January 5, 2016 eWIC 101 Heidi Militana April 19, 2016

2 What is eWIC? Electronic Benefit Transfer (EBT) Debit account for WIC foods Replaces paper food instruments One card per family (household) Accessed at store with a PIN by participant/proxy

3 Commonly Used Acronyms ACHAutomated Clearinghouse APLAuthorized Product List CVBCash Value Benefit CVVCash Value Voucher EBTElectronic Benefit Transfer EMVEuropay, Mastercard, Visa eWICElectronic WIC benefits IECRIntegrated Cash Register System IVRIntegrated Voice Response NUPCNational Universal Product Code Database MISManagement Information System PANPrimary Account Number (card #) PINPersonal ID number PLUProduct Look Up POS Point of Sale UOMUnit of Measure UPCUniversal Product Code 3

4 Authorized Product List (APL) USDA provides nutritional content guidelines NYS pre-approve food items that may be purchased USDA developed & supports the National Universal Product Code (NUPC) database APL is uploaded to the master list – NUPC & MIS 4

5 APL Each approved food item is tracked by UPC or PLU Foods are represented by: –Category (Cat) –Subcategory (Subcat) –Quantity (Qty) –Unit of measure (UOM) Example: 4 gallons+1 quart of skim milk –Cat: Low fat/fat free milk –Subcat: Skim –Qty: 4.25 –UOM: Gallon 5

6 APL Used to validate and approve WIC redemption transactions The APL is sent from the MIS to the EBT system The APL file is made available by the EBT system for download by WIC retailers WIC EBT retailers download the APL daily The APL is used by the POS system to validate WIC redemptions Each item is approved or disapproved as the UPC/PLU is scanned 6

7 APL 7

8 Developing the APL NYS will begin gathering the UPCs and PLUs of all of the food items approved by NY WIC Work with chain stores with IECR already programmed to provide their list May ask bordering states to provide their APLs for store brands (e.g., 18oz box of Stop & Shop Toasted Oats) UPCs are constantly changing; if one word changes on a label (e.g. Improved!) or if the athlete’s picture on the box changes, the UPC can change 8

9 Cash Value Benefits Cash Value Voucher for fruits and vegetables is replaced with Cash Value Benefits in the EBT account Cash Value Benefits (CVB) are a specific WIC Cat/Subcat that has unique processing rules The unit of measure (UOM) is one dollar Split tender is encouraged  Item is paid for by CVB loaded on the EBT card  Cost of item exceeding CVB is paid for with other money Items eligible for CVB may or may not require scanning  Often identified by PLUs  Can be mapped to a generic PLU, although preference is specific PLUs for research 9

10 Staff issue card and client selects PIN in NYWIC NYWIC transmits card, PIN and family account demographic data to the eWIC system NYWIC and the nutritionist determine benefits for each participant NYWIC transmits benefits to the household account in the eWIC system The eWIC system maintains account data and controls access to benefits WIC Benefits in the EBT Environment 10

11 Prototype NYS eWIC Cards

12 Issuing Cards and Benefits One or more new participants in a family are certified for WIC Program support staff associate an account to the family by entering the card number in NYWIC or using the card reader Authorized food items are combined at the family level by NYWIC and immediately sends the amount to the family account in the EBT system  In WICSIS, Johnny and Suzy were each issued a paper food instrument with one gallon of milk; in NYWIC the family’s EBT account will have 2 gallons of milk 12

13 Issuing Cards and Benefits The magnetic stripe card is issued to the family  A PIN must be selected, either through a PIN terminal communicating with the MIS or through the EBT ARU  The PIN is encrypted and sent to the EBT system. The MIS does not store the PIN and never receives or transmits the PIN without encryption The primary cardholder (participant, parent, authorized representative) is given the card and instructed in how to use the card 13

14 Issuing Cards and Benefits A shopping list with food quantities, unit of measure and subcategory descriptions, and activation and expiration dates, is printed and given to the participant In the eWIC account, each Subcategory has its own balance The eWIC account and available benefits are maintained at the WIC EBT system Existing families are issued a card during their return visit 14

15 Issuing Cards and Benefits Caretakers and proxies are still authorized to visit the clinic for the purpose of receiving family benefits If a cardholder wants a proxy to shop, the cardholder assumes the responsibility of sharing the card and PIN Card scanner Pin terminal 15

16 Replacing Cards Lost/stolen cards can be immediately reported using the eWIC 24x7 customer service help desk Cards reported lost, stolen or damaged can be replaced 16

17 Replacing Cards Benefits follow the card – unless they are used or expire between the time the card is lost and the loss is reported Card replacements will be done at the clinic and could be done at the front desk 17

18 Card Maintenance and Inventory Cards must be stored in a secure (locked) area Local agencies must maintain control of card inventory Separation of duties is required (staff managing cards vs. those issuing cards and staff is issuing benefits) 18

19 Using the Card The cardholder selects approved items on their shopping list at a WIC vendor location The cardholder uses their card and PIN like a debit card 19

20 Using the Card The cash register system identifies whether the item is an authorized WIC food item The EBT system authorizes or rejects the food item and transaction after –validating the card, PIN, and WIC vendor –identifying there are sufficient benefits in the account 20

21 Using the Card The EBT system updates the benefit balance in the family account and sends the balance to the retailer The receipt shows the beginning balance, what was purchased, the end balance, and when remaining benefits expire 21

22 Checking the Card Balance The cardholder can do a “balance inquiry” at a WIC terminal in WIC stores 22

23 Checking the Card Balance The cardholder can call 24x7 customer service go online at the client web portal to hear or view their account balance 23

24 Checking the Card Balance At the WIC site: the household account can be accessed in NYWIC The current balance can be retrieved from the eWIC system 24

25 Impact on Local Agency Staff Staff will be able to determine which benefits are used and which are expiring (unused) No more –Check-out or laptop servers for temp sites –MICR printers, check stock, MICR toner –manual checks or WIC ID cards! 25

26 Impact on Local Agency Staff Possible changes in clinic flow and staff roles/responsibilities –Assess current based on changes with NYWIC/eWIC –Determine and make the needed changes New and revised policies and procedures 26

27 Impact on WIC Vendors Eliminates cashier errors with checks or non- authorized foods Retailers receive price confirmation at the time of the transaction Settlement on transactions occurs next business day Easier for staff and less training time needed 27

28 Impact on WIC Vendors Retailers will need an “integrated electronic cash register” (IECR) system The IECR must be enhanced for eWIC and tested/ certified by NYS If a retailer does not have an IECR, they will use a “stand-beside” point-of-sale (POS) terminal 28

29 eWIC Benefits Improved participant shopping experience Quicker payment to vendors Detailed information about food selection and benefit use Shopping choices can guide nutrition counseling and education

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31 NYWIC Training Modules Available on the Common Drive in the ‘NYWIC Project’ folder Consists of 4 modules: –Overview Training Module T001 –Work Groups Training Module T002 –MIS Training Module T003 –eWIC Training Module T004 New modules will be added as needed 31

32 Questions or Comments?