216 R.I. Code R. 216-RICR-20-05-3.9

Current through December 26, 2024

Section 216-RICR-20-05-3.9 - Program Expenditures

A. The following are acceptable program expenditures for local agencies:

1. In addition to the cost of nutrition education requirements, breastfeeding education and support must be calculated:

a. During each fiscal year, the local agency shall use a minimum amount of 20% of the local agency's NSA expenditures for nutrition education and Breastfeeding Promotion. The local agency shall document the full amount of total NSA expenditures attributable to nutrition education and breastfeeding, including grant funds and other funds or values in its final closeout report for each fiscal year. If the local agency's reported nutrition education expenditures are less than the amount required to be spent, RIDOH may issue a claim for the difference. The local agency may request prior written permission from RIDOH to spend less than the required amounts for nutrition education and breastfeeding promotion and support if the local agency can document that a total of funds from other sources and WIC Program funds will be expended at amounts equal to the required amount. Nutrition education costs are limited to activities which are distinct and separate efforts to help clients understand the importance of nutrition and breastfeeding promotion and support to health.

2. The cost of dietary assessments for the purpose of certification and the cost of prescribing and issuing supplemental foods shall not be applied to the one-sixth minimum amount required to be spent on nutrition education. Costs to be applied to the one-sixth minimum amount required to be spent on nutrition education may include, but need not be limited to:

a. Salary and other costs for time spent on nutrition education consultations whether with an individual or group;

b. The cost of procuring and producing nutrition education materials including handouts, flip charts, food models or other teaching aids and mailing nutrition education materials to participants;

c. The cost of training nutrition educators, including costs related to conducting training sessions and purchasing and producing training materials;

d. The cost of breastfeeding promotion and support, education and encouragement is an allowable nutrition education cost. Breastfeeding costs include the above categories and specific breastfeeding aids such as breast pumps, nursing bras, and nursing pads, which directly support the initiation and continuation of breastfeeding, and salary and benefits expenses of peer counselors to assist women to continue with an initial decision to breastfeed.

3. The cost of Program certification procedures, including the following:

a. Laboratory fees incurred for tests conducted to determine whether persons are at nutritional risk;

b. Expendable medical supplies necessary to determine whether persons are at nutritional risk;

c. In connection with nutritional risk determinations, medical equipment used for taking anthropometric measurements, such as scales, measuring boards, and skin fold calipers; and for blood analysis to detect anemia;

d. Salary and other costs for time spent on certification.

4. The cost of outreach services.

5. The cost of administering the food delivery system.

6. The cost of translators for materials and interpreters.

7. The cost of fair hearings including the cost of an independent medical assessment of the appellant, if necessary.

8. The cost of transporting rural participants to clinics when prior approval for using WIC Program funds to provide transportation has been granted by the state agency and documentation that such service is considered essential to assure WIC Program access has been filed at the state agency. Additional part time sites will be considered whenever there is a request for such funds. Direct reimbursement to participants for transportation cost is not an allowable cost.

9. The cost of monitoring and reviewing Program operations.

10. Costs for auditing both the WIC Program Services and Administration costs and expenditures for food benefit redemptions. Food benefits values are determined by the state agency based on actual redemptions (disregarding rebate credits) for months in which all issued checks have been paid or expired, and state agency estimated redemption values for any month for which checks have been issued but not yet paid or expired. Figures are available upon request from the state agency.

11. Training nutrition educators is an allowable nutrition education cost when it directly relates to the program. Periodic training such as in-service meetings, professional meetings and seminars for the nutrition professional including breastfeeding promotion and support, are a necessary and a justifiable expense.

12. The following costs are allowable only with the prior approval of RIDOH:

a. Capital expenditures over $500(per unit) must be approved by the RIDOH Office. Capital expenditures exceeding $5,000 must also be approved by USDA/FNS.

b. Requests for approval of purchases of $500 or more up to $999, must be accompanied by three quotes, which can be obtained verbally but must be recorded at the time. If the local agency's preference is not the lowest price, the preference must be sufficiently justified in writing.

c. Purchases over $1,000 must go out to bid.

(1) If an agency has formal policies which differ from this, it may request permission to follow its normal policies, instead, but is this is not automatically approved by RIDOH.

(2) Any requests for purchasing medical equipment shall be submitted to the state WIC agency with complete information regarding the items to be purchased, including manufacturer's and model numbers for approval.

(3) Management Information System Expenditures. Any expenditures for automated information systems, except for those used in general management and payroll, including acquisition of automatic data processing hardware or software, whether by outright purchase, rental-purchase agreement or other method of acquisition, must receive prior approval of the state WIC agency and USDA/FNS, if funded in whole or in part with WIC administrative funds.

(4) Local agencies may not use WIC administrative funds for college or graduate school tuition or expenses nor for college courses or training in the pursuit of a college or graduate school degree.

(5) All local agency travel requests over $100 requires prior approval from the state WIC agency in accordance with State Travel procedures. In requesting travel local agencies must follow the following procedures:

(AA) Planning: Travel requests must be in writing and mailed, emailed or faxed to the Chief, Office of WIC Program as far in advance as possible to the date of travel, for approval or rejection from the State WIC Agency.

(BB) Travel Advance: If necessary, a local agency employee may obtain a travel advance for conference fees and/or registration. If travel is approved; proper supporting documentation must be provided to the state agency.

(CC) Meal Allowance: in accordance with State Provisions Meal allowances for local agency WIC personnel.

(DD) Lodging: Overnight accommodations will not be allowed within a 55 mile radius from workstation. Distance from home cannot be used in calculating the 55 mile radius.

(EE) Supporting Documentation: A copy of all supporting documentation must be submitted to the local agency's finance staff who will then include it with the local agency's monthly NSA expenditure report to the State WIC Agency.

(FF) If there are any questions prior to travel, contact the State WIC Office Chief or Fiscal Manager, to avoid delay or denial in initial approval or reimbursement in accordance with 7 C.F.R. § 246.14, incorporated above at § 3.2(A) of this Part.

d. State and local agencies must have established internal procedures to meet the financial management objectives of federally assisted programs.

e. State and local agencies must providing accurate and reliable information to the Federal government.

13. The local agency shall have an independent annual audit conducted.

14. Each local agency shall send a copy of all local agency sponsored audit reports covering any aspect of local WIC Program related activities including, but not limited to, the complete A-110 and/or A-133 audit report and any related findings, separate reports and local agency response and corrective plans.

a. Such copies are due at the State WIC Agency no later than six months from the end of the fiscal year covered by the report.

b. The cost of these audits shall be considered a part of administrative and program services costs and may be funded from the local agency administrative and program services funds, as appropriate. For purposes of determining the WIC Program's pro rata share of indirect costs associated with organization-wide audits, the value of food instrument redemptions shall be considered in the total dollar amount of the Program. Program service funds and food instrument values shall be listed separately in 7 C.F.R. § 246.20, incorporated above at § 3.2(A) of this part.

216 R.I. Code R. 216-RICR-20-05-3.9