In certain situations, such as having short-dated vaccine that won’t be used, VFC providers may transfer VFC-supplied vaccine to another VFC provider. Providers must have approval from the VFC Program prior to transferring vaccine. Providers may not transfer vaccine to non-VFC providers. And providers may not transfer partially-used multi-dose vials.
The VFC Program discourages transferring varicella-containing vaccine because of sensitive temperature requirements.
- It is the provider’s responsibility to transfer vaccines following VFC guidelines.
- Providers who transfer doses must account for those doses in their next vaccine order. Similarly, providers who accept doses must account for those doses in their next order.
Transfer Process for Viable Vaccine:
- Identify another VFC provider(s) in the area who will accept vaccine to use with their VFC patients. Use the VFC Provider Location feature on EZIZ.
- Log into your account on MyVFCVaccines.org.
- Click on the Enter Returns & Transfers button.
- Enter vaccine, lot number, expiration date, # doses, and transaction type.
- Enter the date the vaccine will be transferred.
- Click on the Preview button and verify the information.
- Click on the Submit button.
- The confirmation page will appear. Print two copies of the confirmation report: one for your files and one to place in the transfer container.
- Pack the vaccines according to the Transporting Refrigerated Vaccines and the Transporting Frozen Vaccines guides. Do not pack vaccines on dry ice. Place a copy of the confirmation report in the container, as well.
- During transport, monitor temperatures using a VFC-approved thermometer in the transfer container. Record temperatures on a Refrigerated Vaccine Transport Log and/or a Frozen Vaccine Transport Log.
- At the destination site, record the temperature in the transfer container on the transport logs before removing and restoring the vaccine.
Returning Expired & Spoiled Vaccines
A provider should not need to return vaccines. This situation is usually avoided by ordering according to the correct provider category and ordering frequency. However, in certain situations a provider may need to return spoiled or expired vaccines. All spoiled, expired, or wasted vaccines must be properly accounted for and reported to the VFC Program. Wasted vaccines may not be returned; providers are responsible for properly disposing of vaccines designated as waste. Providers may not return viable vaccine.
REMINDER: Providers must account for all returned doses in their next vaccine order.
Return Process for Spoiled or Expired Vaccines:
- Go to EZIZ.org and click on the “Order, Transfer, or Return Vaccines” button at the of the home page.
- Log into your account on MyVFCvaccines.org.
- Complete the online Return/Transfer form completely and accurately:
- Select each vaccine from the dropdown list.
- Enter the lot number.
- Enter the expiration date.
- Enter the number of doses.
- Select the appropriate option from the “Transaction Type” dropdown list.
- Package and ship the spoiled or expired vaccine to McKesson. Label the package using the return shipment label. Cold packs are not necessary since the vaccines are not viable.
- Print a copy of the confirmation of transfer submission for your records.
Vaccines are considered wasted and non-viable if they have been opened and unused (such as multi-dose vials with leftover doses) and cannot be administered to patients. Wasted vaccines may not be returned. Properly dispose of wasted vaccines according to the practice’s protocol. Careful vaccine management and administration should minimize wasted vaccines.
Vaccines may be designated wasted as a result of the following conditions:
- vaccines drawn into the syringe but not administered
- vaccines in open vials but doses not administered
- compromised vials (e.g., due to a drop causing damage to vial integrity or sterility)
Reminder: report preventable vaccine administration errors to the National Vaccine Errors Reporting Program at verp.ismp.org.