WIC RETAIL STORE ANNUAL TRAINING 2021 - eWIC Welcome to Pennsylvania's annual vendor training - Pennsylvania ...
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WELCOME Training objectives Assure WIC authorized stores are educated in WIC Program regulations, policies, and procedures Improve WIC Program services for both customers and retail grocers Prevent program noncompliance Provide training & training materials to stores Make the eWIC transaction go as smoothly as possible 2 The objectives of this training are: • To assure WIC authorized stores are educated in WIC Program regulations, policies, and procedures • To Improve WIC Program services for both customers and retail grocers • To Prevent program noncompliance • Provide training & training materials to stores • And Make the eWIC transaction go as smoothly as possible 2
AGENDA Overview of WIC WIC Food List Shopping eWIC L3 Certifications Customer Service Vendor Responsibilities with eWIC Sanctions Types of Compliance Monitoring Questions 3 Today’s agenda will be covering an Overview of the WIC program WIC Food List Shopping eWIC transactions L3 Certifications Customer Service Vendor Responsibilities with eWIC Sanctions Types of Compliance Monitoring And what to do if you have Questions 3
WHAT IS WIC? No cost health and nutrition program for pregnant women, breastfeeding women, postpartum women, infants, and children up to age 5. WIC Provides nutrition education, breastfeeding support, nutritious supplemental foods and referrals to valuable health and social services. 4 What is WIC? It stands for Women, Infants and Children It is a No cost health and nutrition program for pregnant women, breastfeeding women, postpartum women, infants, and children up to age 5. It provides nutrition education, Breastfeeding support, nutritious supplemental foods and referrals to valuable health and social services. 4
PA WIC ELIGIBILITY Must provide proof of Pennsylvania residency Must have a household income not exceeding 185% of Federal Poverty Guidelines Must be certified to have a medical or nutritional risk by the WIC staff 5 To be eligible for WIC you must provide proof of Pennsylvania residency. WIC does not look at citizenship. Participants must also have a household income that does not exceed the 185% poverty guideline or be eligible for Medical assistance through the state of PA. You must also be certified to have a medical or nutritional risk by WIC staff. 5
INCOME GUIDELINES FOR PENNSYLVANIA WIC EFFECTIVE DATE: JULY 1, 2020 – JUNE 30, 2021 Family Size Weekly Bi-Weekly Twice-Monthly Monthly Annual 1 $454 $908 $984 $1,968 $23,606 2 $614 $1,227 $1,329 $2,658 $31,894 3 $773 $1,546 $1,675 $3,349 $40,182 4 $933 $1,865 $2,020 $4,040 $48,470 5 $1,092 $2,183 $2,365 $4,730 $56,758 6 $1,251 $2,502 $2,711 $5,421 $65,046 7 $1,411 $2,821 $3,056 $6,112 $73,334 8 $1,570 $3,140 $3,401 $6,802 $81,622 Add’l Family $160 $319 $346 $691 $8,288 Members 6 Next, we are going to look at the income guidelines. You can see the family size on the left. Then you can see the gross weekly, bi-weekly, twice-monthly, monthly and annual salaries that participants must be under to be eligible for WIC. For example, a household of 4 can make up to $48,470 and be eligible for WIC. 6
FUNDING USDA Federal Grant Funding WIC is administered by The Pennsylvania Health Department Locally managed by Local Agencies 7 Funding is provided by USDA. Each state does things a little differently. In our state WIC is administered by the Pennsylvania Department of Health. They contract with local agencies that manage and operate the WIC clinics.
