Presentation on theme: "Vendor Training 2014-2015. Table of Contents State WIC Contact Information What is WIC? WIC Vendor Food Card Message from Vendor Manager Food."— Presentation transcript:
Table of Contents State WIC Contact Information What is WIC? WIC Vendor Food Card Message from Vendor Manager Food Card Changes FY 15 (Effective October 1, 2014) Scanner Changes Participant Booklet WIC Booklet or Checks Left at Store Shelf Tags Cash Value Voucher (CVV) Redeeming WIC Checks and CVVs Check Rejection Reasons & Remedies WIC Approved Food Test Stocking Requirements Vendor Complaints WIC Pharmacies Blunders WIC Approved Food Test: Answers FY 15 Vendor Food Card Non-discrimination Statement
State WIC Contact Information Indiana State Department of Health-WIC 2 North Meridian Street Indianapolis, IN Toll Free: Access the WIC approved Food Card, Vendor Manual, Vendor Notices, Vendor Application and Newsletters at: Vendor Team Amy Lyndsay Dan
What is WIC? WIC= Women, Infants and Children Funded by the USDA Run by the Indiana State Department of Health 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 Indiana WIC spends approximately $110 million annually to purchase food through authorized vendors
WIC Food Card Specifies the only foods allowed for participants Pictures and “Not included” descriptions help identify approved foods Food brands, sizes and containers are important WIC Program Booklets are provided to each participant WIC approved food cards are provided to authorized WIC vendors for each cash register Many infant formulas and medical foods are allowed but not on the food list. Allow them only when specified on the check. Examples: Neocate and Nutramigen Full list available at
WIC Food Card Cont. Food Groups Infant Formula Infant Food Infant Cereal Milk and Cheese Eggs Fruits and Vegetables (fresh and frozen) Peanut Butter Juice (shelf stable, frozen concentrate, non-frozen concentrate) Bread, Tortillas, Brown Rice and New Whole Wheat Pasta Cereal Chunk Light Tuna and Pink Salmon Dry and Canned Beans
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.
Food Card Changes FY 15 Cereal Only 18 oz. and 36 oz. box sizes allowed Exception: 11.8 oz. Quaker Instant Oatmeal Original= allowed Quaker 11.8 oz. Instant Oatmeal Original
Food Card Changes FY 15 Cont. Discontinued Cereals Honey Bunches of Oats: 18 oz. Peach Raspberry Malt-O-Meal: 18 oz. & 36 oz. Honey & Almond Oat Blenders Newly Approved Cereals Quaker: 11.8 oz. Instant Oatmeal Original General Mills: 18 oz. Rice Chex General Mills: 18 oz. Corn Chex General Mills: 18 oz. & 36 oz. Multi Grain Cheerios
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.
Food Card Changes FY 15 Cont. Infant Cereal 8 oz. infant cereal including Quinoa is not allowed Infant Food Multi-packs are not allowed (Not approved)
Food Card Changes FY 15 Cont. Whole Grains: Tortillas Additional allowed 16 oz. Tortillas: Food Club Whole Wheat Guerrero Whole Wheat or Corn Kroger Whole Wheat La Burrita Corn Schnucks Whole Wheat Whole Grains: Pasta 16 oz. Pasta= Allowed Any brand Any type of noodle allowed Whole Wheat Organic: not included
Reminder: Least Expensive Milk How to interpret the least expensive brand of milk: Must be least expensive brand Not required to buy least expensive type of milk Example 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 fat Participants may not choose brand-they must get the least expensive brand If 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
Milk Change Effective 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, As a result, there is an adjustment to the stocking requirement for milk: Total of 12 gallons 3 gallons whole milk, 2 gallons 2% milk, 7 gallons low fat and skim milk
Food Card Changes FY 15 Cont. Cheese 8 oz. or 16 oz. only May be block, sliced, shredded, cubed, sting, stick or crumbles. (block) (string) (sliced) (shredded) (cubed) (crumbles)
Deli Deluxe Cheese: Message From Kraft Kraft Deli Deluxe Cheese: Individually wrapped sliced American cheese= not allowed Ingredients changed and this item is now a cheese food Cheese food is not allowed (see Vendor Food Card) Approved Kraft Deli Deluxe Cheeses- Not individually wrapped American (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. ( )
