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1 of 4 West Virginia WIC Policy & Procedure 8.03 8.03 Participant Access Assessment Effective Date: 4/7/2021

POLICY:

The West Virginia WIC Program shall not discriminate against an applicant or vendor on the basis of race, color, national origin, age, sex, handicap, disability, or other impermissible basis as set forth in applicable state or federal law. Federal regulations require the West Virginia WIC Program ensure that all WIC participants have adequate access to purchase their WIC food benefits.

As a steward of public funds, the West Virginia WIC Program must balance the need for participant access with the duty to obtain the lowest fair prices for WIC foods and to prevent fraud. Hence, the West Virginia WIC Program will establish standards to secure a sufficient number and distribution of vendors which ensure reasonable participant access and permit effective management of the program.

The State WIC Office has the final decision-making authority to establish criteria used to determine what constitutes inadequate participant access. Inadequate participant access is determined and documented on a case-by-case basis when considering whether the West Virginia WIC Program should:

1. Retain a retail store in lieu of termination or disqualification;

2. Make an authorization exception decision;

3. Waive the selection criteria for the initial authorization of an applicant; or,

4. Provide financial assistance to obtain eWIC capability (i.e. provide a Point of Sale device for WIC transactions) and assist with ongoing maintenance and operational costs.

PROCEDURE:

A. Determination of Inadequate Participant Access

1. Determination of Inadequate Participant Access

a. The State WIC Office shall complete a written Participant Access Assessment (PAA) on a case-by-case basis prior to a retail store being terminated or disqualified for documented program abuse.

b. This type of assessment shall be completed for each new applicant applying for WIC authorization when the established state limiting criteria has been met.

c. A PAA shall be completed at reauthorization for each vendor granted an authorization exception, selection criteria waiver, or a Point of Sale device for WIC transactions during the previous Agreement period. Regardless of the adequacy of participants’ access, the State WIC Office shall deny authorization if, after being provided with one opportunity to correct the deficiency, the Applicant does not meet the criteria for minimum stock.