Nutrient WIC Foods Which Supply the Nutrient Protein infant formula, milk, eggs, cheese, peanut butter, legumes (beans), canned fish Iron WIC-allowed brands of cereal, legumes (beans), eggs, iron-fortified infant formula Vitamin C WIC-allowed juices (citrus fruit juice, fruit juices fortified with Vitamin C), infant formula, fruits and vegetables Vitamin A milk, eggs, infant formula, fruits and vegetables, canned fish Calcium cheese, milk, infant formula, soy products Fiber fruits, vegetables, whole grains, whole grain cereals 9 The important nutrients and the WIC foods which supply those nutrients are listed in the table. These nutrients drive the foods that the WIC program provides to participants. 9
THE WIC FOOD LIST Milk Fruits and Vegetables Cheese Whole Grains Eggs Infant Fruits and Vegetables Juice Infant Meats Cereal Infant Cereal Peanut Butter Formula Dried Beans and Peas Soy Products Canned Beans Tofu Canned Fish Yogurt 10 It is a requirement to have the food list at each register that participants could use at your store. We are going look at each of the categories but will not be going into every single item that is allowed or not allowed. Please make sure to review your food list for a thorough listing of all items. 10
MILK Can buy any brand Half gallons or gallons Participants must buy the fat level that is on their WIC benefit balance. 11 The first item that we will be looking at is Milk Participants can buy any brand of milk in half gallons or gallons Participants must buy the fat level that is on their WIC benefit balance. The benefit balance will indicate whether they can purchase whole, reduced fat, low fat or nonfat. No exceptions can be made from the fat level listed on the participants card. 11
CHEESE Can buy • Any brand Can’t buy • 8 or 16 oz packages • Individually wrapped • block, sliced, shredded, cheese stick or string • Deli cheese • Check your food list for • Cheese with added the types of cheese ingredients allowed • Smoked cheese • Cubed cheese 12 Cheese Participants can buy • 8 or 16 oz packages • block, sliced, shredded, stick or string • Check your food list for the types of cheese allowed, such as cheddar or mozzarella Some of the items that participants can’t buy are: • Individually wrapped cheese • Deli cheese • Cheese with added ingredients, such as pepperjack or horseradish cheese • Smoked cheese • And cubed cheese 12
YOGURT 32 oz containers only Brands specified on food list Whole Fat Non-Fat Low Fat Participants must purchase what is on their WIC benefit balance 13 Yogurt Participants can purchase 32-ounce containers only. Brands are specified on the food list. They can buy whole fat, low fat or non-fat. Just like milk, the fat level that the participant is allowed to purchase will be listed on their WIC benefit balance. If their benefit balance says whole fat yogurt, then they can only purchase whole fat and are not allowed to purchase low fat or nonfat yogurts. 13
SOY PRODUCTS Soy Beverages Tofu 32- or 64-ounce containers only 16-ounce containers Brand specific Brand specific 14 Soy Products Soy Beverages can be purchased in 32- or 64-ounce containers only Tofu can be purchased in 16-ounce containers only. Both of these items are brand specific, please check your food list for the approved products. 14
JUICE Must be 100% juice Brand specific Some of the items that they are not allowed to purchase are ciders, cocktails, organic or juice with added non-nutritive sweeteners 11.5 – 12-ounce 64-ounce bottles or frozen juice, 48 cartons ounce, or shelf stable concentrate 15 Juice must be 100% juice Juice is brand specific, see your WIC food list for products that are allowed. Some of the items that cannot be purchased are ciders, cocktails, organic or juice with added non-nutritive sweeteners Children receive 64 oz bottles or cartons Women receive 11.5 to 12-ounce frozen juice, 48-ounce bottles or shelf stable concentrate. 15
FRUITS & VEGETABLES Any brand Organic products are allowed CANNED FROZEN FRESH 16 In this category, participants are issued dollar amounts to purchase fruits and vegetables. Any brand is allowed This is the one category that participants can purchase organic products. Participants can purchase • Fresh, any whole or cut with no added sugars, fats or oils. • Frozen, any brand with no added sugars, fats or oils. • OR canned, any brand, jarred or multi-pack with no added sugars, fats, oils or salt. Whole kernel corn and green peas that contain sugar are allowed. Check your food lists for additional items that are not allowed to be purchased. 16
