Under the Deck Vendor: The Engine Room

Idaho WIC Vendor Overview  Work with stores  Authorization  Contract renewal  Training  Create the food list  Final food rules  Participant and staff input  Cost containment  Monitor for compliance  Store visits  Check redemptions  Complaints  Oversee formula rebates  WSCA contract  Coordinate with Western Region Office and SNAP

Idaho WIC Vendor Background  210 authorized vendors  2 staff  Long list of requirements Your assistance with compliance buys, vendor complaint follow up, and pre-authorization visits helps us make time for meeting other federal requirements. Thank you for your help!

How to become a vendor  Review vendor agreement  Renew every 3 years  Submit application and required documentation  Sales tax permit  Health inspection permit  SNAP # verified on federal website  ACH table verified on federal website  Gross annual sales information  Infant formula invoice  Price survey

After the application….  Verify documentation  Conduct pre-authorization visit  Set up WISPr files, bank information  Provide training

Training  On-site for new stores  Annually  3 year Interactive – coming October 2015 Federally Required Topics  Purpose of WIC  Authorized foods  Minimum Stock/Variety requirement  Authorized sources for infant formula  Transacting checks  Sanction system  Complaint process  Incentive items  SNAP reciprocity agreement  Recordkeeping requirements  Program changes

Creating the Food List  Food Packages and Final Food Rule  Will look at moving to a 2 – 3 yr review cycle  Input  Selection  Availability  Cultural considerations  Cost containment

Cost Containment  Price Survey  Required by FNS at least twice each year  Used to set MARs (Maximum Allowable Rate)  Prices sent in bank data every night

Then there are checks…. Food Items and Food Packages are set up in WISPr FPs are selected at the clinic Checks are issued WISPr sends our bank vendor, check, and food $ data every night Checks are used at the store Checks are deposited at the bank Our bank pays or rejects checks based on WISPr data Our bank sends check redemption data back to WISPr

Compliance Monitoring  Routine Monitoring  Compliance Buys  Inventory Audits  Review WIC banking records  Track check redemption errors  Investigate complaints

WSCA Contract  Contract cycle  Rebates  Average monthly rebate over $600, * Keep checking for concentrate errors when issuing checks - Reduces rebate - Causes high $ loss to vendors - Requires correction of over-issuance

Coordinate with Western Region Office  State Plan  STARs – State Technical Assistance Review  Vendor Management Evaluation  Federal Reporting  Program Integrity  Working with the Department Fraud Unit to establish guidelines and protocols  Continuous improvement planning – NSS tool  Audits  e-WIC

Questions?

Activity  Match photos to findings - A few of the things we look for when monitoring

Findings: 1. Unauthorized Item 2. Expired Food Item 3. Minimum Stock Req 4. Health Code Violation 5. Missing Signature 6. Over-Max Check 7. Bad Customer Service 8. Missing Vendor # 9. Post/Stale Dated Check

Findings: 1. Unauthorized Item 2. Expired Food Item 3. Minimum Stock Req 4. Health Code Violation 5. Missing Signature 6. Over-Max Check 7. Bad Customer Service 8. Missing Vendor Number 9. Post/Stale Dated Check

Findings: 1. Unauthorized Item 2. Expired Food Item 3. Low Inventory 4. Health Code Violation 5. Missing Signature 6. Over-Max Check 7. Bad Customer Service 8. Missing Vendor Number 9. Post/Stale Dated Check

Findings: 1. Hilarious 2. Adorable 3. Super Accommodating 4. Good Sport 5. Very Photogenic Juan Lopez - owner of the Westside Market in Payette