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2018 Vendor Training

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COURSE OUTLINE

What is WIC Authorized Foods Changes The WIC Transaction Bookkeeping Complaints Vendor Requirements Vendor Tools and References

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WHAT IS WIC? WIC is a federally funded Supplemental

Nutrition Program for income eligible pregnant, postpartum and breastfeeding women, and infants and children up to age 5 who are at nutritional risk

WHY IS WIC IMPORTANT? Improves the health of women, infants and children by providing:

Breastfeeding support Nutrition education Health and social services referrals Nutritious foods

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WIC SUPPORTS BREASTFEEDING

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AUTHORIZED WIC FOODS • 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

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UNAUTHORIZED FOODS Herbs: i.e. basil, cilantro, dill, sage, rosemary, etc.

Individually wrapped cheese slices

Nut butters substituted for peanut butter

Food with high sugar content

Foods not appearing on a participant’s shopping list or balance inquiry

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UPDATES FOR 2018 ► Transition to calendar month for benefit issuance ►Shelf tags are no longer mandatory ► Food package changes:

Addition of Whole Wheat Pasta and Yogurt (January 2019)

Removal of several cereals Addition of several cereals Participants will now be able to choose the

legume type in the store rather than in clinic ►WICShopper App

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WIC SHOPPING

Nevada WIC participants receive their food benefits on an Electronic Benefit Transfer Card (EBT) State of Nevada WIC 5077 1582 XXXX XXXX ITCN WIC 5077 1583 XXXX XXXX Summer Electronic Benefit Transfer for Children (SEBTC) 5077 1588 XXXX XXXX

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

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WICSHOPPER APP The WICShopper app allows participants to easily

identify WIC Approved items and simplifies the WIC Shopping process

Links to participant’s EBT card to view the remaining balance available for redemption

Once in the store, the participant is able to scan a UPC utilizing the camera on their phone. The app will display whether the scanned item is WIC eligible and the quantity remaining on the EBT card.

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WIC SHOPPER APP VENDOR BENEFITS

Can be used by stores to label WIC approved foods appropriately and completely Increased redemption of WIC benefits Increased redemption = more money entering

your stores Fewer issues regarding WIC eligibility of certain items

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FOOD CHANGES Adding:

Kellogg’s Crispix

General Mills Total Whole Grain

Post Bran Flakes

Cream of Rice (original and instant)

Cream of Wheat Instant

Whole Wheat Pasta

Yogurt

Removal of:

Quaker Life Cereal

Malt-o-Meal MOM Oat Blenders

MOM Strawberry Frosted Mini Spooners

Will retain Blueberry and Frosted flavors of Mini Spooners

Mom’s Best Old Fashion Oats

Removal of Eggland’s Best eggs 11

WIC TAILORS FOOD PACKAGES TO PARTICIPANT NEEDS

Whole or Lowfat Milk based on

participants age and BMI Legumes Breastfeeding Food Package Homeless Food Package Least Expensive Brand (LEB)

Requirement applies across all food packages

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MILK

Type of milk issued is dependent on age of participant

Issued in ¼ (.25 gallon) increments Participants can redeem milk in various sizes Gallons (1unit), half gallons (.5 unit) and quarts (.25 units) Example: a participant is issued 3.25 gallons:

They can redeem this in various ways

Least Expensive Brand (LEB) Requirement applies across all milk categories and subcategories 13

LEGUMES Previously participants had to choose their

legume type at the time of benefit issuance Participants can now choose their legume

type at the store Measured in JBG (Jar-bags) Peanut Butter (counts as one (1) JBG) Dry Beans (counts as one (1) JBG) Canned Beans (counts as one quarter (.25)

JBG) Once one can of beans has been purchased the

remaining increments must be redeemed with only canned beans

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BREASTFEEDING FOOD PACKAGE

WIC’s primary goal is to support the provision of optimal nutrition to infants

Breastfeeding may result in positive health outcomes for both mother and child .

