Please direct all program related information and questions to:

Penny Roth
815-823 East Monroe Street
Springfield, IL  62701
Phone:  217-782-2116
Fax:  217-785-5247
Email:  PENNY.ROTH@illinois.gov

I. Introduction/Definition

The mission of the WIC program is to improve the health status of women, infants, and children; to reduce the incidence of infant mortality, premature births and low birth weight; and to aid in the development of children.

The program serves income-eligible pregnant, breastfeeding and postpartum women, and infants and children up to five years of age who have a medical or nutritional risk.

The WIC Food Centers provide direct distribution of WIC Food Benefits and other related program benefits in conjunction with the WIC Program.

II. Policies & Procedures:

The Provider will administer the Special Supplemental Nutrition Program for Women, Infants and Children (WIC) in accordance with the following:

  1. Guidelines and definitions developed by the United States Department of Agriculture, Food and Consumer Service as set forth in Title 7, Part 246, United States Code of Federal Regulations. The Provider acknowledges that in accordance with 7 CFR 246.23 the Provider may be required to reimburse the Department for any food funds which are lost as a result of thefts, embezzlements or unexplained causes or the misuse of food instruments.
  2. Appropriate rules promulgated by the United States Office of Management and Budget, such as Circulars A-87, A-110, A-122 and A-133. Applicable circulars are hereby acknowledged as being reviewed and in compliance by the Provider.
  3. Department WIC Policy and Procedures Manual, and changes thereto which may be necessary for Department and Provider WIC program administration. Said manual is hereby acknowledged as being received by the Provider.
  4. Reporting Requirements - A portion of the funding for this grant agreement is from a federal award which requires a close out (separation of expenditures) as of September 30. This means documentation for expenditures incurred on or prior to September 30 must be submitted separately from documentation for expenditures incurred on or after October 1. The final documentation reporting expenditures incurred on or prior to September 30 shall be submitted to the Department by November 15.

III. Contract and Amendment Process

Contract Process

The contract between the Department and the Provider is generally referred to as the Agreement and consists of several parts:

  1. Community Service Agreement, containing the standard contract language used for all Department contracts
  2. Exhibit A, containing Scope of Services/Purpose of Grant
  3. Exhibit B, containing Deliverables
  4. Exhibit C, containing Payment Information
  5. Exhibit D, containing Contact Information
  6. Exhibit E, containing Performance Measures
  7. Exhibit F, containing Performance Standards
  8. Exhibit G, containing State Agency Contracts
  9. Attachment E
  10. The Program Manual, attached by reference to the Agreement, contains the program service provisions.

The Department will initiate the contract by having it online for the Provider to obtain and sign. The Provider will fax signature page to the Department to obtain the Secretary's signature and the Department will return a copy of the executed signature page of the contract to the Provider via pdf email.

Amendment Process

There are two types of amendments to an executed Community Service Agreement.

  1. Letters of increase or decrease - A letter is sent to the Provider stating the intent to increase or decrease dollars to specific program services existing in the Community Service Agreement. There is no need for the Provider to sign and return this document.
  2. Formal amendments - A two-party signed agreement to an executed Agreement is a formal amendment. The following process is required for a formal amendment to be processed:
    1. Adding new program services - An amendment to add a new program service must contain a detailed summary of services to be provided under the executed Community Services Agreement and a method of payment.
    2. Extending the service dates of the Community Services Agreement*- An amendment to extend the service dates of the Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term of the Agreement; signatures of the Provider and the Secretary of the Department of Human Services

      *NOTE: A Community Services Agreement end date should only be June 30 due to mandates in the State Finance Act regarding audit period. Language on pages one through nine in the Community Services Agreement may not be changed. 

    3. Extending the service dates of an existing program attachment - An amendment to extend the date of a specific attachment in the existing Community Services Agreement must contain the following information: Agreement number as it appears on the original Community Services Agreement; Provider name; clause stating the new term and the specific attachment name and number; signatures of the Provider and the Secretary of the Department of Human Services
    4. Changing language within an existing program attachment - An amendment to change language in an existing program attachment of the Community Services Agreement must contain the following information: Agreement number as it appears on the Community Services Agreement; Provider name; clause(s) stating the new language; signatures of the Provider and the Secretary of the Department of Human Services

IV. Deliverables/Costs/Payments

  1. Payments to the Provider are scheduled on a monthly basis. The first payment is scheduled to be a prospective payment of 1/12 of the provider contract. All future payments will be reconciled based on submitted documentation. Failure of the Provider to submit documentation may result in a reduction to the total award. In the case of special circumstances, please contact the Department for consideration.
  2. The final payment from the Department under this Agreement shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the Provider's records as provided in the Agreement.

