North Dakota WIC Vendor Training for Stores Presented by: Kristi Miller ND WIC Vendor Coordinator ND Department of Health

North Dakota WIC Vendor Training

for Stores

Presented by: Kristi MillerND WIC Vendor CoordinatorND Department of Health

What is WIC?• WIC stands for Women, Infants and Children.• WIC provides nutritious foods, nutrition

education (including breastfeeding promotion and support),and referrals to health and other social services to participants at no charge.

• WIC serves low-income pregnant, postpartum and breastfeeding women, and infants and children up to age 5 who are at nutrition risk.

What is WIC?• WIC is a Federal program for which Congress

authorizes specific funding each year for program operations.

• The Food and Nutrition Service, which administers the program at the Federal level, provides these funds to WIC State agencies to pay for WIC foods, nutrition education, breastfeeding promotion and support, and administrative costs.

• Currently national funding levels are between $6-7 billion with just short of 9 million participants being served each month.

North Dakota WIC Facts and What It Means For You

• North Dakota WIC serves approximately 13,000 moms and children each month.

• Approximately 40,000 checks are cashed at local WIC authorized stores each month amounting to over $700,000.– There are 25 WIC agencies across the

state that provide services to families, and approximately 80 clinics

WIC Allowable

Foods

Milk• Gallons only; half gallons or quarts if

specified on the check• Whole, 2%, 1%, skim, calcium fortified,

extra protein, acidophilus, cultured buttermilk, lactose free, non-fat dry milk powder, evaporated, Meyenberg Goat’s milk

• Not allowed: chocolate or flavored, organic, rice or sweetened condensed milk. No Bessy’s Best Milk

Soy Milk• Half gallons of 8th Continent – original flavor

only• Not allowed: Light, fat-free, chocolate or

vanilla

Cheese• 8 oz. or 16 oz. size, reduced fat allowed• American, cheddar, Colby Jack, Colby,

Farmer, Swiss, Mozzarella, Marble Jack, Muenster, Monterey Jack

• String cheese also allowed – no individually wrapped– Not allowed: Sliced, cubed, shredded, cheese

foods, cream cheese, spreads, added ingredients, pepper jack, smoked or organic. No random weight or deli cheese

Juice• 12 oz frozen concentrate – Apple,

grapefruit, orange, and any 100% Dole or Old Orchard juice. (see WIC food list for more specific information)

• 11.5 oz. Shelf Stable concentrate – Any 100% Juicy Juice or Welch’s.– 64 oz. plastic – Apple, red/white

grapefruit, pineapple, orange, vegetable or tomato. (see WIC food list for more specific information)

Juice• Must be 100% juice and at least 100%

Vitamin C. Can be calcium-fortified.• Not allowed: No 46, 48, 96, or 128 oz.

plastic containers. No 46 oz. cans. No organic, cocktails, apple cider, grape/white grape, fruit drinks, lemonade, prune, single servings or refrigerated.

Eggs• Fresh, one dozen package only – medium or

large• Not allowed: organic, brown, cage-free,

specialty or pasteurized

Peanut Butter

• Store Brand ONLY• 18 oz. jar• Creamy, crunchy, or chunky• Not allowed: No reduced fat, spreads,

organic, omega-3, or enhanced. No added chocolate, jelly, or honey. No national brands.

Fruits and Vegetables

• Fresh only – no canned, dried or frozen

• No white potatoes* (Sweet potatoes and yams are allowed)

• No salad bar/deli items, party trays, fruit baskets, decorative vegetables (gourds, pumpkins) and fruits

• No herbs and spices

Cold Cereals – 12 oz. or larger• General Mills: Kix, Cheerios, Multi-Grain Cheerios,

Total Whole Grain, Corn Chex, Rice Chex, Wheat Chex

• Kellogg’s: Frosted Mini Wheats (Bite size, Little Bites, Big Bites, Unfrosted), Complete All Bran Wheat Flakes, Crispix, Corn Flakes– Post: Grape-Nuts, Grape-Nut Flakes, Honey

Bunches of Oats, Bran Flakes– Quaker: Life, Oatmeal Squares– Malt O Meal: Frosted Mini Spooners, Crispy Rice– Store brands also available – see WIC Food List

