Vendor Training2014

What is WIC?

WIC is a federally funded Supplemental Nutrition Assistance Program for

Pregnant, Post Partum and Nursing Women, Infants and Children up to age 5 found to

be at nutritional risk.

Why do we have WIC?

To improve the health of women, infants and children up to age five who are eligible for the program by providing supplemental nutritious foods, nutrition education, breastfeeding support and other health and social services.

Supplemental Nutritious Foods

Food packages may include:•Milk •Eggs •Cheese •Beans •Peas •Lentils•Peanut Butter•Iron-Fortified Cereal•100% Fruit Juices•Fresh Fruits and Vegetable•Frozen Fruits and Vegetables•Canned Fruit Vegetables•Canned Fish•Whole Grains•Tofu•Soy Beverages •Iron-Fortified Formula •Infant Cereal•Jarred Baby Food Meats, Fruits and Vegetables

Nevada WIC Participants receive their food benefits on Electronic Benefit Transfer Cards (EBT)

Each Participant is given a food package tailored to their category and nutritional needs

Participants are only allowed to receive the foods listed in their package (Food Packages Vary)

Only foods Authorized by the Nevada WIC Program are allowed

Milk• Women and children over the age

of 2 will now start receiving 1% or non-fat milk in their food package. • This change will start October 1,

2014, and should take about 3 months to roll out to all participants. • Some participants may still get

2% or whole milk if deemed necessary by their nutritionist.

What are UPC Requests?• As soon as your store is aware there is a

WIC approved item that is not scanning, it is required that you complete the UPC Request form and submit it along with a copy of the label showing the brand, product name and size, ingredients and UPC barcode to the State WIC office. • Failure to include all documentation

could result in a delay in adding the UPC.

Importance of a UPC RequestNot providing WIC approved items to participants means you are in violation of your Vendor Agreement.

Your store can be sanctioned for not providing WIC Approved foods to a WIC participant.

• Manufacturers are constantly changing packaging and UPC codes, we do our best to keep our database current.

• Your store may be receiving fruits and vegetables from a new supplier and we may not have the current UPC/PLU code.

•

• If we don’t know about it we cannot add it.• Your assistance is key in keeping the UPC

database as clean and current as possible.

UPC Requests and Vendors

UPC and PLU Reminders

Nevada WIC has a listing of all WIC Approved UPC’s online.www.nevadawic.org This list includes a list of updates indicating new and retired UPCs and PLUs.

When do I request a claim/adjustment?•Each business day, vendors must balance or reconcile their transaction receipts with the Vendor Totals Report.  If vendors discover that the net values or amounts of these items do not match, there may be an out-of balance situation.  •If this occurs, call the JP Morgan Helpdesk at 1-800-266-1033.

FAQ Claim-Adjustment

How do I file a claim/adjustment request?Call the JP Morgan Helpdesk at 1-800-266-1033 within four (4) calendar days of the transaction date to file an adjustment request.  The help desk will collect the necessary information regarding the transaction, including a faxed copy of the receipt, and will submit an adjustment request on the vendor’s behalf.  If the error is not reported within four (4) calendar days of the transaction, the request may be denied in accordance with the WIC Operating Rules.

At WIC we strive to make the WIC transaction experience flow as smoothly as possible. In the event that this is not the case, we have complaint forms that are available to participants, vendors and clinics. Complaints may include, but are not limited to:•Participants trying to purchase unauthorized foods with their benefits.•Participants trying to return food purchased with WIC benefits for a cash refund.•Participants who are verbally abusive.•Vendors not meeting minimum stock requirements for WIC approved items.•Vendors denying participants WIC approved items.

Filing Complaints

To file a complaint please complete the NV WIC Complaint form with as much detail as possible and fax or mail it to the State Office.

Fax: 775 684-4246

Mail: 4126 Technology Way, Ste 102

Carson City, NV 89706

You may also file a complaint via our webpage at www.nevadawic.org or call us at 1.800.863.8942.

Filing Complaints

Incentive items that are offered to all shoppers/customers are allowed and should be provided to all WIC participants.The following incentives are allowed and will not be considered soliciting WIC participants if it is offered to all shoppers:

•The use of coupons•Buy one, get one free•In-store manufacturer promotions•Store membership discounts•Store club cards•Employee discount cards-if the WIC participant is employed by your store

Restrictions on Vendor Incentive Items

Reminders For Cashiers

• WIC purchases are tax exempt.

• DO NOT give change, cash, refunds, or rain checks.

• Participants are allowed (but not required) to pay the difference for fruit and vegetable purchases exceeding their allowable cash value amount.

• Allow only authorized WIC Foods.

• You must accept coupons if presented.

• At least one WIC Lane must be open at all times• Selling expired formula or any WIC

products to a participant is a violation.• All stores are required to meet the

minimum stock requirements at all times.• Stores are required to have the

current card at each register.

Reminders For Cashiers

Participants must purchase least expensive brands for milk (all types), eggs, orange and pineapple juice. Participants are NOT required to buy the store brand unless the store brand meets the “Least Expensive Brand” requirement for eggs, milk, orange juice or pineapple juice..

www.nevadawic.org

Reminders For Cashiers

Courtesy• Treat WIC customers with the same courtesy

and respect as you would any other customer. • WIC Participants may not be discriminated

against because they are on WIC. • WIC customers must be able to shop at your

store during any of the store’s regular hours.

Remember for each WIC dollar spent, WIC participants will spend an additional 3 to 4 dollars in cash or SNAP benefits (food

stamps) in your store.

Important Points to Ponder

• WIC foods may not be returned for cash.

• WIC Formula may ONLY be exchanged for the exact same formula and ONLY if the can/container is damaged or expired.

Returns

• Vendors are required to label all WIC Approved products with the yellow “WIC Approved” Shelf tags.

• The yellow WIC approved shelf tags are NOT optional. They are a requirement of all WIC vendors as stated in the Vendor Agreements.

• Contact the State WIC office if you need more shelf tags.

• You must scan every item that a participant brings to the register. • You may not tell a participant no

because you do not think it is WIC Approved. • Scan the item and if it does not go

through, let the participant know what the error message is.

Scanning WIC Items

• Eggs• Milk• Orange Juice (bottle or concentrate)• Pineapple Juice (bottle or concentrate)

Keep in mind that just because the item scans, it does not mean that it is the “least expensive brand available” in your store. The item will scan because the UPC codes must be in our database for those vendors who may only carry one brand.

Least Expensive Brand Requirement

REMINDER: IF A WIC APPROVED ITEM IS NOT LISTED UNDER THE “THE LEAST EXPENSIVE BRAND” CATEGORY,

YOU CANNOT REQUIRE A PARTICIPANT TO PURCHASE THE

LEAST EXPENSIVE BRAND AVAILABLE.

Least Expensive Brand Requirement

Food Brochure Cashier CardsEBT Training ManualVendor ManualWIC Approved LabelsWIC Accepted Here SignsQuarterly Cashier Newsletters

www.nevadawic.org

Vendor Tools and References

• Nevada WIC Approved Food List

• List of Herbs Not Allowed

• Infant Formula Suppliers

• UPC Request Form

• Training Evaluation Form

• Food Package Milk Change Letter

• Penalty Point and Sanction Schedule

• VM-13 Restriction on Incentive Items

• Nevada and ITCN WIC Minimum Stock

Requirements

Handouts

Contact WIC via phone or complaint form with any concerns

Carson City Office: (775) 684-5942ITCN: (775) 355-0600

JP Morgan EBT1-800-266-1033

www.nevadawic.org1-800-NEV-WIC

(1-800-863-8942)

Thank you!