V. Provider Responsibilities

The Provider will provide the following services:

  1. The Provider will operate WIC Food Centers for the direct distribution of WIC food benefits to participants in conjunction with the Special Supplemental Nutrition Program for Women, Infants and Children (WIC).  The Provider shall provide facilities, equipment and staff to operate WIC food distribution centers in areas specified by the Department.
  2. WIC foods recommended by the Department shall be stocked in sufficient quantities to serve the anticipated client load. Any additional foods must be introduced using the following guidelines:
    1. In cooperation with the Department, the Food Center Program may introduce a USDA WIC approved food product from a manufacturer, distributor or wholesaler as a pilot project. Any prospective product must be presented formally to the Food Center Program. To assist in the primary evaluation of the product, the following information is required:
      1. Current sales volume and distribution
      2. Expected growth of sales based on distribution through the food center 
      3. Product distribution and delivery capabilities 
      4. Product packaging and overall appeal 
      5. Cultural acceptability of product
    2. Any pilot project introduced during a contract year cannot exceed costs greater than 3% of the total budget for the food category (Milk, Eggs, Cheese, Juice (infant and adult), Beans, Cereal (infant and adult), Tuna, Carrots, Peanut Butter). 
    3. No pilot project can be approved for the purchasing of Infant Formula.
    4. The approved manufacturer, wholesaler or distributor introducing the product must be in good standing through the Secretary of State of Illinois. 
    5. All pilot projects must have an established time frame for the initiation and ending of the project. Prior to conclusion of the pilot project, an evaluation must be conducted to determine the cost benefit and customer acceptance of the product.
      1. The evaluation must include but should not be limited to the following criteria:
        1. Customer surveys including preference ratings 
        2. Volume of product sold compared to projected volume in presentation 
        3. Evaluation of Product distribution and delivery capabilities
        4. Cost (relative to other products of the same type)
        5. Policy for item returns
  3. It is understood and agreed between the parties that all WIC records related to clients, clinics or vendors, which the Department provides to the Provider for purposes of this project, are the sole property of the Department. Release or breech of confidentiality of these records by the Provider may result in the cancellation of the Attachment.
  4. The Provider may enter into a subcontract with Austin Peoples Action Center for the staffing and routine oversight of the Food Center site located at 5125 West Chicago Avenue.
    1. Payments to the subcontractor shall be limited to actual expenses incurred.
    2. The Provider shall maintain control of and is not authorized to subcontract management of the physical property, administrative oversight, food inventory control or food purchasing functions.
    3. The Subcontractor shall provide the Provider the same reimbursement certification information as required of the Provider by the Department. Such reimbursement certification information from the subcontractor shall be submitted to the Department by the Provider with Provider's monthly documentation of use of grant funds.
  5. Agencies participating in the Farmers' Market Nutrition Program will provide training, oversight and monitoring of farmers in participating Farmer's Markets.
  6. Food Center Fruit and Vegetable Program - Purchase fresh fruits and vegetables and provide them through WIC Food Centers, to families served through the WIC Program in the City of Chicago.
  7. The Provider will assist the Department by coordinating workshops, conferences and Continuing Professional Education (CPE) events as determined by the Department. 

VI. Department Responsibilities

The Department will provide technical assistance and monitoring for all programs operated under Family and Community Services.

VII. Support Services

Utilization of Community Resources

It shall be the responsibility of each project director to coordinate the services provided through the project with other sources of care in the community, such as:

  1. The Illinois Medical Assistance Program.
  2. Local Health Departments.
  3. Neighborhood Health Centers.
  4. Local Child Development Clinics.
  5. Division of Specialized Care for Children.
  6. Local Hospitals.
  7. Local Children and Family Services Programs.
  8. Local Schools.
  9. Vocational Rehabilitation Services.
  10. Regional Perinatal Centers.
  11. Local Early Intervention Programs for Infants and Toddlers with disabilities
  12. Other related social service agencies.

Please refer to 77 Ill. Adm. Code 630.160 and 630.170; Other Applicable Rules; and to the program-specific Exhibits for additional requirements.

VIII. Billing Instructions

Providers shall use the following methodology to document the use of these funds:

  1. The Provider shall provide summary documentation by line item of actual expenditures incurred for the purchase of goods and services necessary for conducting program activities. The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in DHS Rule 509, Fiscal Administrative Recordkeeping and Requirements.
  2. Expenditures shall be recorded in the Provider's records in such a manner as to establish an audit trail for future verification of appropriate use of Agreement funds.
  3. Expenditure documentation must be submitted in the format defined by the Division of Family and Community Services. Expenditures must be received by the Department no later than the 15th day of the month following the month of service. Any change in this schedule must be submitted in writing to the Department. Final billings must be received by the 15th day of the month following the end of the Agreement period.
  4. The Provider shall submit expenditure documentation by one of the following means:
    1. Mailing Address
      Tina Finley
      100 South Grand Ave., East, 2nd floor
      Springfield, IL  62762
      Phone:  217-785-2991
    2. Fax
      217-524-2491
    3. Email
      tina.finley@illinios.gov
  5. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.

Expenditure Documentation Form Instructions

Expenditure Documentation Form (pdf)

IX. Program Monitoring

Programs operated by the Provider under this contract will be monitored by the Department to review the program's progress according to stated goals, measurable objectives and administrative operations.

X. Program Budget

Providers agree to establish and utilize a budget approved by the Provider's Board of Directors.

XI. Appendices/Forms

The Supplemental Nutrition Program for Women, Infants & Children Program does not require special appendices or forms.

In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability.

To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992 (Voice). Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.