VENDOR MANUALitcaonline.com/.../11/ITCA_2017_Chp6.AttQ_.Vendor-Manual.eWIC_.pdf · ITCA WIC Vendor Manual Original: June 1997 Revised: August 2017 - 1 - VENDOR MANUAL FY 2016-2018

ITCA WIC Vendor Manual Original: June 1997

Revised: August 2017

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VENDOR MANUAL

FY 2016-2018

Effective October 1, 2017

Inter Tribal Council of Arizona, Inc.

WIC Program

2214 N. Central Avenue, Suite 100

Phoenix, AZ 85004

602-258-4822 main

602-258-4825 fax

www.itcaonline.com/wic

WIC is an equal opportunity provider.

http://www.itcaonline.com/wic



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Table of Contents

Page

ITCA Contact Information………………………………………………………………… 4

Section 1: Introduction

What is WIC? ……………………………………………………………………………...... 5

About ITCA….......................................................................................................................... 8

Role of the Vendor.................................................................................................................. 13

ITCA WIC Window Decal..................................................................................................... 14

Section 2: WIC Approved Foods

Available Foods on the WIC Program………….............................................................. 16

Approved and Non-Approved WIC Foods........................................................................ 16

Arizona WIC Programs Food List........................................................................................ 17

Approved Product List……………………………………………………………………... 18

Minimum Stock Requirements.............................................................................................. 19

ITCA WIC Food Item Declaration Form……….………………………………………... 20

Exception to Minimum Stock Requirements...................................................................... 21

How to Use the ITCA WIC Approved Shelf Labels........................................................... 22

Pricing....................................................................................................................................... 24

Section 3: WIC Benefits & Redemption Procedures

WIC Benefits............................................................................................................................ 26

ITCA eWIC Redemption Procedures................................................................................... 28

eWIC Transactions for Food Benefits................................................................................... 28

eWIC Transactions for Fruit & Vegetable Benefits……………………………................. 31

Balance Transactions and Receipts……............................................................................... 37

Voids……………………………………………………………............................................. 37



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Section 4: Payments, Denied Transactions, Payment Adjustments & Dispute

Resolution

Payment Process………………………………….................................................................. 39

Reasons for Transaction Denial……………......................................................................... 40

Payment Adjustments............................................................................................................ 41

Transaction Dispute Resolution…………………………………………………………… 42

Peer Groups.............................................................................................................................. 44

Section 5: Monitoring and Sanction System

Vendor Monitoring................................................................................................................. 47

Sanction System...................................................................................................................... 50

Section 6: Appeal and Administrative Review Process

Vendor Appeal and Administrative Review...................................................................... 54

Section 7: Vendor Contract, Authorization, and Selection Criteria

Vendor Contract...................................................................................................................... 56

Authorization........................................................................................................................... 56

Selection Criteria..................................................................................................................... 56

Section 8: Reporting Changes

Change of Vendor Name, Contact Information, Cash Register, Third Party

Processor, or Hours of Operation………………………………………………………….

63

Change of Ownership............................................................................................................. 63

Change in Location................................................................................................................. 64

Section 9: Complaints

Complaints............................................................................................................................... 66

Section 10: Useful Handouts 68



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ITCA Vendor Contact:

Mallory Phelps , Vendor Manager

Phone: 602-258-4822

Fax: 602-258-4825

Email: [email protected]

Visit our website at:

http://itcaonline.com/wic/vendor

You will find information about the ITCA WIC Program and helpful vendor

information like WIC Alerts, newsletters, a sample Vendor Contract, Minimum

Stock Requirements and this Vendor Manual.

mailto:[email protected]

http://itcaonline.com/wic/vendor



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Section 1:

WHAT IS WIC?



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WHAT IS WIC?

WIC is the Special Supplemental Nutrition Program for Women, Infants and Children. It was

established by the federal government as a pilot program in 1972. It gained permanent

program status through Public Law 94-105 as an Amendment to the Child Nutrition Act of

1966. This cost-effective nutrition intervention program is designed to improve the nutritional

status of income eligible pregnant, breastfeeding and postpartum women, infants and children

up to the age of five years who are determined to be at nutritional risk. WIC provides

supplemental foods, nutrition education, breastfeeding promotion and health care referrals to

its clients. WIC is administered by the United States Department of Agriculture (USDA).

The purpose of the WIC program is to prevent health problems and to improve the health and

nutritional well-being of our nation's women, infants and children during critical growth

periods. It is important to remember that WIC is an educational program that works with

health care systems to help clients make positive changes in their eating habits. As a

preventive health care program, for every dollar spent on WIC, four dollars are saved in

Medicaid costs.

Eligibility for the Program is based upon nutritional risk, residency and income criteria as

established by USDA. The WIC Program is available to eligible clients without regard to race,

color, national origin, gender, age or disability.

WIC Program clients are assessed by paraprofessional staff and provided nutrition counseling

and supplemental foods that meet their specific needs. The foods are high in protein, fiber,

vitamins and minerals, especially calcium, iron and vitamin C. The foods are provided to the

WIC client through an electronic benefits format. The WIC customer redeems the electronic

benefits for the authorized foods at authorized grocery stores (vendors) who have signed a

contract to abide by all WIC Program requirements.



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WIC Programs in Arizona

Within the geographic boundaries of Arizona there are three (3) separate WIC Programs, the

Arizona Department of Health Services WIC Program, the Navajo Nation WIC Program and

the Inter Tribal Council of Arizona (ITCA) WIC Program. There are differences between the

ITCA WIC Program and the other two WIC Programs that operate in Arizona. Each has its

own set of vendor rules and regulations. However, the programs may share the same

vendors. All three programs have worked together to coordinate efforts in WIC benefit

redemptions and authorizing foods. Through these efforts the three programs have developed

the Arizona WIC Programs Food List that reflects the authorized foods for all three programs.

Remember: You should not accept any WIC benefits unless you have a valid written

agreement in place with that WIC program.

This Vendor Manual relates solely to the ITCA WIC Program.

Contact information for the other two WIC Programs in Arizona:

Arizona Department of Health Services

WIC Program

150 N. 18th Ave., Suite 310

Phoenix, AZ 85007

(800) 252-5942

(800) 2525-WIC

http://azdhs.gov/azwic/

Navajo Nation WIC Program

P.O. Drawer 1390

Window Rock, AZ 86515

(928) 871-6698

http://azdhs.gov/azwic/



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ABOUT ITCA

The Inter Tribal Council of Arizona was established in 1952 to provide a united voice for tribal

governments located in the state of Arizona to address common issues of concern. On July 9,

1975, the council established a private, non-profit corporation, Inter Tribal Council of Arizona,

Inc. (ITCA) under the laws of the state of Arizona to promote Indian self-reliance through

public policy development. ITCA provides an independent capacity to obtain, analyze and

disseminate information vital to Indian community self-development.

ITCA currently represents twenty tribes across the state of Arizona.

Agencies participating in the ITCA WIC Program are listed below.

A G E N C I E S G E O G R A P H I C A L A R E A

Hopi Tribe Bacavi, Hotevilla, Keams Canyon, Kykotsmovi,

Moenkopi, Old Orabi, Polacca, Second Mesa,

Shungapavi

Hualapai Tribe Diamond Creek, Peach Springs

Havasupai Tribe Flagstaff, Kingman, Peach Springs, Supai

Pascua Yaqui Tribe Guadalupe, Pima County Area

Yavapai Apache Nation Camp Verde, Middle Verde

San Carlos Apache Tribe Bylas, Globe, Safford, San Carlos

Tohono O’odham Nation Ajo, Casa Grande, Gila Bend, Sells, Tucson

Colorado River Indian Tribes Ehrenburg, AZ; Havasu Lake, CA; Lake Havasu

City, Parker, Salome

White Mountain Apache Tribe Cibecue, Pinetop, Whiteriver

Gila River Indian Community Casa Grande, Chandler, Coolidge, Eloy, Sacaton,

Laveen, Maricopa, Stanfield

Native Health, Native Health @ PIMC Maricopa County Area

Salt River Pima-Maricopa Indian

Community

East Valley Phoenix, Fountain Hills, Mesa,

Scottsdale

Native Americans for Community

Action

Flagstaff



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GEOGRAPHICAL MAP OF ITCA WIC

AGENCIES



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ITCA WIC PROGRAM LISTING 2214 North Central Avenue, Suite 100

