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Nevada WIC

Nevada WIC. Vendor Training 2013. What is WIC?.

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Nevada WIC

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  1. Nevada WIC Vendor Training 2013

  2. What is WIC? The Women, Infants and Children (WIC) program is a supplemental program that provides food benefits, health care referrals and nutrition education for low-income pregnant, breastfeeding, and non-breastfeeding post partum women, and to infants and children up to age 5 who are found to be at nutritional risk.

  3. Who Qualifies for WIC? Clients must meet all 4 eligibility criteria 1. Household income guidelines 2. Be a pregnant or postpartum (6 months-1 year after delivery) woman, or infant/child under age 5 3. Have a medical or nutritional risk factor 4. Live in an area served by WIC

  4. What WIC Offers • Nutrition Education • Breastfeeding Support • Benefits for Healthy Foods • Referrals to Other Services (SNAP, Medicaid, TANF, dental services, health clinics, immunizations, food banks, etc.) A major goal of the WIC Program is to improve the nutritional status of infants.

  5. AUTHORIZED FOODS Nevada WIC Participants receive their food benefits on Electronic Benefit Transfer Cards (EBT) Each Participant is given a food package tailored to their category and nutritional needs Participants are only allowed to receive the foods listed in their package Only foods Authorized by the Nevada WIC Programs are allowed There are no food package changes for the upcoming year effective October 1, 2013.

  6. Milk Allowed: • Least Expensive Brand (including cow, goat’s, lactose free and acidophilus milks) • Whole (3.5%), Reduced (2%), low fat (1%) or skim (non-fat) • Women & Children over 2 years of age will receive a reduced fat milk. The participant’s EBT card will only allow the appropriate milk to be purchased by the participant. Not Allowed: • Highest Price • Flavored Milk • Buttermilk • Organic Milk

  7. Cheese-16oz Package • Not Allowed: • Import • Deli Cut to Order • Shredded • Organic • Cheese Food, Product, or Spread • Flavored Cheese • Individually wrapped slices Allowed (any brand): • Processed American • Cheddar • Colby • Longhorn Style • Mozzarella (Reg or String) • Jack Blocked, Sliced or Mixed Regular, Low Fat, Reduced Fat, or Fat Free Package size MUST be 16 ounces

  8. Eggs – Least Expensive Allowed: • Packages of one dozen • Least Expensive Brand Available • Large size only Grade AA • White Chicken Eggs • Medium Eggs may be substituted if large are unavailable • Hard boiled eggs will remain authorized for participants that have inadequate storage/cooking. Not Allowed: • Specialty: Organic, Omega 3 • Packages larger or smaller than one dozen

  9. Tofu and Soy Beverage The WIC Program includes Tofu and Soy Beverage as WIC eligible items. Tofu Azumaya or House Premium Brand Plain, calcium-set tofu, which is: firm or medium, refrigerated, water packed only Soy Beverage Pacific Ultra Soy, Plain or Vanilla shelf stable Quart size (32oz container) 8th Continent Soymilk, Original or Vanilla Half Gallon (64oz container)

  10. Cereal Allowed: • Only brands and flavors listed in the food brochure • Package size 12oz or Larger for Cold Cereals • Package size 11.8oz or Larger for Hot Cereals Purchases cannot exceed the total ounces issued or the item(s) will be rejected Not Allowed: • Cereal brands not Listed on Cashier Card

  11. Fruits and Vegetables WIC Participants receive a monthly dollar amount based on their food package. This amount will be on their EBT card and can only be used for fresh, canned or frozen fruits and vegetables. The UPC database has the PLU’s and UPC codes for approved fruits and vegetables.

  12. Fresh Fruits and Vegetables Allowed: Any variety of fresh whole or cut fruits and vegetables, except white potatoes. Orange yams and sweet potatoes are allowed. Prepackaged bags of fruits and/or vegetables are allowed as long as they do not have sauces, dressings, nuts, cheese or extras included. ORGANIC is allowed

  13. Canned and Frozen Fruits and Vegetables Allowed: Canned and Frozen Fruits and Vegetables • Canned • Any brand, size and type of container. • Packed in water or juice without added sugar. • Natural or Unsweetened applesauce. • Tomatoes or tomato products (whole, crushed, diced, paste, or purees) • Sweet potatoes or yams without added sugar. • Regular or low sodium vegetables. • Organic • Frozen • Any brand, size and type of container. • Any variety without added sugars or sauces. • Sweet potatoes or yams without added sugar. • Organic

  14. Canned and Frozen Fruits and Vegetables Not Allowed: Canned and Frozen Fruits and Vegetables • Frozen • Fruits with added sugar, added ingredients, or artificial ingredients. • Any potatoes or potato mixtures. • Breaded or flavored vegetables. • Vegetables with sauce (cheese, butter, teriyaki, etc). • Vegetables with added sugar, oil, fat, pasta, rice, or any other ingredient. • No french fries, tater tots, hash browns, or mashed potatoes. • Canned • Fruit packed in syrup (heavy, light, or extra light). • Cranberry sauce, or pie filling. • Fruit with added sugar, salt, fats, oils, or artificial sweeteners (Splenda, NutraSweet, etc.). • Vegetable mixtures with potatoes. • Vegetables with added fats or oils. • Vegetables that are pickled, creamed, or in sauce. • Tomato products with added sugar, fats, or oils.

