2 Table of ContentsState WIC Contact InformationWhat is WIC?WIC Vendor Food CardMessage from Vendor ManagerFood Card Changes FY 15 (Effective October 1, 2014)Scanner ChangesParticipant BookletWIC Booklet or Checks Left at StoreShelf TagsCash Value Voucher (CVV)Redeeming WIC Checks and CVVsCheck Rejection Reasons & RemediesWIC Approved Food TestStocking RequirementsVendor ComplaintsWIC PharmaciesBlundersWIC Approved Food Test: AnswersFY 15 Vendor Food CardNon-discrimination Statement
3 State WIC Contact InformationIndiana State Department of Health-WIC2 North Meridian StreetIndianapolis, IN 46204Toll Free:Access the WIC approved Food Card, Vendor Manual, Vendor Notices, Vendor Application and Newsletters at:Vendor TeamAmy PeelerLyndsay PerrineDan Labus
4 What is WIC? WIC= Women, Infants and Children Funded by the USDA Run by the Indiana State Department of Health and local sponsoring agenciesProvides nutrition education and healthy supplemental foods to:Pregnant womenBreastfeeding womenPostpartum womenInfantsChildren up to the age of 5Indiana WIC spends approximately $110 million annually to purchase food through authorized vendors
5 WIC Food Card Specifies the only foods allowed for participants Pictures and “Not included” descriptions help identify approved foodsFood brands, sizes and containers are importantWIC Program Booklets are provided to each participantWIC approved food cards are provided to authorized WIC vendors for each cash registerMany infant formulas and medical foods are allowed but not on the food list. Allow them only when specified on the check.Examples: Neocate and NutramigenFull list available at
6 WIC Food Card Cont. Food Groups Infant Formula Infant Food Infant CerealMilk and CheeseEggsFruits and Vegetables (fresh and frozen)Peanut ButterJuice (shelf stable, frozen concentrate, non-frozen concentrate)Bread, Tortillas, Brown Rice and New Whole Wheat PastaCerealChunk Light Tuna and Pink SalmonDry and Canned Beans
7 Message From Vendor Manager The Indiana WIC Program will pilot EBT in January Once the pilot has been determined a success, we will gradually roll out state wide by the end of This is an exciting time for the Indiana WIC Program, our local agencies, participants and the vendors that provide the WIC food to participants. This is a difficult and complex transition that will require the cooperation of all of our partners. The state vendor staff will begin building the Approved Products List (APL) later this fall. Some of you will see us in your stores scanning UPC codes, evaluating nutrition information and recording full product descriptions. We look forward to this project and will keep you informed as we progress.
8 Quaker 11.8 oz. Instant Oatmeal Original Food Card Changes FY 15CerealOnly 18 oz. and 36 oz. box sizes allowedException: 11.8 oz. Quaker Instant Oatmeal Original= allowedQuaker 11.8 oz. Instant Oatmeal Original
9 Food Card Changes FY 15 Cont. Discontinued CerealsHoney Bunches of Oats: 18 oz. Peach RaspberryMalt-O-Meal: 18 oz. & 36 oz. Honey & Almond Oat BlendersNewly Approved CerealsQuaker: 11.8 oz. Instant Oatmeal OriginalGeneral Mills: 18 oz. Rice ChexGeneral Mills: 18 oz. Corn ChexGeneral Mills: 18 oz. & 36 oz. Multi Grain Cheerios
10 Reminder to Vendors: Cereal Many participants are having difficulty finding the correct sizes of WIC approved cereals. Please make sure to stock 18 oz. and/or 36 oz. sizes.
