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Nevada WIC Vendor Training 2014
What is WIC? WIC is a federally funded Supplemental Nutrition Assistance Program for Pregnant, Post Partum and Nursing Women, Infants and Children up to age 5 found to be at nutritional risk.
Why do we have WIC? To improve the health of women, infants and children up to age five who are eligible for the program by providing supplemental nutritious foods, nutrition education, breastfeeding support and other health and social services.
Supplemental Nutritious Food packages may include: • • • • • Milk Eggs Cheese Beans Peas Lentils Peanut Butter Iron-Fortified Cereal 100% Fruit Juices Fresh Fruits and Vegetable Frozen Fruits and Vegetables Canned Fruit Vegetables Canned Fish Whole Grains Tofu Soy Beverages Iron-Fortified Formula Infant Cereal Jarred Baby Food Meats, Fruits and Vegetables
Authorized Foods Nevada WIC Participants receive their food benefits on Electronic Benefit Transfer Cards (EBT) Each Participant is given a food package tailored to their category and nutritional needs Participants are only allowed to receive the foods listed in their package (Food Packages Vary) Only foods Authorized by the Nevada WIC Program are allowed
Milk • Changes Women and children over the age of 2 will now start receiving 1% or non-fat milk in their food package. • This change will start October 1, 2014, and should take about 3 months to roll out to all participants. • Some participants may still get 2% or whole milk if deemed necessary by their nutritionist.
What are UPC Requests? • As soon as your store is aware there is a WIC approved item that is not scanning, it is required that you complete the UPC Request form and submit it along with a copy of the label showing the brand, product name and size, ingredients and UPC barcode to the State WIC office. • Failure to include all documentation could result in a delay in adding the UPC.
Importance of a UPC Request Not providing WIC approved items to participants means you are in violation of your Vendor Agreement. Your store can be sanctioned for not providing WIC Approved foods to a WIC participant.
UPC Requests and Vendors • Manufacturers are constantly changing packaging and UPC codes, we do our best to keep our database current. • Your store may be receiving fruits and vegetables from a new supplier and we may not have the current UPC/PLU code. • • If we don’t know about it we cannot add it. • Your assistance is key in keeping the UPC database as clean and current as possible.
UPC and PLU Reminders Nevada WIC has a listing of all WIC Approved UPC’s online. www. nevadawic. org This list includes a list of updates indicating new and retired UPCs and PLUs.
FAQ Claim-Adjustment 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. • If this occurs, call the JP Morgan Helpdesk at 1 -800 -266 -1033.
FAQ Claim-Adjustment How do I file a claim/adjustment request? Call the JP Morgan Helpdesk at 1 -800 -266 -1033 within four (4) calendar days of the transaction date to file an adjustment request. 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. 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.
Filing Complaints At WIC we strive to make the WIC transaction experience flow as smoothly as possible. In the event that this is not the case, we have complaint forms that are available to participants, vendors and clinics. 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.
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: 775 684 -4246 Mail: 4126 Technology Way, Ste 102 Carson City, NV 89706 You may also file a complaint via our webpage at www. nevadawic. org or call us at 1. 800. 863. 8942.
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 it is 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
Reminders For Cashiers • WIC purchases are tax exempt. • 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. • You must accept coupons if presented.
Reminders For Cashiers • At least one WIC Lane must be open at all times • Selling expired formula or any WIC products to a participant is a violation. • All stores are required to meet the minimum stock requirements at all times. • Stores are required to have the current card at each register.
Reminders For Cashiers Participants must purchase least expensive brands for milk (all types), eggs, orange and pineapple juice. Participants are NOT required to buy the store brand unless the store brand meets the “Least Expensive Brand” requirement for eggs, milk, orange juice or pineapple juice. . www. nevadawic. org
Important Points to Ponder 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 any of the store’s regular hours. Remember for each WIC dollar spent, WIC participants will spend an additional 3 to 4 dollars in cash or SNAP benefits (food stamps) in your store.
Returns • WIC foods may not be returned for cash. • WIC Formula may ONLY be exchanged for the exact same formula and ONLY if the can/container is damaged or expired.
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.
Scanning WIC Items • You must scan every item that a participant brings to the register. • You may not tell a participant no because you do not think it is WIC Approved. • Scan the item and if it does not go through, let the participant know what the error message is.
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. The item will scan because the UPC codes must be in our database for those vendors who may only carry one brand.
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.
Vendor Tools and References Food Brochure Cashier Cards EBT Training Manual Vendor Manual WIC Approved Labels WIC Accepted Here Signs Quarterly Cashier Newsletters www. nevadawic. org
Handouts • Nevada WIC Approved Food List • List of Herbs Not Allowed • Infant Formula Suppliers • UPC Request Form • Training Evaluation Form • Food Package Milk Change Letter • Penalty Point and Sanction Schedule • VM-13 Restriction on Incentive Items • Nevada and ITCN WIC Minimum Stock Requirements
Thank you! Contact WIC via phone or complaint form with any concerns Carson City Office: ITCN: (775) 684 -5942 (775) 355 -0600 JP Morgan EBT 1 -800 -266 -1033 www. nevadawic. org 1 -800 -NEV-WIC (1 -800 -863 -8942)