12.002 - 1 Administrative Procedures

Revised September 2019 XII. Administrative Procedures – Ordering Supplies

PROCEDURE 12.002 Implementing Office: Community Health Administration (CHA) Revised August 2019

Approved by:

_______________________ LaQuandra S. Nesbitt MD, MPH; Agency Director Review by Legal Counsel:

____________________ Phillip Husband, Esq.; General Counsel Effective Date: 01/01/2016

I. Authority DC WIC State Agency

II. Reason for the Policy To ensure an accurate process for maintenance of inventory and reordering of forms and materials.

III. Applicability DC WIC State Agency and Local Agency Staff

IV. Policy Statement To ensure an accurate process for maintenance of inventory and reordering of forms and materials, the WIC State Agency utilizes an ordering control system for use by Local Agencies. All Local Agency supplies are ordered on an as-needed basis using the WIC Program Ordering Control Form (see Appendix 12.002A), which can be downloaded from dcwic.org. The supply request should be e-mailed to the State Agency at info.wic@dc.gov. Supply requests are not accepted by phone or face-to- face. The State Agency asks that Local Agency inventories be monitored carefully in order to avoid last minute request.

The ordering of pre-printed checks is monitored and initiated by the WIC State Agency on a bi-monthly basis. The State Agency schedules the automatic delivery of all manual checks.

V. Procedures Local and State agency staff must follow the procedure below when ordering supplies from the State agency:

1. The Local Agency must complete the DC WIC Program Ordering Control Form (Appendix 12.002A) and email the form(s) to the State agency at info.wic@dc.gov. Each Local Agency is responsible for ordering and/or purchasing its own nutrition, breastfeeding, and outreach materials.

2. Should the Local Agency be ordering supplies from the State agency, the State agency will arrange the delivery of the supplies to the site(s).

3. The requested supplies will be sent by courier to the Local Agency’s address listed on the request form.

12.002 - 2 Administrative Procedures

Revised September 2019

4. The DC WIC Program Ordering Control Form can be used to order a variety of administrative forms, as well as education/outreach materials and other supplies that are available at the State Agency. A minimum of five (5) business days for processing is needed to fill orders generated by the Ordering Control Form.

a. WIC Clinic Forms (individual forms can be accessed online at www.dcwic.org) b. WIC ID Folder Bags c. WIC ID Folder Spanish d. WIC ID Folder English e. Nutrition Education Handouts (appendix 12.002B))

5. Outreach Supply Material

Local Agencies are responsible for ordering their own outreach materials,, paraphernalia and general education materials for outreach events for the WIC Program. Updated brochures, posters and flyers can be found at https://www.dcwic.org/wic-marketing- materials. Approved paraphernalia and general education materials can be found in the DC WIC Resource Guide (12.002B), which can also be found on dcwic.org.

Delivery for supplies ordered using the WIC Program Ordering Control may be provided by a courier or a messenger from the State Agency.

VI. Appendix

12.002A DC WIC Program Ordering Control Form 12.002B DC WIC Resource Guide

VII. Reference N/A