GEORGIA WIC 2015 PROCEDURES MANUAL
FOOD DELIVERY
Voucher Management and Reporting System (VMARS) / FD-2Blank Manual Vouchers / FD-2, FD-3
Preprinted Standard Manual Vouchers / FD-3
Cash Value Vegetable and Fruit Voucher / FD-3
Georgia’s Farmers Market Nutrition Program (GFMNP) / FD-3
Senior Farmers Market Nutrition Program (Senior FMNP) / FD-4
Voucher Issuance-General / FD-4
Documentation of ID for Voucher Pickup / FD-5
Voucher Management and Reporting System (VMARS) and Computer Generated Vouchers / FD-7
Transporting VPOD Vouchers from a Site within a Site / FD-10
Manual Vouchers (Blank and Standard) / FD-10
Receipt of Manual Vouchers / FD-11
Inventory Control of Manual Vouchers / FD-12
Distribution of Manual Voucher Copies (Only when Handwriting Vouchers) / FD-13
Ordering VMARS Stock Paper/ Serial Numbers / FD-14
Voucher Printing VMAR_Q / FD-15
Prorated Vouchers / FD-20
Lost/Stolen/Destroyed/Voided Voucher Report / FD-21
Replacement Vouchers Due to a Declared Emergency / FD-23
Late Pick-Up of Vouchers / FD-23
Vouchers Lost, Stolen, or Destroyed Prior to Issuance / FD-24
Security Destroyed Vouchers / FD-25
Borrowed Vouchers / FD-26
Cumulative Unmatched Redemption (CUR) Report / FD-27
Introduction / FD-27
Manually Reconciling CUR Part 1 / FD-28
Manually Reconciling CUR Part 2 / FD-30
Unmatched Redemption Report / FD-31
VMARS Security / FD-32
II. TYPES OF WIC VOUCHERS
A. Voucher Management and Reporting System (VMARS)
Voucher Management and Reporting System (VMARS) vouchers will be used in the same manner as VPOD vouchers with the exception of receiving serial numbers from the ADP contractor. The ADP contractor will be responsible for printing the vouchers and maintaining the serial numbers for each clinic. There will not be an inventory log used with VMARS vouchers. The receipts generated from printing these vouchers are maintained by the clinic and must be reconciled with the Daily Activity Report. / FD-2
B. Blank Manual Vouchers
Blank Manual Vouchers may be issued in cases when automated systems are inoperable or otherwise unavailable. These vouchers may be completed for:
1. New or transferring WIC participants;
2. To replace voided computer printed vouchers;
3. To adjust a food package in the event of late pick up by a participant;
4. To supplement the preprinted manual voucher food package (see Section V., Manual Vouchers for procedures). The district/unit/clinic identification number is preprinted on blank manual vouchers (see Attachment FD-2 and FD-19). These vouchers must be stored in a secure location and must be logged in the Manual Inventory Log within three (3) days of receipt (see Attachment FD-8). / FD-2, FD-3
C. Preprinted Standard Manual Vouchers
The five types of food packages are:
1. Infants (Food Package A17, B17, D17).
2. Pregnant and Mostly Breastfeeding Women (Food Package W08).
3. Postpartum, Non-Breastfeeding Women (Food Package W28).
4. Children (Food Package C01, C28).
5. Exclusively Breastfeeding Women and Prenatal Women Pregnant with Multiples (Food Package W41). / FD-3
D. Cash Value/Vegetable and Fruit Voucher (CVV)
A child or woman participant will receive a Vegetable and Fruit Voucher in the amount of $7, $8, or $10. / FD-3
E. Georgia’s Farmers Market Nutrition Program (GFMNP)
GFMNP checks are printed in the WIC clinic and issued to participants to allow them to purchase fresh fruit and vegetables from participating Farmers Markets. Coupons Printed On Demand (CPOD) differs from Cash Value/Vegetable and Fruit Vouchers in appearance, value, and redemption process (see Attachment FD-4). CPOD checks may only be redeemed during the GFMNP season, which runs from approximately June to September of each year. They may not be used in grocery stores. / FD-3
F. Senior Farmers Market Nutrition Program (Senior FMNP)
SFMNP checks are either printed at the WIC clinic or may be pre-printed depending on the clinic’s situation (see Attachment FD-5). SFMNP checks are issued to Senior Citizens over the age of 60 years. This Program is run jointly with the Georgia Department of Aging. / FD-4
III. VOUCHER ISSUANCE - GENERAL
For example, if a participant is certified on January 15 and receives a 3b pickup code (see Edit’s Manual for pick-up codes, Field 58), he/she is entitled to receive vouchers through the month of December because he/she has received twelve (12) months of vouchers, January through December.
Over Issuance occurs when women are issued vouchers during the prenatal period for forty-five day increments beyond their date of delivery.
Retrieved vouchers must be voided in the system, stamped void, and filed with the voucher receipt. Voided vouchers must not be sent to CSC for processing. / FD-4
Documentation of ID for Voucher Pickup
Voucher Management and Report System (VMARS) Vouchers - Document the proof code on the voucher receipt under the user's ID. / FD-5
IV. VOUCHER MANAGEMENT AND REPORTING SYSTEM (VMARS) AND COMPUTER GENERATED VOUCHERS
Note: The acronym “VMARS” is used consistently in this section from pages FD-7 to- FD-11.
