Autumn 2023 Quarterly Vendor Call Minutes

Training Updates

  • Cashier training videos 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 help vendors provide a smoother, more successful WIC transaction with customers, which leads to happier and returning clients and better compliance with the WIC Program.

WIC Specialty Formula Limitations

  • The contract amendment communicated at the beginning of July 2023 went into effect August 1, 2023.
  • This amendment only affects vendors in the peer groups 1 - 3 Urban and 1 - 3 Rural. These small stores have between 1 and 3 cash registers that are WIC-enabled.
  • Vendors in these two peer groups are not authorized to sell specialty formula products in categories 31 - Exempt Infant Formulas and 41 - Medical Nutritional.
    • If a vendor attempts to complete a sale of one of these items, they will not be paid more than $0.01 per container.
  • This amendment does NOT affect the ability to sell contract formula or WIC foods.

Common Issues

  • Participants are having issues with transaction errors when using store loyalty cards or applying for other discounts.
    • Federal WIC regulations require that WIC-authorized vendors treat program participants with the same courtesies as other customers concerning food prices and services. Allowing participants to take advantage of in-store promotions, such as Buy One, Get One Free (BOGO), Buy One, Get One at a Reduced Price, Free Ounces Added to Food Item by Manufacturer (Bonus Size Items), Transaction Discounts, Store Loyalty/Rewards Cards, or Manufacturers' Cents Off Coupons is part of this requirement.
  • The static APL has been updated on the WIC Vendor Website as of October 20, 2023, and can be referenced anytime. For our integrated vendors, it is vital to update your POS systems so you have the most recent version of the APL, as it can be updated daily.
  • The Department sets Not-to-Exceed amounts for each item subcategory based on the peer group assignment. By doing this, the maximum price for each product is determined based on the average price of all vendors in the same peer group. These amounts are reviewed and adjusted monthly. As a reminder, Vendors are not authorized to make the customer pay the difference between the shelf price of the selected food and the NTE amount that WIC will pay. Doing this is a violation of the WIC Vendor Contract. The only exception is the balance of the cost of fruits and vegetables using the Cash Value Benefit. So, for example, if a customer has $5 of CVB benefit available and the fruits and vegetables they purchase are $6, the vendor may make the customer pay a $1 difference. However, if the shelf price for one dozen eggs is $5.00 and the NTE for eggs in your peer group is $4.85, the vendor may NOT ask the customer to pay the $0.15 difference.

Reminders

  • Vendors must notify the department at least 15 calendar days before the change of location, name, address, corporate officers, majority stockholders, or management contacts. This is essential so that all communications from the department go to the correct person. In addition, we provide participants with a list of where they can use their WIC benefits, which needs to be accurate with open and operating stores.
  • For fresh produce items, if a vendor is integrated, it is the requirement of the vendor to map the fresh produce items; in some stores, the mapping is done at the store level, and in others, at the corporate level.
    • We cannot tell you the specific mapping process with your store, but you can go to our website, and there are general instructions on how to map produce located at IDHS: Mapping WIC Allowed Produce Items (state.il.us). All PLUs must be mapped to similar PLUs for that item (for example, if the PLU for the peaches you have on hand is not currently on the Illinois APL, you can map to another peach PLU on the APL or you may map to the generic PLU code 4469).
  • All vendors must complete a reapplication in the spring of 2024 to be issued a new contract effective 10/01/2024 if they wish to continue to accept WIC. We will provide more information about this in the coming months, but we wanted to give you a heads-up.

IL WIC Staffing Updates

  • Josh Grace - has joined the Vendor Compliance Unit and is working with Harry Lobb.
  • Chastity Durbin - has joined the Vendor Relations Unit and is working with Anna Sabin.

Communications

WIC Vendor Contacts:

  • Jeff Peddycoart Assistant Bureau Chief
  • Lisa Cunningham EBT Coordinator
  • Harry Lobb Compliance Coordinator
  • Josh Grace Compliance Staff
  • Anna Sabin Vendor Relations Coordinator
  • Lisa Brockmeyer, Jessica Meredith, Chastity Durbin, Vendor Relations Staff

Q & A

Open for questions from vendors on call.

Certain juices are shown as eligible on the APL but are then declined at checkout.

This could be because the participant was not prescribed the juice size they were trying to purchase. If a participant is prescribed 64oz of juice, they may only buy 64oz of juice. They will not be able to purchase 48oz juices or vice versa. If the product's UPC is not on the APL but you believe that it meets the requirements, then you may submit a request to add the UPC to the WIC APL. Information on submitting a UPC can be found on the WIC Vendor Website.

If we change our POS provider, does the vendor have to reapply for WIC authorization?

You do not need to reapply. However, you need to notify the department and fill out the change of information form on the WIC Vendor Website. We will then be in contact as to the next steps required to certify the new POS system to accept WIC.