Retailer eUpdates

Many changes are occurring in the Washington Women, Infants and Children Nutrition Program (WIC) that you will want to know about. To assure you have timely and accurate information I will be emailing you on a regular basis. This “eUpdate to WIC Retailers” is the first installment. Watch your email for future communications of this type.

The WIC Customer Service Specialist is available to answer your questions about this update and other WIC questions, Monday through Friday 8:00 AM–5:00 PM toll free at 1-800-841-1410 extension 3620.

What you can find...

Unless otherwise noted, all materials and forms on this page are in PDF format.

September 2009

While we have worked very hard to get a supply of the WIC Checker Guide to you by the middle of September, there was a delay in printing and the Guide is just now being distributed. You can expect to receive one for each check stand within the week. We realize this delay makes it difficult for you to train your store checkers on the new foods and new checks to be used in October. We apologize for the inconvenience.

Please keep in mind:

• The final version of the WIC Checker Guide is available on our website now.
• Check cashing procedures for the standard WIC check will continue to be the same.
• Check cashing procedures for the fruit and vegetable check are new. Fruit and vegetable checks have a cash value not a food quantity. The WIC customer may not receive change back if they do not purchase the full dollar amount. They may pay the additional amount if the purchase exceeds the dollar amount of the check.
• WIC customer identification remains the same—the appointment folder is acceptable identification.
• Foods will not be listed on the back of the new blue check. The approved foods are also listed on the Minimum Inventory Requirements document distributed in the August edition of the eUpdate and is available on our website.
• WIC customers will continue to shop with the salmon colored checks through December 2009.

Contract Amendment

Thank you for your prompt response to the contract amendment and pricing information request recently sent from this office. We have processed the majority of those submitted and are returning a signed original to you. The amendment will come in a blue folder that also contains information and materials that, as the store owner, you need to know and share with appropriate store personnel. Let us know if you have any questions about the documents or information. Here’s what’s in the folder:

1. Bookkeeping Information—I.D. stamps, resolving check problems.
2. Information Change Form—Use this form to report store changes (i.e. store name change, owner change, store location change or store closure).
3. WIC Approved Foods Minimum Inventory Requirements.
4. Retailer Selection Criteria—Authorized stores must continue to meet these requirements through the life of the WIC contract.
5. Presumptive Payment Enrollment Form—Use this form to sign-up for the presumptive payment system or to change banking information on file with this office.
6. Materials Order Form—Use this form to order various WIC materials.
7. WIC Customer Incident Report—Use this form to report incidents that happen at the store involving WIC customers. Have copies available at the store location.

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August 2009

Proposed WIC Approved Foods—Minimum Inventory Requirements—Comment by August 14, 2009

WIC Minimum Stock Level Requirements for authorized retailers will change on October 1, 2009. New WIC food categories will be added, and some of the current WIC foods will decrease. Proposed WIC Minimum Stock Level Requirements (PDF, 124.37 KB) are posted on our web page for your review and comment. We especially want to hear from smaller stores (stores with 1 to 5 cash registers). Please submit your comments to us by August 14, 2009. This document will be made final and sent out with mandatory contract amendments in August.

Draft WIC Checker Guide—Comment by August 14, 2009

WIC checkers will need to be ready for the October 1, 2009 changes to the WIC Nutrition Program. To help them, we developed a new reference booklet called the WIC Checker Guide (PDF, 8.52 MB). You can help us develop this document by providing your comments. You can open the file to view, download and print the draft. Then send your comments and suggestions to our Customer Service Specialist by August 14, 2009.

The WIC Checker Guide has a table of contents and sections for each food category. At the end of the guide there are sections on “How to Take a WIC Check,” “How to Take WIC Checks for Fruits and Vegetables,” and a section on what can be used for “WIC Customer Identification.” This guide and other materials for store owners will replace the Retailer Handbook. Once finalized, we will send one copy per check stand to each authorized store. The guide will also be posted on our web page so you can download and print it.

