Spring 2022 Quarterly Vendor Call Minutes

May 19, 2022

WIC Vendor Unit Updates

Formula Supply Chain Issues

  • Notice was sent to vendors on 05/18/22 with updates and guidance.
  • Illinois WIC reiterates the information that has been communicated to our vendors from our contracted Infant Formula suppler, Mead Johnson.
    • Limit Purchase quantities of small size powders to 2 - 3 cans per customer.
  • This is for all customers (WIC and non-WIC).
    • If you are able to sell small size infant powders to WIC shoppers only, that would greatly assist in getting formula to our WIC participants.
  • WIC customers are limited as to the size of cans of powder that they can purchase whereas non-WIC customers do have the option to purchase larger cans when they are available.
  • Through August 2022, Illinois WIC will not sanction vendors who are not able to maintain minimum stock of infant formula at all times, as we understand that it is hard to maintain the minimum stocking quantities while supply is limited.

Authorized Food List & Minimum Supply Changes

  • Memo sent on 05/04/2022
  • Updated Authorized Food List and changes to the Minimum Stocking Requirements.
  • Changes to Authorized Food List have already gone into effect and the APL has been updated to reflect these changes.
  • Minimum Stocking Requirement changes will begin to be enforced with the new contract period beginning October 1, 2022.
  • Details about the changes are explained in the annual training.

Annual Training Requirement

  • Invitations for grocery stores to complete the annual training were sent out on 04/18/22 to all grocery vendors.
  • The annual training this year is a webinar that you can access on a date and at a time that is convenient for you.
  • Please make sure that at least 1 person from each store completes this training before June 30th!
  • Any grocer that does not complete the training by June 30th will risk losing their authorization as a WIC Vendor at the end of the current contract period.
  • For our pharmacy vendors, we are finalizing an annual training that is specific to our pharmacy vendors as you do not sell WIC Food items, and will be sending the invitation in the coming weeks.

Communications

  • Any changes in contact information, store ownership, store status (sold, closed, major changes in hours) should be communicated to IL WIC Vendor Unit immediately.
  • Failure to provide us with an accurate email address for the store may result in missing important communications from IL WIC.
  • Please check emails regularly
    • Failure to read an email or receive an email does not change the date a notice goes into effect, and if you fail to respond to communications as appropriate, you may risk jeopardizing authorization.

Q & A

Open for questions from vendors on call

  • How does a vendor know if they have completed the annual training requirement?

    • Once vendors have successfully completed the full training, look for an email that will be sent to the email address provided in the certification of completion form from IRMA WIC Training. It could be in your Junk email folder.

  • How can I access the annual training?

    • The link to access the annual training was sent on 05/04/2022, but if you need the link again, you can email DHS.WICVendor@illinois.gov and it will be sent to you again.

  • I did not receive confirmation of completing the annual training, what should I do?

    • Email DHS.WICVendor@illinois.gov with your store name and address and when you took the annual training. We will confirm if training has been completed. Note that reports are sent to the Department weekly, so it may take a few days before your receive a response if you completed the training in the current week.

  • Prices of some products is going up; how do I report these changes and can I start selling items that are more expensive?

    • Average costs are computed monthly by peer groups with the averages and the corresponding Not To Exceed (NTE) prices adjusted. Adjustments will be calculated once a minimum number of items within a sub-category have been sold.

  • Is IL DHS informing and educating clients of the limits that we are asking vendors to impose?

    • Yes, we are. If asked, you can refer the client to their local WIC agency where they received the benefits.

  • Is there a web link for the pharmacy annual training?

    • No, not yet for pharmacy vendors. Look for it soon in the coming weeks.

  • PLUs were created for non-produce items in our store but they are the same as some items on the APL, what should we do?

    • Call your POS provider to determine how to make the change and how to map fresh produce items correctly.

  • We are buying milk at a higher price than the price indicated on the initial application. How do we request the price be set higher to reflect actual shelf prices?

    • Put in the actual shelf price of the milk you sell now for the WIC transaction. The NTE will automatically limit the highest amount you are authorized to charge.

  • The Vendor's formula (wholesale) providers are running out of formula. There is a list of wholesalers on the WIC Vendor web page, but are there any more he can call to source formula??

    • Mead Johnson indicated they are producing and shipping formula as fast as possible now. If Vendors implement the can/unit limits as requested your supply should last long enough to make it until more formula is shipped for you to purchase.

  • Vendor completed the annual training and received an e-mail with the completion certificates. What is next?

    • Look for your reauthorization letter in late August or early September in your e-mail that will allow you to continue starting on October 1, 2022.

  • If vendors cannot purchase formula will they be sanctioned?

    • Vendors will not be penalized for lacking infant formula through August 2022, but must meet all other minimum stocking requirements.

  • One person in the store has taken the annual training, but they wanted others in the store to take it, can the training be repeated under the same login?

    • Have the other persons create a new login and that will allow them to take the training.