CEREAL Brand specific 12-ounce packages or larger 17 Cereal is another brand specific category, so check out your food list for items that are allowed. Packages must be in 12-ounce packages or higher. 17
WHOLE GRAINS • 16-ounce packages • Brand specific Whole wheat or whole grain breads or rolls Whole wheat pasta Whole grain brown rice Corn or whole wheat tortillas Oats 18 Whole grains must be purchased in 16-ounce packaging and are brand specific. Participants can purchase whole wheat or whole grain breads or rolls, whole wheat pasta, whole grain brown rice, corn or whole wheat tortillas and oats. 18
LEGUMES (BEANS) Any brand 15.5 to 16-ounce cans 1 pound of dried beans Participants can purchase canned or dried based on what is on their WIC benefit balance. 19 Next are the Legumes or Beans Any brand is allowed to be purchased in 15.5 to 16-ounce cans or 1 pound dried Participants can purchase canned or dried beans based on what is on their WIC benefit balance. 19
CANNED FISH 3.75-, 5- or 6-ounce cans only Any brand chunk Light Tuna, Pink Salmon or Sardines Cannot buy those packed in oil 20 Canned fish Participants can purchase 3.75-, 5- or 6-ounce cans only Any brand chunk Light Tuna, Pink Salmon or Sardines Has to be packed in water, cannot buy those packed in oil 20
INFANT FOODS Formula Infant Cereal Infant Fruits and Vegetables Infant Meats 21 Infant Foods Formula can be purchased based on the brand and type specified on their WIC benefit balance Infant cereal can be purchased in 8- or 16-ounce containers. It can be barley, rice, oatmeal, whole wheat or multigrain. Infant fruits and vegetables can be purchased in 4-ounce containers. Multipacks are also allowed in the 2-2 ounce or 2-4 ounce packaging. Infant meats can be purchased in the 2.5-ounce containers and are only for fully breastfed babies. 21
EGGS • Grade A or AA • Brown or White • Small, medium or large • Cannot buy • Organic • Specialty eggs 22 Eggs Can be Grade A or AA (double AA) Brown or White Small, medium or large Cannot buy • Organic or • Specialty eggs, such as free range or vegetarian fed 22
PEANUT BUTTER 16 – 18-ounce containers Any brand labeled peanut butter 23 Lastly is Peanut Butter It can be purchased in 16-18-ounce containers Any brand labeled peanut butter can be purchased. No spreads or peanut butter mixed with other items. This has been just a quick look at the food list. Please make sure to review your food list for a complete list of allowed and non allowed products 23
CHANGES TO THE FOOD LIST Next, we are going to be talking about the recent changes to the brand specific food products. 24
YOGURT - ADDED Whole Fat: ▪Essential Everyday: Plain ▪Giant Eagle: Plain Low Fat: ▪Essential Everyday: Blueberry ▪Tops: Plain ▪Price Rite: Plain and Vanilla ▪Weis: Plain ▪Tops: Blended Blueberry, Plain, Strawberry and Vanilla ▪Weis: Blueberry Non-Fat: ▪Yoplait: Blueberry ▪Giant Eagle: Vanilla ▪Tops: Plain and Vanilla 25 This is a list of new products in the whole fat, low fat and nonfat yogurt. In the Whole Fat category: ▪Essential Everyday: Plain ▪Giant Eagle: Plain ▪Tops: Plain ▪Weis: Plain In the Low Fat: ▪Essential Everyday: Blueberry ▪Price Rite: Plain and Vanilla ▪Tops: Blended Blueberry, Plain, Strawberry and Vanilla ▪Weis: Blueberry ▪Yoplait: Blueberry In the Non-Fat: ▪Giant Eagle: Vanilla ▪Tops: Plain and Vanilla 25
YOGURT - REMOVED Whole Fat: Non-Fat: ▪Shop Rite: Plain ▪Best Yet: Vanilla Low Fat: ▪Dannon: Strawberry and Strawberry Banana ▪Essential Everyday: Peach and Raspberry ▪Lucerne: Plain ▪Giant Eagle: All varieties ▪Market Pantry: Plain ▪Lucerne: Strawberry and Vanilla ▪Shurfine: Plain and Vanilla ▪Market Pantry: Vanilla ▪Weis: Plain ▪Shurfine: Plain and Vanilla ▪ Yoplait: Plain 26 Yogurt that is being removed In Whole Fat: ▪Shop Rite: Plain In Low Fat: ▪Essential Everyday: Peach and Raspberry ▪Giant Eagle: All varieties ▪Lucerne: Strawberry and Vanilla ▪Market Pantry: Vanilla ▪Shurfine: Plain and Vanilla In Non-Fat: ▪Best Yet: Vanilla ▪Dannon: Strawberry and Strawberry Banana ▪Lucerne: Plain ▪Market Pantry: Plain ▪Shurfine: Plain and Vanilla ▪Weis: Plain 26
▪ Yoplait: Plain 26
SOY PRODUCTS - ADDED Soy Beverage Tofu Great Value Original Soy Soy Boy Firm 27 New Soy products are being added. Great Value Original Soy in the Soy Beverage category and Soy Boy Firm in the Tofu category. 27