Women are encouraged to breastfeed by allowing them a greater variety of foods for a longer period of time 1 year vs. 6 months Includes canned fish, cheese, whole wheat bread, and

greater amounts of juice, milk, eggs 15

HOMELESS FOOD PACKAGE

Homeless food packages contain items typical WIC food packages do not

These foods include convenient pack juices and shelf stable milk

The best practice is always to scan each item individually (let the system decide if it is WIC approved)

This package contains shelf stable versions of items offered in other food packages for participants who don’t have access to refrigerated storage

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LEAST EXPENSIVE BRAND REQUIREMENT

Eggs Milk Orange Juice (bottle or concentrate) Pineapple Juice (bottle or concentrate)

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LEAST EXPENSIVE BRAND (LEB) REQUIREMENT

REMINDER: If a WIC approved item is not listed under the LEB category, you cannot require a participant to purchase the LEB available.

The burden of identifying LEB ultimately rests on the vendor

Keep in mind that just because the item scans, it does not mean it is the “least expensive brand available” (LEB) in your store

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THE WIC TRANSACTION

Transaction Procedure Troubleshooting Support

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TRANSACTION PROCEDURE

Follow your store / chain’s internal procedures for your point of sale system Scan ALL items individually

Possible issues if quantity is keyed in If an item does not ring up as WIC eligible, the participant has the

option to remove that item, prior to finalization of the transaction. Cash Value Benefit (CVB) – if a purchase goes over the dollar

amount available, the participant has the option to pay the difference or not purchase the item/items. If participants choose not to pay the difference, void the item

from the transaction

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TRANSACTION PROCEDURE CONTINUED You must scan every item that a participant

brings to the register Scan the item and if it does not go through,

tell the participant the error message Offer participant the option to take a picture of the

message

Ensure each item is scanned individually The only instance where a cashier can make

a WIC eligibility determination is for a LEB item (milk, eggs, pineapple and orange juice)

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SCANNING ISSUES

As soon as a store is aware there is a WIC approved item which is not scanning, contact the store’s IT Department

In order to verify an item is WIC Approved, utilize the WICShopper App or visit NevadaWIC.org

If your store has a stand beside machine, the store’s IT Department must contact the FIS Helpdesk for assistance at 877-291-0433

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UPC AND PLU REMINDERS Nevada WIC updates the list of all

WIC approved PLU/UPCs online on a monthly basis.

UPC Lists can be accessed at: www.nevadawic.org/vendors WIC needs your help in ensuring the

Approved Product List (APL) is current

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UPC REQUESTS AND VENDORS Manufacturers change packaging and UPC often, NV WIC staff work diligently to

keep the database current

Your assistance is key in keeping the UPC database as current and accurate as possible

Submit fruit and vegetable UPC/PLU codes from new suppliers to the NV WIC Office. If NV WIC does not have the new UPC/PLU, it cannot be added to the database

Please submit UPCs in a timely manner

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SUBMITTING A UPC REQUEST Check the online UPC food List or WICShopper app 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 an image of the UPC barcode Ensure all digits of the UPC are included Either Fax to: 775-684-4246 Or email to WIC General:

wicgeneral@health.nv.gov

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BOOKKEEPING

Balancing Not to Exceed (NTE’s) Claim Adjustment

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BALANCING 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 an out of balance situation is discovered it must be reported immediately

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NTE’S As a cost control mechanism NTEs

(Not to exceed) amounts are set for each UPC

Also, known as MARs (Maximum Allowable Reimbursement)

Based on requested amounts for individual UPCs and Peer Groups

Updated on a monthly basis

NTEs should not be reported as an out of balance situation

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CLAIM ADJUSTMENT How do I file a claim / adjustment request?

Call the FIS Help desk at 1-877-291-0433 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 Vendor Manual

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

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VENDOR RIGHTS AND RESPONSIBILITIES Courtesy Complaints Vendor Incentive items Sanctions Minimum Stocking Requirements Infant Formula Suppliers Routine Monitor Overview Reminders and Requirements

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COURTESY

Treat WIC customers with the same courtesy and respect given to any other customer If treated with discourtesy, WIC participants may no

longer shop at your store with WIC, SNAP, TANF and personal monies

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

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COMPLAINTS

If necessary, complaint forms are available to participants and vendors.

Complaints may include, but are not limited to:

Participants trying to return food purchased with WIC benefits for a cash refund

Participants who are verbally or physically abusive Participants sign a Rights and Responsibilities Document

Participants who feel their civil rights have been violated through discrimination

Vendors not meeting minimum stock requirements

Vendors denying participants WIC approved items

Vendors treating participants with lack of courtesy or violating participants confidentiality

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FILING COMPLAINTS-NV WIC OFFICE To file a complaint, please complete the NV WIC Complaint form with as much detail

as possible and fax or mail to the State Office.