  15. Fresh Fruits and Vegetables Not Allowed: Dried fruits and vegetables. Breaded vegetables, fruits and vegetables from the salad bar, fruit baskets, party vegetable trays, herbs and ornamental or decorative fruits or vegetables such as chili peppers on a string, garlic on a string, gourds or painted pumpkins.

  16. Fresh Fruits and Vegetables Not Allowed:Herbs primarily used as flavoring ingredients are not allowed.Examples of herbs not allowed are: • Anise • Basil • Bay Leaves • Caraway • Chervil • Chives • Cilantro • Dill • Fenugreek • Horseradish • Lemon Grass • Marjoram • Mint • Oregano • Parsley • Rosemary • Sage • Savory • Tarragon • Thyme • Vanilla Bean

  17. Fresh Fruits and Vegetables Participants are allowed to pay the difference between the Cash Value Benefit (CVB) amount and the actual purchase amount of the fruit and vegetable products with their own funds (such as, cash, credit card, personal check or SNAP benefits).

  18. Fresh Fruits and Vegetables CVB Processing Fruits and Vegetables When ringing up canned or frozen fruits or vegetables, DO NOT use the generic PLU for fresh fruits and vegetables. Scan the UPC through the WIC POS machine as you would other products. Not all canned and frozen fruits and vegetables are approved based on possible added ingredients. If you know it is a WIC Approved item and the UPC/PLU is not recognized you must submit a Nevada WIC EBT Vendor UPC Request Form. The form can be found on our webpage, in your vendor manual, or you can call the State Agency for additional information.

  19. Juices Allowed: • Only brands and flavors listed on the food brochure • 100% Juice Only • Unsweetened • Participants are required to purchase the juice containers as listed on their EBT card balance. Some food packages only allow 11.5 or 12 ounce frozen or “pourable” concentrate. Others allow 64oz single strength juice. • Least Expensive brand available Orange Juice and Pineapple Juice (must contain at least 120% of the Daily Value of Vitamin C per 8oz. Serving) Not Allowed: • Juice “drinks” or cocktails • Other additives • Nectar, or Ade

  20. Peanut Butter Allowed: • 16-18 oz size • Any Brand • Creamy or Chunky Not Allowed: • Added Jelly, Jam, or Honey • Reduced Fat or Peanut Spread • ORGANIC

  21. Beans, Peas and Lentils Allowed: • Any Brand • Any type of dry bean, pea, or lentil Not Allowed: • Seasonings Added • Soup Mixes • Bulk • ORGANIC

  22. Canned Beans Allowed: 14-16 Ounce Cans Any Brand Black, Red, Black-eyed Peas, Kidney, Navyor Pinto Regular or Low sodium. Not Allowed: • Flavored beans • Meats • Baked or pork and beans • Organic • Chili beans • Orange beans • Green or wax beans • Cajun or BBQ Ranch Style • Soup mix • Frozen green peas • Snap beans • Added fats, sugars or oils

  23. CVB vs. Beans • Canned beans are NOT a fruit or vegetable. • Canned beans cannot be purchased using the participants Cash Value Benefit (CVB). • NEVER use the generic UPC/PLU to enter canned beans. If it does not scan they cannot purchase it. • Items that can be purchased with the CVB are beans that are not authorized under the legume category, e.g., frozen beans of any kind, including frozen types of beans authorized in the legume category.

  24. Whole Grain Breads • Allowed: • Any Brand Loaf • 16 ounce packages only • *A whole grain must be the first ingredient listed on the packaging • Not Allowed: • Organic • Light Bread • Buns or Rolls

  25. Whole Grain Substitutions Participants are allowed to substitute brown rice or whole wheat or corn tortillas with their whole grain benefit on an equal weight basis.