11 Food Card Changes FY 15 Cont. Infant Cereal8 oz. infant cereal including Quinoa is not allowedInfant FoodMulti-packs are not allowed(Not approved)(Not approved)
14 Food Card Changes FY 15 Cont. Whole Grains: TortillasAdditional allowed 16 oz. Tortillas:Food Club Whole WheatGuerrero Whole Wheat or CornKroger Whole WheatLa Burrita CornSchnucks Whole WheatWhole Grains: Pasta16 oz. Pasta= AllowedAny brandAny type of noodle allowedWhole WheatOrganic: not included
15 Reminder: Least Expensive Milk How to interpret the least expensive brand of milk:Must be least expensive brandNot required to buy least expensive type of milkExample of Least Expensive Brand of Milk:WIC check states “(002) gallon container(s),low fat or fat free milk-least expensive brand”.Participants may choose type of milk from what is listed on the check (low fat or fat free)Participants may get fat free even if it costs more than low fatParticipants may not choose brand-they must get the least expensive brandIf a brand of milk goes on sale and temporarily becomes the least expensive brand, participants may get the sale brand or the brand normally least expensive
16 Milk ChangeEffective October 1, 2014, the majority of WIC checks issued to women and children over the age of 2 will require the purchase of lowfat (1% or ½%) or nonfat (skim) milk only.Participants in this group currently issued this check are also allowed the purchase of reduced fat (2%) milk as an alternative to the lowfat and nonfat options.Reduced fat (2%) milk will no longer be an option except to a minimal population of participants.Indiana WIC expects the majority of participants who currently purchase reduced fat (2%) milk will switch to lowfat (1%), and few will switch to nonfat (skim).This change will occur gradually over a three month period beginning October 1, 2014.As a result, there is an adjustment to the stocking requirement for milk:Total of 12 gallons3 gallons whole milk, 2 gallons 2% milk, 7 gallons low fat and skim milk
17 Food Card Changes FY 15 Cont. Cheese8 oz. or 16 oz. onlyMay be block, sliced, shredded, cubed, sting, stick or crumbles.(block)(cubed)(sliced)(crumbles)(string)(shredded)
18 Deli Deluxe Cheese: Message From Kraft Kraft Deli Deluxe Cheese:Individually wrapped sliced American cheese= not allowedIngredients changed and this item is now a cheese foodCheese food is not allowed (see Vendor Food Card)Approved Kraft Deli Deluxe Cheeses- Not individually wrappedAmerican (yellow) Sliced Cheese, 16 oz. ( )American (white) Sliced Cheese, 16 oz. ( )2% American (yellow) Sliced Cheese, 16 oz. ( )American (yellow) Sliced Cheese, 8 oz. ( )Sharp Cheddar Sliced Cheese, 8 oz. ( )
19 Kraft Deli Deluxe Cheese Kraft Deli Deluxe American Cheese SlicesNOT Individually Wrapped*WIC Approved*Kraft Deli Deluxe American Cheese SlicesIndividually Wrapped*NOT* WIC Approved
20 Food Card Changes FY 15 Cont. Shelf Stable or Refrigerated JuiceAny brand of 64 oz. 100% juice with a minimum of 120% Vitamin C content of the following flavors are allowed:Apple JuiceGrape JuiceGrapefruit JuiceOrange JuicePineapple Juice (new)Tomato JuiceVegetable JuiceAny flavor of Old Orchard 100% Juice Blends is allowedAny flavor of Juicy Juice 100% Juice Blends is allowed
21 Food Card Changes FY 15 Cont. Frozen Concentrate JuiceAny brand of oz. 100% juice with a minimum of 120% Vitamin C content of the following flavors are allowed:Apple JuiceGrape JuiceGrapefruit JuiceOrange JuiceAny flavor of Welch’s with the yellow tab is allowedAny flavor of Old Orchard with the green tab is allowedAny flavor of Dole is allowed
22 Reason of Change to Allowed Juices The decision to allow any brand of the specified juice types that qualify instead of the least expensive brand of each type of juice in FY 15 was made to lower the amount of confusion by participants and vendorsThis change will also allow for more optionsVendors need to:Evaluate juices in the store to see which brands qualifyReminder: Juices must be 100% juice, have at least 120% Vitamin C content, be an approved flavor, and an approved size.Add juices that qualify to your scanning system so they are identified as WIC approved (if applicable)Products with names such as juice beverage, cocktail juice, fruit drink, or juice drink are not 100% juice, so they are not approved
