Funds Monitoring / 798 Reporting


  1. 1. The State agency has procedures to assure that the requirements are met regarding the nonprocurement of food in bulk lots, supplies, equipment and other services from entities that have been debarred or suspended.
  2. 2. Food Cost Obligations
  3. 3. Rebate Cash Management
  4. 4. Closeout of Report Month Outlays
  5. 5. Indicate the method used to reimburse vendors for redeemed food instruments or other services and specify the entity responsible for making payment:

1. The State agency has procedures to assure that the requirements are met regarding the nonprocurement of food in bulk lots, supplies, equipment and other services from entities that have been debarred or suspended.

  • Yes - Checked
  • No

ADDITIONAL DETAIL: Food Funds Management Appendix and/or Procedure Manual (citation):

2. Food Cost Obligations

  1. The State agency calculates food obligations based on the following data (check one):
    • number of expected participants and average food cost per participant - Checked
    • number of expected participants by category (e.g., pregnant woman, infant, etc.) and average food cost per participant category - Checked
    • number of expected redemptions by food instrument type and average value per food instrument type - Checked
    • other (specify):
  2. The State agency estimates the impact of inflation on food costs through the use of the following inflation escalators:
    • Inflation factor used in Federal funding formula - Checked
    • State-generated estimates of inflation based on State market basket of foods - Checked
    • Best guess by food item based on economic reports or other sources - Checked
    • Other (specify):
  3. The State agency ADP system automatically produces a monthly obligation amount
    • Yes - Checked
    • No, data are pulled from various sources and an estimated amount is calculated manually or with a PC spreadsheet
    • Other (specify):
  4. The State agency system (in-house or contracted) provides the following data on food instrument redemptions at specific (daily, weekly, monthly, as needed)
    frequencies (check all that apply and provide frequency):
Frequency Data
food instruments paid for issue month Monthly Checked
food instruments outstanding for issue month Monthly Checked
food instruments that have expired Weekly Checked
food instruments that are void/unclaimed Weekly /
Monthly /
Quarterly
Checked

ADDITIONAL DETAIL: Food Funds Management Appendix and/or Procedure Manual (citation):

3. Rebate Cash Management

  1. The State agency has a billing system in place that ensures infant formula rebate invoices, under competitive bidding, provide a reasonable estimate, or actual count of the number of units purchased by participants during WIC transactions.
    • Actual count of units purchased
    • Estimate of units purchased (attach methodology) - Checked
    • State reduces the invoice by an "error rate". The error rate is_____%.
    • ADDITIONAL DETAIL: Food Funds Management Appendix and/or Procedure Manual (citation):
  2. The State agency uses a food instrument that enables it to identify the type and brand of infant formula redeemed.
    • Yes, for all formula types, brands, and physical forms - Checked
    • Yes, for exempt infant formulas - Checked
    • No
  3. The invoice to the formula manufacturer is issued by:
    • the WIC unit - Checked
    • the State agency fiscal unit
    • other (specify):
  4. Invoices are submitted with backup data.
    • Yes - Checked
    • No

ADDITIONAL DETAIL: Food Funds Management Appendix and/or Procedure Manual (citation):

4. Closeout of Report Month Outlays

  1. The State agency allows the food vendor the following number of days to submit food instruments for payment (provide the number of days): 60 days from the participant's first valid date
  2. The State agency is generally able to close out a report month completely within:
    • 90 days
    • 120 days - Checked
    • other (specify number of days):

ADDITIONAL DETAIL: Food Funds Management Appendix See Appendix E for methodology of estimating units purchased and/or Procedure Manual (citation):

5. Indicate the method used to reimburse vendors for redeemed food instruments or other services and specify the entity responsible for making payment:

State WIC State FM Other (Specify)
by check directly to vendor
by check directly to vendors' bank
by electronic transfer to vendors' bank Checked Checked
other (specify):

ADDITIONAL DETAIL: Food Funds Management Appendix and/or Procedure Manual (citation):