A. eWIC: Basics
WIC determines the food prescription (i.e., food types and amounts) to be received by each WIC participant based on the individual's specific needs. The participant can use the eWIC card at an authorized grocery store, pharmacy, commissary, or food center. The participant can also have someone else do their shopping for them.
In a typical eWIC transaction, when an order is rung up, and the eWIC card is swiped, the store's cash register (point of Sale (POS)) system is connected to the account that holds the families' food benefits and compares the items in the WIC shopper's account with the items being purchased. Items on the account balance, listed on the Approved Product List (APL), and prescribed for that WIC shopper can be purchased through the eWIC card. WIC-authorized vendors must provide WIC customers the option to use other forms of payment (such as cash, personal check, credit, SNAP, gift cards, etc.) to pay for any remaining balance of non-WIC items, including fruits and vegetable purchases or to have the item(s) voided.
When vendors apply for authorization as WIC vendors, they agree to use an approved POS register system that is certified for eWIC transactions. (More details can be found in Section X.)
B. eWIC: Steps
eWIC purchases and receipts look different depending on your store's POS system. For example, most stores will integrate the eWIC purchases into their cash register system, while a few may use a unique piece of equipment called a "stand beside" POS device.
While transactions may look a bit different, some main steps in the eWIC purchase are similar across the state, including:
- List of items: The department sends a listing, called an approved product list (or APL), or the thousands of WIC-approved foods and bar code/UPC numbers, nightly to your store's POS system.
- Swipe: the eWIC card is a form of payment (or tender). When the WIC shopper is ready to check out, they will swipe their eWIC card before other forms of payment and enter their PIN.
- Verification: when items are scanned, and the WIC shopper uses the eWIC card, the system verifies several things, including:
- Card number and PIN.
- Each UPC/bar code to see if items (e.g., size and brand) are WIC approved.
- WIC shoppers' food balance to see if the item is available to the WIC shopper.
- Price (and adjusts to the expected amount).
- WIC shopper approval (gives the WIC shopper a chance to approve or disapprove the WIC purchase).
- Receipts: the cashier gives the WIC shopper the receipt. The purchase receipt provides the WIC shopper with the list of WIC items purchased, the amount purchased, and the foods left in their balance.
- Under EBT Operating Rule 5.5.2 WIC Purchase receipt data, a WIC Purchase receipt (which may be separate or included in the WIC Vendor's sales receipt) shall consist of the following data:
- Last for digits of the card number of the Primary Account Number (PAN) only. All other digits shall not be displayed in the clear nor printed on the receipt.
- Store name. The generally accepted name for the location or one consistent with the WIC application to become an authorized WIC Vendor with Illinois WIC.
- Store street address, city, state abbreviation, and zip code.
- Local date and time of purchase.
- WIC food item identifier (if a separate WIC Purchase receipt is not provided).
- Benefit expiration date and time.
- Purchased food items, including quantity, description, and unit of measure.
- Unit cost.
- Total purchase amount.
- Benefits remaining, including the benefit description, quantity, and unit of measure.
- Unique transaction identifier or systems trace audit number.
In addition, eWIC transactions have various benefits for cashiers, such as:
- Easy: cashiers do not confirm the name or signature of the WIC shopper nor the dates or foods in the WIC shopper's balance. The POS system will approve items to be paid for with WIC and request another payment form for non-approved items.
- No overrides: cashiers cannot override an item for eWIC. Cashiers should offer the WIC shopper the option to void or pay for items that did not ring up as WIC. In the rare case you find an item you believe should be on the approved list, please submit the item details to Illinois WIC for review.
C. Troubleshooting: Not Ringing Up
If an item rings up differently than the WIC shopper expected, the cashier should ask if the WIC shopper would like to pay for the item or have it voided. With the cashier training, which can be accessed at any time, and the annual training offered each year, the cashier should be able to know and explain why the item did not go through as WIC (e.g., it was not WIC approved or it was not in the food balance) and assist the WIC shopper in finding an approved food.
D. Troubleshooting: PIN
To make an eWIC purchase, the WIC shopper must have an eWIC card and a PIN. Cashiers may manually enter the card number (called a PAN) if they find the eWIC card cannot be ready by their POS system. Under no circumstances can the 16-digit PAN be manually entered without the eWIC card holder presenting the actual eWIC card. If the card is unavailable, cashiers should suggest that the eWIC cardholder contact their WIC clinic to replace the eWIC card.
If the WIC shopper does not have their PIN set up, they may call the phone number on the back of the card to set up a PIN and use their eWIC card. WIC families may call this number to change their PIN, report a lost or stolen card, and check the eWIC account balance. After entering the wrong PIN three times, the account is locked until midnight that day. If a WIC shopper enters the incorrect PIN two times, please suggest they call the customer service number on the back of the card to change their PIN to avoid being locked out of their account.
Participants may send someone else to buy WIC foods for them. Anyone with an eWIC card and matching PIN may purchase the WIC foods associated with the account. Cashiers should never check alternate forms of identification for a WIC purchase or ask the WIC shopper for the PIN. Participants are educated to make sure to always have their physical card with them when they shop, and to know their PIN as this is the way that verifications are made to confirm eligibility to use the card at the time of purchase.
E. Troubleshooting: WIC List Missing a Food
The Department lists thousands of food items that can be purchased through WIC, called the Approved Product List (APL). This list is sent to stores whenever it changes and new foods are added. If a food item appears missing from the WIC list, please send us the product details, and we will review it. The brand, item name, and barcode/UPC information are used to research the item, and pictures help ensure we find the correct item to review.
To tell the department about an item you think should be WIC approved, report the barcode/UPC and item details to the store manager or chain representative. Vendors and manufacturers can submit an item (and UPC) to the Department for review. Items WIC-approved by the department will be added to the APL and made available to the WIC shopper.
F. Over-The-Maximum Dollar Amount
Vendors will be reimbursed for the agreed amount for each item, which is the average price charged by the store's peer group for the item. Vendors that exceed pricing limits are subject to reductions to their claims, both before and at payment and subsequent recruitment after the payment period. Vendors are encouraged to contact the department with questions or issues.
