WIC Policy and Procedures Manual

To download and print individual policies, choose a document on this page. The complete policy and procedures manual is also available for those who wish to download and print the entire manual at once.

Complete Policy and Procedures Manual (PDF)

Please note: All policies marked with a "(T)" are working draft policies and are collocated with their previous version. The "(T)" polices are considered the latest version and should be used until the final drafts are approved by USDA.

AC - Accounting

AC:01.0 Local Agency Financial Management System (Rev. 04/01/19)
AC:02.0 Reimbursement of Allowable WIC Expenses (Rev. 04/01/19)
AC:03.0 Plan to Allocate Direct Costs (Rev. 04/01/19)
AC:04.0 Allowable Costs - Personnel Compensation and Benefits (Rev. 04/01/19)
AC:05.0 Allowable Costs - In-State and Out-of-State Travel (Rev. 08/01/22)
AC:06.0 Allowable Costs - WIC Owned or Agency Vehicle (Rev. 04/01/19)
AC:07.0 Property Management (Rev. 11/01/23)
AC:09.0 Allowable Costs - Outreach and Outreach Incentive Items (Rev. 04/01/19)
AC:10.0 Allowable Costs - Communications & Utilities (Rev. 04/01/19)
AC:11.0 Allowable Costs - Reproduction and Printing (Rev. 04/01/19)
AC:12.0 Allowable Costs - Rental Space (Rev. 01/01/11)
AC:13.0 Allowable Costs - Facility Depreciation (Rev. 04/01/19)
AC:15.0 Allowable Costs - Non-Professional Contract Services (Rev. 04/01/19)
AC:16.0 Allowable Costs - Professional Contract Services (Rev. 04/01/19)
AC:17.0 Allowable Costs - Breastfeeding Peer Counselors (Rev. 04/01/19)
AC:18.0 Allowable Costs - Facility Renovation (Rev. 04/01/19)
AC:19.0 Allowable Costs - Indirect Costs (Rev. 01/01/11)
AC:20.0 Allowable Costs - Food Purchases (Rev. 04/01/19)
AC:21.0 Allowable Costs – Insurance Expense (Rev. 04/01/19)
AC:22.0 Allowable Costs - Laboratory Coats and Employee Uniforms (Rev. 04/01/19)
AC:23.0 Unallowable Costs (Rev. 04/01/19)
AC:24.0 Annual Reimbursement Maximum (Rev. 11/01/22)
AC:25.0 Monthly Reimbursement Maximum - Start-Up Costs (Rev. 04/01/19)
AC:26.0 Advance Cash Payments (Rev. 04/01/19)
AC:27.0 Surplus Funds (Rev. 04/01/19)
AC:28.0 Financial Reporting (Rev. 08/01/22)
AC:29.0 WISE Cost Report, WIC-227A (Rev. 04/01/19)
AC:30.0 Program Income (Rev. 04/01/19)
AC:31.0 Participant Fees (Rev. 04/01/19)
AC:32.0 Closeout Reports (Rev. 04/01/19)
AC:33.0 Nutrition Education Expenditures (Rev. 10/01/21)
AC:34.0 Breastfeeding Expenditures (Rev. 06/01/22)
AC:35.0 Lost or Stolen Equipment (Rev. 03/01/17)

AUT - Automation

AUT:04.0 Telephone with Data Communications Capabilities (Rev. 10/01/05)
AUT:04.0 (T) Data Communications Capabilities, High Speed and High Speed Wireless and Remote Access (08/01/17)
AUT:06.0 Surge Protector Equipment (06/01/02)
AUT:07.0 Requests for New or Additional Computers and/or Peripherals (06/01/02)
AUT:08.0 Acceptable Use Agreement (Rev. 04/01/24)

BF - Breastfeeding

BF:01.0 Breastfeeding Promotion and Support Standards (Rev. 12/01/21)
BF:02.0 Local Agency Breastfeeding Coordinator (Rev. 06/01/21)
BF:03.0 Breastfeeding Peer Counselor (Rev. 07/01/23)
BF:04.0 Breastfeeding Training (Rev. 12/01/16)
BF:05.0 Breast Pump Issuance (Rev. 06/01/22)
BF:06.0 Breast Pump Inventory Management and Multi-User (MU) Breast Pump Retrieval (Rev. 11/01/24)
BF:07.0 Issuance of Breast Pumps to a Proxy (Rev. 06/01/21)
BF:08.0 Tracking Born-To-WIC Breastfeeding Rates (11/01/07)
BF:09.0 Worksite Lactation Support for Employees (11/01/16)