E. Transporting VMARS Vouchers from a Site within a Site
Vouchers not issued on site must be stamped void and immediately voided in the system. (See transporting procedures in the Compliance Analysis Section of the Procedures Manual). / FD-10
V. MANUAL VOUCHERS (Blank and Standard)
D. Receipt of Manual Vouchers
1. Clinic
The district must stamp date receipt of the Packing List. The original must be retained by the clinic for five (5) years plus the current Federal Fiscal Year. / FD-11
E. Inventory Control of Manual Vouchers
This documentation must be completed the same day the vouchers are received but no more than three (3) days after receipt by the responsible WIC staff person and second verified by another responsible WIC staff person. / FD-12
G. Distribution of Manual Voucher Copies (Only when Handwriting Vouchers)
2. Voucher copies must be retained for five (5) years plus the current Federal Fiscal Year. / FD-13
VI. Ordering VMARS Stock Paper/Serial Numbers
A. Receipt of VPOD Serial Numbers
Effective 05/01/2014 VPOD serial numbers will no longer be sent from CSC Covansys.
B. Ordering VMARS Stock Paper.
VMARS stock paper orders must be made using the "Form and Manual Voucher Supply Order Form” (see Attachment FD-7) and must be received by the ADP contractor by the 10th or 25th day of each month. Multiple boxes of VMARS stock paper must not be open at one time. Staff must deplete one box before using another. A responsible WIC staff person must inventory the VMARS stock paper on a monthly basis. Any discrepancies or unsupported depletion of VMARS stock paper must be submitted to OIG. / FD-14
C. Voucher Printing VMARS_Q
The print queue system will be installed on a dedicated computer/server that will allow all printers used to print the vouchers. The clerks will retrieve the vouchers from their assigned printer and ensure that all vouchers were printed accurately. The clerks must be assigned to a printer for each clinic they are allowed to work in. To ensure that vouchers are not printed in a different location other than the correct location the clerk is assigned to, staff must ensure they are logged into the correct clinic site and the participant they are requesting vouchers for are assigned to that location. / FD-15
IX. PRORATED VOUCHERS
*Note: Cash Value Vouchers (Fruit/Vegetables) cannot be prorated. They must always be issued for the full value (e.g., $7, $8, or $10) if the participant is eligible to receive any vouchers for that month. / FD-20
X. LATE PICK-UP OF VOUCHERS
Participants who are late picking up their vouchers must be issued a prorated food package based on the schedule in FD-IX. / FD-21
XII. LOST, STOLEN OR DAMAGED VOUCHERS
B. Replacement Vouchers Due to a Declared Emergency
6. Make and distribute up to four copies of the Lost/Stolen/Destroyed Voided Voucher Report:
a. Place original in the participant’s file.
b. Place one copy in the Lost/Stolen/Destroyed Voided Voucher file.
c. Send one copy to your district office for their Lost/Stolen/Destroyed file.
d. Send one copy to the Systems Information Unit. / FD-23
C. Lost/Stolen/Destroyed/Voided Voucher Report
Mail the completed Lost/Stolen/Destroyed Voided Voucher Report to the ADP contractor, retain a copy in the clinic, and forward a copy to Georgia WIC Program State Office-System Unit and a copy to the district office within five (5) days of completion. The district office must stamp date the reports to show date of receipt. / FD-24
D. Vouchers Lost, Stolen or Destroyed Prior to Issuance
When a clinic determines that vouchers have been lost, stolen, or destroyed prior to issuance, the following procedure must be implemented:
1. Complete the Lost/Stolen/Destroyed Voided Voucher Report (see Attachment FD-18) with the following items: / FD-24
E. Security Destroyed Vouchers
When vouchers are security destroyed, the Lost/Stolen /Destroyed/ Voided Voucher Report must be completed (see Attachment FD-18) with the following information: / FD-25
XIII. BORROWED VOUCHERS
Manual Vouchers may be borrowed from another WIC clinic within the same district by a WIC clinic whose current stock is depleted (see Attachment FD-14). This applies to manual vouchers only. VMARS stock paper cannot be borrowed by one clinic from another. / FD-26
XV. CUMULATIVE UNMATCHED REDEMPTION (CUR) REPORT
Part 1: A cumulative list of vouchers issued by clinics and cashed by the participant, when there is no record that the voucher was issued on the ADP contractor's mainframe computer system (see Attachment FD-15).
Part 2: A cumulative list of vouchers issued by the clinics and cashed by the participants, which have not matched to a valid WIC ID number or participant certification record on the ADP contractor's mainframe computer system (see Attachment FD-16). / FD-27
C. Manually Reconciling CUR Part 1
CUR Part 2: Provides an example of a cumulative unmatched redemption that is not matched to a valid certification record or valid WIC ID number (see Attachment FD-16). / FD-28
D. Manually Reconciling CUR Part 2
• The first voucher of a set of vouchers issued to a participant appearing in the seventh
column must be manually reconciled with the Georgia WIC Program (see Attachment
FD-16). / FD-30
XVI. UNMATCHED REDEMPTION REPORT
In order to reduce the cases of CUR’s, Georgia WIC Program began issuing the Unmatched Redemption Report (see Attachment FD-17). This report acts as an issue month CUR. / FD-31
XVIII. VMARS Security
General
Monthly, the clinic supervisor or Nutrition Service Director (NSD) must sign, date, and review the monthly override report to determine why the overrides are being used in the clinic.
In the event staff leaves, retires, etc., the District Health Director must submit the new name of staff to the Program Technology Manager. / FD-32