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Vendor Training 2013-2014

Vendor Training 2013-2014. Table of Contents. State WIC Contact Information What is WIC? WIC Food Card Message from Vendor Manager Food Card Changes FY14 (Effective November 18, 2013) Scanner Changes Participant Booklet (ID card) WIC Booklet or Check Left at Store Shelf Tags

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Vendor Training 2013-2014

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  1. Vendor Training2013-2014

  2. Table of Contents • State WIC Contact Information • What is WIC? • WIC Food Card • Message from Vendor Manager • Food Card Changes FY14 (Effective November 18, 2013) • Scanner Changes • Participant Booklet (ID card) • WIC Booklet or Check Left at Store • Shelf Tags • Cash Value Voucher (CVV) • Redeeming WIC Checks and CVVs • WIC Approved Foods Test • Stocking Requirements • Vendor Complaints • WIC Pharmacies • Blunders • WIC Approved Foods Test: Answers • FY14 Vendor Food Card • Non-discrimination Statement

  3. State WIC Contact Information Indiana State Dept. of Health-WIC 2 N. Meridian St. Indianapolis, IN 46204 Toll Free: 800-522-0874 Access the WIC approved Foods Card, WIC Vendor Manual, WIC Vendor Application, and WIC Newsletters at: www.wic.in.gov Vendor Team • Fred James 317-233-7938 fjames@isdh.in.gov • Dan Labus 317-233-5586 dlabus@isdh.in.gov • Michelle Comstock 317-234-8148 mcomstock@isdh.in.gov • Lyndsay Perrine 317-233-5587 lperrine1@isdh.in.gov • Doug Wray 317-234-7250 dowray@isdh.in.gov

  4. What is WIC? • WIC= Women, Infants and Children • Funded by the USDA, and run by the Indiana State Department of Health and local sponsoring agencies • WIC provides nutrition education and healthy supplemental foods to: • Pregnant women • Breastfeeding women • Postpartum women • Infants • Children up to the age of 5 • Indiana WIC spends approximately $120 million annually to purchase food through authorized stores

  5. WIC Food Card • Specifies only foods allowed for participants • Pictures and “not included” descriptions help identify approved foods • Food brands, sizes, and containers are important • WIC program booklets are provided to each participant • WIC approved food cards are provided to authorized WIC vendors for each cash register • Many infant formulas and medical foods are allowed but not on the foods list. Allow them only when specified on the check. Examples: • Neocate • Nutramigen

  6. WIC Food Card Cont. Food Groups • Infant Formula • Infant Food • Infant Cereal • Milk and Cheese • Eggs • Fruits and Vegetables (fresh and frozen) • Peanut Butter • Juice (shelf stable, frozen concentrate, non-frozen concentrate) • Bread, Tortillas and Brown Rice • Cereal • Chunk Light Tuna and Pink Salmon • Dry and Canned Beans

  7. Message From Vendor Manager The Indiana WIC Program undertook Cost Containment initiatives in July 2013 when least expensive milk and eggs began printing on WIC checks. Transitioning benefits for 200,000 participants takes time. Therefore, you will continue to see checks that do not say “least expensive milk” through January 2014. Least expensive milk is only required when printed on the check. There are changes in the new approved food list that WIC participants will not learn of until their next check pick up. From November 18, 2013 through February 18, 2014, we will allow the purchase of both the old items and the new items unless the printed check message is restrictive. This three month transition period also impacts the use of WIC Shelf tags and the programming of scanner systems to recognize WIC foods; specific guidance will follow. We appreciate your cooperation during this transition period.

