ADMINISTRATIVE POLICIES AND PRACTICES WPPM #110-20 Subject: Program Compliance Monitoring Item: Maintenance of Specific Program Records
PURPOSE: To ensure that the local agency (LA) complies with all state and federal record retention regulations. POLICY: I. The LA is required to maintain full and complete records of WIC program operations. PROCEDURE(S): I. The LA is required to maintain program records (paper documents) that include, but are not limited to the following: A. Certification documents such as, self-declaration of income/address/identification, Rights and Responsibilities. B. Prescription for medically required formula. C. Ineligibility documents. D. Eligibility disqualification documents. E. Financial operations, including accounting records, reports, and source documents. F. Equipment and inventory-controlled non-equipment item purchases and inventory. G. Discrimination complaints and procedures. H. Fair hearing complaints/procedures. I. Personnel records for verification of properly credentialed staff (e.g., Registered Dietitians, Degreed Nutritionists, WIC Nutrition Assistant, etc.). II. The LA is required to retain financial records and documents for a minimum of three years following the date of submission of the final expenditure report for the period to which the records pertain with the following qualifications: A. The record must be retained beyond the three year period of audit finding have not been resolved. B. Records of State property (Inventory/Disposition of CDPH funded Equipment) must be retained for three years after its final disposition. III. The LA is required to have a written policy regarding record disposal that includes assurances that any records disposed must protect the identity and privacy of applicants and participants. Revised California WIC Policy and Procedure Manual Page 1 of 2 August 31. 2007
ADMINISTRATIVE POLICIES AND PRACTICES WPPM #110-20 Subject: Program Compliance Monitoring Item: Maintenance of Specific Program Records
Revised California WIC Policy and Procedure Manual Page 2 of 2 August 31. 2007 AUTHORITY: 7 CFR 246.25 CROSS REFERENCE WPPM 120-10 Access to and Security of Confidential Information