December 5, 2011 WIC Update

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SUBJECT 1: 2012 Online Invoice Available December 9, 2011
SUBJECT 2:  FFY 2011 End-of-Year Billing Due December 9, 2011
SUBJECT 3:  VOID Food Instruments
SUBJECT 4: WIC Record Destruction
SUBJECT 5:  Possible Peanut Butter Shortage
SUBJECT 6:  Save the Date - Fundamentals of Breastfeeding; an 18 Hour Course
SUBJECT 7:  Annual Needs Assessment Survey for Translated Resource Items

  1. 2012 Online Invoice Available December 9, 2011:  The 2012 WIC Online Invoice will be available by December 9, 2011.  There have been difficulties with the online system and we apologize for the inconvenience this has caused.  Assurances have been received that agencies will be able to bill for all funding.  Thank you for your patience.  If you have any questions, contact Laura Weiler at 573-526-7901 or laura.weiler@health.mo.gov

  2. FFY 2011 End-of-Year Invoicing due December 9, 2011:  The deadline for submission of FFY 2011 end-of-year invoices is Friday, December 9, 2011.  Expenses must have been incurred prior to October 1, 2011 to qualify for the FFY 2011 funding year.  The grant year will close the end of December and payments beyond this date are not possible.

    SUPP1 Invoice due 11-10-2011
    SUPP2 Invoice due 12-09-2011 – ABSOLUTE DEADLINE

    Please contact your District Technical Assistance staff if you need assistance.  If you have any questions, please contact Laura Weiler at 573-526-7901, or 800-392-8209, or Laura.Weiler@health.mo.gov.

  3. VOID Food Instruments:  As a result of a State WIC Audit Finding, WOM ER# 3.04000-Food Instrument Accountability and Liability and WOM ER# 3.06400-Keying Food Instrument Disposition have been updated.  Voided food instruments in the LWP’s possession must be defaced as “void” and shredded immediately after they are keyed as void in MOWINS.  The two updated policies are attached.  Please contact your district administrative technical assistance staff with any questions. (TWO ATTACHMENTS)

  4. WIC Record Destruction:  Attached is the current letter on audit closure and WIC record destruction for records from Federal Fiscal Year 2006 (through September 30, 2006) and older, unless prohibited from doing so by other state or local restrictions.  At the time of destruction all audits should be closed and there should be no findings.  Please refer to WIC Operations Manual (WOM) ER # 1.06000 on Local WIC Provider Record Retention and Destruction.  That policy will direct you on how to properly destroy WIC records and document the destruction.  It will also provide you with a link to state law that covers records that your agency’s legal counsel or governing body have determined to be medical records.  Please contact your district administrative technical assistance staff with any questions. (ONE ATTACHMENT)

  5. Peanut Butter Shortage:  Please be aware that some WIC vendors (grocery stores) may have a shortage on store brand peanut butter.  Missouri only allows store brands and thus the grocery stores are not allowed to substitute national brands of peanut butter if they are out of their store brand.  If you have any questions, please contact your district TA team.

  6. Save the Date - Fundamentals of Breastfeeding; an 18 Hour Course:  The state WIC office is hosting the “Fundamentals of Breastfeeding; an 18 Hour Course” in three different locations throughout the state in 2012.  This training is meant for nutritionists, nurses and peer counselors who need a comprehensive course to prepare them to assist breastfeeding mothers with normal lactation and common breastfeeding challenges.  Dates and training sites are currently scheduled for Springfield (March 28th-30th) and Columbia (April 30th-May 2nd). There will also be a training in Kansas City in May, but this training has not yet been scheduled.  Once we have a training site and dates for the Kansas City area, a registration form will be available in the WIC Updates.  If you have any questions, please contact Kathy Mertzlufft at 573-526-4792 or by email at Kathy.Mertzlufft@health.mo.gov.

  7. Annual Needs Assessment Survey for Translated Resource Items:  The State WIC office has been providing resource items in up to 16 different languages available for downloading from the DHSS website and in Spanish available from the DHSS warehouse.  We would like to know if your agency has utilized these resource items between January 1, 2011 and November 30, 2011.  Local WIC coordinators will receive an e-mail message with a link to the survey on December 7, 2011.  Please complete the survey by December 31, 2011.  The information obtained through this survey will be used for planning purposes.  Therefore, each agency must complete the survey.  If you have any questions/suggestions, please feel free to contact Takako.Tagami@health.mo.gov.

Attachments:
ER#3.04000 Food Instrument Accountability and Liability
ER#3.06400 Food Instrument Disposition
WIC Audit Closure Letter