Hot Cereals• Quaker Instant Oatmeal – original only,

packets only (Store brands also available – see WIC Food List)

• Malt O Meal – plain (original) or chocolate• Cream of Wheat (1 min, 2 ½ min, 10 min) or

Whole Grain (2 ½ min)

Infant Cereal• 8 or 16 oz. container• Rice, oatmeal, mixed grain, whole wheat,

barley• Not allowed: No added fruit or formula,

organic or DHA

Product D

Whole Grains – Bread/Buns & Tortillas

• Whole wheat/grain as primary ingredient

• Amount given will be 1 lb. or 2 lbs.• Breads/buns and tortillas are brand

specific – see the WIC food list

Whole Grains – Brown Rice

• Must be plain, whole grain• Bagged or boxed – instant allowed; • Not allowed: No Uncle Ben’s, wild rice,

blends ready rice, organic

Pink Salmon– May be packed in water or oil; may

include bones or skin and regular or lower in sodium content

– 5 or 14.75 oz can– No red sockeye, smoked, individual

serving, or pouches

Tuna• Chunk light tuna• 5 oz. can, water or oil packed• Not allowed: No organic, albacore,

individual serving or pouches

Dry Beans, Peas or Lentils

• 1 or 2 lb. size• Any variety of plain beans, peas or lentils• Not allowed: No baked beans, green beans,

sweet peas, chili beans, wax beans, pork and beans, bean mixes/soups or organic. No added sugars, fats, meats or oils

Canned Beans

– 15-16 oz cans– Any variety of plain beans, peas or lentils – Refried beans (Fat free only)– No baked beans, green beans, sweet peas, chili

beans, waxed beans, pork and beans, or organic.

– No added sugars, fats, or oils.

Baby Food

• Stage 2 or 2nd foods only – Gerber or Beech Nut

• Single ingredient only• No dinners, desserts, combinations (ex.

apple blueberry), 1st foods, 3rd foods or graduates

• Meats – in broth or gravy• Babies will get 32 jars (64 jars if

exclusively BF)

Infant Formula• Brand, size and amount as indicated on

check• Fill out Infant Formula Return form and

return to WIC office periodically• No substitutions, returns, or exchanges are

allowed– Only exception is if the product is recalled,

spoiled or damaged

Cash Value Voucher (CVV)

A cash value voucher is a fixed-dollar amount check which is used by a WIC participant to obtain authorized fruits and vegetables. Fixed cash value

amounts are set at $6 and $10.

Cash Value Voucher (CVV)• Cash Value Vouchers will contain ONLY

fresh fruits & vegetables.• Two fruit and vegetable checks cannot be

combined to cover one purchase• DO NOT exceed the maximum cash-value

amount. • DO NOT give cash back to the WIC

customer if the difference is less than the maximum cash value amount

Cash Value Voucher (CVV)• Participant MAY pay the difference if the

total amount goes over the maximum value of the CVV

• Participant may pay the difference in cash, check, Food Stamps(SNAP),etc. as long as the store can accommodate a second tender with their cash register systems. If not, the participant must put some of their items back.

• Scales – does your store have?


DO NOT exceed the maximum cash-value voucher amount



Write the exact amount of the purchase –this cannot be over the maximum value amount

$8.48


DO NOT provide cash back for a purchase under the maximum amount of the cash value voucher

$8.48


Enter in today’s date for the Purchase Date and fill in your Vendor ID number

4-26-2013

1818

$8.48


Obtain the authorized signature after entering theTotal amount of the purchase, Purchase Date on

the check and Vendor ID number

Molly Larson

1818

$8.484-26-2013


Last, but not least, compare the signature on the check to the ID Card

signature(s)

Molly Larson

1818$8.484-26-2013

WIC Check

The same rules apply to processing a WIC check – however, the participant is only allowed to purchase foods that are actually on the check. They may not purchase other food items or more food items than are on the check.