23 Scanner Changes: Items to Add Bread (16 oz.)Butternut 100% Whole WheatFamily Choice 100% Whole WheatSchwebel 100% Whole WheatVillage Hearth 100% Whole WheatTortillas (16 oz.)Food Club Whole WheatGuerrero Whole Wheat or CornKroger Whole WheatLa Burrita CornSchnucks Whole WheatPasta (16 oz.)Any brand, whole wheatCheese (8 oz. or 16 oz.)Block, sliced, shredded, cubed, sting, stick or crumblesAny of the following flavors or combinations of flavors are allowed: American-pasteurized processed, Cheddar, Colby, Colby-Jack, Monterey Jack, Mozzarella, Provolone, SwissCereal11.8 oz. Quaker Original Oatmeal18 oz. Rice Chex18 oz. Corn Chex18 oz. and 36 oz. Multi Grain CheeriosCanned Beans (15-64 oz.)Pinto, Lima, Black-eye Peas and Fat-free RefriedFish-Pink Salmon (5, 6, 7.5, oz.)Boneless and Skinless SalmonJuice- any brand (64 oz.)Apple, grape, grapefruit, orange, pineapple, tomato, vegetableAll Old Orchard 100% Juice BlendsAll Juicy Juice 100% Juice BlendsJuice-any brand (frozen oz.)Apple, grape, grapefruit and orangeAny flavor Welch’s (yellow tab only)Any flavor Old Orchard (green tab only)Any flavor Dole
24 Scanner Changes: Items to Delete Take the following items out of the scanning system as they are no longer WIC approved:Honey Bunches of Oats: 18 oz. Peach RaspberryMalt-O-Meal: 18 oz. Honey & Almond Oat BlendersAunt Millie’s Cranberry-Apple Swirl8 oz. and 16 oz. Kraft Deli Deluxe Individually Wrapped cheese slices
26 WIC Booklet or Checks Left at Store Call your local WIC clinicLocal clinic phone number should be on bookletReport the participant name and ID # to local clinicLocal clinic will contact participant and have them pick up booklet and/or checks at your storeStore will have a designated location where lost items can be claimedNever destroy booklets or checks
27 Shelf TagsShelf tags are provided to vendors to help participants select correct foodsProperly placed shelf tags help speed up checkoutWIC acronym and logo may not be used on other shelf tags that are not provided or approved by WICTags that are not the current green color need to be removedDo not display tags for items that are not stockedContact your local WIC office for replacement shelf tags
28 Shelf Tags Cont. New green tags should be displayed once received By October 1, 2014, only green tags should be displayed for stocked itemsRemove all yellow tags
29 Cash Value Voucher (CVV) CVV is a fixed dollar amount WIC check used to purchase fruits and vegetablesHow to redeem CVVs:CVVs have limits of $4, $8, $10 or $15$4 CVV will start being issued to participants October 1, 2014.Clients may choose a $4.00 CVV in lieu of some 4 oz. baby food$6.00 CVVs will no longer be issued to participantsNever write in more than the CVV allowsCVV’s submitted over stated dollar amount cannot be corrected and resubmittedIf the cost is over the dollar limit the participant may:Pay the overageReturn item(s) to stay within the dollar amountCash back is not allowed
31 CVVs: Decorated Pumpkins Regular, plain pumpkins are WIC-eligibleReminder: Ornamental and decorative fruits and vegetables such as chili peppers on a string; garlic on a string; gourds; painted pumpkins are not WIC-eligibleDecorative pumpkins are those that come pre-decorated and are not WIC-eligible
32 Redeeming WIC Checks & CVVs Provide only food listed on checkSubstitutions are not allowedAlways allow specific items on check such as formula or medical foodsWIC bank agent edits each check for dates, participant signature, ID stamp and priceIf a check is rejected for payment:Image of check is returned to your store with the reject stamp reason stamped on check imageConsult your local WIC person or the WIC Vendor Manual for direction on what to do with rejected checks
33 Redeeming WIC Checks & CVVs Cont. Check Redemption ProcessPut register in “WIC mode” if applicableAsk to see the participant’s WIC Program BookletDo not redeem checks without Program BookletEveryone authorized to redeem checks is listed on bookletNo other form of ID is neededRedeem checks one at a timeParticipants have been instructed to separate WIC foods from other purchasesParticipants have been instructed to separate WIC foods by individual checkIf items are not separate, ask participant nicely to do so
