Winter 2023 Quarterly Vendor Call Minutes

Fresh Produce UPC Mapping

• It is the store's responsibility to make sure all fresh produce is mapped, so participants can purchase fresh produce with their CVB.
• All fresh, plain fruits and vegetables with UPCs and store PLUs must be mapped. This includes items cut up by the store and more commonly available packaged items.
• You can download the IL WIC APL file from the IL WIC vendor website under Illinois WIC Authorized Foods. There is a tab that includes the fresh fruit and vegetable PLUs. This APL is updated quarterly.
• Your POS provider is responsible for providing instructions on produce mapping. Illinois WIC staff can tell you if an item needs to be mapped but cannot help with the process.

Reading Balance Inquiries and Receipts

• Stores are required, per the WIC Vendor Contract, to allow a WIC participant to check their WIC card balance without having to make a purchase if they ask.
• Always offer WIC participants the mid-transaction receipt to review, which prints after sliding their WIC Card and entering their PIN, BEFORE they approve the WIC charges using the PIN pad. This is the only opportunity to make changes to the WIC transaction.
• All front-end staff should know how to read your store receipts and identify what items are / are not covered by WIC in a transaction.

Formula Supply Chain Updates and Reminders

• Memo 23-02 was sent on 02/08 with some updates about the Formula contract, and expiration of the formula waivers.
• We have a new contract with Mead-Johnson-Reckitt for 3 years which began on 2/1/23. There are no major changes to the formula based on this new contract.
• As the supply of infant formula nationwide continues to improve, USDA is ending some of the flexibilities that had put in place during the peak of the crisis. Some important dates to keep in mind in the coming months are the following:
  • The following brands of temporary international formulas will be discontinued from the IL Approved Product List (APL) starting on March,1 2023 pending any other extensions.
    • Bubs
    • Kendamil
    • Aptamil
• The larger size containers of contract formula products will be removed from the IL APL starting May 1, 2023 and only the original size Enfamil products prior to the formula shortage will be WIC eligible in IL.
• Education is being provided to clients about these "returns to normal" but it is important that front end employees at stores are aware of these changes in case some clients try to use WIC for the larger size containers of formula.
• The Infant formula minimum stock waiver at this time will remain in place through 06/30/2023. We strongly encourage vendors to work with their Primary Infant Formula Suppliers to obtain stock of the original can sizes of Enfamil contract formulas to allow ample time to procure sufficient supplies. As of 07/01/2023, vendors are found not to maintain minimum stock of Enfamil Infant and Enfamil ProSobee may be subject to administrative warnings and or vendor sanctions. All other minimum stock requirements continue to be enforced.

APL, Authorized Food List & Minimum Stock Changes

• Authorized Food List published February 2022 remains in effect with no 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 under Illinois WIC Authorized Foods.
• 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 Requirements
  • Based on peer group assignment. If you do not know your current peer group assignment or believe it to be incorrect, please notify the WIC Vendor Relations Unit by email.
• All are available on the WIC Vendor Webpage
  • Recommend that Authorized Food List is available at each cash register that can complete WIC transactions.

Accurate Shelf Pricing and Price Adjustments

• It's important to ensure your shelf prices match what's programmed into your POS system. For example, if the shelf price is $2.39 yet it rings up as $2.69, it can result in receiving a violation of your contract.
  • Our vendor compliance team conducts undercover buys to ensure all requirements are met such as what is charged to WIC. When a shelf price is different than what rings up and charges the WIC program a greater amount, this can result in an Administrative Warning or Sanction.
• The NTE is the maximum amount that Illinois WIC will pay for specific food items identified by their Universal Product Code (UPC). The NTE is calculated from the requested prices for food redeemed through the WIC Card transactions by vendors within a single peer group over the past 30 days.
  • NTEs are reviewed monthly and adjusted based on reported shelf prices.

Training Updates

• All WIC authorized vendors are required to attend annual training to maintain their WIC authorization. Annual training is designed for management and supervisory personnel.
  • Invitations to the annual training will be sent out mid-March 2023.
  • At least 1 person from each store location must complete the annual training online and submit the training certification form at the end of the training between March 2023 - May 2023.
  • We will send out reminders to anyone who has not completed the annual training requirement at the beginning of April and May and by Wednesday of each week in May.
• If your store is listed as needing a reminder email this means that the training has not been completed.
• If you believe you did complete the training but are still on the list, log back into the training website and make sure that you have completed AND SUBMITTED the training certification of completion form.
• NEW! Cashier training is here! With the help of IRMA, we have put together a cashier training for integrated and stand-beside vendors. This training is intended for non-management front-end staff. It is available to all WIC Authorized vendors. This training is not required, but we strongly encourage all front-end staff to complete the training, and that our vendors include the training as part of their onboarding process for new front-end employees.
  • Remember well trained cashiers have fewer errors and make happier customers!
  • Information about how to access the training was included in the 23-01 Memo sent out on 02/01/23 and a link to the training website can be found on the WIC Vendor Website.

Checking your Emails

• It is very important that all Vendors on the WIC Program routinely check their e-mail for updates and messages from the Illinois WIC program. E-mail is the fastest and most efficient way for the program to disseminate important information to Vendors. Store managers and staff should check the email address the WIC program has on file every day for updates, so the latest WIC information reaches our Vendors in a timely manner.
  • Notify the WIC program with any email address updates or changes.

Communications

WIC Vendor Contacts

Q & A

Open for questions from vendors on call.

Is cut fruit now included in WIC?

Yes, as long as there are no dips, dried fruits, or other things added to the item.

We are having a hard time buying formula still, do you have any advice as to how we can find it?

Please refer to the list of authorized formula suppliers on our website and reach out to suppliers in your area to determine if you can use them as a supplier. We also recognize that it is still hard to maintain stock of formula at this time due to shortages, which is why the minimum stock waiver is in place currently. We anticipate supply to have improved by the time the waiver is anticipated to be lifted 07/01/2023.

What are the expanded formula sizes?

At the height of the formula shortage crisis, contract formula options were expanded so participants can purchase contract formula in sizes larger than the normal "WIC Sizes". The list of expanded formula sizes can be found on our website under Temporary Additions to Contract Formulas. Note that these expanded sizes will not be able to be redeemed with WIC as of May 1, 2023.

Should stores be lifting current formula purchase limits?

We do not require restrictions or limits, however know that many vendors have implemented restrictions to try to reduce stockpile purchases. Vendors may definitely implement these restrictions as they see fit, however we require that restrictions on purchasing formula are not more stringent for WIC participants than anyone else.

Will vendors be in violation if they are not able to locate Enfamil ProSobee?

Beginning 07/01/2023 if vendors cannot maintain minimum stock of formula, they could face administrative warning and/or fines. We have intentionally set this date further out than any of the other changes to allow time for vendors to increase supply to be able to meet the minimum stock.