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Vendor Training

Learn about the Indiana WIC program, approved foods, shelf tags, INWIC mobile app, upcoming food changes, WIC EBT overview, and more.

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Vendor Training

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  1. Vendor Training March 2018

  2. Table of Contents • State WIC Contact Info • What is WIC? • Approved Foods Card (AFC) • Shelf Tags • INWIC Mobile App • Upcoming Food Changes • WIC EBT Overview • Mid-Transaction Receipts • Balance Inquiries • Approved Products List (APL) Updates • Cash Value Benefit (CVB) • PLU Codes and Fresh Produce • Commonly Encountered Transaction Issues • System Errors: Integrated vs. Stand Beside Vendors • Stocking Requirements • WIC Card Left at Store • WIC Pharmacies • Special Order Formula Form • Vendor Complaints • Re-Contracting • Upcoming Policy Changes • Q & A • Non-Discrimination Statement

  3. State WIC Contact Information Indiana WIC 2 North Meridian Street Indianapolis, IN 46204 Toll Free: 800-522-0874, Option 2 Access the WIC Approved Food Card, Vendor Manual, Vendor Notices, Vendor Application and more at: www.wic.in.gov Vendor Manager Mark Wolfe 317-234-8148Mwolfe1@isdh.in.gov Vendor Consultants North: Tori Harvey 317-233-1386 Tharvey1@isdh.in.gov South: Lindsey Downs 317-233-7938 Ldowns@isdh.in.gov

  4. State WIC Contact Information

  5. What is WIC? • WIC= Women, Infants, and Children • Funded by the United States Department of Agriculture (USDA) • Run by the Indiana State Department of Health (ISDH) and local sponsoring agencies • Provides nutrition education and healthy supplemental foods to: • Pregnant women • Breastfeeding women • Postpartum women • Infants • Children up to the age of 5 • WIC clients spent almost $100 million at Indiana WIC vendors in 2017.

  6. Approved Foods Card (AFC) • Specifies the only foods allowed for clients • Pictures and “Not included” descriptions help identify approved foods • You should have one at your cash register! • WIC Program Booklets are provided to each client and contain the same information • If a product that meets WIC criteria is not ringing up properly, let someone know! • Indiana WIC • Local WIC office • Customer Service Manager (CSM) • Corporate contact

  7. Shelf Tags For stores with state-provided WIC shelf tags • You should only have orange WIC tags on store shelves • Contact Indiana WIC if you need replacement shelf tags For stores who print their own WIC shelf tags • Ensure that WIC shelf tags are accurate • Contact your corporate office if there is an error For pharmacy-only vendors • You are not required to have shelf tags

  8. INWIC Mobile App • WIC clients can now download the INWIC Mobile App and scan product bar codes to see: • Is this WIC-approved? • Is this on my remaining benefits? • Clients CANNOT use the app to: • Scan fresh produce UPCs (only PLUs are available) • Scan bar codes on shelf tags (may not contain UPC on product) • If a product is not ringing up correctly, ask the client if they can use the app to check that the product can be purchased. • Clients can also submit UPCs that are not ringing up correctly to the Indiana WIC office through the app • WIC clients can also use the app to: • View future benefits • Search for nearby vendors • Search for nearby WIC clinics • Receive clinic appointment reminders • Only users with valid WIC EBT card accounts can fully use app features

  9. INWIC Mobile App

  10. INWIC Mobile App – UPC Scan

  11. INWIC Mobile App – UPC Scan

  12. Upcoming Food Changes • Gerber is introducing 2-ounce (oz.) infant food 2-packs in April. • These are WIC-approved since the products total 4 oz.

  13. WIC EBT Overview • WIC clients will initially visit the WIC clinic to receive their WIC card. • Benefits for the entire household are on one card. • Each month’s benefits are reloaded to the WIC card. WIC Card Check Out Procedures • After a client has selected the item(s) they wish to purchase they will choose a checkout lane that accepts WIC. • Cashier will scan items to confirm they are WIC-approved and can be purchased using current benefits. • The client will swipe the WIC card. • The client will enter their 4-digit PIN number. • This is the only verification that needs to be done. • Client signature or ID is not required. • Stores using their cash registers for WIC will provide a mid-transaction receipt for the client to review and confirm the WIC purchase. The client will either confirm or ask the cashier to void certain items. • The cashier should give the client a receipt at the end of the transaction which displays the beginning benefits available, the items purchased, and the ending/current benefits available. • The client can continue the transaction with any remaining non-WIC items using another form of payment (SNAP, TANF, credit card, debit card, cash, etc.).

