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Policy and Procedures Manual

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Nutrition Services

Nutrition Services
Department of State Health Services

 

 

To download and print individual policies, choose a document on this page. The complete policy and procedures manual is also available for those who wish to download and print the entire manual at once.
 

Complete Policy and Procedures Manual (3.4 mb, PDF)

Accounting | Auditing | Automation | Breastfeeding | Civil Rights | Certification | Food Delivery | General Administration
Immunizations | Nutrition Education | Outreach | Quality Assurance | Training | WIC Vendor Operations

 

Accounting

AC - Accounting

AC:01.0

Local Agency Financial Management System (Rev. 10/01/05)

AC:02.0

Reimbursement of Allowable WIC Expenses (Rev. 01/01/11)

AC:03.0

Plan to Allocate Direct Costs (Rev. 01/01/11)

AC:04.0

Allowable Costs Personnel Compensation and Benefits (Rev. 01/01/11)

AC:05.0

Allowable Costs In-State and Out-of-State Travel (Rev. 01/01/11)

AC:06.0

Allowable Costs WIC Owned or Agency Vehicle (Rev. 01/01/08)

AC:07.0

Property Management (Rev. 01/01/11)

AC:08.0

Allowable Costs Equipment and Designated Reportable Assets (Rev. 01/01/11)

AC:09.0

Allowable Costs Outreach and Outreach Incentive Items (Rev. 10/01/05)

AC:10.0

Allowable Costs Communications & Utilities (Rev. 01/01/11)

AC:11.0

Allowable Costs Reproduction and Printing (Rev. 06/01/02)

AC:12.0

Allowable Costs Rental Space (Rev. 01/01/11)

AC:13.0

Allowable Costs Facility Depreciation or Use Allowance (Rev. 06/01/02)

AC:14.0

Allowable Costs Supplies, Postage and Shipping (Rev. 01/01/11)

AC:15.0

Allowable Costs Non-Professional Contract Services (Rev. 01/01/11)

AC:16.0

Allowable Costs Professional Contract Services (Rev. 01/01/08)

AC:17.0

Allowable Costs Breastfeeding Peer Counselors (Rev. 01/01/11)

AC:18.0

Allowable Costs Facility Renovation (Rev. 01/01/11)

AC:19.0

Allowable Costs Indirect Costs (Rev. 01/01/11)

AC:20.0

Allowable Costs Food Purchases (Rev. 01/01/11)

AC:21.0

Allowable Costs – Insurance Expense (Rev. 01/01/11)

AC:22.0

Allowable Costs Laboratory Coats and Employee Uniforms (Rev. 06/01/02)

AC:23.0

Unallowable Costs (Rev. 06/01/02)

AC:24.0

Monthly Reimbursement Maximum (Rev. 01/01/11)

AC:25.0

Monthly Reimbursement Maximum - Start-Up Costs (Rev. 06/01/02)

AC:26.0

Advance Cash Payments (Rev. 06/01/02)

AC:27.0

Surplus Funds (Rev. 06/01/02)

AC:28.0

Financial Reporting (Rev. 01/01/11)

AC:29.0

WISE Cost Report, WIC-227A (Rev. 01/01/11)

AC:30.0

Program Income (Rev. 06/01/02)

AC:31.0

Participant Fees (Rev. 06/01/02)

AC:32.0

Closeout Reports (Rev. 01/01/11)

AC:33.0

Nutrition Education Expenditures (Rev. 10/01/05)

AC:34.0

Breastfeeding Promotion Expenditures (Rev. 01/01/11)

AC:35.0

Lost and Stolen Equipment (Rev. 10/01/05)

AC:36.0

Sale or Disposition of Property (Rev. 06/01/02)

AC:39.0

Allowable Costs - Computers (01/01/11)


Complete Policy and Procedures Manual (3.4 mb, PDF)

Accounting | Auditing | Automation | Breastfeeding | Civil Rights | Certification | Food Delivery | General Administration
Immunizations | Nutrition Education | Outreach | Quality Assurance | Training | WIC Vendor Operations


Auditing

AUD - Auditing

AUD:01.0

Audit of Local Agencies (01/01/11)
Automation

AUT - Automation

AUT:01.0

Automation Change Management (06/01/02)