Phoenix, Arizona 85004

PROGRAM & ADDRESS

PHONE/FAX

SERVICE AREA

Tohono O’odham Nation

WIC Program

P.O Box 810

Sells, AZ 85634

Ph: 520-383-6217

Fx: 520-383-6229

- Tohono O’odham Nation

- San Xavier

- San Lucy/Gila Bend

- Tucson

Gila River Indian

Community

WIC Program

Maternal & Child Nutrition

P.O. Box 157

Sacaton, AZ 85147

Ph: 520-562-9698

Fx: 520-562-9699

- Gila River Indian

Community

- Ak-Chin

- Pinal County

Pascua Yaqui Tribe

Health Department

WIC/Food Plus Programs

7490 S. Camino de Oeste

Tucson, AZ 85757

Ph: 520-879-6113

Fx: 520-819-6307

- Pima County

- Guadalupe

- Marana

Hopi Tribe

WIC Program

P.O. Box 123

Kykotsmovi, AZ 86039

Ph: 928-737-6362

Fx: 928-737-6338

- Hopi Tribe

- Coconino County

Colorado River Indian

Tribes

WIC Program

12302 Kennedy Drive

Parker, AZ 85344

Ph: 928-669-5588

Fx: 928-669-5590

- La Paz County

Havasupai Tribe

WIC Program

P.O. Box 10

Supai, AZ 86435

Ph: 928-448-2345

Fx: 928-448-2551

- Havasupai Tribe



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PROGRAM & ADDRESS

PHONE/FAX

SERVICE AREA

Salt River Indian Community

WIC Program

10005 East Osborn Road

Scottsdale, AZ 85256

Ph: 480-362-7300

Fx: 480-362-7305

- Salt River Pima-Maricopa

Indian Community

- Lehi

- Scottsdale

- Mesa

San Carlos Apache Tribe

WIC Program

P.O. Box 0

San Carlos, AZ 85550

Ph: 928-475-2468

Fx: 928-475-2248

- San Carlos Apache Tribe

White Mountain Apache Tribe

WIC Program

P.O. Box 18

Whiteriver, AZ 85941

Ph: 928-338-4232

Fx: 928-338-1742

- White Mountain Apache Tribe

Yavapai Apache Nation

WIC Program

2400 W. Datsi

Camp Verde, AZ 86322

Ph: 928-649-7120

Fx: 928-567-5452

- Yavapai Apache Nation

- Clarkdale

- Prescott

- Cottonwood

Hualapai Tribe

WIC Program

P.O. Box 397

Peach Springs, AZ 86434

Ph: 928-769-2207

Fx: 928-769-2588

- Hualapai Tribe

Native Health

WIC Program

4041N. Central Ave., Bldg. C Phoenix, AZ 85012

Native Health @ PIMC

WIC Program

4212 N. 16th Street

Phoenix, AZ 85016

Native Health WIC-Dunlap

WIC Program

2423 W. Dunlap Suite 140

Phoenix, AZ 85021

Ph: 602-279-5262

Fx: 602-263-0452

Ph: 602-263-1558

Fx: 602-263-1641

Ph: 602-279-5351

Fx: 602-279-5361

- Maricopa County

Native Americans for Ph: 928-773-1245 - Flagstaff



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Community Action

1500 E. Cedar Ave, Suite 26

Flagstaff, AZ 86004

Fx: 928-773-9429



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ROLE OF THE VENDOR

WIC Vendors help to make the ITCA WIC Program work effectively. Each month, WIC clients

receive WIC food benefits, which contain authorized foods designed to meet their nutritional

needs. The foods issued to the client are specially selected for the health of the patient. WIC

benefits are listed by food item and can be found on a balance receipt, or family benefits

balance list, issued by the WIC clinic. FVBs are used to buy only fresh fruits and vegetables,

benefits contain a maximum dollar value. Offering quality customer service is important. If a

customer makes a mistake, such as purchasing the wrong milk, give them assistance. Kindly

explain any discrepancies in their purchase.

The Vendor’s role is vital to the success of the WIC program because the nutritious WIC foods

are designed to promote the healthiest possible birth outcomes, as well as the growth and

development of children.

The WIC Vendor may also find that the WIC Program purchases make a substantial

contribution to food sales. Since the ITCA WIC Program allows WIC clients to select their

choice of vendors from an authorized ITCA WIC Vendor list, most clients select a Vendor that

provides the remainder of their shopping needs. Current studies show a WIC client spends an

additional three to four dollars in cash or SNAP benefits for every WIC dollar spent. WIC is

good business, but there are many things that store personnel must understand before

becoming an authorized WIC Vendor.

Important notice about mail and email

ITCA sends important information that can assist you (as a Vendor) in maintaining

compliance with the ITCA Vendor Contract by certified mail and email. Therefore, it is

essential that you accept/pick up all certified mail sent to you by ITCA as well as open and

read all emails sent to you by ITCA. Examples of items that may be sent to you via email and

certified mail are contract related items, letters, WIC Alerts, sanctions, and training notices.



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THE ITCA WIC DECAL

The purpose of the ITCA WIC window decal is to allow WIC clients/authorized caregivers to

identify your store as an authorized ITCA WIC Program Vendor. The window decal must be

posted in a location that is visible to clients/authorized caregivers. ITCA will provide your

store with up to two window decals at the beginning of each contract period. An additional

supply may be requested by contacting the ITCA WIC Vendor Manager.

Please note: Vendors must use the signage provided by ITCA; Vendors are NOT allowed to create or

use any other “WIC” signage unless the Vendor is authorized by another WIC program.



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Section 2:

WIC Approved Foods



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Available Foods on the WIC Program

WIC foods are carefully selected to meet certain nutritional requirements. These foods help

meet the nutritional needs of the women, infants and children served for optimal growth and

development and to prevent diseases later in life. For this reason, the ITCA WIC Program

does not allow the substitution of unauthorized food items by vendors or WIC clients. Here

are the foods that WIC clients may receive:

Milk Tofu Tuna

Cheese

Yogurt

Fresh fruit &

vegetables

Pink Salmon

Eggs 100% juice Sardines

Peanut butter 100% whole wheat

bread

Infant cereal

Beans/legumes Corn tortillas Infant formula

Cereal Whole wheat tortillas

Whole wheat pasta

Infant fruit &

vegetables

Soy milk Brown rice Infant food meats

Approved and Non-Approved WIC Foods

The Arizona WIC Programs Food List contains only those types and brands of foods that are

allowed by the ITCA WIC Program. It also indicates those types and brands of foods that

cannot be purchased. The Arizona Department of Health Services, Navajo Nation and the

ITCA WIC Programs share the same food list. Vendors who are authorized by multiple WIC

programs should familiarize themselves with the differences in authorized foods. To view all

available approved foods, please refer to the current Food list.

WIC Programs select specific types and brands of foods that best meet the nutritional needs of

their clients, are readily available, cost-effective and acceptable to clients. If there are any

changes or updates to the food list, vendors will be notified.

Vendors should have a current Arizona WIC Programs’ Food List posted at each cash register

for easy reference. ITCA will provide a supply of Food Lists at the beginning of each contract

period. Additional copies may be requested by contacting the ITCA WIC Vendor Manager.



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Arizona WIC Programs Food List



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Approved Product List (APL)

The Approved Product List (APL) is an electronic file identifying food items approved by WIC

for purchase. The APL is created from UPCs/PLUs and maintained by the ITCA WIC

Program, and made available for vendors to download to their Point of Sale (POS) systems.

The APL file plays a vital role in the eWIC transaction process and must be downloaded to the

vendors POS every 24 hours, or every day the vendor is open for business. For vendors who

are using WIC only stand beside devices, every stand beside device will require a download.

For vendors who using an integrated POS system, the download will not be required at every

terminal depending on the store configuration.

Vendors are responsible for reporting WIC foods that are not in the APL. Overrides are not

possible during a eWIC transaction. If a vendor suspects that a particular food is WIC

allowable but is not showing as an approved food in the APL, the vendor needs to report the

food to ITCA. Foods can be reported by, using the Request to Submit UPC form, emailing

[email protected], or by calling the ITCA WIC Program. The Request to add UPC

form can be found on the ITCA WIC website and in useful documents at the end of this

Manual. The Request to add UPC form should be completed and submitted by one of the

following ways:

Mail: Fax: Email:

ITCA WIC Program

2214 N. Central Avenue

Phoenix, AZ 85004

(602) 258-4822 [email protected]




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Minimum Stock Requirements

ITCA has established minimum stock requirements for all WIC foods, which must be

maintained by the Vendor at all times. The minimum stock and varieties required are outlined

on the following pages. The purpose is to ensure that the Vendor will be able to adequately

serve WIC clients/authorized caregivers when checks/FVCs are redeemed.