2012 WIC Food List

Will receive new food lists in November 2013

Minimum Stocking Requirements

• Separate requirements for large stores vs. small stores

• Both minimum quantity and variety• Is a waiver available if no infants are in the

service area– Infant formula– Infant cereal– Baby food

Minimum Stock – Large stores

ITEM QUANTITY VARIETY

JUICE 6 cans At least 3 kinds of juice in the 11.5 oz., 12 oz., or 64 oz. container. Must be 100% juice.

MILK –

whole 12 gallons At least 12 gallons of whole milk.

MILK –

2%, 1%, or skim

12 gallonsA combination of at least 12 gallons

of 2%, 1%, or skim, and at minimum, at least one gallon of each.

EVAPORATED MILK 6 - 12 oz. cans

Any brand in the 12 oz size

NONFAT DRY MILK 2 boxes Any brand in the 8 qt. size.

SOY MILKAvailable upon request

Half gallons – 8th Continent – Original only

Minimum Stock – Large stores

CHEESE 4 packages At least 2 kinds of cheese in the 8 oz. or 1 lb. varieties

EGGS 4 dozen Medium or large size of any brand – excluding specialty eggs

DRY BEANS & PEAS 2 packages Any brand in the 1 lb. size

CANNED BEANS 8 cans Any brand in the 15-16 oz. size

PEANUT BUTTER 2 jars Any Store brand in the 18 oz. size

CEREALS 6 boxes At least 6 different kinds from the Food List – at least one whole grain.

TUNA 12 cans Any brand in the 5 oz. size

PINK SALMON 12 cans Any brand in the 5 oz. or 14.75 oz size.

Minimum Stock – Large stores INFANT FORMULA 20 cans – 12.7 oz.

powder20 cans – 12.9 oz. Powder10 cans – 12.4 oz. powder34 cans- 12.1 oz.liquid concentrate

Stock at least 20 cans of Good Start Gentle powder in the 12.7 oz. can, 20 cans of Good Start Soy powder in the 12.9 oz. can, 10 cans of Good Start Soothe powder in the 12.4 oz. can,34 cans of Good Start Gentle or Good Start Soy concentrate in the 12.1 oz. can. The vendor agrees to stock other brands of formula on an as needed basis.

INFANT CEREALS4 containers-8 oz. size

At least 4 containers in the 8 oz. or 16 oz. size in any variety without fruit or formula added.

FRESH FRUITS AND VEGETABLES

At least 8 feet of fresh fruits/veg

At least 2 varieties of fruits and 2 varieties of vegetables

BREAD/BUNS4 loaves/packages

100% Whole Wheat/grain bread/buns in the 12, 16, 20 or 24 oz. sizes – refer to food list for brands

BROWN RICE 4 boxes/bags Any brand of brown rice (exception- Uncle Ben’s) in the 1 or 2 lb. size

WHOLE WHEAT TORTILLAS

4 packages 100% Whole wheat tortillas – refer to food list for brands/sizes

SOFT CORN TORTILLAS 4 packages Soft corn tortillas – refer to food list for brands/sizes

Minimum Stock – Large stores BABY FOOD FRUITS – 4 oz. jars

64 jars At least 64 jars (4 oz.) of Stage 2 or 2nd Foods – Gerber or Beech Nut

BABY FOOD VEGETABLES – 4 oz.

jars


BABY FOOD FRUITS – 3.5 oz. plastic 2 packs

36 containers At least 36 containers (3.5 oz. 2 packs) of Stage 2 or 2nd Foods – Gerber

BABY FOOD VEGETABLES – 3.5 oz.

plastic 2 packs


BABY FOOD MEATS31 jars (2.5 oz) At least 31 jars in the 2.5 oz. size –

Gerber or Beech Nut

Minimum Stock – Small stores ITEM QUANTITY VARIETY

JUICE 3 cans At least 3 kinds of juice in the 11.5 oz., 12 oz., or 64 oz. container. Must be 100% juice.

MILK – whole 6 gallons At least 6 gallons of whole milk.

MILK – 2%, 1%, or skim

6 gallonsA combination of at least 6 gallons of 2%, 1%, or skim, and at minimum, at least one gallon of each.

EVAPORATED MILK 3 - 12 oz. cans

Any brand in the 12 oz size

NONFAT DRY MILK 1 box Any brand in the 8 qt. size.

