Vendor TrainingVendor Training2013-20142013-2014

Table of ContentsTable of Contents State WIC Contact Information What is WIC? WIC Food Card Message from Vendor Manager Food Card Changes FY14 (Effective November 18, 2013) Scanner Changes Participant Booklet (ID card) WIC Booklet or Check Left at Store Shelf Tags Cash Value Voucher (CVV) Redeeming WIC Checks and CVVs WIC Approved Foods Test Stocking Requirements Vendor Complaints WIC Pharmacies Blunders WIC Approved Foods Test: Answers FY14 Vendor Food Card Non-discrimination Statement

State WIC Contact InformationState WIC Contact InformationIndiana State Dept. of Health-WIC2 N. Meridian St.Indianapolis, IN 46204Toll Free: 800-522-0874

Access the WIC approved Foods Card, WIC Vendor Manual, WIC Vendor Application, and WIC Newsletters at: www.wic.in.gov

Vendor Team Fred James 317-233-7938 fjames@isdh.in.gov Dan Labus 317-233-5586 dlabus@isdh.in.gov Michelle Comstock 317-234-8148

mcomstock@isdh.in.gov Lyndsay Perrine 317-233-5587 lperrine1@isdh.in.gov Doug Wray 317-234-7250 dowray@isdh.in.gov

What is WIC?What is WIC? WIC= Women, Infants and Children Funded by the USDA, and run by the Indiana State Department of

Health and local sponsoring agencies WIC provides nutrition education and healthy supplemental foods

to:◦ Pregnant women◦ Breastfeeding women◦ Postpartum women◦ Infants◦ Children up to the age of 5

Indiana WIC spends approximately $120 million annually to purchase food through authorized stores

WIC Food CardWIC Food Card Specifies only foods allowed for participants Pictures and “not included” descriptions help identify approved

foods Food brands, sizes, and containers are important WIC program booklets are provided to each participant WIC approved food cards are provided to authorized WIC vendors

for each cash register Many infant formulas and medical foods are allowed but not on

the foods list. Allow them only when specified on the check. Examples:◦ Neocate◦ Nutramigen

WIC Food Card Cont.WIC Food Card Cont.Food Groups Infant Formula Infant Food Infant Cereal Milk and Cheese Eggs Fruits and Vegetables (fresh and frozen) Peanut Butter Juice (shelf stable, frozen concentrate, non-frozen concentrate) Bread, Tortillas and Brown Rice Cereal Chunk Light Tuna and Pink Salmon Dry and Canned Beans

Message From Vendor ManagerMessage From Vendor ManagerThe Indiana WIC Program undertook Cost Containment initiatives in July 2013 when least expensive milk and eggs began printing on WIC checks. Transitioning benefits for 200,000 participants takes time. Therefore, you will continue to see checks that do not say “least expensive milk” through January 2014. Least expensive milk is only required when printed on the check. There are changes in the new approved food list that WIC participants will not learn of until their next check pick up. From November 18, 2013 through February 18, 2014, we will allow the purchase of both the old items and the new items unless the printed check message is restrictive. This three month transition period also impacts the use of WIC Shelf tags and the programming of scanner systems to recognize WIC foods; specific guidance will follow. We appreciate your cooperation during this transition period.

Food Card Changes FY14Food Card Changes FY14Cereal Only 18oz. and 36oz. box sizes allowed

Food Card Changes FY14 Cont.Food Card Changes FY14 Cont.Approved CerealsPost Grape- Nuts Flakes, 18 oz Honey Bunches of Oats-Vanilla Bunches, 18 oz (new) Honey Bunches of Oats- Honey Roasted, 18 & 36 oz Honey Bunches of Oats- Almonds, 18 & 36 oz Honey Bunches of Oats- Cinnamon Bunches, 18 oz Honey Bunches of Oats- Blueberry Banana, 18 oz (new) Honey Bunches of Oats- Peach Raspberry, 18 oz (new)

Quaker Oats Quaker Life Cereal, 18 oz

Food Card Changes FY14 Cont.Food Card Changes FY14 Cont.Approved Cereals

General Mills Cheerios, 18 oz Kix, 18 oz Dora the Explorer, 18 oz (new)

