501.1 Policy 501 Ordering and Securing eWIC cards June 28, 2019 POLICY Local programs shall be responsible for maintaining the inventory and security of all eWIC cards received from the contracted provider. PURPOSE To ensure the Oregon WIC program follows a consistent method in maintaining eWIC card inventory and security. RELEVANT REGULATIONS ♦ 7 CFR §246.12 (p)—Food delivery systems OREGON WIC PPM REFERENCES

♦ 510—eWIC Cardholder Requirements DEFINITIONS eWIC Card: Magnetic stripe card used to purchase WIC authorized foods or formulas from a WIC family’s Electronic Benefit Account (EBA). Each card has a 16-digit Primary Account Number (PAN). Also referred to as a “food instrument.” eWIC Contractor: Banking organization which provides eWIC services. In Oregon the eWIC contractor is FIS-CDP. Card Distribution Site: Any local WIC clinic that orders and receives card shipments directly from the eWIC Contractor, issues eWIC cards, and maintains card inventory.

PROCEDURE Managing eWIC Cards 1.0 Each Local Agency will identify all card distribution sites for their agency and a designated point of contact at each site who will be responsible for ordering cards. This information must be provided to the State WIC office via e-mail.

Contact the State WIC office if there is any change in card distribution sites or contact person. Ordering eWIC Cards 2.0 eWIC cards will be ordered through a centralized process facilitated by the State WIC Program twice a year in June and December.

It is recommended that each agency maintain at minimum a six-month supply of cards for each clinic.

The new card order process will take approximately 6 weeks.

Ordering and Securing eWIC cards, Continued 501.2

The Data Team Office Assistant will email the eWIC card order form to the WIC Coordinator or designee to complete and return.

The minimum order is one sleeve (250 cards) and cards must be ordered in multiples of 250.

The Data Team Office Assistant will submit all local agency card orders to the eWIC Contractor for processing.

The cards will be shipped by the eWIC contractor directly to each local agency card distribution site following the eWIC Contractor’s security guidelines.

Upon receipt of the order, local agency staff must record the number of sleeves received in the appropriate month on the Monthly Inventory Log. Notify the Data Team Office Assistant within 2 working days about any discrepancies between order and sleeves received, including any damaged or missing sleeves.

FAX or email the packing slip to the Data Team Office Assistant within 7 working days of receipt of the order. Security of eWIC Cards 3.0 Unissued eWIC cards shall be locked in a secure location that is only accessible to WIC staff. A locked file cabinet, desk or closet is considered appropriate security.

A staff person must attend unlocked cards at all times.

The Management Information System (MIS) system and the banking contractor system will track issuance of cards. Multiple tools and reports from these systems will be used to monitor the inappropriate issuance or use of activated cards. Physical Inventory 4.0 Local WIC staff shall manage unissued eWIC card physical inventory.

Card sleeves should be managed as follows: 4.1.1. At each card distribution site, open only one sleeve at a time for issuance. All other card sleeves should remain unopened until needed. 4.1.2. Cards may be distributed to staff who will be issuing them as long as each staff person has a secure place to store the cards.

The WIC Coordinator or a designee different from the staff who orders cards shall perform a physical inventory of eWIC cards at each card distribution site at least monthly. Staff shall use the Monthly eWIC Card Inventory Log found at https://www.oregon.gov/oha/PH/HEALTHYPEOPLEFAMILIES/WIC/Document s/ewic-card-inventory-form.pdf 4.2.1. Cards brought to satellite clinics for issuance and returned to the original card distribution site will remain part of the original clinic’s storage and inventory. 4.2.2. Cards that are taken to another clinic site and are to remain at that site shall be documented on the original clinic’s Monthly Inventory Log in the “# Sleeves sent to Satellite Clinics” column.

Ordering and Securing eWIC cards, Continued 501.3 4.2.3. A separate Monthly Inventory Log will be maintained for any clinic site where card sleeves remain. 4.2.4. At the end of each month, enter the following information in Monthly Inventory log for each card distribution site: • Number of unopened sleeves in inventory • Number of opened sleeves in inventory • Totals • Initials of staff completing inventory 4.2.5. If a sleeve of cards is missing, contact the State WIC Data Team Office Assistant. Damaged Cards 5.0 All damaged or unusable cards shall be destroyed by cutting or shredding before disposing.

POLICY HISTORY Date * Major Revision, Minor revision 10/22/2015 Revised 6/28/2019 Major Revision

The date located at the top of the policy is the implementation date unless an “effective date” is noted on the policy. Policies will become compliance findings 6 months from the implementation date. Release notes can be found in the corresponding document on the Policy and Procedure Manual page. *Major Revisions: Significant content changes made to policy. Minor Revisions: Minor edits, grammatical updates, clarifications, and/or formatting changes have occurred. Date of Origin: Date policy was initially released If you need this in large print or an alternate format, please call 971-673-0040. This institution is an equal opportunity provider.