Watch for Retailer Contract Amendment in August

Each authorized WIC store owner must be fully aware of and comply with changes to the WIC Nutrition Program that will take place October 1, 2009. We will convey information about the October 1, 2009 changes in a contract amendment. Store owners will want to read this amendment closely as there will be procedure changes for redemption of WIC checks for fruits and vegetables, new minimum inventory requirements, and information about the use of WIC service marks and logos. To ensure there is no break in service after October 1 for currently authorized retailers, we will send out a contract amendment in August 2009. Watch for two copies in the mail in a large envelope. Instructions for signing and returning the copies will be included with the amended contract.

Get Trained on New WIC Foods and Checks

If you haven’t already signed up for WIC training on the changes coming to the WIC Nutrition Program, there is still time. These training are filling up, so don’t delay registering for a session. Visit the Retailer Training page to view the dates and times sessions are scheduled. You can register one or two people from each store by calling our WIC Customer Service Specialist.

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June 2009

Get Ready to Sell New WIC Foods

WIC foods are changing to better meet the nutritional needs of WIC participants. The new WIC-allowed foods fit with the 2005 Dietary Guidelines for Americans and infant feeding practice guidelines of the American Academy of Pediatrics. The new food list goes into effect October 1, 2009.

Important details and quantity or package size changes include:

• Fresh fruits and vegetables—including organic—will be allowed.
• Juice will be required in frozen, canned and plastic containers. Frozen and canned containers will be allowed for women. Plastic containers will be allowed for children.
• Most clients will be allowed to buy cheese in one pound block size. You will need an increased inventory of cheese one pound blocks. An exception is Kosher cheese, of which clients will be allowed to purchase 8 ounce blocks.
• Baby food will be allowed in 15 or 16 jars per check. Many infants aged 6 months to one-year old will be issued up to four checks for jars of baby food per month. Some infants could get as much as 100 jars of baby food in a month.
• Whole grains, bread, and corn tortillas will be issued on one check, for either 16 or 32 ounce quantities. Shoppers can mix and match types to total the amount on the check.
• Canned pink salmon will be allowed in addition to canned tuna fish.

Register Now for Training on the New WIC Foods and Checks

In July, August and September we will hold two-hour training sessions on the new WIC foods and new WIC checks being implemented on October 1, 2009. Each store is encouraged to send one or two representatives to a training session and have them share the information with other store personnel. These trainings will fill up fast so you will need to pre-register by calling 1-800-841-1410 extension 3620 or by filling out and returning the attached form by fax or email.

Minimum Stock Levels Will Change

The minimum stock levels authorized retailers are required to maintain will change in October with the new WIC foods. New items will be added and some of the current WIC food amounts will decrease. Our next eUpdate will contain the proposed new stock levels with an invitation for your feedback. Watch your email in July for that important eUpdate.

Is Your Point of Sale System Ready for the New WIC Foods?

Many WIC retailers program their cash registers to recognize WIC foods. We anticipate it will take extra time to program each of the new WIC approved foods into your point of sale system. Use the food list and allow adequate time to program your registers so they are ready to transact the new WIC foods starting on October 1, 2009. The new WIC approved foods include fresh fruits and vegetables that will be listed on a separate WIC check for a specific dollar amount. It is important for you to attend one of our scheduled training sessions to learn how to transact this check.

Presumptive Payment is Coming on October 1, 2009

Right now, if a WIC check is presented and the actual purchase price is over the not-to-exceed amount, that check will be refused for payment. On October 1, 2009 our office will begin a new system called “Presumptive Payment.” With this new system, if stores give us their banking information, checks presented for amounts over the not-to-exceed amount will be paid up to the level allowed for the check. Stores will still receive a notice that their check processing was delayed and the reason for the delay. We have had a good response from retailers asking to sign up for this system. All retailers are strongly encouraged to take advantage of this more efficient way to be paid automatically for these otherwise-rejected WIC checks. Contact our Customer Service Specialist for information about how you can sign up.

