Transcript Nevada State WIC

Vendor Training
2014
What is WIC?
WIC is a federally funded
Supplemental Nutrition Assistance
Program for Pregnant, Post Partum
and Nursing Women, Infants and
Children up to age 5 found to be at
nutritional risk.
Why do we have WIC?
To improve the health of women, infants
and children up to age five who are eligible
for the program by providing supplemental
nutritious foods,
nutrition education,
breastfeeding support and other
health and social services.
Supplemental Nutritious Foods
Food packages may include:
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Milk
Eggs
Cheese
Beans
Peas
Lentils
Peanut Butter
Iron-Fortified Cereal
100% Fruit Juices
Fresh Fruits and Vegetable
Frozen Fruits and Vegetables
Canned Fruit Vegetables
Canned Fish
Whole Grains
Tofu
Soy Beverages
Iron-Fortified Formula
Infant Cereal
Jarred Baby Food Meats, Fruits and Vegetables
Nevada WIC Participants receive their food benefits
on Electronic Benefit Transfer Cards (EBT)
Each Participant is given a food package tailored to
their category and nutritional needs
Participants are only allowed to receive the foods
listed in their package (Food Packages Vary)
Only foods Authorized by the Nevada WIC Program
are allowed
Milk
Women and children over the age of 2 will
now start receiving 1% or non-fat milk in their
food package.
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This change will start October 1, 2014, and
should take about 3 months to roll out to all
participants.
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Some participants may still get 2% or whole
milk if deemed necessary by their nutritionist.
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What are UPC Requests?
• As soon as your store is aware there is a WIC
approved item that is not scanning, it is required
that you complete the UPC Request form and
submit it along with a copy of the label showing
the brand, product name and size, ingredients
and UPC barcode to the State WIC office.
• Failure to include all documentation could result
in a delay in adding the UPC.
Importance of a UPC Request
 Not providing WIC approved items to
participants means you are in violation of
your Vendor Agreement.
 Your store can be sanctioned for not
providing WIC Approved foods to a WIC
participant.
UPC Requests and Vendors
• Manufacturers are constantly changing packaging
and UPC codes, we do our best to keep our database
current.
• Your store may be receiving fruits and vegetables
from a new supplier and we may not have the
current UPC/PLU code.
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• If we don’t know about it we cannot add it.
• Your assistance is key in keeping the UPC database
as clean and current as possible.
UPC and PLU Reminders
Nevada WIC has a listing of all WIC
Approved UPC’s online.
www.nevadawic.org
This list includes a list of updates
indicating new and retired UPCs and
PLUs.
FAQ Claim-Adjustment
When do I request a claim/adjustment?
• Each business day, vendors must balance
or reconcile their transaction receipts with
the Vendor Totals Report. If vendors
discover that the net values or amounts
of these items do not match, there may
be an out-of balance situation.
• If this occurs, call the JP Morgan
Helpdesk at 1-800-266-1033.
How do I file a claim/adjustment request?
Call the JP Morgan Helpdesk at 1-800-266-1033
within four (4) calendar days of the transaction date
to file an adjustment request. The help desk will
collect the necessary information regarding the
transaction, including a faxed copy of the receipt,
and will submit an adjustment request on the
vendor’s behalf. If the error is not reported within
four (4) calendar days of the transaction, the request
may be denied in accordance with the WIC
Operating Rules.
Filing Complaints
At WIC we strive to make the WIC transaction experience flow as
smoothly as possible. In the event that this is not the case, we have
complaint forms that are available to participants, vendors and
clinics.
Complaints may include, but are not limited to:
• Participants trying to purchase unauthorized foods with their
benefits.
• Participants trying to return food purchased with WIC benefits for
a cash refund.
• Participants who are verbally abusive.
• Vendors not meeting minimum stock requirements for WIC
approved items.
• Vendors denying participants WIC approved items.
Filing Complaints
To file a complaint please complete the NV WIC
Complaint form with as much detail as possible and
fax or mail it to the State Office.