64 OZ JUICE - ADDED ▪ Everfresh: Apple Ruby Kist: Apple, Grape, White Grape, Grapefruit ▪ Langers: Harvest Apple, Apple, Grape, Concord Grape, Apple Price-Rite: Apple, Grape Cranberry, Apple Grape, Apple Orange Pineapple, Apple Berry Cherry, Apple Kiwi Strawberry, Apple Peach Mango, Pineapple, ADDITIONAL FLAVORS Berry Welch’s: White Grape Peach ▪ Northland: Cranberry, Cranberry Grape, Mott’s: Apple Cherry, Apple Mango, Cranberry Raspberry, Cranberry Apple White Grape Blackberry, Cranberry Pomegranate, Blueberry Best Yet: Cranberry Blackberry, Cranberry Mango Essential Everyday: Cranberry ▪ Ocean Spray: Apple, Concord Grape, Cranberry Blackberry; Shop-Rite: Grape, Tomato Cranberry Cherry, Cranberry Concord Grape, Cranberry Tipton Grove: White Grape, Vegetable, Mango, Cranberry Pineapple, Pineapple Cranberry Pomegranate, Cranberry Raspberry 28 In the 64 oz juice category there are several new brands and flavors. Everfresh, Langers, Northland, Ocean Spray, Ruby Kist and Price Rite have come on with many flavors. Brands that have added additional flavors are Welch’s, Mott’s, Best Yet, Essential Everyday, Shop-Rite and Tipton Grove. 28
64 OZ JUICE - REMOVED Best Yet: Vegetable Musselman’s: Apple Diane’s Garden: Vegetable Market Pantry: All varieties Food Club: All varieties Parade: All varieties Giant Eagle: Cranberry Red and White: All varieties Giant: Cranberry Shurfine: All varieties Hy-Top: All varieties Signature Select: All varieties Krasdale: All varieties Welch’s: Tropical Trio Lucky Leaf: All varieties 29 Here is a list of 64-ounce juices that are being removed and their varieties. Best Yet: Vegetable Diane’s Garden: Vegetable Food Club: All varieties Giant Eagle: Cranberry Giant: Cranberry Hy-Top: All varieties Krasdale: All varieties Lucky Leaf: All varieties Musselman’s: Apple Market Pantry: All varieties Parade: All varieties Red and White: All varieties Shurfine: All varieties Signature Select: All varieties Welch’s: Tropical Trio 29
JUICE - ADDED 48 ounce Apple and Eve: Cranberry Blend 11-.5 -12 ounce Tops: Apple 30 In the 48-ounce containers, Apple & Eve Cranberry Blend has been added. In the 11.5-12-ounce, Tops Apple juice has also been added. 30
JUICE - REMOVED 48 ounce 11.5 -12 ounce ▪Apple and Eve: Naturally ▪Essential Everyday: Grape Cranberry ▪Market Pantry: All varieties ▪Food Club: All Varieties ▪Signature Select: All varieties ▪Red and White: All Varieties ▪Shurfine: All Varieties 31 Juices that are being removed in the 48 ounce size are: ▪Apple and Eve: Naturally Cranberry ▪Food Club: All Varieties ▪Red and White: All Varieties ▪Shurfine: All Varieties In the 11.5-12 ounce size are : ▪Essential Everyday: Grape ▪Market Pantry: All varieties ▪Signature Select: All varieties 31
CEREAL - ADDED Chex: Cinnamon, Blueberry Life: Vanilla and Vanilla Quaker Instant Grits: Cheddar Cheese Cream of Rice: Instant and Original Special K: Protein Honey Farina Hot Wheat Almond and Great Grains: Crunchy Pecan Protein Touch of Kellogg’s: Frosted Mini-wheats Cinnamon Mixed Berry Store Brand: Tops 32 In the cereal category there are two new brands Cream of Rice: Instant and Original Farina Hot Wheat The following cereals have added some new flavors: Chex: Cinnamon, Blueberry and Vanilla Great Grains: Crunchy Pecan Kellogg’s: Frosted Mini-wheats Mixed Berry Life: Vanilla Quaker Instant Grits: Cheddar Cheese Special K: Protein Honey Almond and Protein Touch of Cinnamon In the Store Brands, Tops has been added. 32
CEREAL - REMOVED Cream of Wheat: Healthy Grain & 10 Minute Maypo: Maple Oatmeal Kellogg’s: Frosted Mini Wheats Touch of Fruit Raspberry Post: Honey Bunches of Oats Post: Bran Flakes Cinnamon Quaker: Corn Crunch Sunbelt Bakery: Simple Granola Store Brands - Giant Eagle, IGA, Ralston Foods, Shurfine 33 Cereal that is being removed: Cream of Wheat: Healthy Grain & 10 Minute Maypo: Maple Oatmeal Kellogg’s: Frosted Mini Wheats Touch of Fruit Raspberry Post: Honey Bunches of Oats Cinnamon Post: Bran Flakes Quaker: Corn Crunch Sunbelt Bakery: Simple Granola In the Store Brands - Giant Eagle, IGA, Ralston Foods, and Shurfine are being removed. 33
