Staffing Update
- Kyle Kent joined nearly two months ago as a vendor relations specialist and is now supporting ongoing vendor communications and assisting. Most vendors have likely already been in contact with him.
- Jessica Reynolds will remain with the WIC Vendor Relations Unit, focusing primarily on new vendor applications and onboarding support.
Stand-Beside Conversion
- Email sent from DHS on April 28, notifying of the change in stand-beside equipment.
- FFAB has sent emails, and if you receive them, you must respond to them by completing the application by May 16th, 2025.
2025 Annual Training
- Grocery store vendors must complete the annual WIC training by May 30, 2025.
- Pharmacy vendors have until June 15, 2025, due to the later distribution of training materials.
- Although only one person per store is required to complete the training, it is strongly encouraged that multiple staff participate, especially those involved in compliance or operations. Corporate/regional representatives are also encouraged to complete the training.
- Vendors with multiple stores must complete the training for each location.
- Vendors who believe they've completed the training but are still receiving reminder emails to do the training should email DHS.WICVendor@illinois.gov to confirm that they have met the requirement.
UPC Submissions
- Store-brand and private-label products must be submitted for review to be included in the Approved Product List (APL). Failure to notify the state of new or changing UPCs will result in items being excluded from the APL.
- Vendors must ensure that products submitted for review meet the Illinois WIC Approved Food List criteria and that all information is submitted completely and correctly
- Forms and full instructions are available on the WIC Vendor Website.
Produce Mapping
- Vendors are responsible for mapping fresh produce items to the correct IFPS PLU listed on the Illinois APL or generic PLU 4469.
- Larger stores are encouraged to allow store-level staff to map UPCs and PLUs to ensure new items are available to participants immediately.
- Only fresh fruits and vegetables may be mapped - dried, frozen, canned, or preserved items are ineligible.
- Over 90% of CVB redemptions in Illinois are for fresh produce, underscoring the importance of ensuring WIC participants' access to these items.
Vendor Compliance
- Minimum Stock: Vendors must meet required stock levels for all WIC-eligible foods, including formula.
- Price Posting: Prices must be clearly and accurately displayed for all WIC items.
- Receipts: Every WIC transaction must generate and provide a printed receipt to the participant.
- Cardholder Presence & PIN Use:
- The WIC cardholder must be physically present during the transaction.
- Vendors may not ask for or enter the cardholder's PIN.
- Vendors may not store or use WIC cards without the participant present.
Email Communications & Change Reporting
Vendors must report any changes to store contacts, email addresses, phone numbers, payment routing info, ownership, formula suppliers, store closures, or address changes to avoid disruptions in authorization.
Helpful Resources
Open Q & A
Sometimes, when processing WIC participant payments, we receive an error message stating "insufficient funds," but a balance inquiry shows that benefits are available. What would cause this?
This is usually caused by the vendor's out-of-date APL. To comply with EBT operating rules, vendors must pull down the most current APL file at least every 48 hours. I recommend you check with your POS provider to ensure this is happening.
Are cage-free eggs WIC-approved?
No, only grade A or AA large or extra-large white shell eggs are WIC eligible, and they must be in containers of one dozen eggs.
Why is a 64-oz orange-tangerine Juicy Juice not ringing up as WIC approved?
This is because Orange-Tangerine is a blend of juices and, therefore, is not WIC-eligible. Please review the Authorized Food List. As of February 2024, juice blends or juices with multiple flavors are not WIC-eligible.
For the annual training, we have an employee who is having trouble signing DocuSign; who should be contacted?
Please email us at DHS.WICVendor@illinois.gov, and we will work to assist you as quickly as possible.
We have noticed that during some transactions, when customers use their WIC card, it tells them they are to give the customer a certain amount of change back. We are not sure if that is a WIC problem or if it's on their end. Who should we contact?
Vendors are not authorized to give customers change or cash exchange for WIC benefits. I would strongly recommend that you contact your POS provider to determine what may happen in these transactions. If you have specific examples, please email us at DHS.WICVendor@illinois.gov; we would be happy to try to assist.
Closing
- The next Quarterly Vendor Call will be held on Tuesday, August 12, 2025.
- For any follow-up questions, vendors were encouraged to email DHS.WICVendor@illinois.gov.
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
- Kyle Kent Vendor Relations Specialist
- Jessica Meredith Vendor Relations Staff
- Chastity Durbin Vendor Relations Staff
