Autumn 2022 Quarterly Call Minutes

Formula Supply Chain Updates and Reminders

  • Expanded size options are still available to participants
    • Benefits will be automatically deducted based on the size of the product and NTEs have been adjusted so vendors will be paid appropriately for these items. Do NOT scan items multiple times or ask for any cash payment from participants to cover costs.
  • International formulas have been added temporarily, and we encourage vendors to stock shelves with international options if Enfamil products are not available.
    • All added size and international options can be found on the website under vendor communications.
  • Purchase Limits - may continue to be enforced as supply is available. Any purchase limits applied to WIC participants should be equally or less stringently applied to all shoppers, you may not apply stricter limits on WIC participants.
  • Infant formula minimum stock waiver is still in place and will be through the end of 2022 at this time. All other minimum stock requirements will be enforced.

Fresh Produce UPC Mapping

  • Produce mapping is matching the store's fresh produce UPC or PLU to a PLU code in the APL.
  • All WIC authorized fresh produce, including ones with UPCs, in Integrated POS systems must be mapped to a corresponding PLU.
  • As new fresh produce PLUs are added to the market on a regular basis, it is important that stores continue to update their POS systems to ensure items are correctly mapped. Integrated stores not properly mapping PLU codes to fresh produce may result in fresh produce being rejected.

APL, Authorized Food List & Minimum Stock Changes

  • APL is posted quarterly on our website and is available for vendors to review at any time.
    • It is key to continue to update your POS systems so you have the most recent version of the APL as it can be updated daily.
    • If you have a product that you have reviewed and meets the eligibility requirements of the Authorized Food List and the UPC is not on the APL, submit a UPC Submission request. Forms are available on the website.
  • It may take a few weeks for our nutrition staff to review, but you will be notified if an item will be added or not.
  • Minimum Stock Changes went into effect October 1, 2022
    • If you need help determining the Peer Group assignment of your store, reach out to the WIC office and we can assist you. The information was also provided on the contract renewal letters sent out in the end of August 2022.
  • All are available on the WIC Vendor Webpage
    • Recommend that Authorized Food List is available at each cash register that can complete WIC transactions.

Annual Training Survey and New Trainings

  • Survey was sent out to everyone who completed an annual training and feedback was reviewed.
    • Overwhelmingly, stores appreciated the online format that they could take the class at a time that was convenient to them.
    • Some issues with vendors having technical difficulties completing the certification of completion, and we will be looking into how to improve this in the coming years.
    • As the opportunity to complete the annual training has ended for this year, we have locked these trainings, so they are not currently available. We will look to make a manager training available in the future.
  • IRMA has been a wonderful collaborator with us, and they are working on finalizing a 20 - 30-minute training video specifically geared towards cashiers for integrated stores and stores with stand-beside devices.
    • We will be sending out a notice when they are available.
    • These will not be required trainings; however, we strongly encourage vendors to make these trainings available to all front-end cashiers, and any new cashiers moving forward as they provide key information on how to complete a WIC transaction and some troubleshooting ideas for some of our most frequent issues we hear about.

Q & A

Open for questions from vendors on call.

  • How many times can a participant use their card in one transaction?

    • Vendor should work with their POS Provider for guidance on transaction processes and steps.

  • How are NTEs determined and how frequently are they updated?

    • Costs are looked at every month by peer group and adjusted accordingly, whether that be up or down. 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.

  • Wondering about idea of grocers having an app to confirm WIC item eligibility

    • IL WIC is looking into an app available to retail vendors, however, it is not in the near future. The APL is updated quarterly and posted on our website at IDHS: Illinois WIC Authorized Foods (state.il.us). Vendors should be looking through that to verify if an item is eligible.

  • Some customers have 1% or skim milk approved, but at the register Dutch Farm brand does not go through even though customer is approved for the benefit.

    • If participant has question re: item going through and the item is on the APL the participant needs to contact their agency to verify the benefits match and they are getting the correct item. Store has sent the UPC request, Lisa has verified the UPC is the on APL, so again to refer the participant to their agency and also contact their POS provider to see if there is an issue on their end with the item going through.

  • When a customer swipes their card, sometimes there is a message that comes up stating "not in preauthorized mode" is this a WIC issue or a POS issue.

    • Work with POS Provider to understand what error messages mean. If the POS provider is not able to assist, they may need to reach out to Solutran.

  • Just upgraded to new POS system, states system is not the most efficient at processing PLU's

    • POS provider needs to work with the vendor to get all fresh produce items mapped correctly.