New Retail Vendor

Who is eligible to apply to become a vendor?

The Illinois WIC Program accepts applications from large and small grocery stores and pharmacies throughout Illinois.

What training will be provided to me?

Retail Vendor Initial Training

Every vendor applicant must attend a Retail Vendor Initial Training course and pass a quiz, or must demonstrate eligibility for a Retail Vendor initial training course waiver (See Ill. Adm. Code 672.300).

  • The training must be completed by a store owner or manager, or someone who will take responsibility for training the store cashiers. More than one person from a store may completed this training module, however the state minimum requirement is that one person complete the training for each vendor location.

On-Site Visit

Once you have completed the training module, a WIC Monitor will complete an On-Site Visit the store location to verify that minimum stocking requirements and pricing requirements are met and to respond to any education questions a vendor may have.

Quarterly Conference Calls

The state WIC Office also conducts Quarterly Conference Calls for vendors to participate in. The schedule for the calls and minutes from previous calls are posted on the WIC Vendor Website under Quarterly Vendor Information Calls.

Vendor Notices

The state WIC Office will routinely send out Vendor Notices by email with urgent information that vendors need to be made aware of throughout the year. These notices can be found on the WIC Vendor Website under Vendor Notices.

Annual Training

Federal regulations governing the WIC Program also require that all stores complete an Annual Training at least once each year. Communications as to how these will be accomplished will be sent to authorized vendors when that needs to be completed.

How long will it take for my store to be authorized for the WIC Program?

Due to the complex nature of the vendor application process, and the multiple steps required, vendors are usually authorized within four (4) to five (5) months of submitting the initial application. It is important to check the email address provided in your application so you do not miss important updates or tasks that are required to move your application to the next step or that will make the process longer. Vendors will have thirty (30) days to complete each step in the application process or risk the application expiring and would then need to restart the process if they choose to apply again.

How long will I be authorized for the WIC Program?

If your store or pharmacy is approved, you will be sent an agreement that will spell out the terms of your authorization. A WIC Vendor Agreement never exceeds 1-year length, and all agreements in the state end on September 30th. Agreements may be renewed up to 2 additional years by the state. Several months before the ending date of its current agreement, a store will be provided information on applying for reauthorization.

Authorization may be terminated before the end of a contract period if a store closes, is sold, or is terminated because of a violation of the WIC or SNAP Programs.

Which POS Systems are certified to process eWIC in Illinois?

All new WIC vendors must be able to accept WIC with an Integrated Cash Register System unless they meet participant access criteria. "Integrated System" means a network of cash registers in a store that is capable of processing WIC EBT transactions through a third-party processor (TPP). Integrated cash registers must be able to provide a benefit balance prior to WIC purchase and a receipt including the remaining monthly benefit balance to WIC clients. The currently certified POS providers in Illinois are:

What are the eligibility criteria to become an authorized WIC Vendor?

Any applicant seeking authorization to become a WIC Retail Vendor has an obligation to meet, at a minimum, the following authorization criteria listed in Section 672.210 of the Ill. Adm. Code. These criteria are summarized below for reference.

  • The vendor must be located within the state of Illinois boundaries.
  • The vendor is only authorized to accept WIC sales at the fixed location provided on the WIC Vendor application form during normal business hours.
  • The price charged to the WIC Program for WIC Foods shall not exceed those prices charged to cash paying customers nor the prices posted at the Vendor Site.
  • 70% or more of all gross receipts must be from the sale of non-alcoholic products. In other words no more than 29% of gross receipts may be from the sale of alcohol.
  • The percentage of sales revenue from food purchased with WIC Food Benefits shall not exceed 50% of total SNAP eligible food sales.
  • If a vendor is authorized to participate in the USDA SNAP program, they may not have been denied, suspended, disqualified, terminated, or assessed a civil money penalty during the 2 years preceding the application for authorization and may not be current disqualified as a SNAP Vendor.
  • Neither the applicant, Vendor, nor any officers or officials shall have been involved in bribery as prohibited under Section 50-5 of the Illinois Procurement Code.
  • The applicant or approved Vendor shall be barred from receiving State contracts as a result of any default on any educational loans as that term is defined in the Educational Loan Default Act [5 ILCS 385].
  • Neither the applicant, Vendor, nor the applicant or Vendor's spouse or minor children shall hold an elective office in the State of Illinois, a seat in the General Assembly, appointment or employment in any of the offices of State government during the period of any WIC Vendor authorization as prohibited under Section 50-13 of the Illinois Procurement Code.
  • Neither the applicant, Vendor, its officers, directors, individual partners, nor their spouses or minor children who owns more than 7.5% ownership or beneficial interest in the business entity seeking authorization to participate in the WIC Program shall be employed by the WIC Program of a local agency.
  • Neither the applicant, nor the Vendor shall have been convicted of a misdemeanor involving fraud, misuse or theft of State or federal funds or of any felony.
  • The applicant or Vendor shall be barred from bidding on or entering into a WIC Vendor Contract as a result of a violation of Sections 33E-3 or 33E-4 of the Criminal Code of 2012.
  • Neither the applicant, Vendor, nor any owner of 30% or more ownership shall have been terminated from the WIC Program in the previous 3 years.
  • The applicant or Vendor shall adhere to all of the provisions of the USDA WIC Regulations, the Act, the Ill. Administrative Code, and, once authorized, the WIC Vendor Contract.
  • The vendor applicant's shelf prices must be competitive with other similar size vendors in similar geographical areas per 7 CFR 246 12(g)(4).
  • The Vendor shall maintain minimum quantities, sizes, and types of WIC Foods necessary at a Vendor Site as specified in the WIC Vendor Contract based on peer group assignment.
  • The Vendor shall demonstrate readiness to process WIC EBT transactions with a WIC-enabled integrated cash register system, except where participant access criteria are met in Section 672.200(d).

How do I apply to become a vendor in the WIC Program?

Before you apply:

  • Retail vendors must sell foods as listed on the WIC Approved Food List and on the Approved Product List.
  • Must maintain minimum stock of foods based on the Minimum Stocking Requirements
  • Must purchase all WIC infant formulas from an IL WIC Authorized Formula Supplier
  • Must have an integrated cash register system that is able to conduct WIC. To ensure that your cash register system is able to complete WIC transactions, you should be able to ask your POS provider the following questions and be prepared to provide responses to these questions during the application process.
  • Must have and routinely monitor an active email address
  • Food and formula prices must be competitive
  • Must review:
    • WIC Vendor Policy and Procedure Manual
    • The IL State Vendor Management Code - this will be part of the WIC Contract that you will sign if you meet all eligibility requirements and complete the Application Procedures.
      • Please review the selection criteria and general business requirements before requesting an application. Any applications received for a vendor that does not meet these requirements will be denied.
    • The Application Form Guidance - this outlines all of the information that will be asked of you and all documents that will need to be provided in the application packet along with some instructions on how to use DocuSign which is the mechanism used to complete the application.
    • The Application Procedures - this outlines all of the steps in the process to become an authorized vendor.

If you have any questions about the requirement or the application process, please send an email to DHS.WICVendor@illinois.gov.

Requesting an Application

Once you are ready to request an application, please complete the Application Request Survey.