SOY MILKAvailable upon request

Half gallons – 8th Continent – Original only

CHEESE 2 packages At least 2 kinds of cheese in the 8 oz. or 1 lb. varieties

Minimum Stock – Small stores

EGGS 2 dozen Medium or large size of any brand – excluding specialty eggs

DRY BEANS & PEAS 1 package Any brand in the 1 lb. size

CANNED BEANS 4 cans Any brand in the 15-16 oz. size

PEANUT BUTTER 1 jar Any Store brand in the 18 oz. size

CEREALS 3 boxes At least 3 different kinds from the Food List – at least one box of each.

TUNA 6 cans Any brand in the 5 oz. size

PINK SALMON 6 cans Any brand in the 5 oz. or 14.75 oz size.

Minimum Stock – Small stores INFANT FORMULA

10 cans – 12.7 oz. powder10 cans – 12.9 oz. powder5 cans – 12.4 oz. powder 18 cans- 12.1 oz.liquid concentrate

Stock at least 10 cans of Good Start Gentle powder in the 12.7 oz. can, 10 cans of Good Start Soy powder in the 12.9 oz. can, 5 cans of Good Start Soothe powder in the 12.4 oz. can18 cans of Good Start Gentle or Good Start Soy concentrate in the 12.1 oz. can. The vendor agrees to stock other brands of formula on an as needed basis.

INFANT CEREALS2 containers-8 oz. size

At least 2 containers in the 8 oz. or 16 oz. size in any variety without fruit or formula added.

FRESH FRUITS AND VEGETABLES

At least 4 feet of fresh fruits/veg.

At least 2 varieties of fruits and 2 varieties of vegetables

BREAD/BUNS2 loaves/packages 100% Whole Wheat/grain bread/buns in the 16,

20 or 24 oz. sizes – refer to food list for brands

BROWN RICE2 boxes/bags Any brand of brown rice (exception- Uncle Ben’s)

in the 1 or 2 lb. size

WHOLE WHEAT TORTILLAS

2 packages 100% Whole wheat tortillas – refer to food list for brands/sizes

SOFT CORN TORTILLAS

2 packages Soft corn tortillas – refer to food list for brands/sizes

Minimum Stock – Small stores

BABY FOOD FRUITS – 4 oz. jars


BABY FOOD VEGETABLES – 4 oz.

jars


BABY FOOD FRUITS – 3.5 oz. plastic 2 packs


BABY FOOD VEGETABLES – 3.5 oz.

plastic 2 packs


BABY FOOD MEATS15 jars (2.5 oz) At least 15 jars in the 2.5 oz. size –

Gerber or Beech Nut

Waiver for infants

** Request for Waiver Stores may request a waiver from stocking infant

items (Infant formula, cereal, or baby food) if there is not an infant in the service area that would be purchasing these items. The waiver may be requested from the local WIC office. If an infant comes into the service area and needs these items, the store must obtain these items within 48-72 hours and the waiver becomes null and void.

Sanctions – Mandatory vs. State

• Mandatory sanctions – Part of federal regulations– These sanctions are more serious violations and can

result in disqualifications for 1,3, or 6 years or permanently from the WIC Program –see your Vendor contract for more information

• State Agency sanctions – Specific to the North Dakota WIC Program– These sanctions are not quite as serious, but sanction

points are accumulated from these that can result in additional training needed or 3 or 6 month or 1 year disqualifications from the Program – see your Vendor contract for more information

Mandatory Sanctions

• The WIC State Agency may disqualify a vendor or impose a civil money penalty in lieu of disqualification for reasons of program abuse. The vendor will be provided with prior warning that violations were occurring (for those requiring a pattern of incidence) before imposing any of the sanctions described.

• The WIC State Agency shall disqualify a vendor who has been disqualified from the Food Stamp (SNAP)Program. The disqualification shall be the same length of time as the Food Stamp (SNAP)disqualification. Disqualification from the WIC Program may result in disqualification as a retailer in the Food Stamp Program.

