Vendor Training2013

The Women, Infants and Children (WIC) program is a supplemental program that provides food benefits, health care referrals and nutrition

education for low-income pregnant, breastfeeding, and non-breastfeeding post

partum women, and to infants and children up to age 5 who are found to be at nutritional risk.

Clients must meet all 4 eligibility criteria

1. Household income guidelines

2. Be a pregnant or postpartum (6 months-1 year after delivery) woman, or infant/child under age 5

3. Have a medical or nutritional risk factor

4. Live in an area served by WIC

Nutrition Education

Breastfeeding Support

Benefits for Healthy Foods

Referrals to Other Services (SNAP, Medicaid, TANF, dental services, health clinics, immunizations, food banks, etc.)

A major goal of the WIC Program is to improve the nutritional status of infants.

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

Only foods Authorized by the Nevada WIC Programs are allowed

There are no food package changes for the upcoming year effective October 1, 2013.

Allowed:• Least Expensive Brand (including cow,

goat’s, lactose free and acidophilus milks)• Whole (3.5%), Reduced (2%), low fat (1%)

or skim (non-fat) • Women & Children over 2 years of age

will receive a reduced fat milk. The participant’s EBT card will only allow the

appropriate milk to be purchased by the participant.

Not Allowed:• Highest Price• Flavored Milk• Buttermilk• Organic Milk

Allowed (any brand):

• Processed American • Cheddar• Colby• Longhorn Style• Mozzarella (Reg or String) • Jack

Blocked, Sliced or MixedRegular, Low Fat, Reduced Fat, or Fat FreePackage size MUST be 16 ounces

Not Allowed:•Import

•Deli Cut to Order

•Shredded

•Organic

•Cheese Food, Product, or Spread

•Flavored Cheese

•Individually wrapped slices

Allowed:• Packages of one dozen • Least Expensive Brand Available• Large size only Grade AA• White Chicken Eggs• Medium Eggs may be substituted if large are

unavailable• Hard boiled eggs will remain authorized for

participants that have inadequate storage/cooking.

Not Allowed:• Specialty: Organic, Omega 3• Packages larger or smaller than one dozen

The WIC Program includes Tofu and Soy Beverage as WIC eligible items.

TofuAzumaya or House Premium Brand

Plain, calcium-set tofu, which is: firm or medium, refrigerated, water packed only

Soy BeveragePacific Ultra Soy, Plain or Vanilla shelf stable

Quart size (32oz container)8th Continent Soymilk, Original or Vanilla

Half Gallon (64oz container)

Allowed:• Only brands and flavors listed in the food brochure• Package size 12oz or Larger for Cold Cereals• Package size 11.8oz or Larger for Hot Cereals

Purchases cannot exceed the total ounces issued or the item(s) will be rejected

Not Allowed:• Cereal brands not Listed on Cashier Card

WIC Participants receive a monthly dollar amount based on their food package. This amount will be on their EBT card and can only be used for fresh, canned or frozen fruits and vegetables. The UPC database has the PLU’s and UPC codes for approved fruits and vegetables.

Allowed:Any variety of fresh whole or cut fruits and vegetables, except white potatoes.Orange yams and sweet potatoes are allowed.Prepackaged bags of fruits and/or vegetables are allowed as long as they do not have sauces, dressings, nuts, cheese or extras included.

ORGANIC is allowed

Allowed:Canned and Frozen Fruits and Vegetables Canned

◦ Any brand, size and type of container.◦ Packed in water or juice without added sugar.◦ Natural or Unsweetened applesauce.◦ Tomatoes or tomato products (whole, crushed, diced, paste, or purees)◦ Sweet potatoes or yams without added sugar.◦ Regular or low sodium vegetables.◦ Organic

Frozen◦ Any brand, size and type of container.◦ Any variety without added sugars or sauces.◦ Sweet potatoes or yams without added sugar.◦ Organic

Not Allowed:Canned and Frozen Fruits and Vegetables Frozen

◦ Fruits with added sugar, added ingredients, or artificial ingredients.◦ Any potatoes or potato mixtures.◦ Breaded or flavored vegetables.◦ Vegetables with sauce (cheese, butter, teriyaki, etc).◦ Vegetables with added sugar, oil, fat, pasta, rice, or any other ingredient.◦ No french fries, tater tots, hash browns, or mashed potatoes.

