5.008 - 1 NSA

Revised July 2019 V. Nutrition Services and Administration (NSA) – Claims for Reimbursement

PROCEDURE 5.008 Implementing Office: Community Health Administration (CHA) Revised July 2019

Approved by:

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

____________________ Phillip Husband, Esq.; General Counsel Effective Date: 08/23/2016

I. Authority USDA

II. Reason for the Policy CFR § 246.16(d) Distribution of funds to local agencies

III. Applicability DC WIC State Agency and Local Agency Staff

IV. Policy Statement 1. The State Agency shall distribute the funds based on monthly claims submitted by the local agency. 2. The local agency must submit program expenditures through the Department of Health’s Electronic Grants Management System (EGMS). 3. When the invoice indicates equipment expenditures, the WIC Program Inventory Report must be included. 4. Expenditures must align with the approved annual budget. Actual reimbursement will not exceed the annual budget for approved WIC expenditures. 5. The State Agency shall offset the advances made against incoming claims as they are submitted to ensure that funding levels reflect the actual expenditures reported by the local agency. 6. If awarded, claims for special projects will be invoiced and tracked separately.

V. Procedures The following process must be followed by local agencies concerning claims for reimbursement:

1. Submit the WIC Program Invoice via EGMS, and the Quarterly Staffing Report on a quarterly basis. See Appendix 5.008A for the forms and instructions. 2. Attach copies of supporting documentation for all expenses. 3. Attach the WIC Program Inventory Report (See Policy and Procedure 5.011) if equipment has been purchased during that billing period. 4. Submit the complete package to the State Agency by the due date.

5.008 - 2 NSA

Revised July 2019 5. Receive reimbursement check from the District of Columbia Department of Health. 6. On a quarterly basis, receive information from the State Agency on how the adjustment amount was derived.

VI. Appendix

5.008A WIC Program Invoice Form VII. Reference 5.011 Equipment Inventory Report