WIC Policy and Procedures

This page contains policies for the Washington WIC Program. If you have questions about policy and procedures, please contact staff at the state WIC office:

• Call 1-800-841-1410, choose option 3, then option 1 for Policy Support.
• Email wicpolicysupport@doh.wa.gov.

Policy chapters revised to align with the Cascades software have a different format than those written for the Client Services system. We are in the process of revising the Client Services chapters to reflect the terminology and practices used in Cascades.

All files are in PDF format unless otherwise noted.

Required Local Agency Policies, Permissions or Approvals

The Required Local Agency Policies, Approvals or Permissions (PDF):

• Lists required local agency policies for each chapter of the WIC Policy and Procedure manual.
• Identifies situations when a local agency must have permission or approval from the state WIC program to perform an action but doesn’t have to develop a written policy.

Post Public Health Emergency (PHE) Policies

Beginning September 1, 2023, Washington WIC agencies must offer in-person appointments for participants who want to come into the clinic for their services; and continue to offer remote services for participants who want to complete their appointments remotely.

Washington WIC received the following two waivers for providing post PHE services effective September 1st:

• Physical presence for each certification and subsequent certification
• Remote benefit issuance

Post Public Health Emergency (PHE) Required Guidance

• Certification Appointment Flow Chart (PDF)
• Domestic Violence Assessment Question during Remote Services (PDF)
• Mailed WIC Card Letter

View other Mailed WIC Card Letter languages

• Amharic
• Arabic
• Burmese
• Chinese
• Korean
• Oromo
• Russian
• Somali
• Spanish
• Tigrinya
• Vietnamese

• Measurement and Bloodwork Information Form (PDF)
• Remote Benefit Issuance (PDF)
• Remote Certification (PDF)
• Remote Mid-Certification Health Assessment (PDF)
• Remote Nutrition Education (PDF)
• Remote Presume Eligible Certification (PDF)
• Remote Presume Eligible – Complete Assessment (PDF)
• Remote Transfers (PDF)
• Separation of Duties Waiver File Review (PDF)
  • Separation of Duties Waiver File Review Form (Fillable PDF)
  • Separation of Duties Waiver File Review Form – Blank (PDF)
  • Separation of Duties Waiver File Review Form (Word)
• 2023 Post Public Health Emergency (PHE) Training and Policy Resources

Volume 1

2023 Revision Log (PDF) (July 2023)

Volume 1 Revision Log (PDF) (July 2023)