B&G Foods Whole Grain Cream of Wheat, 2-1/2 minute, 18 oz

Food Card Changes FY14 Cont.Food Card Changes FY14 Cont.Approved Cereals

Kellogg’s Scooby-Doo, 18 oz (new) All-Bran Complete Wheat Flakes, 18 oz (new) Frosted Mini-Wheats Bite Size, 18 & 36 oz Frosted Mini-Wheats Big Bite, 18 oz Unfrosted Mini-Wheats, 18 oz Special K Original, 18 oz Corn Flakes, 18 & 36 oz Crispix, 18 oz Rice Krispies, 18 oz

Food Card Changes FY14 ContFood Card Changes FY14 ContApproved Cereals

Malt-O-Meal Oat Blenders with Honey, 18 & 36 oz (new) Oat Blenders with Honey and Almonds, 18 & 36 oz (new) Frosted Mini Spooners, 18 & 36 oz Strawberry Cream Mini Spooners, 18 & 36 oz (new) Blueberry Cream Mini Spooners, 18 & 36 oz (new) Crispy Rice, 18 & 36 oz Malt-O-Meal Original Hot Wheat Cereal

Food Card Changes FY 14 Cont.Food Card Changes FY 14 Cont.Discontinued Cereals

Post Banana Nut Crunch Grape-Nuts

Quaker Oats Instant Oatmeal (original) King Vitaman Oatmeal Squares-Brown Sugar Oatmeal Squares- Cinnamon

B&G Foods Cream of Wheat 1, 2-1/2, 10

minute

General Mills Multi Grain Cheerios Corn Chex Rice Chex Wheat Chex Honey Kix Total (regular) Wheaties (regular)

Malt-O-Meal CoCo Wheats

Food Card Changes FY14 Cont.Food Card Changes FY14 Cont.Beans Refried Fat Free Beans: Not Allowed

Fish Up to 30oz. in cans Chunk Light Tuna: 5oz. or 12oz. cans only Pink Salmon: 5oz., 6oz., 7.5oz., or 14.5oz. cans only

◦ Red Salmon: Not Allowed◦ Boneless and Skinless Salmon: Not Allowed

Sardines: Not Allowed Foil Pouches: Not Allowed Solid, white and premium tuna brands: Not Allowed

◦ Premium tuna brand examples: Tonno Genova and Sustainable Seas

Food Card Changes FY14 Cont.Food Card Changes FY14 Cont.Whole GrainsPepperidge Farms breads: Not AllowedAdditional allowed bread 16 oz.

Holsum 100% whole wheat bread (new) Kroger 100% whole wheat bread (new) Meijer 100% whole wheat bread (new) Sunbeam 100% whole wheat bread (new) Spartan whole grain bread (new)

Food Card Changes FY14 Cont.Food Card Changes FY14 Cont.Whole GrainsAdditional Allowed Tortillas 16 oz.

Carlita Corn Tortillas 5 ½ “ soft taco style (new) Carlita Whole Wheat Tortillas 8” whole grain (new) Meijer Whole Wheat Tortillas 8” fajita style (new) Spartan Whole Wheat Tortillas 8” fajita style (new) Shurfresh Corn/Maiz Tortillas 6” (new)

Food Card Changes FY14 Cont.Food Card Changes FY14 Cont.Milk Must be least expensive brand if stated on check Not required to buy the least expensive type of milk

Example of Least Expensive Brand-Milk: A WIC check states “(002) gallon container(s), reduced fat, low fat,

or fat free milk-least expensive brand”. Participants may choose the type of milk they want from what is

listed on the check (reduced fat, low fat, or fat free) Participants can get fat free even if it costs more than low fat. They may not choose the brand. They must get the least expensive

brand. If a brand of milk goes on sale and temporarily becomes the least

expensive brand, then they may get the sale brand when the WIC check says least expensive brand.

Food Card Changes FY14 Cont.Food Card Changes FY14 Cont. Original Silk Soymilk is allowed (new)

◦ ½ gallon only

Food Card Changes FY14 Cont.Food Card Changes FY14 Cont.Cheese 8oz or 16oz cheese only May be blocked, sliced or individually wrapped

Example: Individually Wrapped

Example: Sliced

Example: Blocked

Food Card Changes FY14 Cont.Food Card Changes FY14 Cont.Cheese Shredded, bagged, cubed, stick, or crumbles: Not Allowed

Food Card Changes FY14 Cont.Food Card Changes FY14 Cont.Eggs Large or Extra Large only Least Expensive Brand Brown Eggs: Not Allowed