Kraft Deli Deluxe Cheese Kraft Deli Deluxe American Cheese Slices NOT Individually Wrapped *WIC Approved* Kraft Deli Deluxe American Cheese Slices Individually Wrapped *NOT* WIC Approved
Food Card Changes FY 15 Cont. Shelf Stable or Refrigerated Juice Any brand of 64 oz. 100% juice with a minimum of 120% Vitamin C content of the following flavors are allowed: Apple Juice Grape Juice Grapefruit Juice Orange Juice Pineapple Juice (new) Tomato Juice Vegetable Juice Any flavor of Old Orchard 100% Juice Blends is allowed Any flavor of Juicy Juice 100% Juice Blends is allowed
Food Card Changes FY 15 Cont. Frozen Concentrate Juice Any brand of oz. 100% juice with a minimum of 120% Vitamin C content of the following flavors are allowed: Apple Juice Grape Juice Grapefruit Juice Orange Juice Any flavor of Welch’s with the yellow tab is allowed Any flavor of Old Orchard with the green tab is allowed Any flavor of Dole is allowed
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 vendors This change will also allow for more options Vendors need to: Evaluate juices in the store to see which brands qualify Reminder: 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
Scanner Changes: Items to Add Cereal 11.8 oz. Quaker Original Oatmeal 18 oz. Rice Chex 18 oz. Corn Chex 18 oz. and 36 oz. Multi Grain Cheerios Canned Beans ( oz. ) Pinto, Lima, Black-eye Peas and Fat-free Refried Fish-Pink Salmon ( 5, 6, 7.5, oz. ) Boneless and Skinless Salmon Juice- any brand ( 64 oz. ) Apple, grape, grapefruit, orange, pineapple, tomato, vegetable All Old Orchard 100% Juice Blends All Juicy Juice 100% Juice Blends Juice-any brand ( frozen oz. ) Apple, grape, grapefruit and orange Any flavor Welch’s (yellow tab only) Any flavor Old Orchard (green tab only) Any flavor Dole Bread ( 16 oz. ) Butternut 100% Whole Wheat Family Choice 100% Whole Wheat Schwebel 100% Whole Wheat Village Hearth 100% Whole Wheat Tortillas ( 16 oz. ) Food Club Whole Wheat Guerrero Whole Wheat or Corn Kroger Whole Wheat La Burrita Corn Schnucks Whole Wheat Pasta ( 16 oz. ) Any brand, whole wheat Cheese ( 8 oz. or 16 oz.) Block, sliced, shredded, cubed, sting, stick or crumbles Any of the following flavors or combinations of flavors are allowed: American-pasteurized processed, Cheddar, Colby, Colby-Jack, Monterey Jack, Mozzarella, Provolone, Swiss
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 Raspberry Malt-O-Meal: 18 oz. Honey & Almond Oat Blenders Aunt Millie’s Cranberry-Apple Swirl 8 oz. and 16 oz. Kraft Deli Deluxe Individually Wrapped cheese slices
WIC Program Booklet
WIC Booklet or Checks Left at Store Call your local WIC clinic Local clinic phone number should be on booklet Report the participant name and ID # to local clinic Local clinic will contact participant and have them pick up booklet and/or checks at your store Store will have a designated location where lost items can be claimed Never destroy booklets or checks
Shelf Tags Shelf tags are provided to vendors to help participants select correct foods Properly placed shelf tags help speed up checkout WIC acronym and logo may not be used on other shelf tags that are not provided or approved by WIC Tags that are not the current green color need to be removed Do not display tags for items that are not stocked Contact your local WIC office for replacement shelf tags
Shelf Tags Cont. New green tags should be displayed once received By October 1, 2014, only green tags should be displayed for stocked items Remove all yellow tags
Cash Value Voucher (CVV) CVV is a fixed dollar amount WIC check used to purchase fruits and vegetables How to redeem CVVs: CVVs have limits of $4, $8, $10 or $15 $4 CVV will start being issued to participants October 1, Clients may choose a $4.00 CVV in lieu of some 4 oz. baby food $6.00 CVVs will no longer be issued to participants Never write in more than the CVV allows CVV’s submitted over stated dollar amount cannot be corrected and resubmitted If the cost is over the dollar limit the participant may: Pay the overage Return item(s) to stay within the dollar amount Cash back is not allowed
Cash Value Voucher
