
Topeka, Kansas 66612-1274