Peanut Butter 16oz-18oz jars Smucker’s Natural, Fifty 50, Jif Omega 3, Smart Balance,

Krema, Better’n Peanut Butter, Health Valley, Reese’s and natural peanut butters: Not Allowed

Food Card Changes FY14 Cont.Food Card Changes FY14 Cont.Shelf Stable or Refrigerated Juice Participant must get the least expensive brand of the following juices:

◦ Apple, grape, grapefruit, orange, tomato, vegetable◦ Any approved Juicy Juice or Old Orchard juice is allowed. Exception: Juicy Juice

apple and Old Orchard apple, grape, and orange would have to be the least expensive brand

Frozen Concentrate Juice Juice concentrates must make 48oz. or more when mixed per

manufacturer’s directions Least expensive brand for all frozen juice concentrates must be purchased Participants can only get apple, grape, orange, and grapefruit

Non-Frozen Concentrate Juice Juicy Juice: Not Allowed

Example: Least Expensive JuiceExample: Least Expensive JuiceParticipant check allows for “(1) 64 oz. container of juice”. Participant would like to get grape juice at $3.49, but apple juice is $3.19.Participant can get grape juice even though it costs more than the apple juice, as the least expensive brand applies to each flavor on its own. If the store gets a new grape juice that is priced at $3.09, then the new brand would become the least expensive brand of grape juice.

Scanner ChangesScanner ChangesScanner changes required to accurately identify WIC

foods.On November 18, 2013 program in scanner all new WIC

food items:◦ All cereals, bread, tortillas, and soymilk are shown as (new) on

the preceding slides.◦ Your stores least expensive brand of 64 oz. apple, grape, orange,

grapefruit, tomato, and vegetable juice. All must be 100% juice and at least 120% vitamin C fortified.

◦ Your stores least expensive brand of apple and grape 11.5-12 oz. frozen concentrate juice.

Do not delete any food items until all the old WIC participants approved food lists are no longer in use on February 18, 2014.

Scanner Changes Cont.Scanner Changes Cont. On February 18, 2014, delete the discontinued items:

◦ All cereals shown on the "Discontinued Cereals" slide.

◦ All cereals shown on the "Approved Cereals" slides that are not 18 or 36 oz.

◦ All refried beans.

◦ All tuna that is not chunk light and in a 5 or 12 oz. can. No premium types or brands and no pouches.

◦ All pink salmon that is not in a 5, 6, 7.5, or 14.5 oz. can. No boneless and skinless and no pouches.

◦ All sardines

◦ Pepperidge Farms breads

◦ All cheeses that are not 8 or 16 oz. and are not block or sliced. No shredded, cubed, crumbles, or string

◦ Milk that is not the least expensive brand.

◦ Eggs that are not the least expensive brand, eggs that are not large or extra large, and brown eggs.

◦ Smucker's, Fifty 50, Jif Omega 3, Smart Balance, Krema, Better'n Peanut Butter, Healthy Valley, Reese’s and "natural" peanut butters.

◦ All 64 oz. juices except your stores least expensive brand of 64 oz. apple, grape, orange, grapefruit, tomato, vegetable juice, and the Juicy Juicy and Old Orchard juices.

◦ All frozen concentrate juices except your stores least expensive apple, grape, orange, and grapefruit frozen juices.

◦ Juicy Juice non-frozen concentrate.

WIC Program BookletWIC Program Booklet Cashiers verify that signature on the Program Booklet matches

signature on check

WIC Booklet or Check Left at StoreWIC Booklet or Check Left at Store Call your local WIC clinic

◦ Local clinic phone number should be on the booklet◦ Report the participant name and ID # to local clinic

Local clinic will contact participant and have them pick up booklet and/or checks at your store

Store will have a designated location where lost items can be claimed

Never destroy booklets or checks

Shelf TagsShelf TagsShelf tags are provided to vendors to help participants

select correct foods◦ Shelf tags also speed up checkout

WIC acronym and logo may not be used on other shelf tags that are not provided or approved by WIC

Tags that are not the current color need to be removedAll stocked items must have a shelf tag displayedDo not display tags for items that are not stockedContact your local WIC office for replacement shelf tags

Shelf Tags Cont.Shelf Tags Cont.New yellow shelf tags should be displayed when you

receive them.Since some foods that have been deleted from the food

card may remain on checks for 3 months, leave the orange tags for those items up until February 18, 2014.

