Colorado WIC Program Policies and Procedures Section 4: Organization and Management Revised:01.01.2021

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Ordering and Securing eWIC Cards

Policy: Local agencies are responsible for tracking current eWIC card inventory, ordering and maintaining security of the eWIC cards received for their agency.

Regulation: Colorado WIC Policy

Procedure/Additional Guidance: Managing eWIC cards The state office has designated a Replenishment Threshold for each clinic. Local staff must contact State office if the threshold level needs to be reset. When the Current Inventory is below the Replenishment Threshold a warning message will appear that EBT cards are in need of replenishment immediately. The message will appear on the local clinic’s LA/Clinic EBT Card Inventory Summary page.

Ordering eWIC cards  In Compass, go to the LA/Clinic EBT Card Inventory in Operations. Go to the Summary page. Click “edit.”  Enter the number of cards requested in the “Currently on Order” field. Note there are 250 cards per box, so orders must be placed in increments of 250.  Enter the current date in the “Current Order Date” field.  Save. The order will automatically be sent to the State WIC office.  Allow at least two weeks for delivery to your clinic or agency.

In emergency situations only, eWIC cards may be ordered by calling the State WIC Office (303-692-2400).

To Receive and Verify eWIC cards The clinic must receive and verify the shipment before any eWIC cards can be issued to participants. Each shipment of eWIC cards contains a packing list noting the range of cards and the number of boxes sent. Two staff members are required to complete the process of receiving and verifying the order. Steps for receiving and verifying eWIC cards are listed below.

Receiving (First Person) 1. When the shipment of eWIC cards arrives at the WIC clinic, check for damage to the shipment boxes and that all boxes are received. Match the range of PANs listed on the boxes with the range recorded on the packing slip. 2. In eWIC Compass, expand the LA/Clinic EBT Card Inventory branch in the Operations panel and click “Shipment Receiving.” 3. On the Shipment Receiving panel, ensure that “Shipped not Received” is selected to display your clinic’s card order information 4. Check that the PANs received match the numbers of those displayed in eWIC Compass. 5. Click “Edit.” The “Received Date” will automatically populate with today’s date. Click the “Add Row” button (next to the Receiving Details table grid) and enter the Begin PAN and Quantity of the shipment (which is also listed above the Receiving Details grid). Tab over to the “Received” column, select the box and Save. 6. Your name will appear next to the “Updated By”: field.

Verifying (Second Person) 1. In eWIC Compass, expand the LA/Clinic EBT Card Inventory branch in the Operations panel and click “Shipment Receiving.” 2. On the Shipment Receiving panel click “Received not Verified.” 3. Click the “Verify” button and Save. 4. Your name will appear next to the Verified By: field.

Colorado WIC Program Policies and Procedures Section 4: Organization and Management Revised:01.01.2021

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Security of eWIC Cards Clinic staff members are responsible for the security of eWIC cards. The state office recommends that eWIC cards are maintained within the clinic in the original box and that cards are removed only as needed. All eWIC cards must be kept in a locked area when the clinic is closed.

Physical Inventory The WIC Director or a designee must perform a physical inventory of all eWIC cards at each location site on a quarterly basis to ensure that all cards are accounted for and correctly assigned to each clinic. Contact the State Office Help Desk if any adjustments need to be made.

Lost and Damaged Cards Damaged or unusable cards must be destroyed by cutting or shedding before disposing. Lost and damaged cards must be accounted for in the clinic inventory. Contact the State Office Help Desk if any adjustments need to be made.