  8. Food Card Changes FY14 Cereal • Only 18oz. and 36oz. box sizes allowed

  9. Food Card Changes FY14 Cont. Approved Cereals Post • Grape- Nuts Flakes, 18 oz • Honey Bunches of Oats-Vanilla Bunches, 18 oz (new) • Honey Bunches of Oats- Honey Roasted, 18 & 36 oz • Honey Bunches of Oats- Almonds, 18 & 36 oz • Honey Bunches of Oats- Cinnamon Bunches, 18 oz • Honey Bunches of Oats- Blueberry Banana, 18 oz (new) • Honey Bunches of Oats- Peach Raspberry, 18 oz (new) Quaker Oats • Quaker Life Cereal, 18 oz

  10. Food Card Changes FY14 Cont. Approved Cereals General Mills • Cheerios, 18 oz • Kix, 18 oz • Dora the Explorer, 18 oz (new) B&G Foods • Whole Grain Cream of Wheat, 2-1/2 minute, 18 oz

  11. Food Card Changes FY14 Cont. Approved Cereals Kellogg’s • Scooby-Doo, 18 oz (new) • All-Bran Complete Wheat Flakes, 18 oz (new) • Frosted Mini-Wheats Bite Size, 18 & 36 oz • Frosted Mini-Wheats Big Bite, 18 oz • Unfrosted Mini-Wheats, 18 oz • Special K Original, 18 oz • Corn Flakes, 18 & 36 oz • Crispix, 18 oz • Rice Krispies, 18 oz

  12. Food Card Changes FY14 Cont Approved Cereals Malt-O-Meal • Oat Blenders with Honey, 18 & 36 oz (new) • Oat Blenders with Honey and Almonds, 18 & 36 oz (new) • Frosted Mini Spooners, 18 & 36 oz • Strawberry Cream Mini Spooners, 18 & 36 oz (new) • Blueberry Cream Mini Spooners, 18 & 36 oz (new) • Crispy Rice, 18 & 36 oz • Malt-O-Meal Original Hot Wheat Cereal

  13. Food Card Changes FY 14 Cont. Discontinued Cereals Post • Banana Nut Crunch • Grape-Nuts Quaker Oats • Instant Oatmeal (original) • King Vitaman • Oatmeal Squares-Brown Sugar • Oatmeal Squares- Cinnamon B&G Foods • Cream of Wheat 1, 2-1/2, 10 minute General Mills • Multi Grain Cheerios • Corn Chex • Rice Chex • Wheat Chex • Honey Kix • Total (regular) • Wheaties (regular) Malt-O-Meal • CoCoWheats

  14. Food Card Changes FY14 Cont. Beans • Refried Fat Free Beans: Not Allowed Fish • Up to 30oz. in cans • Chunk Light Tuna: 5oz. or 12oz. cans only • Pink Salmon: 5oz., 6oz., 7.5oz., or 14.5oz. cans only • Red Salmon: Not Allowed • Boneless and Skinless Salmon: Not Allowed • Sardines: Not Allowed • Foil Pouches: Not Allowed • Solid, white and premium tuna brands: Not Allowed • Premium tuna brand examples: Tonno Genova and Sustainable Seas

  15. Food Card Changes FY14 Cont. Whole Grains • Pepperidge Farms breads: Not Allowed • Additional allowed bread 16 oz. • Holsum 100% whole wheat bread (new) • Kroger 100% whole wheat bread (new) • Meijer 100% whole wheat bread (new) • Sunbeam 100% whole wheat bread (new) • Spartan whole grain bread (new)

  16. Food Card Changes FY14 Cont. Whole Grains • Additional Allowed Tortillas 16 oz. • Carlita Corn Tortillas 5 ½ “ soft taco style (new) • Carlita Whole Wheat Tortillas 8” whole grain (new) • Meijer Whole Wheat Tortillas 8” fajita style (new) • Spartan Whole Wheat Tortillas 8” fajita style (new) • Shurfresh Corn/Maiz Tortillas 6” (new)

  17. Food Card Changes FY14 Cont. Milk • Must be least expensive brand if stated on check • Not required to buy the least expensive type of milk Example of Least Expensive Brand-Milk: • A WIC check states “(002) gallon container(s), reduced fat, low fat, or fat free milk-least expensive brand”. • Participants may choose the type of milk they want from what is listed on the check (reduced fat, low fat, or fat free) • Participants can get fat free even if it costs more than low fat. • They may not choose the brand. They must get the least expensive brand. • If a brand of milk goes on sale and temporarily becomes the least expensive brand, then they may get the sale brand when the WIC check says least expensive brand.