CR - Civil Rights

CR:01.0 Rights and Responsibilities of Applicants/Participants (Rev. 06/01/21)
CR:02.0 Nondiscrimination (Rev. 01/01/24)
CR:03.0 Fair Hearing Procedure for Applicants/Participants (Rev. 04/01/20)
CR:04.0 Civil Rights Compliance Reviews (01/01/24)
CR:05.0 Civil Rights Complaints (Rev. 01/01/24)
CR:06.0 Provision of Services to Individuals with Disabilities (06/01/02)
CR:06.0 (T) Provision of Services to Individuals with Disabilities (08/01/17)
CR:07.0 Provision of Services to Families with Special Health Care Needs (Rev. 12/01/11)
CR:07.0 (T) Provision of Services to Families with Special Health Care Needs (11/01/17)
CR:08.0 Civil Rights Training (Rev. 09/01/19)
CR:09.0 Collection of Race and Ethnicity Data (Rev. 09/01/19)
CR:10.0 Providing Oral and Written Program Information to Non-English or Limited English Speaking Persons (Rev.09/01/23)

CS - Certification

CS:01.0 Eligibility Criteria for Program Participation (Rev. 08/01/03)
CS:01.0 (T) Eligibility Criteria for Program Participation (08/01/17)
CS:02.0 Time Frames for Processing Applicants (08/01/09)
CS:02.0 (T) Time Frames for Processing Applicants (08/01/17)
CS:03.0 Management of Information Appointment System (11/01/22)
CS:04.0 Physical Presence (Rev. 09/01/23)
CS:05.0 Identification of a WIC Applicant/Participant and Parent or Guardian (Rev. 08/01/21)
CS:06.0 Residency as a Certification Requirement (Rev. 08/01/21)
CS:07.0 Income Screening as a Certification Requirement (Rev. 12/01/23)
CS:08.0 Adjunctive Income Eligibility (Rev. 08/01/21)
CS:09.0 Definition of Income (Rev. 09/01/23)
CS:10.0 Economic Unit for Income (Rev. 12/01/23)
CS:11.0 Certification of Foster Children (Rev. 02/01/11
CS:11.0 (T) Certification of Foster Children (12/01/17)
CS:12.0 Texas WIC Income Guidelines (Rev. 04/01/24)
CS:15.0 Certifying Authority (Rev. 10/01/15)
CS:16.0 WIC Certification Specialist (09/01/23)
CS:17.0 Documentation of a Complete Nutrition Assessment (Rev. 09/01/23)
CS:18.0 Criteria for Identifying Nutrition Risk Conditions (Rev. 10/01/24)
CS:19.0 Infant Mid-Point Review (Rev. 01/01/22)
CS:21.0 Referral to Health Services (Rev. 10/01/15)
CS:21.0 (T) Referral to Health Services (12/01/17)
CS:23.0 Notification of Ineligibility, Disqualification, Termination, or Expiration of Eligibility (Rev. 10/01/20)
CS:24.0 Certification Periods (Rev. 03-01-12)
CS:24.0 (T) Certification Periods (08/01/17)
CS:25.0 Issuance of WIC Lone Star Cards (08/01/09)
CS:25.0 (T) Issuance of Texas WIC Cards (12/01/17)
CS:26.0 Issuance and Disposition of Replacement Texas WIC Cards (Rev. 12/01/19)
CS:27.0 Enrollment of Transferring Participants (Rev. 12/01/19)
CS:28.0 Preventing and Detecting Dual Participation (06/01/02)
CS:28.0 (T) Preventing and Detecting Dual Participation (08/01/17)
CS:30.0 Caseload Management (06/01/02)
CS:31.0 Waiting List for WIC (06/01/02)
CS:32.0 Mid-Certification Assessment for Children (Rev. 03/01/2014)
CS:32.0 (T) Mid-Certification Assessment for Children (12/01/17)
CS:33.0 High Risk Referrals (Rev. 01/01/22)
CS:35.0 Certification of Homeless and Those Living in Shelters and Institutions (07/01/21)
CS:36.0 Process for Mailing Food Benefits (10/01/22)

FD - Food Delivery

FD:01.0 Documentation of Food Benefits Issuance (Rev. 01/01/15)
FD:01.0 (T) Documentation of Food Benefits Issuance (12/01/17)
FD:02.0 Frequency of Issuance of Food Benefits (Rev. 08/01/09)
FD:02.0 (T) Frequency of Issuance of Food Benefits (12/01/17)
FD:03.0 Designated Recipients of Food Benefits (Rev. 08/01/09)
FD:03.0 (T) Designated Recipients of Benefits (12/01/17)
FD:04.0 Disposition of Unusable WIC EBT Cards (Rev. 09/01/13)
FD:06.0 Documenting Missing/ Stolen WIC Lone Star Cards Inventory (08/01/09)
FD:08.0 Liability of Local Agency for Food Instrument Inventory Shortages (01/01/11)
FD:08.0 (T) Liability of Local Agency for Food Instrument Inventory Shortages (08/01/17)
FD:09.0 Liability of Local Agency for Food Benefit Reconciliation (Rev. 08/01/09)
FD:10.0 Issuing Food Packages for the Mother/Infant Dyad (Rev. 11/01/24)
FD:11.0 Transfer of Texas WIC Lone Star Card Inventory (Rev. 08/01/09)
FD:12.0 Food Packages (Rev. 11/01/24)
FD:12.1 Food Package Substitutions, Tailoring and Exchanges (11/01/24)
FD:13.0 Issuance of Contract Infant Formula (Rev. 08/01/22)
FD:15.0 Issuance of Ready-to-Use Formula (06/01/24)
FD:16.0 Approval of Non-Contract Formulas (Rev. 11/01/24)
FD:16.1 Issuance of Formula Food Packages and Transfer Scenarios (Rev. 05/01/23)
FD:18.0 Drop Shipment of Formula (10/01/22)
FD:19.0 Managing Returned Formula (Rev. 08/09/22)

