Store Loyalty Cards
- EBT Operating Rules require all vendors to allow participants to use store loyalty cards with their WIC purchases.
- Discounts and coupons shall be applied to the purchase transaction before payment from the WIC cardholder is accepted.
- If a customer is getting a card decline with a WIC transaction, and there are discounts or sale items, remove those items to see if the transaction will complete. If it is successful after removing sale items, let your manager or scanning coordinator know so they can set up the discount or sale price correctly for WIC.
Reporting UPCs to Illinois WIC
- If you think an item you sell in your store meets the requirements set in the authorized food list but is not currently on the APL, you may submit the required information for review by completing the WIC UPC Submission Form on our Vendor Website under authorized foods.
- You will be required to attach clear pictures of the label that include all the following information: Brand name, product name, package size, ingredient list, nutrition facts label, full UPC Code (usually 12 digits)
- IL WIC Nutrition staff will review these items for eligibility and add them if they meet the requirements. This process may take a few weeks, so items will not be added immediately.
Vendor Compliance
- Just a brief reminder of some of the WIC Rules that must be adhered to by all vendors at all times.
- WIC Vendors must meet Minimum Stock Requirements at all times.
- Cannot charge more than customers paying with another form of payment
- WIC Vendors may not:
- Provide non-WIC foods in exchange for WIC benefits
- Exchange a previously purchased WIC Food for a non-WIC food, a different food, cash, or credit.
- Offer an IOU, rain check, or store credit in exchange for WIC benefits.
- Substitute one item for another.
- No UPC Scan Sheets
Email Communications
- Important communications are sent by email from DHS.WICVendor@illinois.gov. This may show up in your email ad coming from "DHS.WICVendor."
- Some vendors have reported that these communications sometimes go to their spam folders. Please check your spam folder occasionally to ensure you are not missing critical communications from the Illinois WIC Program.
- Your current email address must be in your store record. If you need to update your email address with the WIC Program, please email us at DHS.WICVendor@illinois.gov, identifying your store's name, WIC ID, store address, and the new email address to be used.
Store Closures and Ownership Changes
- It is important to make sure to notify the state of any changes in ownership, or business structure of your store at least 15 days before the change takes effect.
- In addition, if your store will be closing at any point, please make sure to notify the state before the closure takes place. We provided updated lists of authorized stores to all WIC agencies each month and it is important that you communicate any closures to us so we are not directing participants to stores that are closed.
- Communicate any changes to DHS.WICVendor@illinois.gov.
Q & A
Open for questions from vendors on call.
What should we do if we cannot get WIC-eligible products from our suppliers?
If you are struggling to stock your usual WIC items, we strongly recommend that you review the static APL that is published on our website at IDHS: Illinois WIC Authorized Foods to identify some other brands and UPCs that might be easier to obtain but also meet the WIC requirements.
Are there known supply chain issues of Enfamil Gentlease at this time?
We are not currently aware of any supply chain issues with Enfamil Gentlease. However, there have been some supply chain issues with Enfamil A.R. and Enfamil Reguline over the past few months, which may have caused an increase in demand for Enfamil Gentlease. Please always let us know at DHS.WICVendor@illinois.gov if your supplier cannot get any contract formula for you so we can work on our end to try to improve supply as much as possible and ensure that it meets demand as quickly as possible.
When will the cashier training be available for us to train new employees? Will it be available in Spanish?
We had to pull the training down to make some updates and try to improve the training. We anticipate it will be available by the end of November or mid-December. When it has been published, we will email all our vendors so you know where it is and how to access it. We are working on publishing a Spanish version, but it might not be available simultaneously as the English copy. We expect it will be subtitled in English instead of a complete Spanish-language video and narration.
Can you manually enter a UPC if the item will not scan?
If you attempt to scan an item's UPC but the scanner does not read it, you may manually enter the UPC. This should only be done if scanning the item is not working.
If a participant is prescribed a gallon of milk, can they purchase 2 half-gallons instead?
No, only participants prescribed half-gallon benefits may redeem half-gallon milk containers. Participants who are prescribed gallons must purchase full-gallon containers to redeem their benefits.
What kind of training do clients get when they sign up for WIC?
Local WIC Agencies provide participants with education during certification appointments when they receive benefits. In these appointments, they review the household's benefits, the authorized food list, the family shopping list, and the BNFT App. We know that participants receive a lot of information during these appointments, and sometimes, certain things may not be fully understood or picked up on. We are continuously working to improve participant education and understanding of their benefits. If you find multiple participants struggling with the same type of issue at your store, please let us know at DHS.WICVendor@illinois.gov, and we can work with the local WIC Agency in your area to maybe make some changes in specific education approaches.
Where can we find a list of all of the WIC Compliance Rules?
They are located in the IDHS: WIC Vendor Policy and Procedure Manual. All rules are also detailed under our website's WIC Vendor Rules and Regulations section at IDHS: Requirements and Responsibilities.
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
- Jessica Meredith, Chastity Durbin, Vendor Relations Staff