34 Redeeming WIC Checks & CVVs Cont. Look at the checkIf today’s date is not within dates of use on check, or check has been altered, tell participant you cannot redeem checkCompare foods listed on check with foods grouped with check; they must matchIf foods match what is on check, scan foods in same order as they appear on checkComplete transaction by writing in the actual dollar amount of purchase, today’s date, and your initials or ID numberGet a participant signature last then move to next checkIf a food is not WIC approved and is rejected by scanner, work with participant to get a correct food, or participant may choose to do without itemIf a food is allowed according to the WIC approved Food Card, but scanner rejects it you need to override the scanner to allow the food for WIC purchase AND report the scanner programming error to your store for correction
35 Redeeming WIC Checks & CVVs Cont. Have participant sign each check after each transaction to make each transaction completeMust use dark blue or black ink; light colored ink becomes “invisible” to equipment that sends check images to the bank for payment resulting in a rejected check “NO SIGNATURE”.Must sign in the participant signature block on checkVerify that signature matches one of the signatures on the participant Program BookletProvide a customer receipt marked “WIC”CVV Reminder:Never write in a dollar amount higher than the dollar amount listed on checkIf dollar amount of fruits/vegetables purchased exceeds CVV dollar limit, participant may choose to pay excess or buy fewer items
36 Vendor Manual Changes Vendor Manual has been updated A copy will be distributed with changes highlightedEach store should maintain a file with a current Vendor Manual at all timesYour trainer will review the changes with youThe updated Vendor Manual can also be found at
37 Rejected Checks or CVVs and Remedy WIC checks have to pass an edit procedure prior to payment which includes a reasonable price for foods listed on check, correct redemption date, no alterations, a signature by WIC participant or proxy, a legible ID stamp, and depositing check prior to the stale date.CVVs rejected for excess dollar amount are not eligible for correction and override.Improperly redeemed checks or CVVs will be rejected and returned through your bank without payment.The following slides explain reasons for a check or CVV to be rejected and some remedies.
38 Check Rejection Reasons & Remedy Cont. Reject StampExplanation/RemedyReturn UnpaidNO VENDOR NUMBERStamp check or CVV with your WIC ID stamp and re-deposit within 30 days of the last-day-to-use date.UNREADABLE VENDOR #Go over vendor # with black pen or re-stamp check so that it is readable, then re-deposit within 30 days of last-day-to-use date.POST DATEDVOID-Do Not RedepositThe check or CVV is redeemed prior to the first-day-to-use date.No remedy; this rejection will not be paid.STALE DATEDThe check or CVV is redeemed after the last-day-to-use date or was deposited more than 30 days after the last-day-to-use date.No remedy; this rejection will not be paid.
39 Check Rejection Reasons & Remedy Cont. Reject StampExplanation/RemedyReturn UnpaidALTEREDVOID-Do Not RedepositThe check or CVV is altered.* (see page 11 in Vendor Manual)UnapprovedREDEPOSITThe check or CVV was previously rejected and then re-deposited. Normally this is a redeposit without local agency override approval stamp. It could also be a voided check that was re-deposited.MISSING SIGNATUREThe check is deposited without a participant or proxy signature.No remedy; this rejection will not be paid.
40 Check Rejection Reasons & Remedy Cont. Reject StampExplanation/RemedyReturned UnpaidEXCESS DOLLAR AMOUNTPrice submitted on check is too high for foods listed on check. Provide rejected check or the legal copy and price justification to the local agency coordinator.The local WIC Coordinator will review justification and approve payment only for correct foods actually purchased. Wrong items or excessive amounts of food will be deducted. If the original price was not, the new price may be encoded on check in MICR ink on a MICR strip placed over original price. Check must then be re-deposited within 30 days of the last-day-to-use date.See Vendor Manual for full explanation
41 Check Rejection Reasons & Remedy Cont. Reject StampExplanation/RemedyReturned UnpaidUNAUTHORIZED VENDORVOID-Do Not RedepositCheck was deposited with an unauthorized vendor number.No remedy; this rejection will not be paid.ENCODING ERRORCorrect and RedepositVendor’s bank or store made an error assigning the wrong value to the check when preparing the deposit or an error was made in the date file sent to the Federal Reserve Bank.The value assigned to the check needs to be corrected. Point out encoding error to your bank. Instruct your bank to make the needed correction and re-deposit. This does not need WIC approval.