AUT:02.0

Computer Environment and Platform Modifications (06/01/02)

AUT:03.0

Backups (06/01/02)

AUT:04.0

Telephone with Data Communications Capabilities (Rev. 10/01/05)

AUT:05.0

Repair of Computer Equipment (06/01/02)

AUT:06.0

Surge Protector Equipment (06/01/02)

AUT:07.0

Requests for New or Additional Computers and/or Peripherals (06/01/02)


Complete Policy and Procedures Manual (3.4 mb, PDF)

Accounting | Auditing | Automation | Breastfeeding | Civil Rights | Certification | Food Delivery | General Administration
Immunizations | Nutrition Education | Outreach | Quality Assurance | Training | WIC Vendor Operations

 

Breastfeeding Policies

BF - Breastfeeding

BF:01.0

Breastfeeding Promotion Standards (Rev. 08-01-11)

BF:02.0

Local Agency Breastfeeding Coordinator (Rev. 08-01-11)

BF:03.0

Breastfeeding Peer Counselor (Rev. 10-01-11)

BF:04.0

Breastfeeding Training (Rev. 10-01-13)

BF:05.0

Issuance and Inventory of Manual and Single-User Electric Breast Pumps (Rev. 10-01-12)

BF:06.0

Loan of and Inventory of Multi-User Electric Breast Pumps (Rev. 07-01-13)

BF:07.0

Issuance of Breast Pumps to a Proxy (Rev. 10-01-12)

BF:08.0

Tracking Born-To-WIC Breastfeeding Rates (11-01-07)

 

Policies

CR - Civil Rights

CR:01.0

Rights and Obligations of an Applicant/ Participant (08/01/08)

CR:02.0

Nondiscrimination (Rev. 04/01/12)

CR:03.0

Fair Hearing Procedure for Applicants/ Participants (11/01/08)

CR:04.0

Civil Rights Compliance Reviews (06/01/02)

CR:05.0

Civil Rights Complaints (11/01/08)

CR:06.0

Provision of Services to Individuals with Disabilities (06/01/02)

CR:07.0

Provision of Services to Families with Special Health Care Needs (Rev. 12/01/11)

CR:08.0

Civil Rights Training (06/01/02)

CR:09.0

Collection of Racial/ Ethnic Data (Rev. 01/01/11)

CR:10.0

Providing Oral and Written Program Information to Non-English or Limited English Speaking Persons (Rev.10/01/05)


Complete Policy and Procedures Manual (3.4 mb, PDF)

Accounting | Auditing | Automation | Breastfeeding | Civil Rights | Certification | Food Delivery | General Administration
Immunizations | Nutrition Education | Outreach | Quality Assurance | Training | WIC Vendor Operations

 

CS Certification Policies

CS - Certification

CS:01.0

Eligibility Criteria for Program Participation (Rev. 08/01/03)

CS:02.0

Time Frames for Processing Applicants (08/01/09)

CS:03.0

Appointment System(06/01/02)

CS:04.0

Physical Presence (Rev. 11/01/12)

CS:05.0

Identification of a WIC Applicant/Participant and Parent or Guardian (Rev. 07/01/12)

CS:06.0

Residency as a Certification Requirement (Rev. 07/01/12)

CS:07.0

Income Screening as a Certification Requirement (Rev. 10/01/13)

CS:08.0

Adjunctive Income Eligibility (Rev. 07/01/12)

CS:09.0

Definition of Income (Rev. 03/01/12)

CS:10.0

Economic Unit for Income (Rev. 04/15/11)

CS:11.0

Certification of Foster Children (Rev. 02/01/11

CS:12.0

Texas WIC Income Guidelines (Rev. 05/01/13)

CS:13.0

Collection and Use of Social Security Numbers (06/01/02)

CS:14.0

Completion of the WIC Income Questionnaire and the Family Certification/WIC Program Income Screening Form (Rev. 10/01/13)

CS:15.0

Certifying Authority (Rev. 10/01/05)

CS:16.0

WIC Certification Specialist (04/01/12)

CS:17.0

Documentation of a Complete Nutrition Assessment (Rev. 03/01/14)

CS:18.0

Criteria for Identifying Nutrition Risk Conditions (Rev. 10/01/12)

