Section XI. Becoming (and remaining) WIC Authorized

A. The Application

If you're interested in becoming a WIC-authorized retailer, please first review:

  • The current IL State Vendor Management Code (Addendum 5) - this will be part of the WIC Contract that you will sign if you meet all eligibility requirements and complete the Application Procedures.
    • Please review the selection criteria and general business requirements before requesting an application. Any applications received from a vendor that does not meet these requirements will be denied.
  • The Application Procedures (Addendum 6) - outline all the steps to become an authorized vendor.
  • The Application Form and completion guide (Addendum 7) outlines all of the information that will be asked of you and all documents that will need to be provided in the application packet, along with some instructions on how to use DocuSign, which is the mechanism used to complete the application.

Once you have reviewed these and are confident that your store will meet the eligibility criteria to be an authorized WIC Vendor, complete the Application Request Survey found on the WIC Vendor Website.

If you have questions about the WIC Food delivery system, please contact us at 1-844-901-0962 or email DHS.WICVendor@illinois.gov.

Please note:

  • Only completed applications will be assessed for eligibility. The Department will make one attempt to notify the applicant of the deficiency.
  • Vendors cannot reapply for WIC authorization for at least 180 days from the date an application is denied unless local conditions change, e.g., the only store in the area closes or is disqualified.
  • The Department reserves the right not to process new applications (i.e., for initial authorization) received up to the last 120 calendar days of the current agreement period.
  • The Department may deny authorization or terminate an executed agreement if it determines that the applicant provided false or incomplete information regarding its application.

B. Steps in the Approval Process

Completing a WIC application can be long and has multiple steps. Each step is outlined below.

Please note that you must be able to successfully move to the next step within 30 days of beginning each step. Failure to do so may result in your WIC Vendor Application being denied.

Step 1: Request WIC Vendor Application

  • Once you are ready to request an application, please complete the Application Request Survey.
  • You will receive an email from IL DHS via DocuSign with the application form ready to complete. You will have 30 days to return the application. However, we recommend that it be completed and returned as soon as possible in case any corrections are needed.

Using DocuSign

  • You will receive an email from IL DHS via DocuSign. Click on the Review Documents Button in the email.
  • Once you have clicked on Review Documents, a screen will open asking you to Review and Act on These Documents. Click on the yellow continue button to review and complete the application form.
  • Red boxes will appear on the fields that are required for completion.
  • If a document needs to be attached, a yellow box with a paperclip image will appear, and you will need to click on that to attach the required document.
  • When you click the Sign or Initial button, the "Adopt your Signature" screen will appear.
  • Once you have reviewed the document and attached all the required documents, click the "Finish" button.
  • Once you have clicked the Finish button, the "Log in to DocuSign" screen may appear. You may select "No Thanks" unless you want to create a free account with DocuSign to access a copy of the application through their website in the future.
  • Regardless of whether you Log in or not, you will receive a copy of the fully completed forms sent to your email that you may download and keep for your records once the state has approved the application.

The Department will review the application in accordance with WIC authorization selection criteria. If it is determined that the criteria are not met, the application will be denied, and the vendor will be notified within 30 days.

Step 2: Complete Vendor Initial Training

  • Once the Department has reviewed and approved your application, you will be sent an email invitation to complete the initial training. This email is usually sent within 7 - 10 business days of the application being approved.
  • At least one person from the store must complete the initial training.
  • The person who completes the training is responsible for training all cashiers on WIC as it pertains to the following:
    • WIC-approved foods
    • WIC Vendor Transactions
    • Allowing the same courtesies to WIC customers as non-WIC customers
    • How to process eWIC transactions in your store's system.
  • This training must be completed within 30 days of the email invitation being sent to the vendor.

Step 3: Initial Site Visit & Education

  • Once you have completed the initial training requirement, your store will be scheduled for an initial site visit to be completed in the following month.
  • Please note that our monitors are scheduled to complete site visits on the first business day of each month for the upcoming month. Training completed after the first day of the month will be scheduled for the following month.
  • The following areas will be verified during the initial site visit:
    • The vendor site meets the minimum stocking requirements based on the store's peer group assignment.
    • The vendor displays the price of specific WIC foods charged to the general public for customers to see.
    • The vendor has no WIC Food that exceeds the expiration date printed on the food item.
    • The vendor does not possess, display on the shelf, attempt to sell, or sell food products that originate from the WIC Food Centers or the Commodity Supplemental Food Program.
  • If all criteria are met, the vendor will pass the site visit.

Step 4: eWIC Certification

  • Within 7 - 10 business days of passing your initial site visit, you will be sent a contract to complete and instructions on completing the final step in your authorization process, which is your eWIC certification.
  • All new WIC vendors must be able to accept WIC with an Integrated Cash Register System unless they meet participant access criteria. "Integrated System" means a network of cash registers in a store that is capable of processing WIC EBT transactions through a third-party processor (TPP). Integrated cash registers must be able to provide a benefit balance prior to WIC purchase and a receipt including the remaining monthly benefit balance to WIC clients.

