Routine Monitoring

  1. 1. Routine Monitoring Visits

1. Routine Monitoring Visits

  1. Routine monitoring visits are conducted by:
    • State agency staff
    • Local agency staff
    • Other (specify): Contract Agency
  2. Identify the activities performed during a routine monitoring visit:
    • Check the vendor's inventory of supplemental foods and/or inventory records to determine if the vendor meets the State agency's requirements for the minimum variety and quantity of supplemental foods - Checked
    • Check the vendor's inventory of non-supplemental foods and/or inventory records to provide information on whether the vendor is an above-50%-percent vendor
    • Determine whether the vendor accepts forms of payment other than WIC food instruments, such as cash, personal checks, and credit cards, to provide information on whether the vendor is an above-50%-vendor
    • Check the vendor's receipts of infant formula to ensure that the infant formula is obtained only from the State agency's list of infant formula manufacturers registered with the Food and Drug Administration, and infant formula wholesalers, distributors, and retailers licensed under State law - Checked
    • If the vendor is an above-50%-percent vendor, check its stock of incentive items to ensure that such items have been approved by the State agency
    • Obtain the vendor's shelf prices and/or validate the vendor's price list - Checked
    • Review food instruments in the vendor's possession for vendor violations - Checked
    • Compare food instruments in vendor's possession with shelf prices to test for vendor overcharges
    • Observe food instrument transactions - Checked
    • Conduct an educational buy - Checked
    • Interview manager and/or employees - Checked
    • Review employee training procedures
    • Conduct annual vendor training or provide vendor with annual training materials
    • Examine the sanitary conditions of the store
    • Other (specify): In addition to checking formula invoices for source during visits state level staff will randomly survey formula sources.
  3. Generally, routine monitoring visits are conducted:
    • Annually
    • Twice a year
    • As needed - Checked
    • Other (specify):
  4. The following procedures are used in determining whether a vendor is selected for a routine monitoring visit (check all that apply):
    • Random selection - Checked
    • Periodic/scheduled review
    • Periodic/scheduled training
    • Complaints - Checked
    • Other (specify): Relocation with peer Group.
  5. What percent of vendors received monitoring visits during the past fiscal year?
    • Less than 5 percent
    • 5 percent
    • More than 5 percent - Checked

ADDITIONAL DETAIL: Vendor Management Appendix and/or Procedure Manual (cite):