• Chapter 1–Positive Client Relations - Quality Service Delivery (PDF) (January 2019)
• Chapter 2–Program Compliance (PDF) (May 2020)
  • Chapter 2 – Table of Revisions (PDF)
  • Agreement for Clinic Staff - fillable form (Word)
  • Agreement for Clinic Staff – blank to print (PDF)
• Chapter 3–Application and Processing Standards (PDF) (April 2021)
  • Chapter 3 - Table of Revisions (PDF)
• Chapter 4–Vacant Chapter
• Chapter 5–Priority System and Waiting List (PDF) (January 2021)
  • Chapter 5 – Table of Revisions (PDF)
• DRAFT Chapter 6–Income (PDF) (January 2019)
  • 2023-2024 WIC Income Eligibility Guidelines (PDF)
  • Staff Tool: Military Income Guide (PDF)
  • Temporary Certification for Missing Proof of Income Form
  • WIC Statement of Income – Affidavit for Income | Additional languages
  • Income Intake Form
• Chapter 7–Rights and Responsibilities (PDF) (January 2019)
  • Rights and Responsibilities Form
• Chapter 8–Farmers Market Nutrition Program (PDF) (Effective June 1, 2023)
  • Chapter 8 - Table of Revisions (PDF)
  • Mailed QR Code Letter - to mail to participants with their QR code sticker
• Chapter 9–Anthropometrics (PDF)
  • Buying Height and Weight Equipment (PDF)
• Chapter 10–Hematology (PDF)
• Chapter 11–Assessment (PDF) (August 2021)
  • Chapter 11 - Table of Revisions (PDF)
  • Staff Tool: Assessment Questions for a Participant-Centered Risk Assessment
  • Interpreters and Using Language Link (PDF)
• Chapter 12–Referrals and Coordinating Services (PDF) (Effective September 1, 2023)
  • Chapter 12 – Table of Revisions (PDF)
  • Staff Tool: Referrals (PDF)
• Chapter 13 - Vacant Chapter
• Chapter 14 – Nutrition Risk Criteria (PDF) (Effective September 2022)
  • Chapter 14 Table of Revisions (PDF) (September 2022)
  • Staff Tool: Nutrition Risk Factors (Excel) (September 2022)
  • Staff Tool: Professional Discretion High Risk (PDHR) (PDF)
  • Staff Tool: Health Conditions and Nutrition Practices to Assigned Risks (PDF)
  • Staff Tool: Facts for WIC Staff About Feeding Donor Milk (PDF)
• Chapter 15–Breastfeeding (PDF) (May 2022)
  • Chapter 15 – Table of Revisions (PDF)
• Chapter 16–Nutrition Education (PDF)
  Required Guidance Documents: (March 2022)
  • Nutrition Education at the Initial and Subsequent Certification and Presume Eligible Complete Assessment (PDF)
  • Nutrition Education at the Mid-Certification Health Assessment (PDF)
  • Second Nutrition Education – Individual (PDF)
  • Second Nutrition Education – Group Class (PDF)
  • Second Nutrition Education – High Risk with a WIC Registered Dietitian Nutritionist (RDN) (PDF)
  • Second Nutrition Education – High Risk by a Non-WIC Registered Dietitian Nutritionist (RDN) (PDF)
  • Second Nutrition Education – Online Education (PDF)
  • Staff Tool: Required Documentation at Nutrition Education Contacts
• Chapter 17–WIC Eligibility (PDF) (August 2021)
  • Chapter 17 - Table of Revisions (PDF)
• Chapter 18–Certification Issues (PDF) (October 2023)
  • Policy revision: Certifying Participants after Delivery
  • Race and Ethnicity Tool
  • Staff Tool: Cascades Required Fields (PDF)
  • Staff Tool: Cascades WA WIC Separation of Duties Report (PDF)
  • Separation of Duties File Review Form (Fillable PDF)
  • Separation of Duties File Review Form- Blank (PDF)
• Chapter 19–Special Living Situations (PDF) (October 2022)
  • Chapter 19–Table of Revisions
  • Facility Agreement Form–Fillable form 
• Chapter 20–Notification, Fair Hearings and Civil Rights (PDF)
• Chapter 21–Transfers/Verification of Certification (PDF) (April 2021)
  • Chapter 21 - Table of Revisions (PDF)
• Chapter 22–Issue WIC Food Benefits (PDF) (June 2022)
  • Chapter 22 – Table of Revisions (PDF)
  • Staff Tool: WIC Card Education (PDF)
  • WIC Card Daily Check-out & Inventory Log (PDF)
  • WIC Card Inventory Log (PDF)
  • WIC Formula Replacement Form (PDF)
• Chapter 23–WIC Foods (PDF) (June 2022)
  • Chapter 23 - Table of Revisions (PDF)
  • Policy Revisions - First Month of Life Food Prescriptions (PDF)
  • Breastfeeding Participant With Multiples Table - Food Prescriptions (PDF)
  • Unused and Returned WIC Formula Donation Guidelines (PDF)
    • Local Agency Policy Review Checklist (PDF)
• Chapter 24–Medical Documentation for Formulas and Foods (PDF) (June 2022)
  • Chapter 24–Table of Revisions (PDF)
• Chapter 25–Legal Considerations and Confidentiality (PDF)
  • Staff Confidentiality Agreement – Fillable form (Word)
  • Staff Confidentiality Agreement – Blank to print (PDF)

Volume 2

We are revising all Volume 2 chapters. Completed chapters are posted.

Volume 2 Revision Log (PDF) (October 2022)

• Chapter 1–WIC Contract (PDF)
• Chapter 2 – Nutrition Services Plan (PDF) (April 2020)
• DRAFT Chapter 3–Budget Report and WIC Expense Report (PDF)
• Chapter 4–Allowable Costs (PDF) (June 2022)
  • Chapter 4 – Table of Revisions (PDF) 
• Chapter 5 – Purchasing and Inventory (PDF) (June 2022)
  • Chapter 5 – Table of Revisions (PDF) 
  • Inventory Log
  • Itemization Worksheet (XLSX)
  • Purchasing & Additional Funding Request & Approval  
  • Small Purchase Process – Request for Quotes  
• Chapter 6–Monitoring and Audits (PDF) (October 2022)
  • Chapter 6–Table of Revisions
• Chapter 7–Record Retention (PDF)
• Chapter 8 – Electronic Devices, Security, and Service Interruption Plan (PDF) (June 2022)
  • Chapter 8 – Table of Revisions (PDF) 
  • Cellular Device Authorization and Agreement