All Vendors are required to maintain minimum stock and variety of all WIC foods either on its

shelves or stored at its location address from the date the application is submitted and if

approved, throughout the entire contract period. Failure to maintain minimum stock and

variety of all WIC foods at any time throughout the contract period may result in termination

of the Vendor Contract.



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ITCA WIC Program Food Item Declaration

All Vendors must declare their store/house (declared) brand for milk, cheese and eggs using

the ITCA WIC Program Food Item Declaration Form found on the following pages. This

declaration form determines the store/house (declared) food items that clients must purchase.

If store is out of the store/house (declared) brand of milk, eggs and cheese the vendor must sell

a replacement item (milk, eggs and cheese) to the WIC customer for the same price or less as

the originally declared store/house (declared) item. If a replacement item (milk, eggs or

cheese) is charged more than the store/house (declared) item, vendors will be sanctioned per

the Sanction Schedule. The declaration form will remain in effect through the end of the

Vendor Contract or until a new form is received and accepted.



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Exception to Minimum Stock Requirements

A Vendor may request an exception to reduce the minimum stock requirements by submitting

the Exception to Minimum Stock Requirements form, outlining the reasons why the WIC stock

requirements should be reduced and the specific items(s) that the Vendor is requesting an

exemption for. The Exception to Minimum Stock Requirements can be found on the following

pages. ITCA will review the request and notify the Vendor by mail, fax, or email of the

outcome of the review. If approved, ITCA will send a signed copy of the Exception to

Minimum Stock Requirements form. The exception granted by this section may be revoked by

ITCA at any time. ITCA will send the Vendor a written notice of the revocation and the

Vendor will have two weeks to meet the standard minimum stock requirements. An

exception to minimum stock is granted for one contract period. Exceptions to minimum stock

need to be re-applied for when a new contract period begins.



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ITCA WIC Approved Shelf Labels

The ITCA WIC Approved Shelf Labels will only be used to identify authorized WIC foods on

store shelves. The ITCA WIC Approved Shelf Labels are used to help clients identify WIC

approved food items to make their shopping at the grocery store easier.

It is MANDATORY for vendors to use the WIC Approved shelf labels for the Store/house

(declared) brands for milk, eggs, and cheese.

Note: Vendors who fail to use the WIC approved shelf labels for the store/house (declared)

brand for milk, eggs and cheese will be sanctioned per the sanction schedule (refer to

sanction schedule).

Vendors may not use shelf labels made by the vendor, food manufacturers or distributors to

identify WIC approved items.

The ITCA WIC Shelf Label may be put on the shelf under a WIC approved food item. The

shelf label should never be used to put on an actual food item.

If you are a vendor who is also authorized to accept the Arizona WIC Program benefits, you

may use their WIC Approved labels as your primary shelf label to label authorized food items

in your store.

In addition: Vendors must place a label for each WIC approved food item in the same

category. You cannot use the WIC Approved shelf labels on only one or two items; you must

place the labels on all WIC approved items in the same category.

For example: In the category for WIC Approved juices: If you place a WIC Approved shelf

label on Langers 64 ounce shelf stable apple juice, you must then use the WIC Approved shelf

labels to identify all other WIC approved juices.



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ITCA eWIC Lane Signage

The ITCA WIC Program will provide vendors with lane signage to indicate which lanes have

registers that have the ability to accept eWIC. Lane signage is recommended for vendors who

have multiple registers at their location but only one or a few registers that are capable of

conducting eWIC transactions.

Vendors may not use lane signage made by the vendor, food manufacturers or distributors to

identify lanes for eWIC transactions.

The vendor will put the lane signage in an area that is visible to WIC customers prior to

choosing a lane. The lane signage can be attached to other lane indicators or fixed to any

stationary object at the lane entrance.

To request ITCA WIC Approved stickers, ITCA WIC Decals, or ITCA eWIC lane signage,

please contact:

Mallory Phelps, Vendor Manager

Phone: 602-258-4822

Fax: 602-258-4825





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Pricing

The Vendor must clearly mark the price of the WIC approved foods either on the product’s

container or on the shelf with the product. When marking foods with a price, please do not

cover the expiration dates.

The Vendor agrees to charge all WIC clients the same or lower prices as other customers of the

Vendor.

If the Vendor accepts manufacturers’ coupons, the Vendor must accept manufacturers’

coupons and provide promotional sales to WIC customers. The coupon amounts must reduce

the cost to the program and be reflected in the final price charged as entered on the WIC check

and on the client’s receipt. Vendor shall not give cash value or change to clients.

The Vendor may provide home delivery of authorized food items to WIC clients only if there

is no charge for this service and it is provided to all other customers at no charge.

All prices charged in a WIC transaction shall reflect those charged to other customers or a

lower price. ITCA will compare prices charged by other stores of a similar type and in similar

geographic locations and will determine the reasonableness of the price to ensure prices are

competitive with other stores in the vendor’s peer group.

ITCA may make price adjustments to the purchase price on transactions submitted by the

Vendor for redemption to ensure compliance with competitive price for the Vendor. ITCA

may also make price adjustments to ensure compliance with maximum allowable

reimbursement levels by peer group.



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Section 3:

WIC Benefits &

Redemption

Procedures



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WIC Benefits

WIC clients and caregivers are issued food benefits into their family WIC account, the foods

are accessed by the use of an eWIC card. The eWIC card is used during a transaction to

purchase foods in the benefits account. Clients are given a benefits food list when their

benefits are issued. The WIC benefits list is a tool used by clients and caregivers to view their

food benefits. WIC clients redeem their WIC benefits at ITCA authorized stores. WIC clients

can also obtain a balance of their WIC foods in the store by conducting a balance transaction.

Vendors are required to allow WIC clients to obtain their account balance using the register in

the store, at no cost. Vendors are required to give the client a receipt for eWIC transactions.

The benefits list and the balance receipt will show the date that benefits expire. Benefits are

valid for a period of 30 days and must be accepted on or after the first date of use and not

accepted after the last date of use. ITCA eWIC card has the ITCA WIC logo on the front of the

card and contains a unique 16 digit card number.

WIC Food Benefits

WIC food benefits consist of WIC Approved foods listed in the AZ WIC Programs Food List.

WIC food benefits are comprised of:

Milk Tofu Tuna

Cheese

Yogurt Pink Salmon

Eggs 100% juice Sardines

Peanut butter 100% whole wheat

bread

Infant cereal

Beans/legumes Corn tortillas Infant formula

Cereal Whole wheat tortillas

Whole wheat pasta

Infant fruit &

vegetables

Soy milk Brown rice Infant food meats

WIC food benefits are issued at a category and subcategory level, and use a unit of measure for

each food. For example: Whole milk is a food category, within the whole milk category there

are subcategories of whole milk, like whole milk gallon, whole milk half gallon and whole

milk quart. Each subcategory will have a unit of measure that suits the subcategory, such as,

whole milk gallon will have a unit of measure of 1 gallon.



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WIC food benefits will be shown on receipts, benefit balance transactions and clinic issued

benefits list. Benefits will be listed by subcategory, unit of measure and quantity. For

example, a benefits list with cheese, eggs and 2 gallons of fat free milk are listed as:

1 Package Cheese

1 Dozen Eggs

2 Gallons Fat Free Milk

WIC Fruit and Vegetable Benefits (FVBs)

WIC fruit and vegetable benefits consist of WIC approved fresh fruits and vegetables listed in

the AZ WIC Programs Food List. WIC fruit and vegetable benefits are comprised of:

o Fresh Fruits and Vegetables

Fruit and vegetable benefits are issued as a dollar value. For example, a WIC benefits account

can contain eight dollars of fresh fruits and vegetables. Fruit and vegetable benefits are listed

on the WIC benefit balance as a subcategory, unit of measure and quantity. Such as:

8 Dollar Fresh Fruits and Vegetables.

What’s on the eWIC card?

Card Number



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ITCA eWIC Redemption Procedures

ITCA relies on its Vendors to ensure that benefits are redeemed appropriately following the

program rules. Store personnel should treat WIC clients with the same courtesies as other

customers.

To take less time during check out, local WIC clinic employees instruct WIC clients on the

following items:

How to use the WIC benefits;

How to read their benefits list;

How to select only authorized foods listed on WIC benefits s; and

Who and where the authorized ITCA WIC Vendors are in their community.

Offering quality customer service is important. If a WIC customer makes a mistake, you

should offer whatever assistance is needed to ensure the WIC customer purchases the correct

items and explain any problems with their purchase. During an eWIC transaction, items being

purchased are compared to the balance available in the family account, and then compared to

the Approved Product List (APL) within the register. Food items that are not in the family

benefits account or not in the APL will result in a transaction denial. Cashiers must run a

balance inquiry of the account balance if requested by the WIC customer. Cashiers must be

familiar with the Arizona WIC Programs Food List and one needs to be available at each cash

register for reference. If you are in need of food lists, please contact the ITCA Vendor

Manager.