Part of the testing process for “Presumptive Payment” is for our banking contractor to verify the account number by sending an electronic signal to each retailer’s bank account. By ensuring the account numbers are correct, money can to be electronically deposited into that account once the system “goes live” October 1, 2009. This is a common practice in the electronic banking world and should occur in early September.

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May 2009

Training Opportunity:  Get Ready for October 1 New WIC Food Choices

On October 1, 2009 Washington WIC clients will begin to come to your store with new checks, ready to buy the new WIC approved foods. To help you and your store staff get ready to sell these new foods, we will offer training in July, August and September in over thirty different locations around the state. You will learn how to transition from current foods and checks to the new foods and how to process the new Fruit & Vegetable Check. We’ll explain the new Minimum Stock Levels and identify foods currently offered that will not be allowed with the new checks. This training counts towards the mandatory training requirement in your new WIC contract. Please send at least one representative from your store to one of these trainings. Who should attend?

• Owners
• Managers
• Checker Trainers
• Checkers
• Inventory/Purchasing Managers

Invitation to Comment on Proposed Minimum Stock Levels

Watch your email inbox for an opportunity to comment on proposed Minimum Stock Levels for the new WIC food list. Highlights of the proposed minimum stock requirements include: fresh fruits and vegetables, 100% whole wheat bread, brown rice or soft corn tortillas, baby food fruits and vegetables, and baby food meat, juice in 64 ounce plastic bottles, tofu and soy beverage.

Monitoring for New WIC Contract Provisions

On April 1, 2009, at the beginning of the current WIC retailer three-year contract period, WIC Nutrition Program staff authorized over 700 stores. More than twenty-five of these were new stores. Over the course of this contract we will monitor and evaluate each store to assure their performance to contract requirements. This monitoring will include elements that are new in this contract, such as: purchasing all WIC foods wholesale, expanded definition of full-line/full-service stores, low check redemption volume, and our cost containment initiative for WIC food purchases.

Apply Anytime for a Contract to Sell WIC Foods

On April 1, 2009, we changed our application process to allow retailers the opportunity to apply for authorization at anytime during this three-year contract period. This means new retailers interested in selling WIC foods can apply right away. Current retailers adding new locations can apply anytime as well.

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April 2009

WIC Retailer Handbook Not Changing with April 1, 2009 Contract

The WIC Retailer Handbook and other training materials will not be revised until fall 2009. Please keep using materials dated April 1, 2006 to March 31, 2009 as they provide accurate information for training checkers. These materials will remain in effect for as long as the salmon colored WIC checks are being issued.

Infant Formula Changes

Similac Advance Early Shield is replacing Similac Advance DHA and ARA. The product label is changing but there is no change to the UPC for the powder and concentrate forms. There is a change to the UPC for ready-to-feed.

Good Start Gentle Plus is replacing Good Start Supreme DHA & ARA, in powder, concentrate and ready-to-feed forms. There is no change to UPC.

For your convenience, these changes are displayed on the attached flyer (89.36 KB) for posting in your break-room.

New WIC Foods Coming in October!

Healthy Choices! More Variety! Supports Breastfeeding!

On October 1, 2009, WIC will make new foods available for purchase by WIC clients. A list of the new foods is now available.

WIC retailers will play an important role in ensuring that WIC clients have access to these new foods. We appreciate your partnership!

Correction to March 2, 2009 Letter

On March 2, 2009, a letter was sent to retailers with their two blank original contracts. For many retailers, a High Check Amount Notice was enclosed. In this notice we made a mistake saying “A representative list of retailers in your peer group can be provided at your request.” Retailer information of this type is confidential and may not be shared. We’re sorry for any inconvenience this may have caused.

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In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint, write USDA, Director, Office of Civil Rights, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410 or call 800-795-3272 (voice) or 202-720-6382 (TTY). USDA is an equal opportunity provider and employer.

Washington WIC does not discriminate.

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Last Update:  10/02/2009 12:32 PM
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