DC WIC POLICY & PROCEDURE MANUAL

Policy 9.001 1 | P a g e Title: Food Benefit Overview Category: Food Delivery CFR Reference 7 CFR § 246.12 Policy Number: 9.001 Effective Date: 04/2022 Revised Date: 8/15/2023

POLICY STATEMENT The State Agency is responsible for the financial management of, and accountability for, the food delivery system utilized in the DC WIC program.

The Local Agency is responsible for the issuance, inventory, and security of the food delivery instruments (i.e. eWIC cards) in accordance with DC WIC policy 9.003 Food Benefit Security and for educating DC WIC participants on food benefit use and security.

PROCEDURE The Local Agency will utilize the MIS to issue food delivery instruments and food benefits for DC WIC participants.

eWIC Card Issuance Once a participant is deemed eligible for WIC, the Local Agency must issue an initial eWIC card to the Authorized Representative (AR). The AR must sign indicating that they received their initial eWIC card. Only one eWIC card is issued per Family ID (FID).

The Local Agency staff must instruct the AR on: • eWIC card PIN security, including to not write the PIN on the eWIC card • How an eWIC card account can become locked • How to reset the PIN • How and where to shop for WIC approved foods using the eWIC card • How to determine family benefits balance • How to report the eWIC card as lost or stolen and how to request a new eWIC card (see below)

Lost/Stolen eWIC Cards A lost or stolen eWIC card may be replaced via three methods: the Interactive Voice Response (IVR), visiting their WIC clinic, or visiting www.ebtedge.com.

IVR The IVR can be used by calling the number on the back of the eWIC card (877-559-0912). The AR can • report the eWIC card as lost or stolen • change their PIN • lock their eWIC card • deactivate their eWIC card • request a replacement eWIC card. Once requested, the previous eWIC card will be inactivated. A replacement eWIC card is delivered to participants via USPS and can take up to 7 days to be delivered.

DC WIC POLICY & PROCEDURE MANUAL

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Visiting the WIC clinic The AR may visit their WIC clinic to request a new eWIC card. When the AR arrives, the Local Agency staff must: • Verify the identity of the AR in accordance with DC WIC policy 8.003 Physical Presence and Identification. • Verify the current eWIC card associated with the FID (i.e. check if the eWIC card has already been deactivated or if the eWIC card is locked). o eWIC cards that have been deactivated require the AR to select a new PIN. • Issue a replacement eWIC card; informing the AR that any prior eWIC cards are no longer active and cannot be reactivated. • Review with the AR the PIN: o If the previous eWIC card was not deactivated (i.e. only replaced) – the previous PIN is still associated with the new card. o If the previous eWIC card was deactivated – the AR will need to select a new PIN.

*A note on deactivated eWIC cards – the option to deactivate an eWIC card may be appropriate if the AR knows the eWIC card is with an unauthorized user and does not want benefits to be used until a new eWIC card can be obtained by the AR, or if the AR is transferring their WIC participation to another State.

EbtEdge The AR may visit www.ebtedge.com to: • report the eWIC card as lost or stolen • change their PIN • lock their eWIC card • deactivate their eWIC card • request a replacement eWIC card. Once requested, the previous eWIC card will be deactivated. A replacement eWIC card is delivered to participants via USPS and can take up to 7 days to be delivered.

Mailing of eWIC Cards The Local Agency may replace an eWIC card by mail if the AR is unable to come to the WIC clinic. The Local Agency must verify the identity of the AR in accordance with DC WIC policy 8.003 Physical Presence / Identification before the replacement card can be mailed.

The Local Agency will cover the cost of mailing replacement cards. When replacing an eWIC card by mail, the Local Agency must: • Inform the AR that they may continue to use their PIN only if the card was replaced and not deactivated (see above – Visiting the WIC clinic). o If deactivated, inform the AR that they can set a new PIN by calling IVR, visiting www.ebtedge.com or coming to the WIC clinic. • Verify the AR’s mailing address. • Place in an envelope that prevents the identification of the eWIC card • Stamp/write clearly “DO NOT FORWARD – RETURN TO SENDER” on the front of the envelope.

DC WIC POLICY & PROCEDURE MANUAL

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Food Benefit Issuance The CPA/CPPA must tailor and issue food benefits to the participant based on nutritional risk and dietary assessment in accordance with DC WIC policies 2.003 Nutrition and Breastfeeding Assessment and 2.004 Determining Nutritional Risk. Food benefits may be issued on a monthly, bimonthly, or trimonthly basis. Food benefits may be issued remotely in accordance with DC WIC policy 8.003A Hybrid Services.

