1. Retail Vendor Training 2015
Vermont WIC Program
Retail Vendor Training 2015

2. What is WIC?
WIC is:
a public health nutrition program for Women, Infants and Children.
A program of the US Department of Agriculture
Operated by the Vermont Department of Health through the 12 District Health Offices.

3. Who Can Be A WIC Participant?
Must belong to a specific category:
Pregnant, breastfeeding, and postpartum women
Infants
Children up to the age of 5
Vermont resident
Meet income guidelines
Have a nutritional risk determined by a qualified WIC nutritionist and/or nurse

4. What Does WIC Provide? Nutrition & health counseling and education
Breastfeeding support
Referrals to health care and other programs
Nutritious foods

5. How Does WIC Provide Food to Participants?
WIC staff prescribe specific foods to meet each participants’ needs.
WIC currently delivers most foods to participant homes.
Starting in will provide a WIC card for use in authorized retail grocery stores !

6. Authorized Retail Vendors
WIC participants can shop at ANY authorized WIC retail vendor (VT and certain stores in NH, MA & NY border towns)
WIC distributes store list; also posted in VDH website
Authorized stores must post the official WIC decals and posters at entrance.
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7. VT eWIC : Big Changes Starting June 2015 !
A new eWIC Card, using a separate system from other EBT transactions (e.g. SNAP)
Grocer eWIC system will automatically identify WIC- approved foods – no cashier involvement
Entire WIC food package will be purchased at authorized WIC retailer
Rutland pilot will start in June 2015
Statewide rollout – October 2015 through March 2016

8. What is the role of the WIC Vendor?
Stock approved WIC foods
Properly conduct transactions
Provide good customer service

9. 1. Stock Approved Foods
Vermont WIC retail vendors must stock the VT WIC “Minimum Inventory” year-around
Minimum Inventory defines the types and quantities of items that must be stocked
Food categories that must be stocked include:
Juice
Peanut Butter
Legumes (beans, peas, lentils)
Cereal
Tuna/Salmon
Fresh, Frozen, Canned Fruits
Milk
Bread
Fresh, Frozen, Canned Vegetables
Cheese
Brown Rice
Infant Vegetables, Meats, and Cereals
Eggs
Infant Formula

10. 1. Stock Approved Foods - 2
For each food type, VT WIC has approved specific brands
This list is the Approved Products List (“APL”)
The eWIC system will accept only foods on the Approved Products List
The Minimum Inventory must be met with Approved Products only

11. 1. Stock Approved Foods - 3 Example: Whole Wheat Bread
Minimum Inventory = six 16-oz loaves
APL = Stock any of the following:
Arnold Bread Stone Ground Wheat 16 oz
Best Yet Bread 100% Whole Wheat 16 oz
Pepperidge Farm Bread Swirled 100% Whole Wheat Cinnamon With Raisins 16 oz
Pepperidge Farm Bread 100% Whole Wheat Stone Ground 16 oz
Pepperidge Farm Bread 100% Whole Wheat Very Thin 16oz
Sara Lee Bread Classic 100% Whole Wheat 16 oz
Pepperidge Farm Bread Light Style Soft Wheat 16 oz
Wonder Bread 100% Whole Wheat 16 oz
Pepperidge Farm Bread Sliced Rye 16 oz
Sunbeam Bread 100% Whole Wheat 16 oz
Country Kitchen Bread 100% Whole Wheat 16 oz
Hannaford Bread 100% Whole Wheat 16 oz
Central Market Classics Bread, 100% Whole Wheat 16 oz
Tops Bread Whole Wheat 100% 16 oz
La Panciata Bread Whole Wheat Honey/Oats 16 oz
My Essentials Bread 100% Whole Wheat 16 oz
La Panciata Bread Whole Wheat Multi-Grain 16 oz

12. 1. Stock Approved Foods - 4
Download the Minimum Inventory and Approved Products List here:
Need a copy? us:

13. 1. Stock Approved Foods - 5
VT WIC will provide Shopping Guide listing WIC approved foods
Will contain photos of approved brands
Each store will be given enough guides for customer service and each store lane

14. 2. Properly Conduct eWIC Transactions
VT eWIC cards use a separate electronic system than SNAP or EBT.
Authorized retailers must work with Xerox and their TPP to be connected to the VT eWIC system to accept eWIC cards.
To conduct eWIC transaction, store will need either:
eWIC compatible Electronic Cash Register, scanner, and card reading system (known as “eWIC Integrated system”) OR
eWIC “stand beside” card reader terminal and scanner (provided by Vermont WIC). This will be separate from a SNAP card device the retailer may also use.
Transactions have different requirements depending on whether Integrated or Stand-beside
WIC fruits and vegetables MUST be separated from other purchases and run as a separate transaction.
WIC uses a separate card, but same EBT system as SNAP/food stamps
VT WIC EBT card + valid PIN = fruit and veggie eligibility. No other ID required.
No REFUNDS are ever involved in a WIC transaction
No refunds for returned food – either in cash, credit or applied back to the WIC EBT card
WIC allows and encourages Split Tender (paying with more than one type of funds) to max out” the benefits on the WIC card

15. The eWIC Transaction – Important Change
VT WIC will no longer use the SNAP system
Store system must either be Integrated to eWIC (via Xerox), or store must have a WIC Stand-Beside terminal in the lane
If Integrated, no need to separate WIC foods. WIC products will be recognized by the system and charged when the eWIC card is swiped.
If not integrated, WIC purchases must be conducted separately using the eWIC Stand-Beside equipment.