Note: ITCA WIC food benefits/FVBs may be redeemed anywhere as long as they are redeemed

by an ITCA WIC Authorized Vendor. For example: ITCA WIC food benefits/FVBs that are

issued in Maricopa County may be redeemed in Pinal County.

The following are eWIC transaction basics.

eWIC Transaction Procedures for Food Benefits

The cashier shall:

1. Treat WIC customers with the same courtesies as other customers.

2. Ask the WIC customer to separate their WIC foods from other foods, if cash register

requires WIC purchases to be separated.

A vendor who uses an integrated register will most likely not need WIC customers to

separate their WIC foods for a separate transaction.



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Vendors who use a WIC only stand beside device will need to separate the WIC

foods from other groceries to process the WIC transaction.

o If a WIC customer does not mention they are using WIC prior to ringing up

the food, the transaction will need to be re-started to accommodate the

acceptance of WIC benefits, for a register that requires WIC to be separate

transaction.

If using a WIC only stand beside register, the WIC customer shall be required to

swipe the eWIC card at the beginning of the transaction.

3. Scan each item using the UPC attached to the item.

Items that are scanned are compared to an Authorized Product List (APL) within the

register. Only foods that are WIC authorized are listed in the APL.

If a food item has a UPC that is in the APL, the register will accept the item as WIC

allowable. If a food item has a UPC that is not within the APL the register will not

allow the item to be purchased with WIC benefits.

o Note: Overrides are not allowed in an eWIC transaction

4. Allow the WIC customer to purchase as many or little benefits in their account as they wish

5. Allow the use of coupons, purchase of items on sale and take advantage of promotional

specials such as:

Cents off coupons

o Single, double, triple, quadruple and other store coupons (if applicable to the

purchase) are acceptable.

o The receipt must document that the value of the coupon was deducted from the

total sales price of the WIC foods purchased with food benefits

o Do not give the reduced dollar amount to the WIC customer in the form of cash,

credit or other valuable goods.

Free Additional Ounces

o The free additional ounces should cost the same as the ounces specified in the

food benefit. For example: An 18 ounce box of Kix cereal advertises four free

additional ounces, making the box 22 ounces and is sold for the 18 ounce price.

o The free ounces should not be counted towards the maximum number of ounces

allowed by WIC. For example: A box of Kix cereal advertises four free additional

ounces making the box 22 ounces. The four free ounces do not count against the

quantity of 36 ounces specified in the food benefit.



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Buy one get one free

o Non-WIC approved foods or items are acceptable free items. For example: Buy a

14 ounce box of Cheerios, and get a 12 ounce box of Honey Nut Cheerios free.

o The receipt must document that only WIC authorized foods were paid for with

WIC food benefits.

o The number of ounces of free additional product should not be counted towards

the maximum number of ounces allowed by WIC. For example: Buy one 12

ounce box of Cream of Wheat Instant hot cereal and get a 12 ounce box free. The

12 ounces from the free box will not be counted against the quantity of 36 ounces

specified in the WIC food benefit.

In store or manufacturers coupons

o WIC customers may take advantage of any/all in-store and/or manufacturer’s

promotions. Some examples are: Store manager’s specials of the day or week or

manufacturers marketing their product in a larger size package/container which

will cost the consumer the same price as the regular size package/container. (It

may say something like ‘20% more free’).

Store membership discount cards

o The store’s discount cards also known as clipless coupons may be used by all

WIC customers and with any/all purchases.

Employee discount cards

o WIC customers who are also grocery store employees may use their employee

discount card with any/all purchases.

6. Total the transaction

If WIC foods are required by the register to be separated total the transaction for the

WIC foods only

7. Have the WIC customer slide their eWIC card through the card reader

Scanned foods will be compared to the eWIC account balance to ensure the WIC

customer has an adequate balance for the purchase.

Stand beside WIC only devices will require the WIC customer to swipe the card twice,

once after all items are scanned and again to complete the purchase of all items.

8. Have the WIC customer enter their Personal Identification Number (PIN) when prompted

by the card reader or register.

It is required for the cashier to witness the signature.



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The WIC customer has four (4) attempts to enter the correct PIN. If the WIC customer

enters the wrong PIN four (4) times in a row, the eWIC card will be locked and the

transaction cannot be processed.

9. Allow the WIC customer to pay for groceries that are non-WIC with a different form of

payment, if the register is integrated. Always accept WIC as the first payment form.

10. Give the WIC customer a clear, legible cash register receipt for each WIC purchase.

The cash register receipt MUST show:

o Name of the Store

o Total $ Amount

o The last four digits of the card number of the Primary Account Number

(PAN) only.

o Store street address, city, state abbreviation and zip code.

o Local date and time of purchase

o WIC food item identifier (if a separate WIC purchase receipt is not provided)

o Benefit expiration date and time

o Purchased food items including the food item quantity, description and unit

of measure.

o Unit cost

o Benefits remaining, including the benefit description, quantity and unit of

measure

o Unique transaction identifier or systems trace audit number

o Must be legible

o WIC must appear on the receipt either handwritten or imprinted by the cash

register

eWIC Transaction Procedures for Fruit and Vegetable Benefits

The cashier shall:

1. Treat WIC customers with the same courtesies as other customers.

2. Ask the WIC customer to separate their WIC foods from other foods, if cash register

requires WIC purchases to be separated.



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Vendor who uses an integrated register will most likely not need WIC customers to

separate their WIC foods for a separate transaction.

Vendors who use a WIC only stand beside device will need to separate the WIC

foods from other groceries to process the WIC transaction.

o If a WIC customer does not mention they are using WIC prior to ringing up

the food, the transaction will need to be re-started to accommodate the

acceptance of WIC benefits, for a register that requires WIC to be separate

transaction.

If using a WIC only stand beside register, the WIC customer shall be required to

swipe the eWIC card at the beginning of the transaction.

3. Scan each item using the UPC attached to the item, or enter the PLU attached to the item.

Items that are scanned or have a PLU entered are compared to an Authorized Product

List (APL) within the register. Only foods that are WIC authorized listed in the APL.

If a food item has a UPC or PLU that is in the APL, the register will accept the item as

WIC allowable. If a food item has a UPC or PLU that is not within the APL the register

will not allow the item to be purchased with WIC benefits.

Produce purchased during an eWIC transaction needs to have the PLU attached to the

item entered into the register. If the PLU is invalid, the generic PLU 4469 should be

used.

o Note: Overrides are not allowed in an eWIC transaction

4. Allow the WIC customer to purchase as many or little benefits in their account as they wish

5. Allow the use of coupons, purchase of items on sale and take advantage of promotional

specials such as:

Cents off coupons

o Single, double, triple, quadruple and other store coupons (if applicable to the

purchase) are acceptable.

o The receipt must document that the value of the coupon was deducted from the

total sales price of the WIC foods purchased with food benefits

o Do not give the reduced dollar amount to the WIC customer in the form of cash,

credit or other valuable goods.

Free Additional Ounces



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o The free additional ounces should cost the same as the ounces specified in the

food benefit. For example: An 18 ounce box of Kix cereal advertises four free

additional ounces, making the box 22 ounces and is sold for the 18 ounce price.

o The free ounces should not be counted towards the maximum number of ounces

allowed by WIC. For example: A box of Kix cereal advertises four free additional

ounces making the box 22 ounces. The four free ounces do not count against the

quantity of 36 ounces specified in the food benefit.

Buy one get one free

o Non-WIC approved foods or items are acceptable free items. For example: Buy a

14 ounce box of Cheerios, and get a 12 ounce box of Honey Nut Cheerios free.

o The receipt must document that only WIC authorized foods were paid for with

WIC food benefits.

o The number of ounces of free additional product should not be counted towards

the maximum number of ounces allowed by WIC. For example: Buy one 12

ounce box of Cream of Wheat Instant hot cereal and get a 12 ounce box free. The

12 ounces from the free box will not be counted against the quantity of 36 ounces

specified in the WIC food benefit.

In store or manufacturers coupons

o WIC customers may take advantage of any/all in-store and/or manufacturer’s

promotions. Some examples are: Store manager’s specials of the day or week or

manufacturers marketing their product in a larger size package/container which

will cost the consumer the same price as the regular size package/container. (It

may say something like ‘20% more free’).

Store membership discount cards

o The store’s discount cards also known as clipless coupons may be used by all

WIC customers and with any/all purchases.