State Agency Sanctions• State Agency Point System 5-9 points = noncompliance letter (explains violation(s)

committed and offers suggestions for fixing) 10-13 points = additional training required focusing on

violation(s) 14-16 points = three month disqualification 17-19 points = six month disqualification 20 or more points = 1 year disqualification

State Agency Sanctions 10 Offering any cash or change back to participant after processing a WIC food instrument 7 Accepting more than 3 checks in a six month period under any of the following

conditions:• Over 30 days from date of issue• Cashed before date of issue• Altered date or amount with no WIC staff or client initials• Failing to deposit within 60 days of the FDTU 5 Failing to reimburse the State for overcharges or unauthorized foods 5 Failing to attend mandatory training sessions after giving one alternate date to attend 5 A pattern of charging sales tax on WIC transactions 5 Discourteous treatment of a WIC participant as substantiated by three or more

complaints regarding three separate instances

State Agency Sanctions• 4 Failing to submit any of the four required price surveys per year

• 3 Stocking or selling outdated WIC foods or formula to WIC participants. This will include any WIC product that has a specific expiration date, sell by, best if sold by, or similar wording with a date printed on the item.

• 2 A pattern of leaving any portion of a check blank including amount or client signature • __2__ A pattern of mislabeling WIC authorized foods • __2__ A pattern of failing to ask a participant for their ID folder during a WIC transaction • __2___ Failing to submit the Infant Formula Return form monthly, or a time period mutually

agreed upon by the Local WIC Office and the vendor. • __2___ A pattern of not returning receipts to the local WIC office monthly, or a time period

mutually agreed upon by the Local WIC Office and the vendor. • * A pattern is two or more occurrences.

Vendor Complaint Process• Vendors authorized with the North Dakota

WIC Program have the right to voice a complaint with any situation involving a transaction with a participant, or a general complaint about the Program. Vendors are encouraged to call their Local WIC Office, or can contact the State Vendor Coordinator at the State WIC Office at (701) 328-2496, with any concerns.

•

Vendor Claims Procedures

• The vendor has 60 days from the First Date to Use (FDTU) to get the check to the bank. If the check is submitted after 60 days, the check will be rejected by the Bank of North Dakota. If the check is filled out incorrectly or is missing information, the check may also be rejected by the Bank of North Dakota.

Vendor Claims ProceduresThe following reasons may cause a check to

be rejected:• Check is cashed past the Last Date to Use (LDTU)• Check is cashed before the First Date to Use (FDTU)• The date or amount is altered with no WIC staff, store

staff or participant initials• The check has not been deposited within 60 days of FDTU• A participant/proxy signature is missing• The check was cashed for over the maximum dollar value • The Vendor ID is either missing, unreadable, or invalid

(inactive)

Vendor Claims Procedures• If a check is rejected for

missing signature, you can return the check to the local WIC office and they will obtain a signature for you and you can then resubmit the check to the bank

• If a check has a missing or invalid vendor ID, you can correct the vendor ID or fill in the vendor ID and resubmit the check to the bank

• If the check is returned for early or late cashing, you CANNOT alter the date. Please contact the local WIC office and they will reimburse you if possible.

• If the check is returned for over the dollar amount, this check CANNOT be redeposited. You will need to contact the local WIC office to see if you can be reimbursed.

Price Surveys• We conduct price surveys quarterly (Jan,

April, July & Oct) to get updated prices into our computer system

• Very important to return these so that your prices get calculated into the averages for your peer group– It is important to have your price list on file so

that if a check is questioned by the bank, we can verify your pricing.

Infant Formula Wholesaler

• Infant formula needs to be purchased from a reputable source – which may include a wholesaler or another store

• We are required to identify this information for each WIC authorized store.

Resources/Training materials

• WIC Vendor video• WIC Food List• WIC Vendor

newsletter – What’s In Your Cart?

• WIC Flip Book – large or small• Presentation• Employee Training Checklist• WIC website:

http://www.ndhealth.gov/wic

• Local WIC staff• State office



Questions???Please contact:

Kristi MillerND WIC Vendor Coordinator

at 701-328-2496 or toll-free at 1-800-472-2286

Thank you for attending!!

Documents

North Dakota WIC Vendor Training for Stores Presented by: Kristi Miller ND WIC Vendor Coordinator ND Department of Health