WHOLE GRAINS - ADDED BREADS 100% Whole Wheat Breads: TORTILLAS Bowl and Basket Best Choice: Corn Taco Size, 100% Whole Wheat Soft Taco Gourmet Size & 100% Whole Wheat Fajita Size Hauswald Frescados: 100% Whole Wheat and Taqueria Style Mini Schmidt Old Tyme Corn Super Bread Guerrero: Corn White Pepperidge Farms Whole Grain Rye Seeded IGA: Taco Style Whole Wheat Bread La Banderita: Gluten-Free Grande Corn and White Corn Mayan Farm: Whole Wheat Shop-Rite: Whole Wheat RICE Tio Santi: Whole Wheat Best Choice Tops: Whole Wheat Giant Hy-Top Wegman’s 34 In the bread category the following products have been added. 100% Whole Wheat Breads: Bowl and Basket Gourmet Hauswald Schmidt Old Tyme Super Bread Pepperidge Farms Whole Grain Rye Seeded Bread In the whole grain brown RICE Best Choice Giant Hy-Top and Wegman’s are coming on In TORTILLAS we are adding Best Choice: Corn Taco Size, 100% Whole Wheat Soft Taco Size & 100% Whole Wheat Fajita Size 34
Frescados: 100% Whole Wheat and Taqueria Style Mini Corn Guerrero: Corn White IGA: Taco Style Whole Wheat La Banderita: Gluten-Free Grande Corn and White Corn Mayan Farm: Whole Wheat Shop-Rite: Whole Wheat Tio Santi: Whole Wheat Tops: Whole Wheat 34
WHOLE GRAINS - REMOVED RICE Market Pantry Shurfine Uncle Ben’s: Natural Whole Grain Brown Rice TORTILLAS TORTILLAS Best Choice: Corn Taco Size, 100% La Banderita: Gluten-Free Grande Corn Whole Wheat Soft Taco and White Corn Size & 100% Whole Wheat Mayan Farm: Whole Wheat Fajita Size Shop-Rite: Whole Wheat Frescados: 100% Whole Wheat and Tio Santi: Whole Wheat Taqueria Style Mini Corn Tops: Whole Wheat Guerrero: Corn White IGA: Taco Style Whole Wheat 35 Whole grains being removed in the Rice category are: Market Pantry Shurfine Uncle Ben’s: Natural Whole Grain Brown Rice In Tortillas: Best Choice: Corn Taco Size, 100% Whole Wheat Soft Taco Size & 100% Whole Wheat Fajita Size Frescados: 100% Whole Wheat and Taqueria Style Mini Corn Guerrero: Corn White IGA: Taco Style Whole Wheat La Banderita: Gluten-Free Grande Corn and White Corn Mayan Farm: Whole Wheat Shop-Rite: Whole Wheat Tio Santi: Whole Wheat Tops: Whole Wheat 35
WHOLE GRAINS - REMOVED BREADS Nickles Bakery: Country Style 100% Gold Medal Whole Wheat Bread Great Value Pepperidge Farm: Light Style 100% Whole Harvest Pride Wheat Bread Krasdale Roman Meal: SunGrain 100% Whole Merita Wheat Bread Monk’s Bread: 100% Whole Wheat and Schwebel’s Multi-Grain Shop-Rite Nature’s Harvest: 100% Stoneground Signature Select Whole Wheat Bread WHOLE WHEAT PASTA Essential Everyday: Whole Wheat Vermicelli (same product and UPC as Thin Spaghetti) 36 Shurfine Breads that are being removed are: Gold Medal Great Value Harvest Pride Krasdale Merita Monk’s Bread: 100% Whole Wheat and Multi-Grain Nature’s Harvest: 100% Stoneground Whole Wheat Bread Nickles Bakery: Country Style 100% Whole Wheat Bread Pepperidge Farm: Light Style 100% Whole Wheat Bread Roman Meal: SunGrain 100% Whole Wheat Bread Schwebel’s Shop-Rite Signature Select Lastly in whole wheat pasta Essential Everyday: 36
Whole Wheat Vermicelli (because there is another product with the same UPC called Thin Spaghetti And Shurfine. New food lists will be coming out shortly. They will be good from January 1 st thru September 30, 2021. Your local retail store coordinator will provide them to you when they are available. 36
SHOPPING Next we are going to be talking about shopping. 37
WIC SHOPPER APP WIC Shopper App Participants can scan items to see if they are WIC allowable. Shows vendors that accept eWIC Food list is also available on this app. There is a method to send in products that participants and vendors think should be on the list. 38 A WIC Shopper app is available for participant and vendors. There are several nice features that both groups can use. • One of the nicest features is that participants can scan items to see if they are WIC allowable. • Participants do need to understand that just because something might be WIC allowable, doesn’t mean that they can purchase the item. It has to also be on their Benefit balance to be purchased. • Participants can also look up to see which grocery stores they can shop at or that are near them. • The Food list in English and Spanish is also available on this app. • Participants and vendors can use this app to send in UPCs that they think should be on the program. Notification comes in thru an email at the State Agency, where state staff can review the item and respond back to the sender about whether it is allowed or not. 38
MINIMUM INVENTORY REQUIREMENTS Review of Minimum Inventory Requirements Refer to page 7 Retail Store Handbook 39 We are going to be reviewing minimum inventory requirements next. Please refer to page 7 of your Retail Store Handbook. 39