Employee discount cards

o WIC customers who are also grocery store employees may use their employee

discount card with any/all purchases.

6. Total the transaction

If WIC foods are required by the register to be separated total the transaction for the

WIC foods only.

If the balance of the transaction is greater than the fruit and vegetable benefit amount,

the cashier shall ask the WIC customer if they would like to pay the difference.



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If the WIC customer wishes to pay the difference, they can use an tender type accepted

by the vendor (i.e. cash, credit, debit, SNAP).

If the WIC customer wisher to not pay the difference, the cashier will need to remove

fruits and vegetables from the transaction until the balance is equal to the benefit

amount.

7. Have the WIC customer slide their eWIC card through the card reader

Scanned foods will be compared to the eWIC account balance to ensure the WIC

customer has an adequate balance for the purchase.

Stand beside WIC only devices will require the WIC customer to swipe the card twice,

once after all items are scanned and again to complete the purchase of all items.

8. Have the WIC customer enter their Personal Identification Number (PIN) when prompted

by the card reader or register.

It is required for the cashier to witness the signature.

The WIC customer has four (4) attempts to enter the correct PIN. If the WIC customer

enters the wrong PIN four (4) times in a row, the eWIC card will be locked and the

transaction cannot be processed.

9. Give the WIC customer a clear, legible cash register receipt for each WIC purchase.

The cash register receipt MUST show:

o Name of the Store

o Total $ Amount

o The last four digits of the card number of the Primary Account Number

(PAN) only.

o Store street address, city, state abbreviation and zip code.

o Local date and time of purchase

o WIC food item identifier (if a separate WIC purchase receipt is not provided)

o Benefit expiration date and time

o Purchased food items including the food item quantity, description and unit

of measure.

o Unit cost

o Benefits remaining, including the benefit description, quantity and unit of

measure



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o Unique transaction identifier or systems trace audit number

o Must be legible

o WIC must appear on the receipt either handwritten or imprinted by the cash

register

The cashier shall NOT:

1. Prevent WIC customers from purchasing all of the items listed in their WIC food benefits.

2. Require WIC customers to purchase specific brands (excluding the store’s declared brand of

milk, cheese, and eggs) or limit the units of WIC foods (e.g.: allow only a certain brand,

unless it is specifically stated on the food benefits or food list, such as Kellogg’s Corn Flakes

or gallons of milk only).

3. Charge more than the current shelf price

4. Charge for items not purchased

5. Sell WIC infant formula after the manufacturer’s expiration date printed on the

package/container

6. Charge sales tax for WIC foods purchased

7. Provide WIC customers rain checks for WIC foods that were included in the dollar amount of

the WIC transaction.

8. Provide WIC customers cash or credit for eWIC cards.

9. Provide incentive items or other free merchandise to WIC customers.

10. Offer incentive items solely to WIC customers in an effort to encourage participants to

redeem WIC benefits at the vendor’s location.

11. Provide store credit or other free items to WIC customers for redeeming WIC benefits at the

Vendor’s location

12. Require WIC customers to purchase other items in order to redeem WIC benefits.

13. Exchange WIC benefits for non-WIC foods, non-food items, alcohol or tobacco products,

lottery tickets, cash or credit.

14. Charge WIC customers the difference in value if the cost of food specified exceeds the

maximum value of the WIC food benefit.

15. Provide refunds or permit WIC customers to exchange foods purchased with WIC food

benefits for unauthorized foods, no-WIC type foods or other items, cash or credit, except for



- 36 -

exchanges of an identical authorized supplemental food items when the original authorized

supplemental food item is defective, spoiled, or has exceeded its “sell by,” ”best if used by,”

or any other date limiting the sale or use of the food item.

An identical authorized supplemental food item means the exact brand

and size as the original authorized supplemental food item purchased and

returned by the WIC customer.

o Vendors are permitted to exchange the defective or recalled food

item for an identical food item. If the vendor has removed the

identical food item from the shelves, the vendor can exchange the

defective food for another authorized supplemental food of the

same type (i.e. peanut butter for peanut butter) from the AZ WIC

Programs Food List.

o For example:

If a jar of “X Brand” peanut butter is recalled and all “X Brand” is

removed from the shelf, the Vendor may exchange the recalled peanut

butter for another brand of authorized peanut butter from the Arizona

WIC Programs Food List. If the WIC customer returns with a recalled

item and has a receipt, the Vendor shall provide the WIC customer

with the same type of food item as referenced above. The replaced

item shall be of equal or lesser value to the price paid by the WIC

Program on the participant’s receipt. If the WIC customer returns with

a recalled item and does not have a receipt, the Vendor shall provide

the WIC customer with the same type of food item as referenced

above. The replaced item shall be of equal or lesser value to the

current cost of the item at the time of the return.

16. The cashier shall not scan a UPC that is not attached to the WIC food item. Using a list of

UPCs for WIC foods is not allowed.



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Balance Transactions & Receipts

Vendors are required to allow WIC customers to check their available balance at no charge. The

vendor’s point of sale (POS) is required to have the capability to run a balance inquiry for the

WIC customer. When a balance inquiry is conducted, the vendor is required to provide the WIC

customer with a receipt to show the eWIC account balance.

The balance receipt must contain the following data:

Last four digits of the Primary Account Number (PAN). All other digits

shall not be displayed in the clear nor printed on the receipt.

Store name. The generally accepted name for the location or one

consistent with the WIC application to become an authorized WIC

vendor.

Store street address, city, state abbreviation and zip code.

Local date and time of balance inquiry.

Benefit expiration date or benefit effective and benefit ending dates.

Benefits available (even if zero balance), including the benefit description,

quantity and unit of measure. If provided at the beginning of the

transaction, data reflects the opening benefit balance; if provided at the

end of the transaction, data reflects the ending benefit balance.

Unique transaction identifier or systems trace audit number. Uniqueness

may be created by a combination of data elements, e.g., vendor

identification number, stand beside terminal number/register number,

operator number, transaction number and date of time.

Voids

When a vendor voids a transaction resulting in a reversal, a WIC purchase receipt or a WIC

vendor sales receipt reflecting the voided transaction shall be provided. For technical

assistance, please contact the FIS Merchant Help Desk.



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Section 4:

Payments, Denied

Transactions, Payment

Adjustments &

Dispute Resolution



- 39 -

Payment Process

The payment process occurs daily. Payment follows the path of the transaction. Vendors who

conduct WIC transactions during the day will have transactions sent to the eWIC processor for

payment by their third party processor. Transactions are combined resulting in one payment

for all transactions that occurred during a settlement day. A settlement day is considered a 24

hour period that has a cut-off time, after which reimbursement for approved transactions will

occur the following day. The settlement amount is the requested amount in all of a Vendors

redemption transactions presented during the settlement cycle. The requested amount is

reduced by any discount amount and any calculated Not to Exceed (NTE) adjustments. The

total redemption amount calculated is reduced by the amount of any voids or reversals during

the settlement cycle. All Vendors will be paid the maximum allowed amount per item based

on the Vendor’s peer group. All ITCA WIC approved foods are assigned a maximum value

based on the average redemption amount for each food type per peer group, plus a set

standard deviation is applied for each peer group.



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Reasons for Transaction Denial

Transactions are denied at the time of transaction, resulting in an incomplete transaction. If a

transaction is denied, there is no payment requested and no payment issued due to no

exchange of foods or benefits. Transactions can be denied for the following reasons:

Reason for Transaction Denial Criteria Action

Insufficient account balance The WIC customer is

attempting to purchase an

item or items that exceed the

WIC customer’s account

balance

Retrieve account balance to

determine what item is not

included in the WIC

customers account balance.

The transaction can be started

over and completed by

excluding the item not in the

account balance.

Item being purchased is not

in prescription benefits

The WIC customer is


item that is not in their

account balance

Retrieve account balance to

determine what item is not

included in the WIC

customers account balance.

The transaction can be started

over and completed by

excluding the item not in the

account balance.

Customer attempting to

purchase item not in the APL

The WIC customer is


item that is not approved by

the ITCA WIC Program.

Refer to the AZ WIC

Approved Food List to

determine which item is not

WIC allowable. Remove (and

replace if needed) the

unauthorized item and restart

the transaction.

Invalid PIN entry The WIC customer has

entered an invalid PIN

The WIC customer has 4

attempts to enter the correct

PIN. Allow the customer to

enter their PIN as many times

as needed. After 4 attempts,

the eWIC card gets locked

and the transaction cannot be

completed.