  14. Mid-Transaction Receipts • Integrated vendors who process WIC transactions using their own cash registers will print a mid-transaction receipt that includes the specific WIC quantities of items purchased. • Please provide this receipt to WIC clients to review before confirming WIC purchases to reduce WIC transaction errors and to ensure that the correct items are being purchased. • Stand beside vendors who use separate WIC devices to process WIC transactions are exempt from this requirement.

  15. Balance Inquiries • Balance inquires show clients the benefit categories and quantities available for purchase. • Stores are required to run a balance inquiry when asked by a client. • Inquires can be run: • Before a transaction • After a transaction • Without a purchase being made • Indiana WIC encourages using the INWIC Mobile App to see benefit balance information, but WIC clients are not required to use the app.

  16. Approved Products List (APL) Updates • The Approved Products List (APL) controls what can and cannot be purchased using the WIC card • The APL will continually be updated by Indiana WIC staff • New products or products with UPC code changes need to be reported to Indiana WIC • The UPC Request Form should be completed to add UPCs to the APL • This form is available at https://secure.in.gov/isdh/24780.htm • Chain grocery stores should check with corporate on proper procedure for submitting APL updates

  17. Cash Value Benefit (CVB) CVB is a fixed dollar amount WIC card benefit used to purchase fresh or frozen fruits and vegetables. How to Redeem WIC card CVBs: • The CVB total for the entire household will be available on the WIC card • Client will use WIC card to purchase fruits and vegetables • If cost is over dollar limit, client may: • Pay the dollar amount over the remaining benefits using another payment method (SNAP, TANF, credit card, debit card, cash, etc.) • Return item(s) to stay within the dollar amount • Cash back is not allowed

  18. PLU Codes and Fresh Produce • Fresh produce can only be redeemed using PLU codes • Fresh produce inventory changes frequently, and the state cannot update the Approved Products List (APL) as quickly as necessary • This is also why the INWIC Mobile App UPC Scan cannot be used on fresh produce • Fresh produce with UPC codes need to be mapped or linked to corresponding PLU codes • Stores must perform PLU mapping using one of the two following methods: • Map all fresh produce to general WIC produce code 4469 • Map each fresh produce item to the corresponding PLU code in the IFPS standards • Example: map blueberries to 4240 or 42406 • Stores must also allow manual entry of PLU codes for items where PLU mapping has failed or not taken place • Example: Manually enter PLU codes 4469, 4240, or 42406 when blueberries do not ring up

  19. PLU Codes and Fresh Produce If a fresh produce item is obviously WIC-approved (carrots, lettuce, berries, etc.) and is not scanning correctly: • First, enter in a PLU code to see if it works (4469 or product-specific). • If that allows the item to be purchased on WIC, let a Customer Service Manager (CSM) or corporate contact know about the issueso it can be corrected for other WIC customers. • If the PLU code doesn’t work, check the client’s benefits balance using the INWIC Mobile App or a cash register balance inquiry. • If the client has adequate benefits and still cannot buy the product, let a CSM or corporate contact know.

  20. Commonly Encountered Transaction Issues • Fresh produce product is not ringing up correctly • Pop quiz: Do you remember what you should do? • Product is not a WIC eligible product • For example, WIC clients cannot buy 7-ounce (oz.) cheese • Client can pay using another method or can void item(s) • Product is authorized, but not a part of client’s food package • For example, trying to buy whole milk when assigned 1% or skim milk • Check INWIC Mobile App or run a balance inquiry • Client has no valid benefits • Maybe the client missed a clinic appointment and did not have benefits reloaded • Check INWIC Mobile App or run a balance inquiry • Product is a valid non-produce WIC product, but will not run • Check INWIC Mobile App to see if UPC is in the Approved Products List (APL) • Approved Products List (APL) is also available here: https://secure.in.gov/isdh/24780.htm • If UPC is on APL, there is likely a system or cash register error preventing the transaction • If UPC is not on APL, then ask client to submit UPC through the INWIC Mobile App

  21. System Errors: Integrated vs. Stand Beside Vendors Integrated Vendor • An integrated vendor is a store that has cash registers that can accept WIC transactions without additional equipment • Example: Walmart, Kroger, Meijer • Integrated vendors are encouraged to contact your corporate office/Third Party Processor (TPP) to handle any system errors occurring at store • You may see errors like “transaction failed” or “system error” Stand Beside Vendor • A stand beside vendor is a store that has at least one separate device for WIC transactions • If a stand bedside vendor has a system error or equipment issues, you should call the Conduent vendor help desk at (855) 222-0502

  22. Stocking Requirements • Gerber Infant Formula • (6) 12.1 ounce containers of Gerber Good Start Gentle concentrate • (20) 12.7 ounce cans of Gerber Good Start Gentle powder • (5) 12.9 ounce cans of Gerber Good Start Soy powder • (10) 12.4 ounce cans of Gerber Good Start Soothe powder

