Policy and Procedure Manual

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Table of Contents




  Eligibility Overview CRT 01.00.00
    Categorical Eligibility CRT 01.01.00 
    Certification Periods CRT 01.02.00 
    eWIC Certification Periods eWIC CRT 01.02.00 New
      Change in Certification Periods CRT 01.02.01 
      Thirty-Day Temporary Certification Period CRT 01.02.02 
  Processing Standards CRT 02.00.00 
  Certification Visit CRT 03.00.00 
  eWIC Certification Visit eWIC CRT 03.00.00 New
    Exceptions to Being Physically Present CRT 03.01.00 
    eWIC Exceptions to Being Physically Present eWIC CRT 03.01.00 New
    Client's Rights & Responsibilities CRT 03.02.00 
    Certification & Recertification Appointments CRT 03.03.00  
    Mid-Certification Appointments CRT 03.04.00 
    eWIC Mid-Certification Appointments for Infants eWIC CRT 03.04.00 New
    Presumptive Eligibility Appointments for Pregnant Women CRT 03.05.00 
    eWIC Presumptive Eligibility Appointments for Pregnant Women eWIC CRT 03.05.00 New
    Late & Missed Appointments CRT 03.07.00 
    eWIC Late & Missed Appointments eWIC CRT 03.07.00 New
    Definition of Caregiver CRT 03.08.00 
  Proof of Identity CRT 04.00.00 
  eWIC Proof of Identity eWIC CRT 04.00.00 New
  Residential Eligibility and Proofs CRT 05.00.00 
  eWIC Residential Eligibility and Proofs eWIC CRT 05.00.00 New
    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 October 2017
      Adjunctive Eligibility CRT 06.01.01  
      Income Exclusions When Determining Eligibility CRT 06.01.02  
    Determining Size of Household CRT 06.02.00 
      Determining Household Income CRT 06.02.01  
      Zero Income CRT 06.02.02 
    Proof of Income CRT 06.03.00 
    Redetermination of Income CRT 06.04.00  
  Nutrition Eligibility CRT 07.00.00 Revised October 2017
    Anthropometric Risk CRT 07.01.00 
    Hematological Risk CRT 07.02.00 
      Anemia CRT 07.02.01 
      Blood Lead CRT 07.02.02  
    Dietary Risk CRT 07.03.00 
    Other Risk CRT 07.04.00 
  Coordination of Services and Referral System CRT 08.00.00 
    Immunizations CRT 08.01.00 
      Interface between the Kansas Immunization Registry and KWIC CRT 08.01.01 
    Medical and Social Service Referrals CRT 08.02.00 
    Drug and Substance Abuse Referrals CRT 08.03.00 
    Breastfeeding Referrals CRT 08.04.00
  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 
    eWIC Instate Transfer eWIC CRT 10.01.00 New
    WIC Out-Of-State Transfer Card Issuance CRT 10.02.00 
    eWIC WIC Out-Of-State Transfer Card Issuance eWIC CRT 10.02.00 New
    WIC Out of State Transfer Card Acceptance CRT 10.03.00 
    WIC Overseas Program CRT 10.04.00 
    Transfer Using a Noncontract or Special Formula CRT 10.05.00 


  Approved Foods FCI 01.00.00  
    Allowable Food Selection Process and Product Requirements FCI 01.01.00  
  Food Packages FCI 02.00.00 Revised October 2017
    Food Packages for Infants FCI 02.01.00 
    eWIC Food Packages for Infants eWIC FCI 02.01.00 New
      Infant Food Packages-Breastfeeding Infant FCI 02.01.01 Revised October 2017
      eWIC Infant Food Packages-Breastfeeding Infant eWIC FCI 02.01.01 New
      Infant Food Packages-Primary Contract Infant Formula FCI 02.01.02  
      eWIC Infant Food Packages-Primary Contract Infant Formula eWIC FCI 02.01.02 New
      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 October 2017
      eWIC Infant Food Packages-Special Formula eWIC FCI 02.01.05 New
    Food Packages for Children FCI 02.02.00 Revised October 2017
    eWIC Food Packages for Children eWIC FCI 02.02.00 New
      Child Food Package-WIC Eligible Nutritionals (Medical Foods FCI 02.02.01 Revised October 2017
    Women Food Packages FCI 02.03.00 Revised October 2017
      Food Packages for Pregnant Women FCI 02.03.01 Revised October 2017
      Food Packages for Breastfeeding Women FCI 02.03.02 Revised October 2017
      Food Packages for Postpartum Women (Non-breastfeeding) FCI 02.03.03 Revised October 2017
      Women Food Packages-Special Formula FCI 02.03.04Revised October 2017
    Tailoring a Food Package FCI 02.04.00  
    eWIC Tailoring a Food Package FCI 02.04.00  New
    Documentation and Use of Returned Formula FCI 02.05.00 Revised October 2017
    eWIC Documentation and Use of Returned Formula eWIC FCI 02.05.00 New
    Direct Shipments of Specialized Formulas FCI 02.06.00 Revised October 2017
    eWIC Direct Shipments of Specialized Formulas eWIC FCI 02.06.00 New
  Check Issuance FCI 04.00.00 
  eWIC Card and Benefit Issuance eWIC FCI 04.00.00 New
    Client Instruction on Use of WIC Checks FCI 04.01.00 
    Client Instruction on Use of the eWIC Card eWIC FCI 04.01.00 New
      WIC Program Identification Card FCI 04.01.01 
    Proxies and Proxy Cards FCI 04.02.00 
    No Check Alterations FCI 04.03.00 
    Voiding and Replacing Checks FCI 04.04.00 
    Voiding and Replacing Benefits eWIC FCI 04.04.00 New
    Lost or Stolen Checks FCI 04.05.00 
    Damaged, Lost or Stolen eWIC Cards eWIC FCI 04.05.00 New
    Damaged or Destroyed Checks FCI 04.06.00 
    Mailing WIC Checks FCI 04.07.00 
    Mailing eWIC Cards eWIC FCI 04.07.00 New
    Issuing Food Benefits without Caregiver Present eWIC FCI 04.08.00 New