CVVs: Decorated Pumpkins Pumpkins: Regular, plain pumpkins are WIC-eligible Reminder: Ornamental and decorative fruits and vegetables such as chili peppers on a string; garlic on a string; gourds; painted pumpkins are not WIC-eligible Decorative pumpkins are those that come pre- decorated and are not WIC- eligible
Redeeming WIC Checks & CVVs Provide only food listed on check Substitutions are not allowed Always allow specific items on check such as formula or medical foods WIC bank agent edits each check for dates, participant signature, ID stamp and price If a check is rejected for payment: Image of check is returned to your store with the reject stamp reason stamped on check image Consult your local WIC person or the WIC Vendor Manual for direction on what to do with rejected checks
Redeeming WIC Checks & CVVs Cont. Check Redemption Process Put register in “WIC mode” if applicable Ask to see the participant’s WIC Program Booklet Do not redeem checks without Program Booklet Everyone authorized to redeem checks is listed on booklet No other form of ID is needed Redeem checks one at a time Participants have been instructed to separate WIC foods from other purchases Participants have been instructed to separate WIC foods by individual check If items are not separate, ask participant nicely to do so
Redeeming WIC Checks & CVVs Cont. Look at the check If today’s date is not within dates of use on check, or check has been altered, tell participant you cannot redeem check Compare foods listed on check with foods grouped with check; they must match If foods match what is on check, scan foods in same order as they appear on check Complete transaction by writing in the actual dollar amount of purchase, today’s date, and your initials or ID number Get a participant signature last then move to next check If 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 item If 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
Redeeming WIC Checks & CVVs Cont. Have participant sign each check after each transaction to make each transaction complete Must 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 check Verify that signature matches one of the signatures on the participant Program Booklet Provide a customer receipt marked “WIC” CVV Reminder: Never write in a dollar amount higher than the dollar amount listed on check If dollar amount of fruits/vegetables purchased exceeds CVV dollar limit, participant may choose to pay excess or buy fewer items
Vendor Manual Changes Vendor Manual has been updated A copy will be distributed with changes highlighted Each store should maintain a file with a current Vendor Manual at all times Your trainer will review the changes with you The updated Vendor Manual can also be found at
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.
Check Rejection Reasons & Remedy Cont. Reject StampExplanation/Remedy Return Unpaid NO VENDOR NUMBER Stamp check or CVV with your WIC ID stamp and re-deposit within 30 days of the last-day-to-use date. Return Unpaid 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. Return Unpaid POST DATED VOID-Do Not Redeposit The check or CVV is redeemed prior to the first-day-to-use date. No remedy; this rejection will not be paid. Return Unpaid STALE DATED VOID-Do Not Redeposit The 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.
Check Rejection Reasons & Remedy Cont. Reject StampExplanation/Remedy Return Unpaid ALTERED VOID-Do Not Redeposit The check or CVV is altered. * (see page 11 in Vendor Manual) Unapproved REDEPOSIT The 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. Return Unpaid MISSING SIGNATURE VOID-Do Not Redeposit The check is deposited without a participant or proxy signature. No remedy; this rejection will not be paid.
Check Rejection Reasons & Remedy Cont. Reject StampExplanation/Remedy Returned Unpaid EXCESS DOLLAR AMOUNT Price 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
Check Rejection Reasons & Remedy Cont. Reject StampExplanation/Remedy Returned Unpaid UNAUTHORIZED VENDOR VOID-Do Not Redeposit Check was deposited with an unauthorized vendor number. No remedy; this rejection will not be paid. ENCODING ERROR Correct and Redeposit Vendor’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.