Canned◦ Fruit packed in syrup (heavy, light, or extra light).◦ Cranberry sauce, or pie filling.◦ Fruit with added sugar, salt, fats, oils, or artificial sweeteners (Splenda,

NutraSweet, etc.).◦ Vegetable mixtures with potatoes.◦ Vegetables with added fats or oils.◦ Vegetables that are pickled, creamed, or in sauce.◦ Tomato products with added sugar, fats, or oils.

Not Allowed:Dried fruits and vegetables.Breaded vegetables, fruits and vegetables from the salad bar, fruit baskets, party vegetable trays, herbs and ornamental or decorative fruits or vegetables such as chili peppers on a string, garlic on a string, gourds or painted pumpkins.

Not Allowed:

Herbs primarily used as flavoring ingredients are not allowed.

Examples of herbs not allowed are:

• Anise• Basil• Bay Leaves• Caraway• Chervil• Chives• Cilantro

• Dill• Fenugreek• Horseradish• Lemon Grass• Marjoram• Mint• Oregano

• Parsley• Rosemary• Sage• Savory• Tarragon• Thyme• Vanilla Bean

Participants are allowed to pay the difference between the Cash Value Benefit (CVB) amount and the actual

purchase amount of the fruit and vegetable products with

their own funds (such as, cash, credit card, personal check or

SNAP benefits).

Processing Fruits and VegetablesWhen ringing up canned or frozen fruits or vegetables, DO NOT use the generic PLU for fresh fruits and vegetables.

Scan the UPC through the WIC POS machine as you would other products. Not all canned and frozen fruits and vegetables are approved based on possible added ingredients.

If you know it is a WIC Approved item and the UPC/PLU is not recognized you must submit a Nevada WIC EBT Vendor UPC Request Form. The form can be found on our webpage, in your vendor manual, or you can call the State Agency for additional information.

Allowed:• Only brands and flavors listed on the food brochure• 100% Juice Only• Unsweetened• Participants are required to purchase the juice containers

as listed on their EBT card balance. Some food packages only allow 11.5 or 12 ounce frozen or “pourable” concentrate. Others allow 64oz single strength juice.

• Least Expensive brand available Orange Juice and Pineapple Juice (must contain at least 120% of the Daily Value of Vitamin C per 8oz. Serving)

Not Allowed:• Juice “drinks” or cocktails• Other additives• Nectar, or Ade

Allowed:• 16-18 oz size• Any Brand• Creamy or Chunky

Not Allowed: • Added Jelly, Jam, or Honey• Reduced Fat or Peanut Spread• ORGANIC

Allowed:•Any Brand•Any type of dry bean, pea, or lentil

Not Allowed:•Seasonings Added•Soup Mixes•Bulk•ORGANIC

Allowed:14-16 Ounce Cans

Any Brand

Black, Red, Black-eyed Peas, Kidney, Navy or Pinto

Regular or Low sodium.

Not Allowed:• Flavored beans• Meats• Baked or pork and beans• Organic• Chili beans• Orange beans

• Green or wax beans• Cajun or BBQ Ranch Style• Soup mix• Frozen green peas• Snap beans• Added fats, sugars or oils

Canned beans are NOT a fruit or vegetable.

Canned beans cannot be purchased using the participants Cash Value Benefit (CVB).

NEVER use the generic UPC/PLU to enter canned beans. If it does not scan they cannot purchase it.

Items that can be purchased with the CVB are beans that are not authorized under the legume category, e.g., frozen beans of any kind, including frozen types of beans authorized in the legume category.

Allowed:•Any Brand Loaf•16 ounce packages only*A whole grain must be the first ingredient listed on the packaging

Not Allowed:•Organic•Light Bread•Buns or Rolls

Participants are allowed to substitute brown rice or

whole wheat or corn tortillas with their whole grain benefit on an equal

weight basis.

Allowed:Participants are allowed topurchase brown rice in a 16ounce bag or box.

