1. Nevada WIC
Vendor Training 2016

2. Course Outline What is WIC Authorized Foods Changes
The WIC Transaction
Bookkeeping
Complaints
Requirements
Vendor Tools and References

3. What is WIC?
WIC is a federally funded Supplemental Nutrition Program for Women, Infants and Children up to age 5

4. Why is WIC Important? To improve the health of women,
infants and children by providing:
Nutritious foods
Nutrition education
Breastfeeding support
Health and social services referrals

5. WIC Foods Authorized Foods Food Changes
Least Expensive Brand Requirement
Unauthorized Foods

6. Authorized Foods Include:
Milk
Eggs
Cheese
Beans
Peas
Lentils
Peanut Butter
Iron-Fortified Cereal
100% Fruit Juices
Canned Fruits & Vegetables
Frozen Fruits and Vegetables
Fresh Fruits and Vegetables
Canned Fish
Whole Grains
Tofu
Soy Beverages
Iron-Fortified Formula
Infant Cereal
Jarred Baby Food Meats, Fruits and Vegetables

7. Authorized Foods
Nevada WIC Participants receive their food benefits on an Electronic Benefit Transfer Card (EBT)
Each Participant is given a food package tailored to their nutritional needs
Participants may only receive the foods listed on their shopping list/balance detail

8. Changes For 2016
Nevada WIC EBT Processor - Changed from JP Morgan to Fidelity National Information Services Inc (FIS)
Infant Soy Formula – Gerber Good Start

10. Formula
Effective October 1, 2015 Gerber Good Start Soy will be the contract soy-based infant formula for the WIC program.
OLD
NEW

11. Least Expensive Brand Requirement
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 .
WIC depends on you to know what the LEB in your store is on any given day.
The item will scan because the UPC codes database for those vendors who may only carry one brand.

12. 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

13. Unauthorized Foods Herbs Individually wrapped cheese slices
Substitution of two ½ gallon milk containers for 1 gallon
Nut Butters are not a substitute for Peanut Butter

14. The WIC Transaction
Process
Troubleshooting
Support

15. Process Follow your store/chain internal procedures
for the Point of Sale System
Scan ALL items
If an item does not ring up as WIC eligible the participant has the option to remove that item, only if the transaction is still open
Cash Value Benefit (CVB) – if a purchase goes over the dollar amount available, the participant has the option to pay the difference. If not then void the item from the transaction

16. Scanning WIC Items
You must scan every item that a participant brings to the register
Store staff may not tell a participant no because you do not think the item is WIC Approved
Scan the item and if it does not go through, tell the participant the error message

17. Scanning Issues
As soon a store is aware there is a WIC approved item that is not scanning, contact the store’s IT Department
The store’s IT Department must contact the EBT Helpline for assistance at

18. UPC Requests and Vendors
Manufacturers change packaging and UPC codes often, NV WIC staff work diligently to keep the database current
Stores may receive fruits and vegetables from a new supplier and the UPC/PLU code needs to be submitted to the NV WIC Office
If NV WIC does not know the new UPC/PLU staff cannot add it to the database
Your assistance is key in keeping the UPC database as current and accurate as possible
I like this better: If NV WIC doesn’t know the new code staff cannot add it to the database.

19. Submitting a UPC Request
Check the online UPC Food List Database to see if the food item is already WIC Approved. If not, then:
Complete the UPC Request form
Attach a copy of the label to include product name, ingredients and size
Attach a copy of the UPC Barcode

20. UPC and PLU Reminders www.nevadawic.org
Nevada WIC updates monthly a current list of all WIC Approved PLU/UPC’s online

21. Bookkeeping
Balancing
Claim Adjustment

22. 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

23. Claim-Adjustment How do I file a claim/adjustment request?
Call the FIS Helpdesk at within four (4) calendar days of the transaction date to file an adjustment request. 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
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

24. Vendor Rights and Responsibilities
Courtesy
Vendor Incentive Items
Complaints
Reminders and Requirements

25. 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 store’s regular business hours

26. Complaints
WIC strives to make the transaction experience flow as smoothly as possible. In the event that this is not the case, a complaint forms are available to participants and vendors.
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

27. 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: Mail: 4126 Technology Way, Suite 102 Carson City, NV You may also file a complaint via our webpage at or call us at

28. 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 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

29. Important Reminders All WIC purchases are tax exempt
ALL WIC SALES ARE FINAL
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
Coupons must be accepted if presented

30. Requirements One WIC Lane must be open at all times
Selling expired formula or any expired WIC food items is a violation
All stores are required to maintain the minimum stock requirements at all times
Stores are required to have the current cashier card at each register

31. Returns ALL WIC SALES ARE FINAL WIC foods may not be returned for cash
WIC foods may ONLY be exchanged for the exact same foods and ONLY if the can/container is damaged or expired

32. WIC Approved Tags
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

33. Vendor Tools and References
Food Brochure
Cashier Cards
EBT Training Manual
Vendor Manual
WIC Approved Labels
WIC Accepted Here Signs
Quarterly Cashier Newsletters

34. Annual Mandatory Testing
All store employees are required to receive annual training. All store managers are required to train all employees on the 2016 WIC Vendor Training. After training is completed all employees are required to take the 2016 annual mandatory test. After the tests have been completed, please submit them to the Nevada WIC State Office for documentation.

35. Handouts Nevada WIC Approved Food List List of Herbs Not Allowed
Infant Formula Suppliers
FIS Contact Information
UPC Request Form
WIC Minimum Stock Requirements
Sanction Schedule
2016 Vendor Training Test
Training Evaluation Form

36. EBT Provider Help Line:
Thank you!
Contact Us:
Carson City: (775)
ITCN: (775)
EBT Provider Help Line:
1-800-NEV-WIC
( )