Fax:
775 684-4246
Mail:
4126 Technology Way, Ste 102
Carson City, NV 89706
You may also file a complaint via our webpage at
www.nevadawic.org or call us at 1.800.863.8942.
Restrictions on Vendor Incentive Items
Incentive items that are offered to all shoppers/customers are allowed
and should be provided to all WIC participants.
The following incentives are allowed and will not be considered
soliciting WIC participants if it is offered to all shoppers:
• The use of coupons
• Buy one, get one free
• In-store manufacturer promotions
• Store membership discounts
• Store club cards
• Employee discount cards-if the WIC participant is
employed by your store
Reminders For Cashiers
• WIC purchases are tax exempt.
• DO NOT give change, cash, refunds, or rain checks.
• Participants are allowed (but not required) to pay the
difference for fruit and vegetable purchases exceeding
their allowable cash value amount.
• Allow only authorized WIC Foods.
• You must accept coupons if presented.
Reminders For Cashiers
• At least one WIC Lane must be open at all times
• Selling expired formula or any WIC products to
a participant is a violation.
• All stores are required to meet the minimum
stock requirements at all times.
• Stores are required to have the current card at
each register.
Reminders For Cashiers
Participants must purchase least expensive brands
for milk (all types), eggs, orange and pineapple
juice.
Participants are NOT required to buy the store
brand unless the store brand meets the “Least
Expensive Brand” requirement for eggs, milk,
orange juice or pineapple juice.
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www.nevadawic.org
Important Points to Ponder
Courtesy
• Treat WIC customers with the same courtesy and respect as
you would any other customer.
• WIC Participants may not be discriminated against because
they are on WIC.
• WIC customers must be able to shop at your store during any
of the store’s regular hours.
Remember for each WIC dollar spent, WIC
participants will spend an additional 3 to 4 dollars in
cash or SNAP benefits (food stamps) in your store.
Returns
• WIC foods may not be returned for cash.
• WIC Formula may ONLY be exchanged for
the exact same formula and ONLY if the
can/container is damaged or expired.
• Vendors are required to label all WIC Approved
products with the yellow “WIC Approved”
Shelf tags.
• The yellow WIC approved shelf tags are NOT
optional. They are a requirement of all WIC
vendors as stated in the Vendor Agreements.
• Contact the State WIC office if you need more
shelf tags.
Scanning WIC Items
• You must scan every item that a participant
brings to the register.
• You may not tell a participant no because you
do not think it is WIC Approved.
• Scan the item and if it does not go through,
let the participant know what the error
message is.
Least Expensive Brand Requirement
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Eggs
Milk
Orange Juice (bottle or concentrate)
Pineapple Juice (bottle or concentrate)
Keep in mind that just because the item scans, it
does not mean that it is the “least expensive brand
available” in your store. The item will scan because
the UPC codes must be in our database for those
vendors who may only carry one brand.
Least Expensive Brand Requirement
REMINDER:
IF A WIC APPROVED ITEM IS NOT LISTED
UNDER THE “THE LEAST EXPENSIVE
BRAND” CATEGORY, YOU CANNOT
REQUIRE A PARTICIPANT TO PURCHASE
THE LEAST EXPENSIVE BRAND
AVAILABLE.
Vendor Tools and References
Food Brochure
Cashier Cards
EBT Training Manual
Vendor Manual
WIC Approved Labels
WIC Accepted Here Signs
Quarterly Cashier Newsletters
www.nevadawic.org
Handouts
• Nevada WIC Approved Food List
• List of Herbs Not Allowed
• Infant Formula Suppliers
• UPC Request Form
• Training Evaluation Form
• Food Package Milk Change Letter
• Penalty Point and Sanction Schedule
• VM-13 Restriction on Incentive Items
• Nevada and ITCN WIC Minimum Stock Requirements
Thank you!
Contact WIC via phone or complaint form with any
concerns
Carson City Office:
ITCN:
(775) 684-5942
(775) 355-0600
JP Morgan EBT
1-800-266-1033
www.nevadawic.org
1-800-NEV-WIC
(1-800-863-8942)