Integrated Cash Register System Vendors

  • Review the contract and return a signed copy to the Department at DHS.WICVendor@illinois.gov or fax it to 217-785-5247.
  • Work with your POS Provider to set up your system to complete eWIC transactions. You will need to give your POS provider your WIC Vendor ID, which is the X9 number they need to set up your system.
  • Ensure that all front-end staff at the store have completed training with your POS Provider on completing WIC transactions, including Balance Inquiries, Sale Transactions, Voids, and basic troubleshooting.
  • Complete a Balance Inquiry and notify Solutran at retailcert@solutran.com when this has been done.
  • Solutran will verify that the Balance Inquiry came through our system and will notify the vendor, the POS Provider, and the state that there is connectivity between the vendor's system and the payment processor.
  • Once connectivity has been confirmed by Solutran, you will notify the state at DHS.WICVendor@illinois.gov when you are set up, and the POS team has completed all the training so we can schedule the L3 Certification Visit.
  • The L3 Certification Visit will be conducted by a monitor coming to the store, and they will need to be able to complete a Balance Inquiry, purchase a WIC Eligible Item, attempt to buy a non-WIC eligible item, and verify that it does not go through as WIC eligible, and complete a transaction Void.
  • The monitor will contact the vendor to give a date and approximate time they will be at the store to complete the L3. It is strongly recommended that a representative from the POS provider be available either by phone or in-person to resolve any minor issues or provide education on the system itself if necessary.

Step 5: Authorization

  • Once you have completed your eWIC Certification, the Department will send you a fully executed contract and authorization to begin accepting WIC.

NOTE: Any WIC benefits redeemed before the store receives an authorization may be denied or may not be paid to the vendor.

C. Location and Facility Change

WIC-authorized vendors changing physical location or temporarily closing for remodeling should inform the Department at least two months before the change and provide the following information: changes in SNAP number, staffing, contact information/address, store name, and/or store number. Reapplication may not be required if the Department confirms that the change does not constitute a new store.

D. Ownership Change

If ownership of a vendor changes during the agreement period, the Vendor Agreement becomes void on the date of ownership change. The new owner must apply and be approved before accepting WIC transactions. Vendors should provide written notification to the Department at least 15 days before such changes. Failure to notify the Department of ownership change may result in the repayment of WIC funds issued to the unauthorized store owner.

E. Re-Authorization Criteria

Vendor Agreements are valid only for the period specified, and a vendor may not continue accepting eWIC cards past the agreement expiration date. Information for the renewal of authorization will be sent directly to independent vendors and the headquarters representative of chain vendors at least 90 days in advance of the expiration date of the Vendor Agreements.

The Department is not obligated to re-authorize a WIC Vendor when the WIC Vendor Contract expires.

F. Participant Access Criteria and Considerations

Limited access to healthy and affordable food sources may make it harder for some, including those participating in WIC, to eat a healthy diet. Participant access is not defined as WIC shopper convenience or preference. Inadequate participant access would cause WIC shoppers hardship, not just an inconvenience. The impact on WIC participants' access to health supplemental foods is a consideration in the WIC partnership with vendors in the following areas.

Sanctions

Before the disqualification of a vendor, participant access is reviewed to determine whether to disqualify the vendor or impose a CMP instead of disqualification. If disqualification of the vendor results in inadequate participant access, then a CMP will be charged. The program will consider participant access when determining reciprocal disqualification based on SNAP disqualification or CMP.

Authorization

Vendors that meet WIC authorization criteria other than SNAP and eWIC capability criteria will be reviewed to determine if they are needed for participant access. If the program determines a vendor is necessary for participant access, waivers may be made in these areas:

  • Expedited authorization process.
  • eWIC point-of-sale stand-beside device.

At the program's discretion

A vendor may be authorized outside the standard authorization process when it is determined that inadequate participant access exists. Emergencies may be caused by, but are not limited to, the following circumstances:

  • Disqualification (or agreement termination) of the only authorized vendor in the area,
  • A change of ownership or location of an authorized vendor or
  • Disaster or other causes for the loss of an authorized vendor.

Participant access determinations are at the program's discretion and are not subject to administrative review. The program must include documentation of its participant access determination and any supporting documentation in the file of each vendor who is disqualified or receives a CMP instead of disqualification.

When determining participant access, the program considers indicators of food access in the area where the store is located, such as:

  • Accessibility to healthy food sources, as measured by distance to a WIC-authorized store of the same type or by the number of WIC-authorized stores in an area.
  • Individual-level resources that may affect accessibility, such as nationality, ethnicity or religious dietary needs, refugee status, family income, language, or vehicle availability.
  • Neighborhood-level indicators of resources, such as the average income of the neighborhood and the availability of and proximity to public transportation, family shelters, or transitional housing.
  • Geographic barriers that would significantly restrict participants' access to other authorized vendors operating in the area.

Participant access will be determined as adequate when an adequate number of authorized vendors are operating in the area to meet WIC shopper demand and accessibility.