How to Accept WIC in Your Store: Integrated POS Systems Required for New Vendors
If your store wants to accept WIC benefits in Illinois, it is important to understand how the eWIC (Electronic Benefit Transfer for WIC) system works, and why your Point of Sale (POS) system is important.
As of January 30, 2024, all new WIC vendor applicants are required to have an Integrated Cash Register System to process WIC benefits, unless they meet participant access criteria for exemption
Why Choose an Integrated POS System?
An Integrated Cash Register System means that WIC transactions are processed directly through your store's existing POS software-without needing a separate stand-beside device. This integration provides several key advantages:
- Faster Checkout: WIC and non-WIC items can be scanned and paid for in the same transaction.
- Fewer Errors: The system automatically verifies item eligibility against the WIC Approved Product List (APL).
- Seamless Customer Experience: WIC participants receive a single receipt showing remaining benefit balances.
- Efficient Staff Training: Staff only need to learn one system. This reduces mistakes and makes training easier.
- Streamlined Inventory & Reporting: Track WIC sales and benefits easily within your POS system.
How Integrated Systems Improve the WIC Shopping Experience
Integrated systems don't just help vendors-they create a better, more respectful shopping experience for WIC clients:
- More Privacy: Clients don't need to step aside or complete a separate transaction for WIC items.
- More Confidence: Eligible items are automatically validated, reducing confusion or embarrassment at checkout.
- Clearer Receipts: Participants leave the store with a receipt showing what benefits remain for the month, helping them plan future shopping trips.
- Smoother Process: WIC clients can shop like all other customers. This creates less confusion and helps avoid delays.
By using an integrated POS system, you're helping ensure that every WIC client is treated with dignity and efficiency.
Already Authorized? How to Convert from Stand-Beside to Integrated
If you are already a WIC vendor and use a stand-beside machine, you can switch to an integrated POS system.
Step-By-Step Guide
Click here to read the step-by-step guide for how to change your system.
Certified POS Systems in Illinois
The following systems are currently certified to process eWIC transactions with an integrated setup in Illinois:
If your store currently uses one of these providers-or is considering switching to one-you're already on the right track.
Important Requirement for New Vendors
All new WIC vendors must use a certified integrated POS system unless your store qualifies for an exemption based on participant access to WIC Vendors.
Your POS system must be capable of the following types of transactions:
- Balance Inquiry - to provide the WIC Cardholder with a shopping list and/or to retrieve the balance of the Prescription benefit prior to beginning a purchase.
- Self-checkouts must provide a balance inquiry either at all self-checkout point of sale devices, or at a single non-self-checkout location within each self-checkout area (e.g., an attendant's station).
- Purchase - to authorize and complete a sale. For WIC Smart Card EBT, an attempt to complete a sale shall also be supported and submitted in the WIC Claim File.
- Reversal - to nullify the effects of a previous Purchase transaction and add benefits back to the WIC Participant's Prescription benefit because the Purchase transaction cannot be processed as instructed partially or completely.
- d) Void - to cancel a previously authorized and completed transaction, resulting in a Reversal.
Have Questions?
If you're unsure whether your current POS system qualifies, or you need help identifying if you meet participant access criteria, we're here to help. If you need help, please contact the WIC Vendor Management Team. We can answer your questions and help with next steps.