CS:19.0

Midpoint Screening (03/01/12)

CS:20.0

Certification Forms (Rev. 08/01/08)

CS:21.0

Referral to Health Services (Rev. 08/01/09)

CS:22.0

Completing the Supplemental Information Form (Rev. 10/01/13)

CS:23.0

Notification of Ineligibility, Termination, or Expiration of Eligibility (Rev. 01/01/11)

CS:24.0

Certification Periods (Rev. 03-01-12)

CS:25.0

Issuance of WIC Lone Star Cards (08/01/09)

CS:26.0

Issuance of Replacement WIC Lone Star Cards (Rev. 08/01/09)

CS:27.0

Enrollment of Transferring Participants (Rev. 01/01/11)

CS:28.0

Preventing and Detecting Dual Participation (06/01/02)

CS:30.0

Caseload Management (06/01/02)

CS:31.0

Waiting List for WIC (06/01/02)

CS:32.0

Mid-Certification Assessment for Children (Rev. 03/01/2014)


Complete Policy and Procedures Manual (3.4 mb, PDF)

Accounting | Auditing | Automation | Breastfeeding | Civil Rights | Certification | Food Delivery | General Administration
Immunizations | Nutrition Education | Outreach | Quality Assurance | Training | WIC Vendor Operations


Food Delivery

FD - Food Delivery

FD:01.0

Documentation of Food Benefits Issuance (Rev. 08-1-09)

FD:02.0

Frequency of Issuance of Food Benefits (Rev. 08-01-09)

FD:03.0

Designated Recipients of Food Benefits (Rev. 08-01-09)

FD:04.0

Disposition of Unusable WIC Lone Star Cards (Rev. 09-01-13)

FD:06.0

Documenting Missing/ Stolen WIC Lone Star Cards Inventory (08-01-09)

FD:08.0

Liability of Local Agency for Food Instrument Inventory Shortages (01-01-11)

FD:09.0

Liability of Local Agency for Food Benefit Reconciliation (Rev. 08/01/09)

FD:10.0

Issuing Food Packages for the Mother/Infant Dyad (Rev. 01-01-11)

FD:11.0

Transfer of Texas WIC Lone Star Card Inventory (Rev. 08-01-09)

FD:12.0

Food Packages (Rev. 01-01-11)

FD:13.0

Issuance of Contract Standard Formulas (Rev. 10-01-12)

FD:15.0

Issuance of Ready-to-Use Formula (10-01-09)

FD:16.0

Approval of Formulas and Nutritional Products Requiring Medical Documentation  (Rev. 03-01-13)

FD:16.1

Issuance of Formulas and Nutritional Products Requiring Medical Documentation (Rev. 03-01-13)

FD:17.0

Issuance of Food Packages with Soy Foods and Gluten Free Cereal (Rev. 01-01-11)

FD:18.0

Drop Shipment of Formula and Medical Nutritional Products (03-01-12)

FD:19.0

Exchanging and Managing Returned Formula Inventory (Rev. 07-01-13)

 

 


Complete Policy and Procedures Manual (3.4 mb, PDF)

Accounting | Auditing | Automation | Breastfeeding | Civil Rights | Certification | Food Delivery | General Administration
Immunizations | Nutrition Education | Outreach | Quality Assurance | Training | WIC Vendor Operations

 

General Administration

GA - General Administration

GA:01.0

Confidentiality of Participant Information (Rev. 10/01/08)

GA:02.0

Claims Against Local Agencies (06/01/02)

GA:03.0

Records Retention (07/01/09)

GA:04.0

Contracts with Local Agencies (06/01/02)

GA:05.0

Local Agencies Agreement for the Provision of Health Services (06/01/02)

GA:06.0

Coordination of Program Operations (06/01/02)

GA:07.0

Referral to Food Assistance (06/01/02)

GA:08.0

Provision of Information on the Food Stamp, Temporary Assistance to Needy Families, Medicaid, THSteps, Children’s Health Insurance, Children’s Health Insurance Perinatal, Women’s Health, and Child Support Enforcement Programs to WIC Applicants and Participants (Rev. 08/01/07)

GA:09.0

Local Agency Coordination with Hospitals (06/01/02)