16. The WIC EBT Transaction - Integrated
No need to separate WIC foods from other purchases. (“Mixed basket”)
Cashier scans/rings up all foods
Participant swipes eWIC card and enters PIN
Participant approves total; WIC foods charged to eWIC, other foods to other tender
Cashier gives receipt to participant

17. The WIC EBT Transaction – Stand-Beside
WIC foods are put first on the counter and must be scanned separately using the eWIC Stand-Beside device
WIC foods scanned with eWIC Stand-Beside (and again with regular store scanner for inventory management)
Participant swipes card in Stand-Beside and enters PIN
Participant approves total; approved foods charged to eWIC
Cashier completes transaction and gives receipt to participant
Non-WIC purchases done with usual store system.

18. The WIC EBT Transaction – Both Systems
The system will identify if food is WIC-approved. No need for cashiers to decide.
If purchase amount is greater than benefits on card, participant may use another payment source (“split tender”) or not purchase the food.
If participant forgets PIN, she can call Customer Service number on back of card (toll-free, 24/7)

19. How eWIC differs from SNAP EBT
eWIC card is good ONLY for WIC-approved foods.
NO refunds for returned WIC foods. Only exchanges for exact same item are allowed.
NO rain checks. People must leave store with exact food charged to WIC.
NO manual voucher if eWIC system is down.
WIC benefits expire after one month.

20. 3. Good Customer Service
Offer WIC participants the same courtesies offered other customers, including store bonus or savings cards, manufacturer and store savings coupons, and “buy 1, get one free” promotions
Respect WIC Program participation confidentiality No PA announcements such as “Need help for WIC on lane #4!!”
No discrimination against program participants, parents or caretakers of infant or child participants, and proxies, based on race, color, national origin, age, sex, or handicap

21. “What if ... ?? Participant forgets PIN number?
Participant can call Customer Service 24/7 for PIN problems: 1-XXX-XXX-XXXX
After three wrong PIN attempts, participant will be “locked out” until end of day or until she can call Customer Service for “reset.”

22. “What if ... ?? System won’t read eWIC card
Cashier may manually enter card #
Participant should call Customer Service 24/7 for any card problems: 1-XXX-XXX-XXXX
Encourage participant to call for a new card.

23. “What if ... ??
Participant included non-approved food item in purchase
Explain the item is not an approved WIC item. Show Shopping Guide to participant if necessary.
Participant has choice:
Include item(s) in non-WIC purchase – SNAP or cash.
Not purchase item(s)
If there are problems, manager is encouraged to call VT WIC State Office:

24. “What if ... ??
Purchase price for fruits and veggies exceeds available WIC benefits
System will return “rejected” message and available balance for fruits and veggies
Participant has choice:
Use other method of payment
Not purchase items
WIC encourages “split tender” to max out the monthly benefit.

25. “What if ... ?? eWIC or cash register system is “down”
WIC participant will have to come back another time or use another source of funds for purchase
Do NOT use SNAP manual vouchers for WIC benefits. Only use SNAP manual vouchers if participant has SNAP card.
Call your POS processor or the eWIC Help Line (Xerox): XXX-XXXX

26. Monitoring and Compliance
WIC Central Office periodically monitors authorized retailers to ensure compliance with federal laws and state agreement
Unannounced store visits and “compliance buys”
Investigating complaints
Closer monitoring of High Risk stores
Secret shoppers
Training and/or follow-up contacts
Educational buys

27. Sanctions
Violations of the WIC agreement are assigned points by degree of severity
Stores can be suspended or disqualified
Penalties affect both WIC and SNAP participation
Store has appeal rights if state applies sanctions. (See Vendor Handbook)

28. You Must Notify VT WIC when . . .
Ownership changes or store closes (at least 30 days in advance)
Name or address changes (at least 30 days in advance)
Store Manager or WIC contact changes
Call us: or

29. Resources for Grocers During the site visit you will receive:
Vendor Handbook – binder of resources
VT Authorized WIC Vendor decals and posters
eWIC Shopper Video/DVD
Shopping Guides for customer service and checkout lanes

30. Vendor Website http://healthvermont.gov/wic/vendors.aspx
You will find:
Vendor Handbook chapter updates
Shopper Video/DVD to watch online
Cashier/Manager Training PowerPoint to watch online
Frequently Asked Questions
Site Visit Checklist

31. Stay in touch with WIC EBT
Minutes of quarterly Grocer Advisory Council meetings
Notices about changes to policies and eWIC system
Updates on eWIC Planning, Pilot and Rollout

32. Major Points to Remember . . .
WIC is moving the entire food package into retailer stores for purchase
Rutland pilot will start in June 2015
Statewide rollout – October 2015 through March 2016
WIC is a health and nutrition program
No refunds or manual vouchers
Benefits expire at the end of the month

33. Major Points to Remember . . .
Civil Rights and Confidentiality requirements
Monitoring and sanctions policies

34. If you need assistance . . .
Vermont WIC or
Participant Xerox Customer Service
Retailer Xerox Customer Service

35. Notice
In accordance with Federal Law and Department of Agriculture (USDA) policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age or disability.
To file a complaint of discrimination, write USDA, Director, Office of Adjudication, Independence Avenue, SW, Washington, D.C or call toll free (866) (Voice). Individual who are hearing impaired or have speech disability may contact USDAS thought eh Federal Relay Service at (800) ; or (800) (Spanish). USDA is an equal opportunity provider and employer.