Fax: 775-684-4246

Mail: Nevada WIC Program

400 West King Street, Suite 300

Carson City, NV 89703

You may also file a complaint via our webpage at www.nevadawic.org

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FILING COMPLAINTS-ITCN

To file a complaint, please email the ITCN WIC Program at wic@itcn.org

Mail: ITCN WIC Program

680 Greenbrae Dr., Suite 222

Sparks, NV 89431

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RESTRICTIONS ON VENDOR INCENTIVE ITEMS Incentive items 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

Store memberships/discounts

Store club cards

Employee discount cards for store employees who are WIC participants

No incentives designed specifically to increase WIC purchases are allowed

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SANCTIONS Sanctions can be imposed for a number of violations:

Failure to maintain minimum stocking requirements

Selling unauthorized foods

Returning WIC purchases for cash or exchanging for different items

Overcharging for WIC items

Failure to keep at least one WIC lane open at all times

Failure to maintain or provide purchase records for infant formula

Other areas as outlined in the Vendor Sanction Schedule

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MINIMUM STOCKING REQUIREMENT (MSR)

Minimum Stocking Requirements have recently been modified and simplified. Attempted to make them more reasonable to vendors, while still allowing

adequate access to foods for participants

No longer tiered based on number of registers in store

No longer require stocking of concentrate versions of formula

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VENDOR MANUAL

Revision coming soon

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INFANT FORMULA SUPPLIERS

Limited to the suppliers named on the provided list The store must able to provide a chain of custody from one of the listed Infant

Formula Suppliers to the store

The reason for this is to ensure an authentic product is being sold to WIC participants

Helps prevent counterfeit formula sales

This requirement is in place to protect our participants and

the vendor’s reputation

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ROUTINE MONITOR OVERVIEW

Routine monitors are performed both randomly and for high-risk stores Provide a copy Infant Formula Invoices

Indicate where the Health Permit is posted

The conductor of the routine monitor will walk the store to inspect: Stocking levels

Ensuring the Minimum Stock requirements are fulfilled

Shelf Prices

The placement of WIC Approved Shelf Tags Strongly encouraged but not required

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IMPORTANT REMINDERS All WIC purchases are tax exempt ALL WIC SALES ARE FINAL WIC foods may not be returned for cash Scan every item individually and let the system decide if it

is approved Participants are allowed to pay the difference for fruit and

vegetable purchases exceeding their cash value benefit LEB categories include milk, eggs, and orange and

pineapple juice Coupons MUST be accepted if presented WIC foods may ONLY be exchanged for the exact same

foods and ONLY if the can/container is damaged or expired 41

REQUIREMENTS

One WIC lane must be open at all times All stores are required to maintain the minimum stock

requirements at all times Stores must only purchase formula from an Authorized

Formula Supplier (see handout)

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WIC APPROVED SHELF TAGS

The yellow WIC approved shelf tags are encouraged. They are an excellent tool for both participants and vendors

Contact the NV State WIC Office or go to the vendor section of the WIC website if you need more shelf tags

The WICShopper App can be used to help determine if an item is WIC Approved

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VENDOR TOOLS AND REFERENCES

Food Brochure Vendor Manual “WIC Approved” Labels “WIC Accepted Here” Signs Cashier Newsletters WICShopper App WIC Lane markers for non-

integrated stores

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ANNUAL MANDATORY TRAINING

All store employees are required to receive annual training. All store managers are required to train employees in the 2018 Vendor

Training. No Tests; however, information gained in training needs to be passed

along to all store employees.

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HANDOUTS

Nevada WIC Approved Food List Vendor Sanctions Schedule Infant Formula Suppliers WIC Minimum Stock Requirements Training Evaluation Form

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THANK YOU! Carson City State Office: 775-684-5942

http://nevadawic.org/

ITCN Office: 775-355-0600

http://itcnwic.org/

This publication was produced by the WIC program of the Nevada State Division of Public and Behavioral Health with funding through grant number 7NV700NV7 from United States Department of Agriculture Food and Nutrition Services. In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) mail: program.intake@usda.gov. This institution is an equal opportunity provider.

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