  26. Whole Grain Brown Rice Allowed: Participants are allowed to purchase brown rice in a 16 ounce bag or box. Instant, Quick or Regular Cook Time Short or Long Grain Not Allowed: Organic Bulk Ready to Serve Boil in a Bag

  27. Whole Grain Tortillas Allowed: Whole Wheat or Corn Only 16 ounce packages A whole grain must be listed as the first ingredient Not Allowed: • Organic

  28. Tuna Fish Allowed: • Any brand, 5oz can or larger • Must be Light Tuna • Packed in water Not Allowed: • Albacore • No Fancy • Oil packed • Low Sodium or “Diet” • Solid • Flavored/Seasoned • Pouches or filets

  29. Canned Sardines ALLOWED: • ANY BRAND • 3.75 OUNCE CAN OR LARGER • PACKED IN WATER, OIL, MUSTARD OR KETCHUP NOT ALLOWED: • ADDED SEASONINGS

  30. New packaging for Gerber Infant Cereal effective March 2013! Note: UPCs for old packaging were removed from the APL file Infant Cereal • Mixed • Whole Wheat • Mixed Grain • Multigrain Allowed: Gerber or Beechnut 8oz boxes ONLY • Barley • Rice • Oatmeal • Whole Grain Not Allowed: • Added fruit • DHA • Single-serving size • Organic • Beechnut Goya

  31. Baby Foods Fruits and Vegetables ALLOWED: • Single fruits or combinations of fruits • Single vegetables or combination of vegetables • Stage or Step 2 or 2 ½ ONLY • 3.5 ounce or 4 ounce jars only NOT ALLOWED: • DHA • Organic • Desserts, Yogurts, Medley’s, Added Cereal, Soups, Stews, Pastas, Added Sugar, Starches, or Salt

  32. Baby Foods Meats ALLOWED: 2.5oz container Stage/Step 1 or 2 • Beef • Ham • Turkey • Chicken • Lamb • Veal NOT ALLOWED: • Organic • DHA • Dinners, Food Combinations, Added Sugars. Starches, Salt, Stews or Pastas

  33. Infant Formula Participants Must Purchase Exactly What Is Listed on Their Shopping List • Only the approved formula will scan • No Substitutions • No Rain checks

  34. UPC Requests • As soon as your store is aware that they have a WIC Approved item that is not scanning, it is required that they complete the UPC Request form and submit it along with a copy of the label showing the brand, product name and size, ingredients and UPC barcode to the State WIC office. Failure to include all documentation could result in a delay in adding the UPC. • Not providing WIC approved items to participants means you are in violation of your Vendor Agreement. • Your store can be sanctioned for not providing WIC Approved foods to a WIC participant.

  35. UPC Requests • Manufacturers are constantly changing packaging and UPC codes, we do our best to keep our database current. • Your store may be receiving fruits and vegetables from a new supplier and we may not have the current UPC/PLU code. • If we don’t know about it we cannot add it, however our compliance shoppers are watching for this. • Your assistance is key in keeping the UPC database as clean and current as possible.

  36. Filing Complaints At WIC we strive to make the WIC transaction experience flow as smoothly as possible. In the event that this is not the case, we have complaint forms that are available to participants, vendors and clinics. Complaints may include, but are not limited to: • Participants trying to purchase unauthorized foods with their benefits. • Participants trying to return food purchased with WIC benefits for a cash refund. • Participants who are verbally abusive. • Vendors not meeting minimum stock requirements for WIC approved items. • Vendors denying participants WIC approved items.

  37. Filing Complaints To file a complaint please complete the NV WIC Complaint form with as much detail as possible and fax or mail it to the State Office. • Fax: 775.684.4246 • Mail: 4126 Technology Way, Ste 102 Carson City, NV 89706 You may also file a complaint via our webpage at www.nevadawic.orgor call us at 1.800.863.8942. The Nevada WIC Program will take the appropriate follow-up action on all complaints received.

  38. General Claim-Adjustment Information When do I request a claim/adjustment? Each business day, vendors must balance or reconcile their transaction receipts with the Vendor Totals Report.  If vendors discover that the net values or amounts of these items do not match, there may be an out-of balance situation.  If this occurs, call the JP Morgan Helpdesk at 1-800-266-1033. How do I file a claim/adjustment request? Call the JP Morgan Helpdesk at 1-800-266-1033 within four (4) calendar days of the transaction date to file an adjustment request.  The help desk will collect the necessary information regarding the transaction, including a faxed copy of the receipt, and will submit an adjustment request on the vendor’s behalf.  If the error is not reported within four (4) calendar days of the transaction, the request may be denied in accordance with the WIC Operating Rules. What happens when a cardholder files an adjustment? Vendors will be notified if a cardholder has filed an adjustment that may result in a debit to their account. To deny a cardholder claim, vendors must verify whether goods or cash were given to the cardholder by faxing a copy of the receipt or other supporting documentation (e.g., individual transaction receipt). Documentation is required within two (2) to three (3) business days, the adjustment request is normally denied and an adjustment is not made. If the vendor agrees that the cardholder did not receive goods, if the vendor does not reply within two (2) to three (3) business days, or if the vendor cannot provide supporting documentation, the cardholder will be credited and the vendor’s bank account will be debited for the amount of the cardholder’s adjustment request.