MINIMUM INVENTORY REQUIREMENTS These are the requirements that must be available at or below the competitive price. Stores that are applying to become WIC authorized stores are required to have all of the items shown. For example, If you look at formula, stores must have 10 – 12.5- ounce cans of the Similac Advance powder on site every day that they are open. WIC authorized stores may be granted an exception for stocking some of these items based on proven lack of WIC customer needs. Exempted products specified on a WIC benefit balance must be available within 48 hours. 40
On page 8, you can see there are other standard formulas and alternative products which are not minimum inventory requirements, but stores must be able to get these items in within 72 hours after being presented with a WIC benefit balance with that item. 41
eWIC Now we are going to talk about eWIC. 42
eWIC 43 This is the new eWIC decal that stores should be displaying. This is a requirement for all authorized stores to display this decal on their doors. 43
eWIC INFORMATION FLOW Food Package/Benefits Smart PA WIC MIS Card Updated Food Reconciliation Hot Card List Food Package/Benefits File Authorized Product List Package/Benefits Payment Processor Claim File Hot Card List Authorized Product List Reconciliation File 44 There are a lot of moving parts and information that flows from one system to another with eWIC 1. The MIS does the same thing it does now – participants are certified and a food package is created and assigned to the participant. 2. Rather than printing the checks, a card is loaded with those benefits– CLICK NOW TO ADVANCE IMAGE 3. The MIS also creates two files that the stores must use • The Hot Card List – or HCL – tells the EBT vendor which cards have been reported lost or stolen or are no longer valid • The Authorized Product List – or APL – tells the EBT vendor which products are authorized as WIC eligible products. This file is at the individual UPC level for each product. 4. The MIS sends the files to the EBT processor. - – CLICK NOW TO ADVANCE IMAGE 5. The store is responsible for downloading those two files we just mentioned at least every 48 hours (can be done more often)– the HCL and the APL – CLICK NOW TO ADVANCE THE IMAGE 6. The customer goes to the store, does their shopping, and then goes to the checkout. The card is inserted into the card reader and the cashier scans the items. – CLICK NOW TO ADVANCE THE IMAGE 7. The card and items are reviewed by the card reader and approved or declined. Those 44
decisions are made by the information in the HCL, the APL and loaded onto the card. Once the transaction is complete, the card reader updates the benefits on the card. Some important differences to note about smart card transactions > Cashiers cannot enter the PAN# into the POS if it doesn’t work and participants cannot use self-checkouts. – CLICK NOW TO ADVANCE THE IMAGE 8. At the end of the day, the store sends a claim file to the EBT processor – CLICK NOW TO ADVANCE IMAGE 9. The EBT processor reconciles the claim against the lists and also allows only the maximum allowable price and then sends a reconciliation file to the store – CLICK NOW TO ADVANCE THE IMAGE 10. The EBT processor sends another reconciliation file to the WIC MIS to update the benefit balance and show redeemed benefits – CLICK NOW TO ADVANCE THE IMAGE 44
CLAIMS PROCESSING 45 So a day has gone by and you’ve had your WIC customers come in with their cards…how do you get that information back to the state? There are no checks to call in or deposit with the eWIC card. 1. Every day, your system should pull all your sales together in a claim file. There is a requirement to submit them within four days but we are recommending every 24 hours. If you wait to submit a claim file more than four days, you will not be paid for those transactions. 2. The system will send the claim file to the EBT processor. 3. Your system will also download the APL, the HCL and the Auto-Reconciliation File (ARF). The APL and HCL must be downloaded every 48 hours but we are recommending every 24 hours. 4. The EBT processor validates the claim file and sends an ARF back to you. The ARF contains information about what is being claimed vs. what is being paid. One of the major differences for you in this process is that if there are price adjustments, they will be done before the claim is paid not AFTER the check is deposited like before. This is where the APL and HCL become really important. If you accept a card that has been reported lost or stolen and you haven’t downloaded the HCL in at least 48 hours, you will not be paid for that transaction. If you accepted a product that was 45