By February 18, only the new yellow tags should be displayed for all stocked items.

Cash Value Voucher (CVV)Cash Value Voucher (CVV) CVV is a fixed dollar amount WIC check used to purchase fruits and/or vegetables

How to redeem CVVs: CVVs have dollar limits of $6, $10 or $15 Never write in more than the CVV allows. A CVV submitted over the stated dollar amount cannot be corrected and resubmitted If the cost is over the dollar limit the participant may:

◦ Pay the overage

◦ Return item(s) to stay within the dollar amount Cash back: Not Allowed

Redeeming WIC Checks and CVVsRedeeming WIC Checks and CVVsProvide only foods listed on check

Substitutions: Not Allowed

Always allow specific items on the check such as formula or medical food.

WIC banking agent edits each check for dates, participant signature, ID stamp and price

If a check is rejected for payment:◦ An image of check is returned to your store with the reject

stamp reason stamped on check image◦ Consult your local WIC person or the WIC Vendor Manual for

direction on what to do with rejected checks

Redeeming WIC Checks and CVVs Cont.Redeeming WIC Checks and CVVs Cont.

The Redemption Process If applicable, put register in “WIC mode” Ask participant to see WIC Program Booklet or ID card

a. Do not redeem checks without Program Booklet because everyone authorized to redeem checks is listed

b. No other form of ID is needed

Redeem checks one at a timea. Participants have been instructed to separate WIC foods from other purchases

b. Participants have been instructed to separate WIC foods by individual WIC check

c. If items are not separated, ask participant nicely to do so

Redeeming WIC Checks and CVVs Cont.Redeeming WIC Checks and CVVs Cont. Look at the check

a. If today’s date is not within dates of use on check, or check has been altered then tell participant you cannot redeem check

b. Compare foods listed on check with foods grouped with check: they must match

c. If foods match what is on check, scan foods in same order as they appear on the check

d. Complete the transaction by writing in the actual dollar amount of purchase, today’s date and your initials or ID number

e. Get a participant signature last then move on to next check

f. If a food is not WIC approved and is rejected by scanner, work with participant to get a correct food, or participant may choose to do without item

g. If a food is allowed according to the WIC approved Foods Card, but scanner rejects it you need to override the scanner to allow the food for WIC purchase AND report the scanner programming error to your store for correction

Redeeming WIC Checks and CVVs Cont.Redeeming WIC Checks and CVVs Cont. Have participant sign each check after each transaction to make

each transaction completea. Must use dark blue or black ink

b. Must sign in the participant signature block on check

c. Verify that signature matches one of the signatures on the ID card or program booklet

Provide a customer receipt that has been marked “WIC”

CVV Reminder: Never write in a dollar amount higher than the dollar amount

listed on check If dollar amount of fruits and vegetables purchased exceeds CVV

dollar limit, participant may choose to pay the excess or buy less items

WIC Approved Foods TestWIC Approved Foods TestFood Test is based on the new food card

1. MultiGrain Cheerios, 12 oz box2. Fat Free Refried beans, 16 oz can3. Refrigerated 100% Orange Juice 59 oz plastic container, 120% Vit C4. Dora the Explorer, 18 oz Box5. Carlita Whole Wheat Tortillas 8” Whole Grain, 16 oz. 6. Chunk Light Tuna, 12 oz can7. Red Salmon, 3.0 oz pouch8. Original Silk Soymilk, ½ gallon9. Sargento reduced fat Swiss cheese slices, 6.67 oz10. 1 dozen white eggs, medium11. Non-frozen Welch’s concentrate, 12 oz12. Honey Bunches of Oats-Peach Raspberry, 18 oz box

WIC Approved Foods TestWIC Approved Foods Test13. Spinach leaves from salad bar (with cash value voucher for $10.00)14. Smucker’s Natural Creamy Peanut Butter, 16 oz15. Old Orchard shelf stable Kiwi Strawberry juice, 64 oz16. Kraft Sharp Cheddar Cheese, block, 16 oz17. Wonder bread, 100% whole wheat, 16 oz loaf18. Minute Maid frozen orange juice, 100% juice, 160% Vit. C, 12 oz19. Martinelli’s 100% Organic Apple Juice, 64 oz20. Whole grain, instant brown rice, 14 oz box21. Organic grapes from produce section (with cash value voucher for $6.00)22. Gerber baby food, Peaches, (2) 2.5 oz packs23. Don Pancho whole wheat tortillas, 16 oz24. Baby food Spinach, 4 oz. jar, organic

Stocking RequirementsStocking Requirements Gerber Infant Formula:

• (12) 12.1-ounce containers of Gerber Good Start Gentle concentrate• (20) 12.7-ounce cans of Gerber Good Start Gentle powder

• Stocking Tip: This outsells the other powder formulas 7 to 1!

