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West Virginia WIC Policy & Procedure 3.16 Effective Date: 7/5/2017 3.16 Special Formula Distribution System J. Maintenance of Documentation 1. The Local Agency clinic will maintain a copy of the Formula Tracking Log, 2. The WIC Help Desk will keep a record of all formula replacements due to damaged, out-of-date formula and lost orders. 3. The Distribution Center will maintain the following documentation:

All formula orders to the manufacturers;

All shipping receipt documents from the manufacturers;

All shipping information for shipments of formula sent by Distribution Center. K. State Agency Responsibilities 1. The Distribution Center staff will be made aware of any problems or concerns relating to the operations of the special formula Distribution Center. 2. The State Agency will maintain a special designation for the Distribution Center which will allow processing of the CAP Warehouse Payments. L. Reconciliation 1. Payment records must be reconciled with issuance files on a weekly basis. 2. Pending orders will be processed and received twice weekly. 3. Clients are required to report lost or stolen food items within 5 days of issuance. REFERENCES: 1. Pennsylvania Department of Health, WIC Policy and Procedure Number 4.05, effective 2022. 2. Prescription Formula Documentation Form (WIC-53) ATTACHMENTS: 1. Special Formula Warehouse Order Tracking Form. 5 of 5