Instant, Quick or Regular Cook Time

Short or Long Grain

Not Allowed:OrganicBulkReady to ServeBoil in a Bag

Allowed:Whole Wheat or Corn Only16 ounce packagesA whole grain must be listed as the first ingredient

Not Allowed:•Organic

Allowed:• Any brand, 5oz can or larger • Must be Light Tuna• Packed in water

Not Allowed:• Albacore• No Fancy• Oil packed• Low Sodium or “Diet”• Solid• Flavored/Seasoned • Pouches or filets

ALLOWED:• ANY BRAND• 3.75 OUNCE CAN OR LARGER• PACKED IN WATER, OIL, MUSTARD OR KETCHUP

NOT ALLOWED:• ADDED SEASONINGS

Allowed:Gerber or Beechnut 8oz boxes ONLY

•Barley•Rice•Oatmeal•Whole Grain

Not Allowed:•Added fruit•DHA•Single-serving size•Organic•Beechnut Goya

• Mixed• Whole Wheat• Mixed Grain• Multigrain

New packaging for Gerber Infant Cereal

effective March 2013!

Note: UPCs for old packaging were removed

from the APL file

Fruits and Vegetables

ALLOWED:• Single fruits or combinations of

fruits• Single vegetables or combination

of vegetables• Stage or Step 2 or 2 ½ ONLY• 3.5 ounce or 4 ounce jars onlyNOT ALLOWED:• DHA• Organic• Desserts, Yogurts, Medley’s,

Added Cereal, Soups, Stews, Pastas, Added Sugar, Starches, or Salt

Meats

ALLOWED:2.5oz container

Stage/Step 1 or 2• Beef• Ham• Turkey• Chicken• Lamb• Veal

NOT ALLOWED:• Organic• DHA• Dinners, Food Combinations, Added Sugars. Starches,

Salt, Stews or Pastas

Participants Must Purchase Exactly Participants Must Purchase Exactly What Is Listed on Their Shopping ListWhat Is Listed on Their Shopping List

• Only the approved formula will scan

• No Substitutions

• No Rain checks

UPC Requests As soon as your store is aware that they have a

WIC Approved item that is not scanning, it is required that they 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.

Not 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, however

our compliance shoppers are watching for this.

Your assistance is key in keeping the UPC database as clean and current as possible.

UPC Requests

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 102Carson City, NV 89706

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

The Nevada WIC Program will take the appropriate follow-up action on all complaints received.

Filing Complaints

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. 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. What happens when a cardholder files an adjustment?Vendors will be notified if a cardholder has filed an adjustment that may result in a debit to their account. To deny a cardholder claim, vendors must verify whether goods or cash were given to the cardholder by faxing a copy of the receipt or other supporting documentation (e.g., individual transaction receipt). Documentation is required within two (2) to three (3) business days, the adjustment request is normally denied and an adjustment is not made. If the vendor agrees that the cardholder did not receive goods, if the vendor does not reply within two (2) to three (3) business days, or if the vendor cannot provide supporting documentation, the cardholder will be credited and the vendor’s bank account will be debited for the amount of the cardholder’s adjustment request.

General Claim-Adjustment Information

WIC Vendors are prohibited from offering incentive items solely to WIC participants in an effort to encourage participants to redeem their WIC food benefits at their stores. Incentives offered to WIC participants must be offered to all customers. Providing incentive items as part of a WIC transaction or to solicit WIC patronage is subject to disqualification.

Incentives include free or complimentary gifts, home delivery of foods, store memberships, lottery tickets, free or discounted services etc.

Incentive items that are offered to all shoppers/customers are allowed to be provided to WIC participants in the same manner they are provided to customers not utilizing the WIC program.

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

Vendors found to have violated the provisions of this policy will be sanctioned in accordance with VM: 13 Vendor Violations and Sanctions sanction schedule.  A copy of the schedule is located in your Vendor Manual.

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 that exceed the allowable cash value amount on their EBT card. If they choose not to pay the difference, they have the option of returning some of the fruits and vegetables.

Allow only authorized WIC Foods.

You must accept coupons if presented.

The State WIC office is mandated to refer discrimination complaints based on race, color, national origin, sex age, or disability to the Office of Civil Rights, United States Department of Agriculture.

Always refer to your Authorized WIC Foods Card. Stores are required to have the current card at each register equipped to complete WIC EBT transactions.

Participants must purchase Least Expensive brands for milk (all types), eggs, orange and pineapple juice.

Reminders For Cashiers

At least one WIC Lane must be open at all times

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.

Be sure to check that the formula on the shelves has not expired. Selling expired formula to a participant is a violation.

Reminders For Cashiers

All stores are required to meet the minimum stock requirements at all times.