  18. Food Card Changes FY14 Cont. • Original Silk Soymilk is allowed (new) • ½ gallon only

  19. Food Card Changes FY14 Cont. Cheese • 8oz or 16oz cheese only • May be blocked, sliced or individually wrapped Example: Blocked Example: Individually Wrapped Example: Sliced

  20. Food Card Changes FY14 Cont. Cheese • Shredded, bagged, cubed, stick, or crumbles: Not Allowed

  21. Food Card Changes FY14 Cont. Eggs • Large or Extra Large only • Least Expensive Brand • Brown Eggs: Not Allowed Peanut Butter • 16oz-18oz jars • Smucker’s Natural, Fifty 50, Jif Omega 3, Smart Balance, Krema, Better’n Peanut Butter, Health Valley, Reese’s and natural peanut butters: Not Allowed

  22. Food Card Changes FY14 Cont. Shelf Stable or Refrigerated Juice • Participant must get the least expensive brand of the following juices: • Apple, grape, grapefruit, orange, tomato, vegetable • Any approved Juicy Juice or Old Orchard juice is allowed. Exception: Juicy Juice apple and Old Orchard apple, grape, and orange would have to be the least expensive brand Frozen Concentrate Juice • Juice concentrates must make 48oz. or more when mixed per manufacturer’s directions • Least expensive brand for all frozen juice concentrates must be purchased • Participants can only get apple, grape, orange, and grapefruit Non-Frozen Concentrate Juice • Juicy Juice: Not Allowed

  23. Example: Least Expensive Juice Participant check allows for “(1) 64 oz. container of juice”. Participant would like to get grape juice at $3.49, but apple juice is $3.19. Participant can get grape juice even though it costs more than the apple juice, as the least expensive brand applies to each flavor on its own. If the store gets a new grape juice that is priced at $3.09, then the new brand would become the least expensive brand of grape juice.

  24. Scanner Changes • Scanner changes required to accurately identify WIC foods. • On November 18, 2013 program in scanner all new WIC food items: • All cereals, bread, tortillas, and soymilk are shown as (new) on the preceding slides. • Your stores least expensive brand of 64 oz. apple, grape, orange, grapefruit, tomato, and vegetable juice. All must be 100% juice and at least 120% vitamin C fortified. • Your stores least expensive brand of apple and grape 11.5-12 oz. frozen concentrate juice. • Do not delete any food items until all the old WIC participants approved food lists are no longer in use on February 18, 2014.

  25. Scanner Changes Cont. • On February 18, 2014, delete the discontinued items: • All cereals shown on the "Discontinued Cereals" slide. • All cereals shown on the "Approved Cereals" slides that are not 18 or 36 oz. • All refried beans. • All tuna that is not chunk light and in a 5 or 12 oz. can. No premium types or brands and no pouches. • All pink salmon that is not in a 5, 6, 7.5, or 14.5 oz. can. No boneless and skinless and no pouches. • All sardines • Pepperidge Farms breads • All cheeses that are not 8 or 16 oz. and are not block or sliced. No shredded, cubed, crumbles, or string • Milk that is not the least expensive brand. • Eggs that are not the least expensive brand, eggs that are not large or extra large, and brown eggs. • Smucker's, Fifty 50, Jif Omega 3, Smart Balance, Krema, Better'n Peanut Butter, Healthy Valley, Reese’s and "natural" peanut butters. • All 64 oz. juices except your stores least expensive brand of 64 oz. apple, grape, orange, grapefruit, tomato, vegetable juice, and the Juicy Juicy and Old Orchard juices. • All frozen concentrate juices except your stores least expensive apple, grape, orange, and grapefruit frozen juices. • Juicy Juice non-frozen concentrate.

  26. WIC Program Booklet • Cashiers verify that signature on the Program Booklet matches signature on check

  27. WIC Booklet or Check Left at Store • Call your local WIC clinic • Local clinic phone number should be on the booklet • Report the participant name and ID # to local clinic • Local clinic will contact participant and have them pick up booklet and/or checks at your store • Store will have a designated location where lost items can be claimed • Never destroy booklets or checks

  28. Shelf Tags • Shelf tags are provided to vendors to help participants select correct foods • Shelf tags also speed up checkout • WIC acronym and logo may not be used on other shelf tags that are not provided or approved by WIC • Tags that are not the current color need to be removed • All stocked items must have a shelf tag displayed • Do not display tags for items that are not stocked • Contact your local WIC office for replacement shelf tags

  29. Shelf Tags Cont. • New yellow shelf tags should be displayed when you receive them. • Since some foods that have been deleted from the food card may remain on checks for 3 months, leave the orange tags for those items up until February 18, 2014. • By February 18, only the new yellow tags should be displayed for all stocked items.