  Nutrition Education Overview NED 01.00.00  
  Nutrition Education Contact NED 02.00.00  
  eWIC Nutrition Education Contact eWIC NED 02.00.00 New
    Nutrition Education Contacts-Certifications NED 02.01.00  
    Nutrition Education Contact-Second, Low Risk NED 02.02.00 
    Nutrition Education Contact, Second, Low Risk eWIC NED 02.02.00 New
      Low Risk Secondary Nutrition Education Issuing Benefits without Client Present eWIC NED 02.02.01 New
    Nutrition Education Contact-Second, High Risk NED 02.03.00  
    Nutrition Education Contact, Second High Risk eWIC NED 02.03.00 New
    Nutrition Education - Use of Trigger Topic NED 02.04.00 
  Nutrition Education Methods NED 03.00.00  
    Nutrition Education-Individual Counseling NED 03.01.00  
    Nutrition Education-Group NED 03.02.00 
    Nutrition Education Group eWIC NED 03.02.00 New
    Nutrition Education-Individual Self Study NED 03.03.00  
    Nutrition Education Self Study eWIC NED 03.03.00 New
      Nutrition Education Lesson Plans NED 03.03.01  
    Evaluation of Nutrition Education Materials NED 03.04.00  
  Coordinating Nutrition Services NED 04.00.00 
  Breastfeeding Promotion and Support NED 05.00.00 
    Staffing for Breastfeeding Promotion and Support NED 05.01.00 Revised October 2017
    Breastfeeding Education NED 05.02.00 
    Breastfeeding Peer Counselor Program NED 05.03.00  
    Breastfeeding Equipment NED 05.04.00  
      Manual Breast Pumps NED 05.04.01 Revised October 2017
      Multi-User Electric Breast Pumps NED 05.04.02 Revised October 2017
      Single User Electric Breast Pumps NED 05.04.03 Revised October 2017
  Breastfeeding Contraindications NED 06.00.00  
  Nutrition Education Committee NED 07.00.00  


  Civil Rights Compliance PRI 01.00.00
    Civil Rights Public Notification PRI 01.01.00  
    Civil Rights Complaints PRI 01.02.00  
    Non-Civil Rights Complaints PRI 01.03.00 
    Civil Rights Training PRI 01.04.00 
  Program Abuse and Sanctions Employee and Client PRI 02.00.00  
  Program Abuse and Sanctions eWIC PRI 02.00.00 New
    Dual Participation PRI 02.01.00  
    Collection of Improperly Issued Benefits eWIC PRI 02.02.00 New
  Fair Hearings PRI 03.00.00 
    Fair Hearing - Request & Procedures PRI 03.01.00 
      Local Agency Fair Hearing - Request & Procedures PRI 03.01.01 
    Denial of Fair Hearing Request PRI 03.02.00
  Confidentiality of WIC Program Information PRI 04.00.00  
  Conflict of Interest PRI 06.00.00 
    Separation of Duties PRI 06.01.00 
  Local Agency Repayment of Funds to State WIC Office PRI 07.00.00 


