Nevada WIC

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 .

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 877-291-0433

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 codeneeds 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

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

21. Bookkeeping • Balancing • Claim Adjustment

22. 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

23. Claim-Adjustment How do I file a claim/adjustment request? Call the FIS Helpdesk 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 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. FilingComplaints 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, Suite 102 Carson City, NV 89706 You may also file a complaint via our webpage at www.nevadawic.orgor call us at 1.800.863.8942.

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 www.nevadawic.org

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. Thank you! Contact Us: Carson City: (775) 684-5942 ITCN: (775) 355-0600 EBT Provider Help Line: 1-877-291-0433 www.nevadawic.org 1-800-NEV-WIC (1-800-863-8942)