GA - General Administration

GA:01.0 Confidentiality of Applicant/Participant Information (Rev. 07/01/21)
GA:02.0 Claims Against Local Agencies (06/01/02)
GA:03.0 Records Retention (07/01/09)
GA:04.0 Contracts with Local Agencies (06/01/02)
GA:04.0 (T) Contracts with Local Agencies (08/01/17)
GA:05.0 Local Agencies Agreement for the Provision of Health Services (06/01/02)
GA:06.0 Coordination of Program Operations (11/01/23)
GA:07.0 Referral to Food Assistance (06/01/02)
GA:08.0 Provision of Information About Other Federal and State Programs to WIC Applicants and Participants (Rev. 11/01/23)
GA:09.0 Local Agency Coordination with Hospitals (06/01/02)
GA:11.0 Verbal and Physical Abuse by Participants (06/01/02)
GA:12.0 Participant Violations (Rev. 06/01/14)
GA:12.0 (T) Participant Violations (12/01/17)
GA:13.0 Access to Appointments (01/01/11)
GA:14.0 Staffing Standards (06/01/21)
GA:16.0 Compliance with the Clinical Laboratory Improvement Amendments of 1988 (06/01/02)
GA:17.0 No Smoking Policy in Local Agency Facilities (06/01/02)
GA:18.0 Research or Auxiliary Services Involving WIC Participants (Rev. 07/01/11)
GA:19.0 Compliance with the National Voter Registration Act of 1993 (Rev. 04/01/20)
GA: 20.0 Employee Conflict of Interest/Fraud and Abuse (Rev. 04/01/24)
GA:21.0 Open, Relocate, or Close a Site (Rev. 02/01/22)
GA:22.0 Full Use of Federal Funds (Rev. 04/01/20)
GA:23.0 Required Outreach to Fathers (Rev. 02/01/23)
GA:24.0 Child Sexual Abuse Reporting (07/01/22)
GA:25.0 The Essentials of Texas WIC Hospitality (05/01/21)

NE - Nutrition Education

NE:01.0 Standards for Nutrition Education Contacts (Rev. 04/01/20)
NE:02.0 Local Agency Nutrition Education Coordinator Responsibilities and Nutrition Education/Breastfeeding Plan (Rev. 03/01/14)
NE:04.0 Nutrition Education Lessons and Materials (Rev. 03/01/14)

OR - Outreach

OR:01.0 Local Agency Outreach (Rev. 07/01/17)

QA - Quality Assurance

QA:01.0 Quality Assurance Monitoring of Local Agencies (Rev. 09/01/21)
QA:02.0 Local Agency Self-Audit (Rev. 09/01/21)
QA:03.0 Accelerated Monitoring Review (Rev. 09/01/21)

TR - Training

TR:01.0 In-Service Orientation to New Local Agencies (06/01/02)
TR:02.0 Orientation/ Training of Local Agency Directors (06/01/02)
TR:03.0 Required Local Agency Training (Rev. 06/01/22)

WV - Vendor Operations

WV:01.0 WIC Vendor Agreement/Policy Violations (Rev. 08/16/24)
WV:01.1 WIC Farmers’ Market Agreement/Policy Violations (Rev. 08/01/23)
WV:02.0 Least Expensive Brand Declaration (Rev. 10/01/22)
WV:03.0 Participant Access Determination (Rev. 11/01/20)
WV:05.0 WIC Electronic Benefit Transfer (EBT) Dispute Resolution (Rev. 11/01/20)
WV:08.0 WIC Vendor Training (Rev. 11/01/20)
WV:09.0 Vendor In-Store Promotions: Incentive Items, Discounts, and Coupons (Rev. 03/01/21)
WV:10.0 WIC Vendor Authorization (Rev. 05/01/24)
WV:11.0 WIC Vendor Reauthorization (Rev. 11/01/21)
WV:12.0 WIC Vendor EBT System Reimbursement (Rev. 12/01/20)
WV:13.0 WIC Vendor Right to Administrative Review (Rev.12/01/16)
WV:13.1 Appeal Procedures For WIC Farmers’ Markets/Farmers (12/01/11)