Locked eWIC card The WIC customer is

attempting to use an eWIC

card that has been locked due

to too many invalid PIN

A transaction being

conducted with a locked

eWIC card will not be

processed.



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entries

Cancelled eWIC card The WIC customer is using an

eWIC card that has been

cancelled and no longer active

A transaction being

conducted with a cancelled


processed.

Card Inactivated The customer is using an

eWIC card that has been

inactivated

A transaction being

conducted with an inactive


processed.

* All Vendors will be paid the maximum allowed amount per item based on the Vendor’s peer

group. All ITCA WIC approved foods are assigned a maximum value based on the average

redemption amount for each food type per peer group, plus a set standard deviation for each

peer group.

Payment Adjustments

Payments made by the ITCA WIC Program to authorized vendors may be adjusted for the

following reasons:

Item over the Not To Exceed amount Food removed from WIC customer benefits but not received by WIC

customer Transaction communication errors

Not To Exceed amounts are calculated for each WIC item sold during a WIC transaction.

NTE’s are determined by the average redemption price of a WIC item, for the previous 30

days, for all vendors in the same peer group. If an item sold exceeds the NTE amount, the

settlement price will be adjusted to equal the NTE amount. If for any reason, there is a dispute

regarding a payment, the vendor must communicate the dispute to the ITCA WIC Program

following the Transaction Dispute Resolution procedures.

Payments may also be adjusted for items charged to the WIC Program that were not received

by the WIC customer.

If a transaction communication error results in over payment to the vendor, the ITCA WIC

program will adjust the payment to reflect the accurate dollar amount. If transaction

communication errors result in underpayment to an authorized vendor, the vendor must

follow the procedures for Transaction Dispute Resolution.



- 42 -

Transaction Dispute Resolution

Dispute resolution addresses conditions where on or more parties to an eWIC transaction have

or may incur a financial loss. Transactions can be disputed by the WIC cardholder, the WIC

Vendor or other parties to the transaction. WIC vendor disputes may be initiated by the

vendor, the acquirer or third party processor on the vendor’s behalf. The following disputes

eligible for dispute resolution:

Benefits not available for store and forward transaction

Transaction not paid because of invalid electronic signature (CRC)

Transaction not paid because of out of date food items

o The date and time a food item is tendered shall determine if a food item

is out of date when submitted for payment

o The date and time a food item in tendered is the local date and tie at the

Vendor as reported in the transaction and recorded and adjusted for the

Vendor’s local time by the Card Issuer

o A food item is considered out of date if the date and time a food item

was tendered is 48 hours beyond the file creation date and time of the

APL in force when the food item was tendered and, if provided by ITCA

in the APL:

Is after the UPC end date for the food item

Transaction rejected

Claim file rejected

Transaction not previously submitted

Disputes between a vendor and the ITCA WIC Program will be resolved within 45 days of the

dispute being submitted by the vendor. Vendors are required to research and submit receipts

or other documentation within 10 processing days from the receipt of the notification of a

dispute from ITCA. ITCA will research and provide a response within 10 processing days of

the receipt of the notification of a dispute from the vendor. If a dispute is not resolved within

the specified time frames, the party raising the dispute will be entitled to the claim and will

settle the dispute in their favor. To submit a Transaction Dispute, the following information

must be faxed, emailed or sent by certified mail to the ITCA WIC Program:

Transaction log record for the purchase being disputed Date and time of transaction. The date and time of transaction is the local date and time

at the vendor when a food item is tendered as recorded on the transaction receipt eWIC card number Vendor Identification Number Transaction details, i.e., systems trace audit number, UPC/PLUs purchased, Category

and Sub-Category details



- 43 -

Mailing Address:

Inter Tribal Council of Arizona, Inc. WIC Program

Attn: WIC Vendor Manager

2214 N. Central Avenue

Phoenix, AZ 85014

Fax Number: (602) 258-4825


Disputes that result in payment being owed to the ITCA WIC Program by the vendor will be

the vendor’s responsibility to submit payment by the payment due date. Disputes that result

in payment being owed to the vendor by the ITCA WIC Program will be made by transaction

adjustment or ACH payment.




- 44 -

Peer Groups

Each vendor is assigned to a peer group at authorization for high-risk identification and to

ensure competitive pricing. ITCA will inform all vendors of the criteria for peer groups and

will inform each individual vendor of its peer group assignment.

Authorized vendors will be assigned to one of the following peer groups based on the criteria

listed:

Peer Group 1

Motorized land transport available AND

Not located in a FAR4 zip code AND

Corporate ownership AND

up to 16,999 ft2 in size

Peer Group 2



Corporate ownership AND

117,000 ft2 and above in size

Peer Group 3



Independent ownership AND

Any square footage

Peer Group 4


Located in a FAR4 zip code AND


Any square footage

Peer Group 5

NO motorized land transport available AND

Located in a FAR4 zip code AND


Any square footage

Definitions of variables used in the peer group system are:

FAR4: Rural areas that are:

15 minutes or more from an urban area of 2,500-9,999 people




- 45 -


60 minutes or more from an urban area of 50,000 or more people

Total square footage: The total square footage of the inside of the vendor location as reported

by the individual vendors

Ownership:

Corporate: a national or local chain

Independent: not part of a national or local chain

Transportation:

Motorized land transport is available

Motorized land transport is not available



- 46 -

Section 5:

Monitoring &

Sanction System



- 47 -

Vendor Monitoring

Upon entering into a contract with the ITCA WIC Program, the Vendor is subject to

monitoring by ITCA. ITCA or its representative will visit the Vendor prior to or at the time of

its authorization as an ITCA WIC approved Vendor, as well as throughout the three-year

authorization period. Vendors may be selected for monitoring based on:

Random selection

History of Program abuse

Lack of variety/stock of authorized foods

Volume of WIC business

Customer complaints

Availability of authorized foods

NTE payment adjustments

ITCA monitors Vendors to ensure that they understand the WIC Program's rules, regulations,

and procedures, to reduce program errors and to improve the integrity of the WIC Program.

Vendors may be monitored through the following activities (list is not all inclusive):

Vendor Site Reviews

NTE Reports

Inventory Audits

Compliance Buys

Cash Register Receipt Reviews

Customer Complaints

If rules are not being followed or abuse is discovered, sanctions, fines and possible

disqualification may be imposed based on the type and severity of the violation.



- 48 -

Vendor Site Review

A Vendor Site Review (VSR) consists of an unannounced on-site visit by an ITCA WIC

representative. This is done to ensure that Vendors are continually well stocked with

authorized foods for WIC customers. As outlined in the Vendor Contract, the Vendor MUST

allow a Vendor Site Review to be conducted. There are four types of Vendor Site Reviews:

1. Initial: First time visit for an applicant or change of owner as a prerequisite for

contract authorization.

2. Initial follow-up: New applicants who did not ‘pass’ the initial VSR due to

insufficient variety or stock, expired formula, prices not posted on shelf or

product, etc. will receive a one-time only follow up visit prior to the decision of

the application.

3. Representative/Routine: Vendor is chosen at random during an authorization

period.

4. High risk/follow-up: Vendors who have high prices, a history of low inventory,

client complaints, and large number of transactions above the NTE, sanitation

issues or other areas of concern will be visited.

During a Vendor Site Review, the ITCA WIC personnel will use the Vendor Site Review Form

to document the visit and any counseling or training provided to the Vendor at the time of the

visit. The following areas will be reviewed during the visit (list is not inclusive):

Attitude of store personnel.

Cleanliness of store.

Current prices for WIC foods.

Freshness of WIC foods.

Problems/complaints vendors may be

experiencing with the WIC program

and WIC clients.

Current health operating permit.

Special problems.

WIC rules and procedures.

Variety and stock of WIC foods.

Verify infant formula purchase.

Verify if store allows WIC clients to

pay the difference when using a

FVB.



- 49 -

NTE Reports Review

The ITCA WIC Program has a monitoring system that analyzes WIC transactions to determine

if a vendor is experiencing difficulty with redemption procedures. Transactions are monitored

for the following:

Items over the NTE amount Transactions that redeem all

benefits in an eWIC account

Quantity of WIC transactions in a

period of time

Transactions attempted with a

cancelled/deactivated card

Transactions with FVB redeemed

in full

Altered Amount

Transaction voids Transaction reversals

Inventory Audits

Inventory audits are an examination of food invoices or other proofs of purchase to determine whether

a vendor has purchased sufficient quantities of WIC authorized foods to provide clients the quantities

specified as sold to WIC clients by the vendor during a given period of time.

ITCA will compare the vendor's invoices against the redemption information. The vendor

may be awarded fines for any and all program errors discovered during the audit or may be

asked to reimburse the program for foods that were not received by the WIC clients.