  Local Agency Vendor Overview VEN 01.00.00 
    Local Agency Vendor Files VEN 01.01.00 
  Authorization Process for New Vendors VEN 02.00.00 Revised October 2017
  eWIC Authorization Process for New Vendors eWIC VEN 02.00.00 New
    Vendor Evaluation and Selection Criteria VEN 02.01.00 Revised October 2017
    Evaluation of New Vendors VEN 02.02.00 Revised October 2017
    eWIC Evaluation of New Vendors eWIC VEN 02.02.00 New
      Kansas County Designation VEN 02.02.01  
    Minimum Stock Requirements VEN 02.03.00 
    Authorized Vendor Stamp VEN 02.04.00 
    Vendor Confidentiality VEN 02.05.00 
  Change of Ownership VEN 03.00.00 
  eWIC Change of Ownership eWIC VEN 03.00.00 New
    Vendor Closings VEN 03.01.00 Revised October 2017
    Vendor Name Change VEN 03.02.00 
    Vendor Relocation VEN 03.03.00 
  Vendor Contracts VEN 04.00.00 
  Vendor Training VEN 05.00.00 Revised October 2017
  Vendor Monitoring VEN 06.00.00 
  Vendor Related Complaints VEN 07.00.00 
  Vendor Sanction System VEN 08.00.00 
      Vendor Sanction System - Federal Mandated Violations VEN 08.00.01 
    Vendor Administrative Review VEN 08.01.01 
  Compliance Buys VEN 09.00.00 
  Identifying High Risk Vendors VEN 10.00.00 
  Vendor Peer Group System VEN 11.00.00 Revised October 2017
  WIC Check and Fruit and Vegetable Check Reimbursement VEN 12.00.00 
  Client Access VEN 13.00.00 


  WIC Local Agencies ADM 01.00.00
    Application Process for New Local Agency ADM 01.01.00  
    Application Process for Existing Local Agency ADM 01.02.00  
    Caseload Management ADM 01.03.00
      Client Waiting List ADM 01.03.01 
      eWIC Client Waiting List eWIC ADM 01.03.01 New
      Access to WIC Services ADM 01.03.02 
      Outreach ADM 01.03.03  
      Breastfeeding Peer Counselor Program Operation ADM 01.04.00 
  Local Agency Funding Principles Overview ADM 02.00.00 
    Local Agency Allocations and Participation ADM 02.01.00 
    Annual Budgets ADM 02.02.00  
      Building Cost Allocation ADM 02.02.01
    Affidavit of Expenditures ADM 02.03.00  
      Allowable Costs ADM 02.03.01 Revised October 2017
      Unallowable Costs ADM 02.03.02 Revised October 2017
      Local Agency Time and Effort Reporting ADM 02.03.03 
      Closeout Affidavits ADM 02.03.04 
      Local Agency General Purchases ADM 02.03.05 
      Equipment Inventory ADM 02.03.06  
      Disposal, Transfer and Deletion of Equipment ADM 02.03.07  
  Financial Audit Requirements ADM 03.00.00 Revised October 2017
    Record Retention Requirements ADM 03.01.00 Revised October 2017
  Nutrition Services Plan ADM 04.00.00  
    Client Feedback ADM 04.01.00 
  Local Agency Management Evaluations ADM 05.00.00 Revised October 2017
  Breastfeeding Peer Counselor Program Site Visits ADM 05.01.00  
  Local Agency Clinic Self Monitoring ADM 05.00.00 
  Voter Registration ADM 06.00.00 
  KWIC Emergency Situation Plan and Reporting ADM 07.01.00 
    KWIC Manual Backup ADM 07.01.01 
    eWIC KWIC Manual Backup eWIC ADM 07.01.01 New
  KWIC Security ADM 07.02.00  
  eWIC KWIC Security eWIC ADM 07.02.00 New
    KWIC User Security ADM 07.02.01  
    KWIC Staff Access Roles eWIC ADM 07.02.01 New
    Verifying Client/Caregiver Identity Prior to Action eWIC ADM 07.02.02 New
  Maintain Clinic Information ADM 07.03.00 
  KWIC Equipment Purchase, Warranty and Repair ADM 07.05.00 
  KWIC Internet Service ADM 07.06.00 
  Check Stock & MICR Toner Ordering and Supply ADM 07.08.00 
  eWIC Card Supply eWIC ADM 07.08.00 New
  Local Agency Created Forms ADM 08.00.00 
  WIC Advisory Committee ADM 09.00.00  
  Job Responsibilities - Overview ADM 10.00.00
    General Staff Responsibilities - CPA and Non-CPA ADM 10.01.00 
    General Staff Responsibilities CPA and Non CPA eWIC ADM 10.01.00 New
    WIC Coordinator ADM 10.02.00 
    Breastfeeding Coordinator ADM 10.03.00  
    Breastfeeding Peer Counselor Supervisor ADM 10.03.01 
    Nutrition Services Coordinator Job Responsibilities ADM 10.04.00 
    eWIC Nutrition Services Coordinator Job Responsibilities eWIC ADM 10.04.00 New
    Civil Rights Coordinator ADM 10.05.00 
    Local Vendor Contact Job Description ADM 10.06.00 
    Breastfeeding Peer Counselor Job Responsibilities ADM 10.07.00 
  Local Agency Staff Training - New Employees ADM 11.00.00 
    Local Agency Staff Training - Ongoing Training ADM 11.01.00 
    Financial Support for Local Agency On-Going Training ADM 11.02.00 
  Capital Expenditures over $5,000 ADM 12.00.00  
  Vehicle Purchasing ADM 13.00.00