Rejected Checks: Formula Be on alert for checks that are rejected when they are prescribed for concentrate but powder formula is redeemed These checks will not be paid since the incorrect item was sold When these checks are rejected and returned notify your local agency Educate cashiers to read check messages
Concentrate vs. Formula Check: Example
WIC Approved Food Test 1.Multi Grain Cheerios, 36 oz. box 2.Fat-free refried beans, 16 oz. can 3.Kraft Deli Deluxe Individually Wrapped cheese slices, 8 oz. 4.Juicy Juice Grape juice, shelf stable, 64 oz. 5.Honey Bunches of Oats-Peach Raspberry, 18 oz. box 6.Quaker Instant Oatmeal Original, 11.8 oz. box 7.Pinto beans, 15.5 oz. can 8.Baby food, Pear Squash, (2) 4.0 oz. packs 9.Whole wheat pasta, 16 oz. box 10.Pink salmon, skinless and boneless in water, 5 oz. can
WIC Approved Food Test 11.Welch’s frozen 100% White Grape juice concentrate, yellow tab, 11.5 oz. 12.Sargento reduced fat shredded sharp cheddar cheese, 8 oz. 13.Food Club whole wheat tortillas, 16 oz. 14.Beech-Nut Just Carrots, 4.25 oz. jar 15.Dole Pineapple Orange juice, 12 oz. frozen concentrate 16.Mozzarella string cheese, 12 oz. 17.Cannellini beans (white kidney beans), 15.5 oz. can 18.Corn Chex, 18 oz. box 19.Langer’s 100% Pineapple juice, 120% Vitamin C, 64 oz. 20.Organic tomatoes (with CVV for $4.00)
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 powder Notice: 12.4 oz. Gerber Good Start Protect (Gentle for Supplementing) is no longer a stocking requirement
Stocking Requirements Cont. Milk Total of 12 gallons 3 gallons whole, 2 gallons 2%, 7 gallons low fat and skim Cheese (2) kinds (3) pounds of domestic pre-packaged block, sliced, shredded, cubed, string, stick or crumbles Eggs (3) one-dozen containers White Large or extra large Juice (15) 64-ounce containers (3) kinds (5) cans of 11.5 or12-ounce frozen or shelf-stable juice concentrate (2) kinds
Stocking Requirements Cont. Cereal (6) kinds dry (1) kind cooked A total of 20 boxes Must stock at least 1 whole grain cereal Peanut Butter (5) ounce jars Dried Beans, Peas or Lentils and Canned Beans (2) kinds (3) pounds total in 1-pound bags AND (128) ounces of canned beans ounce cans
Stocking Requirements Cont. Infant Cereal (8) 8 ounce containers (2) kinds Infant Food (48) 4 ounce jars (2) varieties each of fruits and vegetables (16) 2.5 ounce jars of meat only May include broth Bread (5) loaves of 16 ounce whole grain bread Fruits & Vegetables ($30.00) worth of fresh fruits and vegetables (2) varieties of each
Vendor Complaints As 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 at Description 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.
WIC Pharmacies Pharmacies may provide only formula and medical foods Special order formula must be provided within two working days Reason: this is the infant’s only source of food If 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
Blunders Common check redemption mistakes: Not separating WIC purchases from other purchases Cashiers not comparing the foods selected to what is on the check Participants not signing checks Vendors accepting checks early Writing in an amount over the stated limit on a CVV Using light colored ink to write on checks Light colored ink “disappears” when transmitted electronically to the bank
WIC Approved Food Test: Answers 1.Approved 2.Approved 3.Not Approved (individually wrapped cheese slices are not allowed) 4.Approved 5.Not Approved 6.Approved 7.Approved 8.Not Approved (no multi-packs allowed) 9.Approved 10.Approved
WIC Approved Food Test: Answers 11.Approved 12.Approved 13.Approved 14.Not Approved (4.0 oz. jars of infant food fruits and vegetables only) 15.Approved 16.Not Approved (wrong size; only 8 oz. or 16 oz. allowed) 17.Approved 18.Approved 19.Approved (any brand in a 64 oz. container with at least 120% vitamin C and is 100% juice) 20.Approved (organic foods are allowed with CVVs)
FY 15 Vendor Food Card
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 at Individuals 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.