Client Complaint Reports

Complaints from clients and local agencies are used to identify problem vendors. The

complaints are forwarded to the ITCA WIC Vendor Manager for review and take action if

needed. ITCA WIC customers may fill out a complaint form in person at the local agency, by

phone, or online on our website.

Compliance Buys

A representative or agent of ITCA will often conduct covert investigations of the vendor to

determine compliance with WIC requirements. In order to accomplish this, designated

compliance buyers will pose as ITCA WIC customers and purchase foods using a eWIC card.

During these investigations, the ITCA personnel will check the store for compliance with

program requirements. If problems are found, the vendor will be issued sanctioned points

and fines and asked to develop a corrective action plan.



- 50 -

Cash Register Receipt Review

WIC receipts provided by WIC clients may be reviewed for errors by the WIC staff. Certain

errors would include, but are not limited to the following:

1. Sales tax added.

2. Ending balance after transaction not included.

3. Discounts not given.

4. Charging for items not received by the client.

5. Inaccurate price reported per item.

Should discrepancies be found on the receipts, the vendor will be asked to repay the ITCA

WIC Program for unauthorized purchases and/or sales tax. In addition, the Vendor may also

be subject to fines or disqualification.

Sanction System

Authorized Vendors shall comply with the WIC Program regulations, policies and procedures.

If any violations are found through the monitoring efforts, ITCA may take certain measures to

assist the vendor in complying with the rules and regulations of the WIC Program or may

disqualify the vendor for a period of time. These measures may include the following:

1. Additional training or on-site assistance;

2. Written warnings;

3. Fines;

4. Disqualifications;

5. Termination of the Vendor Contract.

The Sanction System is based on two types of violations: Federally Mandated and

Administrative.

Federally mandated sanctions result in minimum of a 1-year disqualification up to

permanent disqualification.

Administrative sanctions result in warnings letters up to 1-year disqualification.

Disqualification of the Vendor from the ITCA WIC Program may result in disqualification

from (SNAP) Supplemental Nutrition Assistance Program. ITCA will disqualify a vendor who

has been disqualified from SNAP or disqualified by another WIC State agency for a

mandatory vendor sanction. The length of disqualification will be for the same amount of



- 51 -

time as SNAP or disqualification by another WIC State agency and may start at a later date

due to the time lag in notification between programs.

If disqualification of the vendor results in inadequate WIC client access, ITCA may impose a

civil money penalty in lieu of disqualification. Inadequate client access is determined by one

of the criteria listed in the ITCA Policy and Procedure Manual.

Federal regulations state that the WIC Program is required to notify the vendor of the initial

violation, for violations requiring a pattern of occurrences in order to impose a sanction, prior

to documenting another violation, unless the state agency determines that notifying the

vendor would compromise an investigation.

Client Access

ITCA shall use the client access determination criteria in assessing Civil Money Penalties in

lieu of disqualification and when applying selection criteria at application and throughout the

contract period.

Client access is not a legitimate or acceptable issue for a Vendor to raise in appealing a

disqualification and such determination is not subject to administrative review.

Criteria

Inadequate client access is determined by meeting one of the following conditions:

No other authorized or potential vendor within a reasonable distance (5

miles) of the clinic or clients’ residences.

The Vendor serves ten (10) or more WIC clients who could not be

adequately served by another authorized Vendor located within the

geographical area due to a language barrier;

Physical barriers or conditions which would make travel to another

authorized WIC Vendor impossible or difficult (for example, an un-bridged

river, an expressway, an airport, frequent road closings due to flooding/bad

weather)

A client/authorized representative have a disability that cannot be

accommodated by Vendors.

If the vendor meets one of the above conditions, the following information will be

reviewed and documented:

Date the Client Access Determination was complete;

Number of clients that reside in the same zip code as the vendor;

Number of clients that utilized the vendor;



- 52 -

Check cashing history: dollar value of transactions conducted for a

period of time (based on annual average);

Listing of other store(s), if any, that will include how far the next store is;

Final outcome if store is client access or not.



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Section 6:

Appeal &

Administrative

Review Process



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Vendor Appeal and Administrative Review

The Vendor may appeal certain adverse actions by ITCA according to the administrative

review process set forth in the ITCA Policy and Procedure Manual. Adverse actions may

include denial of the Vendor’s application for authorization, early termination of the Vendor

Contract for cause, disqualification, or imposition of a fine or a civil money penalty in lieu of

disqualification. Administrative review procedures will be available upon request and will be

provided along with any notice of adverse action that is subject to review.

The time period for an appeal is set forth in the ITCA Policy and Procedure Manual and shall

begin upon receipt of notification of the adverse action.



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Section 7:

Vendor Contract,

Authorization &

Selection Criteria



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Vendor Contract, Authorization, and Selection Criteria

Vendor Contract

ITCA ensures that all participating Vendors enter into a written contract (“Vendor Contract”).

The Vendor Contract must be signed by a representative who has the legal authority to

obligate the Vendor. The Vendor Contract and this Manual explain the rights and

responsibilities of the Vendor and the ITCA WIC Program. A sample copy of the Vendor

contract can be found in the following pages. Neither the Vendor Contract nor this Vendor

Manual constitutes a license or a property interest.

The term of the Vendor Contract is three Federal Fiscal Years, beginning October 1 and ending

on September 30. Neither ITCA nor the Vendor has an obligation to renew the Vendor

Contract.

The purpose of the Vendor Contract and this Vendor Manual is to provide retail outlets for

WIC clients and to provide guidelines for both the Vendor and ITCA. It will be the

responsibility of the Vendor to be responsible to ensure Vendor compliance with the terms of

the Contract and this Vendor Manual. You or your designated representative will also be

responsible to accept in-store training; to provide training to all cashiers and other employees

who handle WIC transactions; and to provide special or additional training to employees at

the request of ITCA. The Vendor will be held accountable for the actions or inactions of its

employees.

Authorization

ITCA is responsible for authorization of each store before the store may participate in the

ITCA WIC Program. ITCA will authorize a limited number of vendors. A limited number

and appropriate distribution of vendors will ensure that vendors are accessible to clients and

that program staff can effectively monitor stores for vendor compliance.

Vendor Selection Criteria

Vendors must meet all of the authorization criteria listed at initial authorization and

throughout the contract term, including changes to the criteria that occur during the contract

period. Failure to meet any of the Selection Criteria will result in denial of a vendor’s

application or termination of the Vendor Contract. The Selection Criteria can be found on the

following pages.



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Selection requirements must be met completely before the store is authorized to be an ITCA

WIC Program vendor and must be maintained throughout the contract period. The selection

requirements for the ITCA WIC Program are the following:

1. Must be a full line grocery store and carry at a minimum:

Cereal-5 or more varieties with 5 or more units of each variety

Bread- 4 or more varieties of bread or tortillas with 5 or more units of each variety

Dairy-5 or more varieties with 5 or more units of each variety, it can be a

combination of milk, cheese and yogurt

Fruit- 7 or more varieties with 7 units of each variety

Vegetables- 7 or more varieties with 7 units of each variety

Meat- 4 or more varieties with 5 units of each variety

Note: Participant access stores and stores located on reservation lands of

federally recognized Tribes are exempt from this requirement.

2. Must be a viable business

Vendor must be a viable business that has been open for at least one year prior to the

submission of the vendor application.

Note: Participant access stores and stores and stores located on reservations lands

of federally recognized Tribes are exempt from this requirement.

3. Must be EBT Capable

The vendor must come to the WIC Program will EBT capability. The vendor can

establish this by owning an Electronic Cash Register (ECR) that accepts eWIC

transactions or by demonstrating their cash register system or payment device can

accurately and securely obtain WIC food balances associated with an EBT card, maintain

the necessary files such as the authorized product list, hot card file and claim file and

successfully complete WIC EBT purchases.

Note: Participant access stores and stores and stores located on reservations lands of

federally recognized Tribes may be exempt from this requirement.

4. Minimum Stock Requirements



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Minimum inventory must be maintained by the vendor, at all times throughout the

contract period.

Vendors must submit the ITCA WIC Program Food Item Declaration Form (Attachment

Z) to declare their brands of milk, eggs and cheese WIC customers must purchase. The

ITCA WIC Program Food Items Declaration form will remain in effect until the end of the

contract period or a new form is received and accepted. Vendor must stock the brands,

types and/or package sizes of foods listed on the Arizona WIC Programs Approved Food

List according to the guidelines below and including contracted infant formulas in

accordance with the minimum stock requirements in Attachment B.

5. Hours of Business

The vendor must be open for business at least 8 hours per day, 5 days per week.