If specific WIC items are needed to fulfill WIC participant’s prescriptions, you will be notified by the State Agency of which items from the WIC Approved Food List you must stock within 48 hours.

You can find helpful information about the Nevada WIC Program requirements at: www.nevadawic.org

Reminders For Cashiers

Reminders For Cashiers Nevada WIC has a listing of all WIC Approved UPC’s

online.

This list includes a list of updates indicating new and retired UPCs and PLUs.

Nevada WIC Approved Food List

List of Herbs Not Allowed

Similac Total Comfort Flyer

Infant Formula Suppliers

UPC Request Form

Penalty Point and Sanction Schedule

VM-13 Restriction on Incentive Items

Nevada and ITCN WIC Minimum

Stock Requirements

Sample UPC List

Training Evaluation Form

Color Food Brochure

Handouts

Food Brochure Cashier CardsEBT Training ManualVendor ManualWIC Approved LabelsQuarterly Cashier Newsletters

State of Nevada WIC Web Pagewww.nevadawic.org

Vendor Tools

Changes & SubstitutionsWIC participants must buy only those food items listed on the WIC Authorized Foods list. If an item or brand other than what is printed on your “AUTHORIZED WIC FOODS LIST” is presented, decline the item and ask the customer to go back and get the correct item.

CourtesyTreat 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

If coupons or other promotional specials are provided, these

must be given to WIC participants as well. We

encourage WIC participants to utilize coupons, vendor club

cards, sales and every available means to reduce food costs so additional participants may be

served by the WIC Program.

Instructions for processing coupons can be found on the reverse side of your Cashier

Cards

Coupons

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. It is recommended that a receipt be required for the exchange.

It is important that each receipt specifies that it is a “WIC” transaction so that if a customer attempts to return WIC purchased items, they may be refused.

In either case, if a return is allowed or refused, please report the incident to the local WIC clinic or State Office for action.

Returns

We receive complaints on a regular basis from clinics and participants

regarding issues at local vendors. We also have secret shoppers completing

routine compliance buys. Here are some common issues we are currently

seeing or hearing about.

Compliance Issues

Vendors do not have WIC Foods properly marked with WIC Approved shelf tags.

• The stores either don’t have any items labeled or the labels are under the wrong items

Vendors are out of certain WIC items.• The stores don’t have the appropriate minimum

stock of items such as whole grain bread and infant formula.

Compliance Issues

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

• Effective January 1, 2013 all vendors are now required to label all WIC Approved cereals and juices that are available in their stores. • Federal guidelines now require that all brands of cereal and juice be

labeled so as not to drive WIC participants to choose other branded items, thus providing an unfair advantage to competitor juices and cereal brands

• Note: You are only required to label one size of each brand of WIC approved cereal carried in your store.

• If you need more shelf tags, contact the State WIC office.

• Vendors are responsible for correctly placing the shelf tags with corresponding WIC approved items. Make sure to check your store shelves periodically to ensure proper placement of these tags.

Compliance Issues

You must scan every item that a participant brings to the register. You are not expected to know every item that is available, however you may not simply 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.

On several occasions participants have been told they cannot purchase items that are WIC Approved. Some reasons for that are: The cashier did not know it was WIC Approved and did not attempt to scan it, the participant did not have enough ounces left on their card, it was the correct size they were trying to purchase but not the right brand or vice versa, the UPC was not in the database, the UPC was not “turned on” (applies to integrated vendors).

Compliance Issues

Several items on our food list are listed as “least expensive brand available.” Those items are:

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

For the items listed above, cashiers are required to ensure that the item the participant is purchasing is the least expensive item available at the time of purchase. These items may change on occasion based on sales or availability.

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. Several rural vendors carry more expensive name brands because it is all that is available to them. 

Least Expensive Brand Requirement

Your stores can receive penalties and/or sanctions if it is found that you allow participants to purchase items that are not the least expensive brand available.

Your stores can also be billed back for the entire dollar amount of the higher priced items when it is determined that you are not following the 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

• Contact WIC via phone or complaint form with any concerns

Carson City Office: (775) 684-5942

Las Vegas Office: (702) 486-8101ITCN: (775) 355-5210

JP Morgan EBT1-800-266-1033

www.nevadawic.org1-800-NEV-WIC

(1-800-863-8942)

Thank you!