PENNSYLVANIA DEPARTMENT OF HEALTH Policy Number: 5.09 WIC State Agency

USDA Approval Date: November 8, 2023 State Effective Date: January 7, 2024

POLICY MANUAL

5. NUTRITION AND BREASTFEEDING SERVICES.

5.09 Returned Formula Inventory.

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A. POLICY OVERVIEW:

PA WIC shall operate a Formula Return Register to track formulas being returned by participants as a result of switching formulas or no longer needing formula.

B. POLICY:

1. Formula returns shall be made only at the local agency/clinic and not at the retail store unless directed by the state agency (SA).

2. Participants shall return any unused and unopened formula when requesting a formula change.

a. Staff shall record any returned formula in the MIS for current month purchases prior to creating the new food package. b. Staff shall record returned formula on the Formula Return Register. c. Staff shall not reissue returned formula to another participant unless directed by the SA.

3. A documented inventory of all returned and donated formula shall be maintained by the local agency for each clinic location.

a. Discard expired, damaged, dented or rusted cans of formula. b. Returned formula may be donated to a local food pantry/bank at any time, preferably with a minimum of 30 days remaining prior to the expiration date. c. Document the disposition of the formula on the Formula Return Register.

4. The local agency shall:

a. Check formula inventory once a month to reconcile the formula in storage with formula listed on the Formula Return Register. b. Donate formula that is about to expire. c. Discard formula that has expired.

5. Direct ship formulas which are shipped to a WIC clinic and not picked up by the intended participant can be reissued to another participant. These products shall be listed on the Formula Return Register. MIS messages can be utilized to notify other local WIC agencies that the formula is available. The message shall include the formula name, amount, the contact person and the phone number. If another local agency is able to use the formula, ship it to the agency and record that on the Formula Return Register. Update the MIS message as needed.

6. Shipping charges, from the shipping LA, can be submitted on their monthly WIC invoice.

Policy Status: 1. This Policy supersedes Policy Number 7.07, dated May 21, 2015.