  30. Cash Value Voucher (CVV) • CVV is a fixed dollar amount WIC check used to purchase fruits and/or vegetables How to redeem CVVs: • CVVs have dollar limits of $6, $10 or $15 • Never write in more than the CVV allows. • A CVV submitted over the stated dollar amount cannot be corrected and resubmitted • If the cost is over the dollar limit the participant may: • Pay the overage • Return item(s) to stay within the dollar amount • Cash back: Not Allowed

  31. Redeeming WIC Checks and CVVs • Provide only foods listed on check • Substitutions: Not Allowed • Always allow specific items on the check such as formula or medical food. • WIC banking agent edits each check for dates, participant signature, ID stamp and price • If a check is rejected for payment: • An image of check is returned to your store with the reject stamp reason stamped on check image • Consult your local WIC person or the WIC Vendor Manual for direction on what to do with rejected checks

  32. Redeeming WIC Checks and CVVs Cont. The Redemption Process • If applicable, put register in “WIC mode” • Ask participant to see WIC Program Booklet or ID card • Do not redeem checks without Program Booklet because everyone authorized to redeem checks is listed • No other form of ID is needed • Redeem checks one at a time • Participants have been instructed to separate WIC foods from other purchases • Participants have been instructed to separate WIC foods by individual WIC check • If items are not separated, ask participant nicely to do so

  33. Redeeming WIC Checks and CVVs Cont. • Look at the check • If today’s date is not within dates of use on check, or check has been altered then tell participant you cannot redeem check • Compare foods listed on check with foods grouped with check: they must match • If foods match what is on check, scan foods in same order as they appear on the check • Complete the transaction by writing in the actual dollar amount of purchase, today’s date and your initials or ID number • Get a participant signature last then move on to next check • If a food is not WIC approved and is rejected by scanner, work with participant to get a correct food, or participant may choose to do without item • If a food is allowed according to the WIC approved Foods Card, but scanner rejects it you need to override the scanner to allow the food for WIC purchase AND report the scanner programming error to your store for correction

  34. Redeeming WIC Checks and CVVs Cont. • Have participant sign each check after each transaction to make each transaction complete • Must use dark blue or black ink • Must sign in the participant signature block on check • Verify that signature matches one of the signatures on the ID card or program booklet • Provide a customer receipt that has been marked “WIC” CVV Reminder: • Never write in a dollar amount higher than the dollar amount listed on check • If dollar amount of fruits and vegetables purchased exceeds CVV dollar limit, participant may choose to pay the excess or buy less items

  35. WIC Approved Foods TestFood Test is based on the new food card • MultiGrain Cheerios, 12 oz box • Fat Free Refried beans, 16 oz can • Refrigerated 100% Orange Juice 59 oz plastic container, 120% Vit C • Dora the Explorer, 18 oz Box • Carlita Whole Wheat Tortillas 8” Whole Grain, 16 oz. • Chunk Light Tuna, 12 oz can • Red Salmon, 3.0 oz pouch • Original Silk Soymilk, ½ gallon • Sargento reduced fat Swiss cheese slices, 6.67 oz • 1 dozen white eggs, medium • Non-frozen Welch’s concentrate, 12 oz • Honey Bunches of Oats-Peach Raspberry, 18 oz box

  36. WIC Approved Foods Test • Spinach leaves from salad bar (with cash value voucher for $10.00) • Smucker’s Natural Creamy Peanut Butter, 16 oz • Old Orchard shelf stable Kiwi Strawberry juice, 64 oz • Kraft Sharp Cheddar Cheese, block, 16 oz • Wonder bread, 100% whole wheat, 16 oz loaf • Minute Maid frozen orange juice, 100% juice, 160% Vit. C, 12 oz • Martinelli’s 100% Organic Apple Juice, 64 oz • Whole grain, instant brown rice, 14 oz box • Organic grapes from produce section (with cash value voucher for $6.00) • Gerber baby food, Peaches, (2) 2.5 oz packs • Don Pancho whole wheat tortillas, 16 oz • Baby food Spinach, 4 oz. jar, organic