no longer on the APL and you haven’t downloaded the APL in at least 48 hours, you will not be paid for that product. The ARF tells you what is paid vs. what was requested in the claim file. 5. The next step is that the EBT processor requests payment from PA; once PA pays the processor, the processor will send the funds electronically to you. If you submit claims daily, you should receive payment within 2-3 days after successful submission. 45
MAXIMUM ALLOWABLE AND COMPETITIVE PRICES The Maximum Allowable Price is the most the WIC Program will pay a store for food purchased using an eWIC card The Competitive Price is the price WIC foods must be priced at or below, to be counted as minimum inventory 46 The Maximum Allowable Price is the most the WIC Program will pay a store for food purchased using an eWIC card The Competitive Price is the price WIC foods must be priced at or below, to be counted as part of the minimum inventory Prices are available on the vendor assistant site. If you have any questions, please contact your local retail store coordinator. 46
MAPPING FRESH PRODUCE Make sure you are mapping your produce correctly. All produce should be mapped to the appropriate universal PLU. You should not submit fresh produce UPC’s to the APL. Banana’s need to be mapped to 4011. A bag of red delicious apples should be mapped to PLU 4015 or at least to red apples. A bag of plain lettuce would be mapped to the appropriate kind of lettuce, i.e. a bag of romaine would be mapped to 3097. 47 Make sure you are mapping your produce correctly. All produce should be mapped to the appropriate universal PLU. You should not submit fresh produce UPC’s to the APL. Some examples are: Banana’s need to be mapped to 4011. A bag of red delicious apples should be mapped to PLU 4015 or at least to red apples. A bag of plain lettuce would be mapped to the appropriate kind of lettuce, i.e. a bag of romaine would be mapped to 3097. 47
eWIC TRANSACTION 48 Here are some sample receipts. Your cash register receipts will look different, but the general contents should be the same. All eWIC transactions need three receipts: A beginning balance A utilization receipt An ending balance The beginning balance shows the customer what’s on their card for the current month. The utilization receipt shows what will come off of the WIC card after you’ve scanned their items. You must provide this to the customer PRIOR to the customer approving the WIC transaction. The participant should review this receipt to make sure that what is coming off their card is correct and what they might be expected to pay is also correct. Then they can approve the transaction. The ending balance shows the customer what’s left on their card after today’s purchase. You MUST give participants ALL receipts!! 48
WHAT IF FOODS WON’T SCAN? The product may not be approved. Check the PA WIC Food List & Shopping Guide to determine if the item is approved by WIC. 49 What happens if a food doesn’t scan? You may have a customer bring up a food item that doesn’t scan as WIC allowed. There are a few reasons for this: The product may not be approved. It might be something that they purchased before, and by mistake, it was allowed. Check the PA WIC Food List or the WIC shopper app to see if it’s allowed. Here is a sample of the new cashier food list (CLICK HERE) 49
WHAT IF FOODS WON’T SCAN? The Participant may not have the benefits left for the purchase. Check participant’s WIC Beginning Balance to see if the card has the benefits remaining for the purchase. If you have checked the above and it appears that the item should scan as WIC Approved, then reach out to a manager who can submit the item to the State Agency to evaluate if it should be added to the approved list. 50 Another reason that a product might not scan as allowable is the customer may not have the benefits available for the item. You can check the beginning balance or ask the customer to check and show you. If you have checked the customer’s beginning balance and it appears that the item should scan as WIC Approved, then reach out to a manager who can submit the item to the State Agency to evaluate if it should be added to the approved product list. 50