42 Rejected Checks: Formula Be on alert for checks that are rejected when they are prescribed for concentrate but powder formula is redeemedThese checks will not be paid since the incorrect item was soldWhen these checks are rejected and returned notify your local agencyEducate cashiers to read check messages
44 WIC Approved Food Test Multi Grain Cheerios, 36 oz. box Fat-free refried beans, 16 oz. canKraft Deli Deluxe Individually Wrapped cheese slices, 8 oz.Juicy Juice Grape juice, shelf stable, 64 oz.Honey Bunches of Oats-Peach Raspberry, 18 oz. boxQuaker Instant Oatmeal Original, 11.8 oz. boxPinto beans, 15.5 oz. canBaby food, Pear Squash, (2) 4.0 oz. packsWhole wheat pasta, 16 oz. boxPink salmon, skinless and boneless in water, 5 oz. can
45 WIC Approved Food TestWelch’s frozen 100% White Grape juice concentrate, yellow tab, 11.5 oz.Sargento reduced fat shredded sharp cheddar cheese, 8 oz.Food Club whole wheat tortillas, 16 oz.Beech-Nut Just Carrots, 4.25 oz. jarDole Pineapple Orange juice, 12 oz. frozen concentrateMozzarella string cheese, 12 oz.Cannellini beans (white kidney beans), 15.5 oz. canCorn Chex, 18 oz. boxLanger’s 100% Pineapple juice, 120% Vitamin C, 64 oz.Organic tomatoes (with CVV for $4.00)
46 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 Geber Good Start Soy powder(5) 12.4 ounce cans of Gerber Good Start Soothe powderNotice: 12.4 oz. Gerber Good Start Protect (Gentle for Supplementing) is no longer a stocking requirement
47 Stocking Requirements Cont. MilkTotal of 12 gallons3 gallons whole, 2 gallons 2%, 7 gallons low fat and skimCheese(2) kinds(3) pounds of domestic pre-packaged block, sliced, shredded, cubed, string, stick or crumblesEggs(3) one-dozen containersWhiteLarge or extra largeJuice(15) 64-ounce containers(3) kinds(5) cans of 11.5 or12-ounce frozen or shelf-stable juice concentrate
48 Stocking Requirements Cont. Cereal(6) kinds dry(1) kind cookedA total of 20 boxesMust stock at least 1 whole grain cerealPeanut Butter(5) ounce jarsDried Beans, Peas or Lentils and Canned Beans(2) kinds(3) pounds total in 1-pound bags AND(128) ounces of canned beans15-64 ounce cans
49 Stocking Requirements Cont. Infant Cereal(8) 8 ounce containers(2) kindsInfant Food(48) 4 ounce jars(2) varieties each of fruits and vegetables(16) 2.5 ounce jars of meat onlyMay include brothBread(5) loaves of 16 ounce whole grain breadFruits & Vegetables($30.00) worth of fresh fruits and vegetables(2) varieties of each
50 Vendor ComplaintsAs a WIC vendor you have the right to file a complaint against a WIC participant.Form should be filled out with specific information on what was said and done by the participant.Complaint form is available atDescription should include height, weight, age, race, name, WIC household ID number, location, any witnesses, time and date.Send complaint to your local WIC contact person and the appropriate action will be taken.
51 WIC Pharmacies Pharmacies may provide only formula and medical foods Special order formula must be provided within two working daysReason: this is the infant’s only source of foodIf someone asks you about a special formula that you do not have, refer them to your store pharmacy or to a pharmacy on the list provided to the participant by the WIC clinic
52 Blunders Common check redemption mistakes: Not separating WIC purchases from other purchasesCashiers not comparing the foods selected to what is on the checkParticipants not signing checksVendors accepting checks earlyWriting in an amount over the stated limit on a CVVUsing light colored ink to write on checksLight colored ink “disappears” when transmitted electronically to the bank
53 WIC Approved Food Test: Answers Not Approved (individually wrapped cheese slices are not allowed)Not ApprovedNot Approved (no multi-packs allowed)
54 WIC Approved Food Test: Answers Not Approved (4.0 oz. jars of infant food fruits and vegetables only)Not Approved (wrong size; only 8 oz. or 16 oz. allowed)Approved (any brand in a 64 oz. container with at least 120% vitamin C and is 100% juice)Approved (organic foods are allowed with CVVs)
56 Non-discrimination Statement The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the basis of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited basis will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at or at any USDA office, or call (866) to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C , by fax (202) or atIndividuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) ; or (800) (Spanish).USDA is an equal opportunity provider and employer.