  37. Stocking Requirements • Gerber Infant Formula: • (12) 12.1-ounce containers of Gerber Good Start Gentle concentrate • (20) 12.7-ounce cans of Gerber Good Start Gentle powder • Stocking Tip: This outsells the other powder formulas 7 to 1! • (5) 12.4-ounce cans of Gerber Good Start Protect powder • (5) 12.9-ounce cans of Gerber Good Start Soy powder • (5) 12.4-ounce cans of Gerber Good Start Soothe powder: will be required as of February 18, 2014

  38. Stocking Requirements Cont. • Milk • Total of 12 gallons • Whole, reduced fat, low fat, and skim milk in gallons • Cheese • (2) kinds • (3) pounds of domestic pre-packaged block or sliced cheese • Eggs • (3) one-dozen containers • Large or extra large • Juice: 100% juice and 120% Vitamin C • (15) 64-ounce containers • At least (3) kinds • (5) cans of 11.5-ounce or 12-ounce frozen juice or shelf-stable concentrate • At least (2) kinds

  39. Stocking Requirements Cont. • Cereal • (6) kinds dry • (1) kind cooked • Need a total of 20 boxes • Must stock at least one whole grain cereal • Peanut Butter • (5) 16-18-ounce jars • Dried Beans, Peas and Lentils • (2) kinds • A total of (3) pounds in 1-pound bags OR • (128) ounces of canned navy, kidney, garbanzo, great northern, or black beans • 15-64 oz cans ONLY

  40. Stocking Requirements Cont. • Infant Cereal • (8) 8-ounce containers • (2) kinds • Infant Food • (48) 4-ounce containers • (2) varieties each of fruits and vegetables • (16) 2.5-ounce containers meat only • May include broth or gravy • Bread • (5) loaves of 16-ounce whole grain bread • Fruits and Vegetables • ($30.00) worth of fresh fruits and vegetables • (2) varieties of each

  41. Vendor Complaints • As a WIC vendor you have the right to file a complaint against a WIC participant. • Please fill out the form with specific information on what was said and done by the WIC participant. • The complaint form is available at www.wic.in.gov • Description should include height, weight, age, race, name, WIC household ID number, location, any witnesses, time and date. • Send complaint to your local WIC contact person and the appropriate action will be taken.

  42. WIC Pharmacies • Pharmacies may provide only formula and medical foods • Special order formula must be provided within two working days • Reason: this is the infant’s only source of food • If someone asks you about a special formula that you do not have, refer them to your store pharmacy or to a pharmacy on the list provided to the participant by the WIC clinic

  43. Blunders! Common check redemption mistakes: • Not separating WIC purchases from other purchases • Cashiers not comparing the foods selected to what is written on the check • Participants not signing checks • Vendors accepting checks early • Writing in an amount over the stated limit on a CVV • Using light colored ink to write on checks • Light colored ink “disappears” when transmitted electronically to the bank

  44. WIC Approved Foods Test Answers • Not Approved: discontinued and only 18 or 36 oz boxes allowed • Not Approved: discontinued • Not Approved: 64 oz only • Approved • Approved • Approved • Not Approved: pink salmon only, no pouches, size not allowed • Approved • Not Approved: wrong size, must be 8 oz. or 16 oz. • Not Approved: wrong size (large or extra large only) • Approved • Approved

  45. WIC Approved Foods Test Answers • Not Approved: no salad bar items allowed • Not Approved: no natural peanut butters allowed • Approved • Approved • Approved • Approved if least expensive brand • Not Approved: no organic juice • Approved • Approved • Not Approved: 4 oz. jars only • Approved • Not approved: no organic baby food

  46. 2014 Vendor Food Card

  47. Non-discrimination Statement The U.S. Department of Agriculture prohibits discrimination against its customers, employees, and applicants for employment on the basis of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or all or part of an individual’s income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited basis will apply to all programs and/or employment activities.) If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.

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