Electronic Payment Processing Interface and Control (EPPIC) Reports File Sample Clauses

Electronic Payment Processing Interface and Control (EPPIC) Reports File. All EPPIC reports provided to the local agency by the Indiana WIC Program should be maintained, reviewed, and responded to within the month that the report is generated. There are specific records that must be kept for a specified length of time according to CFR Part 246.25 Food and Nutrition Service, USDA Federal Regulations and Indiana Code. Records must be retained for two, three, five or seven years beyond the closeout of the federal fiscal year depending on the type of record. The Indiana WIC Program Policy and Procedure Manual provides specific guidance on record retention and disposal. Prior to disposal of records a Request for Disposition of Records (SF 48055) must be completed and approved by the State WIC office. Disposal of records must be by incineration or shredding and not through trash removal. • Voter Registration Transmittal Files are retained for two years from the date of the transmittal. • Financial records and some client records are retained for three years beyond the federal fiscal year closeout. These files include: o Daily File (prior to December 2014) o Ineligible and Terminated File (prior to December 2014) o Lost/Stolen Check Replacement files o Client Sanction Files o Client Complaint Files o Subpoena, Search Warrants and Court Orders File o Inservice Education Attendance Records o Food Instrument Issuance Records o Civil Rights and Fair Hearing Records o Breast Pump Log File o General ledger. o Time cards. o Time studies. o Cost allocation plans. o Vendor applications o Vendor price lists o Vendor agreements o Vendor agreement cover letters o General correspondence to vendors. o Client complaints against vendors and follow-up action taken. o Vendor complaints against WIC clients and follow-up action taken o Vendor training announcements. o Vendor monitoring forms completed by the local agency. o Pre-authorization reports completed by the local agency. o Vendor training materials o EPPIC reports and follow-up action taken o Vendor lists given to clients after certification o Payroll ledger. o Check register (under the previous MIS system). o Unusable eWIC Card Log o Bank statements. o Invoices. o Bills. • Client Daily File and Ineligible and Terminated File records, from December 2014 forward must be retained for five years beyond the federal fiscal year closeout. These records include documentation of Eligibility for Public Benefits; under the Indiana Code they must be retained for five years. • Prescription Files, Release of ...