  23. Stocking Requirements • Milk • Total of 12 gallons • 3 gallons whole, 2 gallons 2%, and 7 gallons 1% or skim • Cheese • 2 kinds • 3 pounds of domestic pre-packaged cheese in 8 or 16 ounce sizes • Juice • 15 containers of 64 ounces • 3 kinds AND • 5 cans of either 11.5 – 12 ounce juice concentrate or 46 – 48 ounce juice • 2 kinds • Eggs • 3 one-dozen containers • White • Large or extra large

  24. Stocking Requirements • Cereal • 6 kinds dry • 1 kind cooked • A total of 20 boxes • At least 1 whole grain cereal • Peanut Butter • 5 jars of 16 – 18 ounces • Dry Beans, Peas, or Lentils and Canned Beans • 2 kinds dry beans, peas, or lentils • 3 pounds total in 1-pound bags AND • 128 ounces canned beans • 15 – 64 ounce cans

  25. Stocking Requirements • Infant Cereal • 64 ounces in 8 or 16 ounce containers • 2 kinds • Infant Food • 192 ounces in either 4 or 8 ounce containers (including 2-packs) • 16 jars of meat in 2.5 ounce containers • May include broth or gravy but not other mixtures • Bread • 5 loaves of 16 ounce whole wheat or whole grain bread • Fruits & Vegetables • $30 worth of fresh fruits and vegetables • 2 varieties of fruits • 2 varieties of vegetables

  26. WIC Card Left at Store • Call your local WIC clinic • Report the card number to local clinic or mail card to Indiana WIC (address on back of card) • Local clinic will contact client, deactivate the lost WIC card, issue client a new WIC card, and instruct store to destroy the old WIC card • Only destroy a WIC card when instructed to do so • DO NOT return WIC cards to customers • There is no name or other identification on the card • There is no way to tell if you are returning the card to its rightful owner

  27. WIC Pharmacies • Many grocery stores contain pharmacies and mustprovide WIC foods, exempt infant formula, and WIC eligible nutritionals • Pharmacy-only vendors must provide only exempt infant formula and WIC eligible nutritionals • If a pharmacy exists in your store, you must provide ALL WIC-approved formulas and nutritionals • Full list available here: https://secure.in.gov/isdh/files/IN_WIC_Formulary.pdf • Special order formula must be provided within 2 working days • This is the infant’s only source of food, and we want our babies to be able to eat! • If a store does not contain a pharmacy, you are only required to provide Gerber infant formulas • You may provide additional formulas (like Neosure, Alimentum, Pediasure, etc.) • If a WIC client asks you for a formula that you do not carry, please refer them to their local WIC clinic

  28. Special Order Formula Form The WIC clinic should give a special order formula form to eligible WIC clients to assist in ordering the correct formula. Clients can provide this form to the pharmacy to ensure that the correct formula is being ordered and picked up. Special Order Formula Form Details • Local WIC contact info • Client info • First day and last day to use benefits • Picture of product • Description of product • Package size information • UPC code(s) for product

  29. Special Order Formula Form

  30. Vendor Complaints • As a WIC vendor you have the right to file a complaint against a WIC client • Form should be filled out with specific information on what was said and done by the client • Complaint form is available at www.wic.in.gov under the Vendor Information tab • Using the WIC receipt from the transaction, please provide at least the last 4 digits of the client’s WIC card and a physical description of the client • Send complaint to the state WIC office at WICVendorMail@isdh.in.gov

  31. Re-Contracting • Indiana WIC and vendors enter into vendor agreements (contracts) to accept WIC business upon initial vendor application and every 3 years • The current contracting cycle will end on 9/30/18 • Any vendor who started accepting Indiana WIC prior to 1/1/18 will need to reapply for WIC authorization between 5/1/18 – 9/1/18 • Corporate offices will handle renewing WIC vendor agreements for chain stores • Any eligible vendor who does not renew its WIC vendor agreement will no longer be able to accept WIC business after 9/30/18

  32. Upcoming Policy Changes • After signing the new WIC vendor agreements, many new policy changes will go into effect, including: • New vendor violations and sanctions (penalties) • New vendor monitoring procedures • More detailed requirements on maintaining invoice records • New client access criteria to ensure that clients have sufficient access to WIC items in their area • New criteria for how many stand beside devices a vendor can receive from Indiana WIC • Pharmacy-only vendors must attend September vendor trainings • And more! • More detailed information will be shared during re-contracting and September mandatory vendor training

  33. Questions?

  34. Non-discrimination Statement In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.   Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov.

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