GA:11.0

Verbal and Physical Abuse by Participants (06/01/02)

GA:12.0

Participant Violations (Rev. 12/01/07)

GA:13.0

Access to Appointments (01/01/11)

GA:14.0

Staffing Standards (10/01/13)

GA:16.0

Compliance with the Clinical Laboratory Improve Amendments of 1988 (06/01/02)

GA:17.0

No Smoking Policy in Local Agency Facilities (06/01/02)

GA:18.0

Research or Auxiliary Services Involving WIC Participants (Rev. 07/01/11)

GA:19.0

Compliance with the National Voter Registration Act of 1993 (Rev. 10/1/05)

GA: 20.0

Staff Fraud and Abuse (Rev. 3/27/07)

GA:21.0

Clinic Site Management (Rev. 01/01/11)

GA:22.0

Full Use of Federal Funds(Rev. 08/01/11)

GA:23.0

Required Outreach to Fathers(09/01/11)


Complete Policy and Procedures Manual (3.4 mb, PDF)

Accounting | Auditing | Automation | Breastfeeding | Civil Rights | Certification | Food Delivery | General Administration
Immunizations | Nutrition Education | Outreach | Quality Assurance | Training | WIC Vendor Operations

 

Immunizations

IM - Immunizations

IM: 11.0

Screening of and Referral for Immunizations (Rev. 07/01/12)

Nutrition Education

NE - Nutrition Education

NE:01.0

Standards for Nutrition Education Contacts (Rev. 03/01/14)

NE:02.0

Local Agency Nutrition Education Coordinator Responsibilities and Nutrition Education/Breastfeeding Plan (Rev. 03/01/14)

NE:04.0

Nutrition Education Lessons and Materials (Rev. 03/01/14)

Outreach

OR - Outreach

OR:01.0

Local Agency Outreach (Rev. 10/01/05)


Complete Policy and Procedures Manual (3.4 mb, PDF)

Accounting | Auditing | Automation | Breastfeeding | Civil Rights | Certification | Food Delivery | General Administration
Immunizations | Nutrition Education | Outreach | Quality Assurance | Training | WIC Vendor Operations

 

Quality Assurance

QA - Quality Assurance

QA:01.0

Local Agency Self Audit (Rev. 10/01/05)

QA:03.0

Quality Assurance Monitoring of Local Agencies (06/01/02)

Training

TR - Training

TR:01.0

In-Service Orientation to New Local Agencies (06/01/02)

TR:02.0

Orientation/ Training of Local Agency Directors (06/01/02)

TR:03.0

Required Local Agency Training / Summary (Rev. 04/01/12)

 

Vendor Operations

WV - Vendor Operations

WV:01.0

Vendor Agreement / Policy Violations (Rev. 10/01/13)

WV:01.1

WIC Farmers’ Market Agreement/Policy Violations (03/01/14)

WV:02.0

Least Expensive Brands Declaration (Rev. 10/01/13)

WV:03.0

Inadequate Participant Access (Rev. 10/01/01)

WV:05.0

Disputes Related to the Late Submission of WIC EBT Transactions and/or Submission of Malformed Transactions (Rev. 09/01/10)

WV:08.0

WIC Vendor Training (Rev. 10/01/13)

WV:09.0

Restriction on Vendor Incentive Items (Rev. 10/01/12)

WV:10.0

Selection of Vendors for WIC Initial Authorization of Site and Calculation and Use of Vendor Competitive Pricing Data (Rev. 10/01/13)

WV:11.0

Selection of Vendors for Reauthorization for Participation (10/01/10)

WV:12.0

Reimbursement for Commercial WIC EBT Retail Vendor ECR Systems (Rev. 09/27/12 )

WV:13.0

Right to Administrative Appeal (10/01/13)

WV:13.1

Appeal Procedures For WIC Farmers’ Markets/Farmers (12/01/11)


Complete Policy and Procedures Manual (3.4 mb, PDF)

Accounting | Auditing | Automation | Breastfeeding | Civil Rights | Certification | Food Delivery | General Administration
Immunizations | Nutrition Education | Outreach | Quality Assurance | Training | WIC Vendor Operations

 

 

 

 

 

 

 

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Last updated April 03, 2014