• (5) 12.4-ounce cans of Gerber Good Start Protect powder• (5) 12.9-ounce cans of Gerber Good Start Soy powder• (5) 12.4-ounce cans of Gerber Good Start Soothe powder: will be required as of

February 18, 2014

Stocking Requirements Cont.Stocking Requirements Cont. Milk

• Total of 12 gallons• Whole, reduced fat, low fat, and skim milk in gallons

Cheese• (2) kinds• (3) pounds of domestic pre-packaged block or sliced cheese

Eggs• (3) one-dozen containers• Large or extra large

Juice: 100% juice and 120% Vitamin C• (15) 64-ounce containers

• At least (3) kinds

• (5) cans of 11.5-ounce or 12-ounce frozen juice or shelf-stable concentrate• At least (2) kinds

Stocking Requirements Cont.Stocking Requirements Cont. Cereal

• (6) kinds dry• (1) kind cooked• Need a total of 20 boxes• Must stock at least one whole grain cereal

Peanut Butter• (5) 16-18-ounce jars

Dried Beans, Peas and Lentils• (2) kinds• A total of (3) pounds in 1-pound bags OR• (128) ounces of canned navy, kidney, garbanzo, great northern, or black beans• 15-64 oz cans ONLY

Stocking Requirements Cont.Stocking Requirements Cont. Infant Cereal

• (8) 8-ounce containers• (2) kinds

Infant Food• (48) 4-ounce containers

• (2) varieties each of fruits and vegetables

• (16) 2.5-ounce containers meat only• May include broth or gravy

Bread• (5) loaves of 16-ounce whole grain bread

Fruits and Vegetables• ($30.00) worth of fresh fruits and vegetables

• (2) varieties of each

Vendor ComplaintsVendor Complaints As a WIC vendor you have the

right to file a complaint against a WIC participant.

Please fill out the form with specific information on what was said and done by the WIC participant.

The complaint form is available at www.wic.in.gov

Description should include height, weight, age, race, name, WIC household ID number, location, any witnesses, time and date.

Send complaint to your local WIC contact person and the appropriate action will be taken.

WIC PharmaciesWIC Pharmacies

Pharmacies may provide only formula and medical foods

Special order formula must be provided within two working days◦ Reason: this is the infant’s only source of food

If someone asks you about a special formula that you do not have, refer them to your store pharmacy or to a pharmacy on the list provided to the participant by the WIC clinic

Blunders!Blunders!Common check redemption mistakes: Not separating WIC purchases from other purchases

Cashiers not comparing the foods selected to what is written on the check

Participants not signing checks

Vendors accepting checks early

Writing in an amount over the stated limit on a CVV

Using light colored ink to write on checks◦ Light colored ink “disappears” when transmitted electronically to the bank

WIC Approved Foods Test AnswersWIC Approved Foods Test Answers1. Not Approved: discontinued and only 18 or 36 oz boxes allowed2. Not Approved: discontinued 3. Not Approved: 64 oz only4. Approved5. Approved6. Approved7. Not Approved: pink salmon only, no pouches, size not allowed8. Approved9. Not Approved: wrong size, must be 8 oz. or 16 oz.10. Not Approved: wrong size (large or extra large only)11. Approved12. Approved

WIC Approved Foods Test AnswersWIC Approved Foods Test Answers13. Not Approved: no salad bar items allowed14. Not Approved: no natural peanut butters allowed15. Approved16. Approved17. Approved18. Approved if least expensive brand19. Not Approved: no organic juice20. Approved21. Approved22. Not Approved: 4 oz. jars only23. Approved24. Not approved: no organic baby food

2014 Vendor Food Card2014 Vendor Food Card

Non-discrimination StatementNon-discrimination StatementThe U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the basis of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited basis will apply to all programs and/or employment activities.)

If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov.

Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish).

USDA is an equal opportunity provider and employer.