6. Competitive Price Evaluation

To ensure prices charged by a vendor are competitive with other vendors, an applicant’s

enrollment price survey on 5 main food items will be compared to the current NTE prices

within their peer group. If the applicant’s prices are not more than 25 percent of the

current NTE prices for the five main food items, then the applicant will be considered. If

the calculated amount exceeds the allowable reimbursement level, the vendor may be

denied. The price evaluation also serves as a means to ensure competitive prices during

the contract period.

7. Accessibility to WIC Clients

The store is located in a neighborhood where WIC clients live.

8. History of Compliance

ITCA will consider a vendor's prior history of compliance with WIC policies and

regulations in the past 3 years including those of other WIC programs including Navajo

Nation and Arizona WIC programs. The vendor or owner shall not have been sanctioned

or disqualified from participating in SNAP (previously Food Stamps Program), WIC or

any other Food and Nutrition Service program in the past 3 years.

9. Volume of WIC Business



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The Vendor must average $250.00 in eWIC transactions per month on an annual basis.

10. SNAP Authorized

The vendor/applicant must be SNAP authorized.

11. Sanitation

The vendor/applicant shall be in compliance with all state, federal, municipal and local

sanitation standards. Store shall be clean and free of rodents, insects and other pests.

Vendor shall keep freezer and refrigeration equipment that store WIC authorized foods at

the required safe temperatures. The vendor shall also maintain and display a current

Health Code Operating Permit (Exceptions may be made for stores on tribal lands).The

Vendor must also notify ITCA immediately and in writing should the current Health

Code Operating Permit and any required license or certificate be denied, suspended or

revoked. If ITCA becomes aware that the Vendor has failed to maintain sanitation or

food safety standards, it may notify the proper regulatory office.

12. Conflict of Interest

There shall be no conflict of interest between the vendor and ITCA or its local agencies.

A conflict of interest relates to the standard of ethical conduct that no officer or employee

shall have any interest, financial or otherwise, direct or indirect, or engage in any

business transaction or professional activity or incur any obligation of any nature which

is in conflict with the discharge of a person’s duties.

If ITCA determines that a conflict of interest exists between the Vendor and ITCA or

ITCA’s local agencies, ITCA may terminate the vendor contract.

13. Business Integrity

ITCA shall deny applications for authorization if the vendor/applicant or its current

owners, officers, or managers have been convicted of or had a civil judgment entered

against them for any activity indicating a lack of business integrity. Activities indicating

a lack of business integrity include, but are not limited to, fraud, antitrust violations,

embezzlement, theft, forgery, bribery, falsification or destruction of records, making false

statements, receiving stolen property, making false claims, or obstruction of justice.

14. Current SNAP Disqualification or Civil Money Penalty for Hardship

The state agency may not authorize a vendor applicant that:



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Is currently disqualified from SNAP.

Has been assessed a SNAP civil money penalty based on hardship.

Is in an imposed disqualification period that has not yet expired.

However, if the denial for authorization results in inadequate client access, the state

agency may consider the applicant under special circumstances.

15. Wholesaler List/Infant Formula

The vendor must only purchase formula from the list of infant formula wholesalers,

distributors and retailers and infant formula manufacturers provided by ITCA.

(Attachment U)

16. Incentive Items

For-profit vendors that derive or are expected to derive more than 50% of their annual

food sales revenue from the sale of supplemental foods obtained from WIC transactions

(includes all WIC programs) are not allowed to provide incentive items or other free

merchandise. Vendors are not allowed to offer incentive items to WIC clients that are not

offered to non-WIC customers. Services obtained at no cost to the A-50 vendor or of

nominal value are allowable incentive items. For-profit goods or services offered by the

A-50-vendor to WIC clients at fair market value based on comparable for-profit goods or

services of other businesses are not incentive items subject to approval or prohibition,

except that such goods or services must not constitute a conflict of interest or result in a

liability for the WIC Program. Anything made available in a public area as a

complimentary gift which may be consumed or taken without charge is a prohibited

incentive item.

17. WIC Only Vendors

For-profit vendors/vendor applicants that derive or are expected to derive more than 50%

of their annual food sales revenue from the sale of supplemental foods obtained from

WIC transactions (includes all WIC programs) will be terminated/denied from

authorization unless the vendor is needed to ensure client access. Newly authorized



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vendors will be monitored 6 months after authorization to ensure that they are not above

50 % Vendors.

18. ACH Payments

Vendors must have a bank account used for transaction reimbursement and accepting

ACH payments.

19. Equal Treatment

The vendor must offer WIC customers the same courtesies that are offered to other, non-

WIC customers. Vendors may not exclude WIC customers from in-store promotions, this

includes: disallowing the use of coupons or other vendor discounts in WIC transactions

that are allowed in non-WIC transactions. The vendor may not treat WIC customers

differently by offering them incentive items, vendor discounts, coupons or other

promotions that are not offered to non-WIC customers.

20. Split Payment

The vendor must have a register that can accommodate a split tender when completing a

WIC fruit and vegetable check transaction.



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Section 8:

Reporting Changes



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Change of Vendor Name, Contact Information, Banking Information, Cash

Register, Third Party Processor or Hours of Operation

The Vendor must notify ITCA within 30 days of a change in banking management, cash

registers, third party processors, or hours of operation.

The Vendor shall notify ITCA in writing or by using the Vendor Notice of Banking Change

Form at least 30 calendar days before change of banking information. The Vendor shall notify

ITCA in writing or 30 days before change in cash register, or third party processor. The

Vendor shall notify ITCA in writing or 30 days before change in store name, the store’s mailing

address, or the store’s telephone/fax number. A change in Vendor location is not a change in

mailing address. Failure to report changes in banking information, cash register information,

or third party processing information will result in the ITCA WIC Program losing the ability to

reimburse a vendor for benefits redeemed.

The Vendor Notice of Banking Change Form can be found on the following pages.

Change in Ownership

The Vendor must provide ITCA 30 days advance written notification of any change in Vendor

ownership, store or outlet location, or cessation of operations, including bankruptcy. Written

notice must include:

Previous owner information

Vendor Name

Vendor ID

Physical Address, City, State, Zip Code

Mailing Address, City, State, Zip Code

New owner information

Name

Address, City, State, Zip Code

Phone Number

Effective Date

If notice is not given, Vendor is liable to ITCA for all WIC benefits reimbursed after the

change in ownership. ITCA may pursue all remedies available to collect, including

establishing a claim against the Vendor.

This Contract immediately terminates upon the change in Vendor ownership or the cessation

of operation. This Contract is not transferable between owners and establishments.



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Change in Location

Vendors who change the location of their business will not be authorized at their new location

unless they have applied ITCA for authorization; have met all selection criteria; and have

received a Vendor contract for the new location.

Vendors shall notify ITCA in writing at least 30 days before changing locations. This Contract

is not transferable between locations. The Contract will be terminated when the Vendor

changes location.

Please mail reported changes to: ITCA WIC Program

Attn: Mallory Phelps, Vendor Specialist

2214 N. Central Avenue, suite 100

Phoenix, AZ 85004

You may also fax to: (602) 258-4825

Or email: [email protected]



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Section 9:

Complaints



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Complaints

Clients/authorized caregivers and Vendors have obligations and responsibilities to the ITCA

WIC Program.

A client may file a complaint against a WIC Vendor by contacting ITCA or its local agencies,

on the ITCA website: www.itcaonline.com/wic, or in person.

Complaints by clients against Vendors may include, but are not limited to:

1. Vendor’s employee was verbally abusive;

2. Vendor was out of WIC authorized food(s);

3. Vendor sold expired infant formula;

4. Vendor overcharged for WIC food(s).

A Vendor may file a complaint against a WIC client/authorized caregiver by contacting ITCA

by mail, phone, or on the ITCA website: www.itcaonline.com/wic.

Complaints by Vendors against clients/authorized caregivers may include but are not limited

to:

1. Client/authorized caregiver/proxy were verbally abusive to Vendor employee.

2. Client/authorized caregiver/proxy attempted to purchase unauthorized WIC food(s).

3. Client/authorized caregiver/proxy attempted to return food purchased with WIC benefits

for a cash refund.

ITCA will take the appropriate follow up action on all complaints received.





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Section 10:

Helpful Handouts



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Request to add UPC form

Documents

VENDOR MANUALitcaonline.com/.../11/ITCA_2017_Chp6.AttQ_.Vendor-Manual.eWIC_.pdf · ITCA WIC Vendor Manual Original: June 1997 Revised: August 2017 - 1 - VENDOR MANUAL FY 2016-2018