The Local Agency must provide food benefit education to the AR/AAR on: • DC WIC authorized foods list and DC WIC authorized vendors and how to identify authorized vendors (this information can be found at www.dcwic.org/wic-families ). • The Family Balance Summary; the quantity of foods issued to the participant(s); aggregated benefits if more than one participant in the FID; first date to use (FDTU) and the last date to use (LDTU) of benefits. • How to check their current food benefit balance via: o the EzWIC app o www.ebtedge.com o IVR o Calling the WIC clinic o Requesting the cashier to print off a receipt of their food benefit balance at an authorized vendor (the AR will need to swipe the card for this to print). • eWIC card security – anyone with the eWIC card and PIN can use it as ID is not checked at the POS at authorized DC WIC stores. • Food benefits cannot be exchanged for cash, non-authorized food items, or credit in accordance with DC WIC policy 8.015 Violations and Sanctions. • The PIN must be entered prior to completing the eWIC transaction. • Prior to completing the transaction, the cashier will hand the eWIC card user a mid-transaction receipt that lists the food items to be deducted from the food benefit balance on their eWIC card. • The receipt received after the completed transaction will list the remaining food benefit balance for that month’s benefit cycle. Frequency of Food Benefit Issuance The Local Agency may only issue eWIC cards and food benefits during established clinic hours. The Local Agency must issue food benefits in accordance with DC WIC policy 9.002 Accountability of Food Benefits.

Early Issuance The Local Agency may issue benefits prior to the FDTU to accommodate participant availability but must educate the AR that food benefits cannot be redeemed prior to the FDTU.

Mid-Benefit Cycle Issuance The Local Agency may adjust food benefits for a participant mid-cycle (i.e. a date in between the FDTU And LDTU) and in accordance with DC WIC policy 9.005 Food Package Responsibilities:

DC WIC POLICY & PROCEDURE MANUAL

Policy 9.001 4 | P a g e • Voiding/reissuing food benefits - The Local Agency staff can void the food benefits, tailor the food package, and reissue food benefits only if none of the food benefits have been redeemed for the current month. • Adding formula to food benefits – If partial food benefits have been redeemed for the current month, depending on the type of food adjustment needed, the Local Agency may add a special formula or WIC-eligible nutritional by utilizing the “Add Formula” button on the Family Balance Screen in this MIS. • Contacting WIC Service Desk – in special cases, the WIC Service Desk can adjust food benefits for a participant mid-cycle. Examples include when new food benefits are medically warranted or in cases of a change in custody. See DC WIC policy 3.002 Help Desk Procedures for contacting the WIC Service Desk.

Missed Appointments and Food Package Proration (Late Pickup) The Local Agency must make reasonable efforts to ensure a participant attends their scheduled appointment. Food benefits cannot be withheld for a participant who attended their initial certification appointment but did not attend a subsequent nutrition education appointment in accordance with DC WIC policy 2.007 Nutrition Education Choice.

A “late pickup” or issuance of food benefits after the FDTU for a participant will not result in a prorated food package.

Food Benefits Expungement Any food benefits remaining on the eWIC card on the LDTU can be redeemed up until 11:59:59 PM (local time). Any remaining food benefits will be expunged by the EBT processor after this time.

Changes in Custody WIC food benefits are aggregated when more than one participant is issued benefits within the same FID. If a participant is transferred to a new FID, benefits are de-aggregated and transferred with the participant to the new FID. If the participant is transferring to a FID that has not previously been issued an eWIC card, the Local Agency staff must follow procedures for issuing an eWIC card as outlined previously (se above – eWIC Card Issuance). See examples for guidance:

Issue a new eWIC card: If the participant has food benefits remaining for the month, they will receive a prorated package automatically calculated by HANDS to sync with the new family’s benefit dates (FDTU and LDTU).

Multiple cards for an Authorized Representative: An AR with multiple foster children enrolled in WIC has the option to request that each child have their own eWIC card assigned to them. In this case, benefits are not aggregated for the family. To do this, the Local Agency staff will need to create a unique FID for each child. The AR may use the same PIN for each card.

DC WIC POLICY & PROCEDURE MANUAL

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Example of the eWIC Card The State Agency reserves the right to change the design of the food instrument based on Program needs.

Front of Card • eWIC card number assigned to family

Back of Card • Signature panel (no signature required) • Participant portal web address • Interactive Voice Response (IVR) toll-free number: 1-877-559-0912

DC WIC POLICY & PROCEDURE MANUAL

Policy 9.001 6 | P a g e REFERENCES 7 CFR § 246.12 DC WIC policies 2.003 Nutrition and Breastfeeding Assessment, 2.004 Determining Nutritional Risk, 2.007 Nutrition Education Choice, 3.002 Help Desk Procedures, 8.003 Physical Presence / Identification, 8.015 Violations and Sanctions, 9.002 Accountability of Food Benefits, 9.003 Food Benefit Security, 9.005 Food Package Responsibilities DC WIC attachment 8.003A Hybrid Services