5.011 - 1 NSA

Revised July 2019 V. Nutrition Services and Administration (NSA) - Equipment Inventory, Security and Disposal

PROCEDURE 5.011 Implementing Office: Community Health Administration Revised July 2019

Approved by:

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

____________________ Phillip Husband, Esq.; General Counsel Effective Date: 03/28/2016

I. Authority USDA

II. Reason for the Policy CFR § 246.13(j) Local agency financial management

III. Applicability DC WIC State Agency and Local Agency Staff

IV. Policy Statement 1. The Local Agency shall maintain an equipment inventory of non-computer equipment items purchased with WIC Program funds. 2. The Local Agency shall complete the non-computer equipment inventory form whenever equipment is obtained. 3. The Local Agency must maintain all non-computer equipment inventory items in a secure manner. 4. The Local Agency shall notify the State Agency of any non-computer equipment that is stolen. 5. The Local Agency shall dispose of non-computer equipment that is broken, too costly to repair or obsolete.

NOTE: Local Agency shall follow Policy 3.003 for managing computer and multi-media equipment. V. Procedures The following process must be followed by local agencies concerning equipment inventory, security and disposal:

Non-computer Equipment Inventory: 1. Complete the WIC Program Inventory Report with all existing items purchased since the beginning of the local WIC Program. This report is submitted as part of the Local Agency Workplan and Quarterly Narrative Report (See Appendix 10.001C). 2. Update the inventory report as new items are purchased.

5.011 - 2 NSA

Revised July 2019 3. Submit the updated inventory report to the State Agency with the Claims for Reimbursement (Policy and Procedure 5.008) for the month that the purchase was made. 4. Keep a copy on file at the Local Agency. 5. Make provision for verification of the inventory by State Agency staff during Local Agency site visits.

Non-computer Equipment Security: 1. Maintain equipment in a secure manner. 2. Notify the State Agency in writing when equipment has been stolen.

Non-computer Equipment Disposal: 1. Submit a request to dispose of equipment using the Equipment Disposal Report Form in Appendix 5.011B. 2. Send a copy to the State Agency for approval. 3. Receive written response from the State Agency within 14 business days. 4. Take action based on State Agency response.

VI. Appendix

5.011A Non-Computer WIC Program Inventory Report and Instructions 5.011B Equipment Disposal Report Form

VII. Reference 3.003 Equipment Inventory & Maintenance – WIC Information System 5.008 Claims for Reimbursement 10.001C Local Agency Workplan and Quarterly Narrative Report