Please direct all program related information and questions to:

Penny Roth
815-823 East Monroe Street
Springfield, IL  62701
Phone: 217-782-2166
Fax: 217-557-5248
Email: PENNY.ROTH@illinois.gov

I. Introduction/Definition

The dual mission of the WIC Farmers' Market Nutrition Program (FMNP) is to:

  1. Promote the routine consumption of fresh fruits and vegetables as a part of the daily diet by providing resources in the form of fresh, nutritious, unprepared fruits and vegetables from farmers' markets to women and children who are nutritionally at risk and who are participating in the Special Supplemental Nutrition Program for Women, Infants and Children (WIC).
  2. Expand the awareness, use of and sales at farmers' markets

Checks for pregnant and breastfeeding women, postpartum women, and children from age one to five participating in the WIC Program are distributed at designated WIC Clinics. These checks can be redeemed for fresh fruits and vegetables at local farmers' markets in select counties. Nutrition education materials, including recipes, are also distributed.

II. Policies & Procedures

The Provider will administer the WIC Farmers' Market Nutrition Program in accordance with the following:

  1. Guidelines and definitions developed by the United State Department of Agriculture, Food and Nutrition Services, in the Federal Register Part III, 7 CFR Part 248.
  2. Congress established the FMNP in Section 4402 of Public Law 107-171.
  3. 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 amendment - 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 1/4 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

Services to be provided include, but are not limited to ensuring that:

  1. Checks are issued and documented per Illinois WIC Farmer's Market policy.
  2. Checks are transported/stored/handled in a secure manner.
  3. Participants receive education on the nutritional value of fresh fruits and vegetables
  4. Participants receive information on their Civil Rights and complaint procedures per WIC policy
  5. Complaints regarding the FMNP are addressed locally or referred to IDHS staff as appropriate in a timely manner. All complaints received should be documented on the "WIC Client Complaint Log" as are other WIC program client complaints.
  6. Close out procedures are handled per Illinois WIC Farmer's Market policy. This includes submitting the original signed log sheets to IDHS by the end of October and returning un-issued checks to the contract bank. A list of all un-issued checks returned to the bank is submitted to IDHS. A copy of the signed log sheets should be kept on file in the local agency office.
  7. Providers must provide training to all farmers and market managers new to WFMNP prior their receiving checks.
  8. Providers must provide oversight, monitoring, and review of farmers participating in the Farmer's Markets per policy.

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.

    The Provider shall submit expenditure documentation by one of the following means:

    1. Mailing Address
      Charlotte Heberling
      100 South Grand Ave., East, 2nd floor
      Springfield, IL  62762
      Phone:  (217) 524-5835
    2. Fax
      (217) 524-2491
    3. Email Charlotte.Heberling@illinois.gov
  4. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
  5. The Provider shall allocate and report WIC Farmer's Market Nutrition Program expenditures. This is a requirement of the federal award.

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 WIC Farmer's Market 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.