Spring 2023 Quarterly Vendor Call Minutes

Fresh Produce UPC Mapping

• As part of the mapping requirements for WIC Vendors, the EBT Operating Rules state that "WIC Vendors shall map the UPCs, PLUs and GTINs for fresh fruit and vegetable sold in their stores to the UPCs/PLUs for authorized CVB food items on the APL files provided by the WIC State Agency.
• There are 2 options for mapping, and they are as follows:
  • Full Mapping - WIC Vendors shall map their retailer assigned UPCs (UPCs with a prefix of 4 or 9), PLUs and GTINs for CVB food items eligible for redemption to like PLUs as provided in the WIC State Agency APL and the mapped PLUs shall be used for purchase approval and reporting. Random weight food items identified with a UPC prefix of 2 shall be mapped to an PLU for the food item and the mapped PLU shall be used for purchase approval and reporting.
  • Partial Mapping - WIC Vendors shall map their retailer assigned UPCs (UPCs with a prefix of 4 or 9), PLUs or GTINs to the FNS designated CVB PLU 4469. Random weight food items identified with a UPC prefix of 2 shall be mapped to the FNS designated CVB PLU 4469 if approved by the WIC State Agency.
• This applies to all WIC Eligible Fresh Fruits and Vegetables and the criteria for a WIC Authorized fresh fruit / vegetable is: Any variety of fresh fruits or vegetables except for herbs or spices; dried fruits or vegetables; party trays or platters; baskets; salad bar items, bags of salads with topping/dressing; ornamental or decorative fruits or vegetables.
• We would expect cut up fruits and vegetables that are not party trays with any added dips, dried fruits, nuts or seasoning would be mapped following the guidelines set above.

Formula Supply Chain Updates and Reminders

• Larger Can Size Options Ended

  • USDA waiver providing flexibility in container size for contract formula ended April 30, 2023. The following Mead Johnson-Reckitt Contract Formula products and sizes are eligible for purchase with WIC Benefits when prescribed:
    • Enfamil AR Powder 12.9oz
    • Enfamil Gentlease Powder 12.4oz
    • Enfamil Infant Concentrate 13oz
    • Enfamil Infant Powder 12.5oz
    • Enfamil Infant Ready to Use 32oz
    • Enfamil Neuropro Gentlease RTU 32oz
    • Enfamil NeuroPro Infant RTU 32oz
    • Enfamil ProSobee Concentrate 13oz
    • Enfamil ProSobee Powder 12.9oz
    • Enfamil ProSobee Ready to Use 32oz
    • Enfamil Reguline Powder 12.4oz

• Minimum Stock Requirements

  • The current minimum stock requirement waiver is expected to expire 06/30/2023 and all vendors will be required to maintain minimum stock of Enfamil Infant Powder 12.5oz and Enfamil ProSobee Powder 12.9oz at all times in the quantities specified on the Minimum Supply List after 06/30/2023.
  • All other minimum stock requirements are currently in place and violations of maintaining minimum stock of these items is a sanctionable offense.

Annual Training Updates

• Annual Trainings

  • Approximately 85% of all authorized WIC Vendors have completed the annual training requirement so far.
  • At least one (1) person from each vendor site must complete the correct Annual Training to meet the requirement and be reauthorized after October 1, 2023.
  • Reminder emails are being sent out weekly in May and if you receive a reminder this means that you have not completed the requirement. This could be because you did not complete the certificate of completion form and submit it, or because the training that you did was not the correct one for your store.
  • Grocery vendors must complete the Annual - Grocery training.
  • Pharmacy vendors must complete the Annual - Pharmacy training.
  • Grocer w/ Pharmacy vendors must complete the Annual - Grocery training but may also complete the Annual - Pharmacy training as well.

• Front-End / Cashier Trainings

  • Front-End / Cashier trainings are available at https://wic.irma.org and we highly recommend that all front-end staff take the training based on the cash register system you use to conduct WIC (Integrated vs. Stand-Beside).
  • These are not currently required, but they will really help vendors provide a smoother more successful WIC transaction with customers which leads to happier and returning clients as well as better compliance with the WIC Program.

Reauthorization Process

• Reauthorization letters will be sent out in July to all vendors who have:
  • Completed the annual training requirement
  • Remain a vendor in good standing with the IL WIC Program

IL WIC Staffing Updates

• We have a new person in the WIC Vendor Management Unit.
• Her name is Lisa Brockmeyer, and you may hear from her in future emails and communications.
• All other contacts listed below remain the same.

Communications

WIC Vendor Contacts:

Q & A

Open for questions from vendors on call.

Are customers allowed to get refunds for a produce item they did not want?

No, once a transaction has been completed and customer has accepted the purchase, you do not have the ability to refund benefits back to a participant's card.

Are customers allowed to purchase containers of precut up fruit (not the containers containing dips, nuts, dried fruits)?

Yes, as long as it is not a party platter or fruit or veggie tray with dip, or a salad kit with dressings or added nuts, or dried fruits. Packages with just fruits or vegetables should be able to be purchased by WIC participants. This is why mapping of these items is so important.

Is there a certain size of Juicy Juice that store must carry?

All stores must carry two (2) flavors of 48oz. liquid or 12oz. frozen and two (2) flavors of 64oz. liquid. The number of each of these containers that must be carried depends on the peer group assignment of your store.

How can we help the customer when something does not go through? what can we tell them about the item that is not being approved?

First check the available balance on the balance inquiry for the participant. If the participant has a balance available, you can help them by checking the Authorized Food List to make sure that the item they have selected matches their benefits.

If it is a fresh produce item, if your store allows you to use the generic 4469 PLU, you can use that to help the participant purchase the fresh produce item, then immediately let management know what item was not mapped, so it can be mapped correctly for future clients. If your company does not allow this, ask management and corporate what work arounds they have to offer to assist participants.

Having a problem getting formula from supplier- advice?

Please let us know at DHS.WICVendor@illinois.gov if you are not able to get Enfamil Infant or Enfamil ProSobee powder formulas through your supplier. We can try to work with the manufacturer to see if there is anything we can do on our end to help improve the supply chain flow.

Can a store deny access to precut up fruit or do they have to allow WIC participants to purchase?

We would expect cut up fruits and vegetables that are not party trays with any added dips, dried fruits, nuts or seasoning would be mapped following the guidelines set above.

What do we do if an item is WIC eligible and matches the participant's benefits but is not going through as a successful transaction?

Make sure you are using the current APL. POS systems should be pulling down the APL nightly, and if you are not this could cause errors in transactions. If you have a stand-beside device, please make sure to leave your device powered on and connected to the internet so nightly updates can be pushed out correctly.

If you have a specific item that is not going through as WIC eligible, but you believe the participant should have been able to purchase it with WIC. Please provide the UPC of the item, the date / time of the transaction, and if possible any pictures of the product to DHS.WICVendor@Illinois.gov and we will look into why it may have been denied and will get back to you within 1 business day.