  39. Restrictions on Vendor Incentive Items • WIC Vendors are prohibited from offering incentive items solely to WIC participants in an effort to encourage participants to redeem their WIC food benefits at their stores. Incentives offered to WIC participants must be offered to all customers. Providing incentive items as part of a WIC transaction or to solicit WIC patronage is subject to disqualification. • Incentives include free or complimentary gifts, home delivery of foods, store memberships, lottery tickets, free or discounted services etc. • Incentive items that are offered to all shoppers/customers are allowed to be provided to WIC participants in the same manner they are provided to customers not utilizing the WIC program. • The following incentives are allowed and will not be considered soliciting WIC participants if it is offered to all shoppers: • The use of coupons • Buy one, get one free • In-store manufacturer promotions • Store membership discounts • Store club cards • Employee discount cards-if the WIC participant is employed by your store Vendors found to have violated the provisions of this policy will be sanctioned in accordance with VM: 13 Vendor Violations and Sanctions sanction schedule.  A copy of the schedule is located in your Vendor Manual.

  40. Reminders For Cashiers • WIC purchases are tax exempt. • DO NOT give change, cash, refunds, or rain checks. • Participants are allowed (but not required) to pay the difference for fruit and vegetable purchases that exceed the allowable cash value amount on their EBT card. If they choose not to pay the difference, they have the option of returning some of the fruits and vegetables. • Allow only authorized WIC Foods. • You must accept coupons if presented.

  41. Reminders For Cashiers • The State WIC office is mandated to refer discrimination complaints based on race, color, national origin, sex age, or disability to the Office of Civil Rights, United States Department of Agriculture. • Always refer to your Authorized WIC Foods Card. Stores are required to have the current card at each register equipped to complete WIC EBT transactions. • Participants must purchase Least Expensive brands for milk (all types), eggs, orange and pineapple juice.

  42. Reminders For Cashiers • At least one WIC Lane must be open at all times • Participants are NOT required to buy the store brand unless the store brand meets the “Least Expensive Brand” requirement for eggs, milk, orange juice or pineapple juice. • Be sure to check that the formula on the shelves has not expired. Selling expired formula to a participant is a violation.

  43. Reminders For Cashiers • All stores are required to meet the minimum stock requirements at all times. • If specific WIC items are needed to fulfill WIC participant’s prescriptions, you will be notified by the State Agency of which items from the WIC Approved Food List you must stock within 48 hours. • You can find helpful information about the Nevada WIC Program requirements at: www.nevadawic.org

  44. Reminders For Cashiers • Nevada WIC has a listing of all WIC Approved UPC’s online. • This list includes a list of updates indicating new and retired UPCs and PLUs.

  45. Handouts • Nevada WIC Approved Food List • List of Herbs Not Allowed • Similac Total Comfort Flyer • Infant Formula Suppliers • UPC Request Form • Penalty Point and Sanction Schedule • VM-13 Restriction on Incentive Items • Nevada and ITCN WIC Minimum Stock Requirements • Sample UPC List • Training Evaluation Form • Color Food Brochure

  46. Vendor Tools Food Brochure Cashier Cards EBT Training Manual Vendor Manual WIC Approved Labels Quarterly Cashier Newsletters State of Nevada WIC Web Page www.nevadawic.org

  47. Important Points to Ponder Changes & Substitutions WIC participants must buy only those food items listed on the WIC Authorized Foods list. If an item or brand other than what is printed on your “AUTHORIZED WIC FOODS LIST” is presented, decline the item and ask the customer to go back and get the correct item. Courtesy Treat WIC customers with the same courtesy and respect as you would any other customer. WIC Participants may not be discriminated against because they are on WIC. WIC customers must be able to shop at your store during any of the store’s regular hours. Remember for each WIC dollar spent, WIC participants will spend an additional 3 to 4 dollars in cash or SNAP benefits (food stamps) in your store.

  48. Coupons If coupons or other promotional specials are provided, these must be given to WIC participants as well. We encourage WIC participants to utilize coupons, vendor club cards, sales and every available means to reduce food costs so additional participants may be served by the WIC Program. Instructions for processing coupons can be found on the reverse side of your Cashier Cards

  49. Returns • WIC foods may not be returned for cash. • WIC Formula may ONLY be exchanged for the exact same formula and ONLY if the can/container is damaged or expired. It is recommended that a receipt be required for the exchange. • It is important that each receipt specifies that it is a “WIC” transaction so that if a customer attempts to return WIC purchased items, they may be refused. • In either case, if a return is allowed or refused, please report the incident to the local WIC clinic or State Office for action.

  50. Compliance Issues We receive complaints on a regular basis from clinics and participants regarding issues at local vendors. We also have secret shoppers completing routine compliance buys. Here are some common issues we are currently seeing or hearing about.

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