IF IT SHOULD SCAN…HERE’S HOW IT GOES 51 If the cashier thinks the item should be allowed, here is the process. Someone will need to take a picture of the product – including the label, the UPC code, and the ingredients. You’ll send an email and the pictures to PA WIC and it will be evaluated if the item is allowed. If it is, then it will be added to the APL and then, after a short delay, it will be available for purchase. You can submit new products thru the WIC Shopper App but you can also submit it thru Vendor Assistant. This process does take a few days. The customer cannot leave with the item if it doesn’t scan. They will have to pick another brand or come back after a few days. If there is an emergency, which would only be for infant formula issues, the process might be able to be expedited. Call your Retail Store Coordinator if there is an emergency. 51
If you do not have access to Vendor Assistant, you can submit an email with the description of the product and the pictures to: pawicapl@pa.gov And again, you can also send it through the WIC Shopper App in the “I couldn’t buy this” icon.
POS CERTIFICATIONS Point of Sale Certification 53
CERTIFICATIONS There are 3 levels of certification for a vendor’s POS Level 1 Level 2 Level 3 54 There are three levels of certifications that all POS systems must go thru. We will discuss each type of certification in the subsequent slides. 54
LEVEL 1 CERTIFICATION (L1) Conducted and supervised by the State Agency at the Developer or POS provider location. It is a certification of a system that is available “off the shelf” for WIC Vendors. This is required for integrated POS systems, such as those developed by IBM or NCR, as well as the approved Stand-beside POS terminals. Test scripts are executed. Any files exchanged tested. Claim file Auto-reconciliation file (ARF) HCL and APL files 55 L1 certification is conducted and supervised by the State Agency at the Developer or POS provider location. It is a certification of a system that is available “off the shelf” for WIC Vendors. This is required for integrated POS systems, such as those developed by IBM or NCR, as well as the approved Stand-beside POS terminals. The complete test scripts are executed. Any files exchanged between the WIC State Agency , the EBT card Processor and the WIC Vendor are also tested. For smart card certification the files include the claim file, auto-reconciliation file (ARF), Hot Card List and Authorized product list (APL) files 55
LEVEL 2 CERTIFICATION (L2) Retailer specific certification of a system that is proprietary to the retailer. It may be a modification of a commercial system (Level 1) or developed exclusively by the retailer. These certifications are also conducted and supervised by the State Agency retailer location. Test scrips are executed. Any files exchanged tested. Claim file Auto-reconciliation file HCL and APL files 56 Level 2 is retailer specific certification of a system that is proprietary to the retailer. It may be a modification of a commercial system (Level 1) or developed exclusively by the retailer. These certifications are also conducted and supervised by the State Agency retailer location. The complete test scripts are executed. Any files exchanged between the WIC State Agency or the EBT card issuer processor and the WIC vendor are also tested. For Smart Card certification the files include the claim file, ARF, HCL and APL files. 56
LEVEL 3 CERTIFICATION (L3) A Test Buy Certification which refers to testing being done by the retailer in coordination with the WIC State Agency and involves a live purchase at the WIC vendor location to demonstrate the system is properly configured. The POS System being used is tested by executing a subset of the certification test scripts and providing receipts showing the results. Allows PA WIC to come into your store and verify that your are ready to conduct eWIC transactions. The representative will complete an eWIC purchase, PIN lock scenario, and balance inquiry. 57 Level 3 certifications or L3 is a Test Buy Certification which refers to testing being done by the retailer in coordination with the WIC State Agency and involves a live purchase at the WIC vendor location to demonstrate the system is properly configured. The POS System being used is tested by executing a subset of the certification test scripts and providing receipts showing the results. This allows PA WIC to come into your store and verify that you are ready to conduct eWIC transactions. During the L3 certification , the representative will complete an eWIC purchase, PIN lock scenario, and balance inquiry. 57
LEVEL 3 CERTIFICATIONS L3 certifications are required when: ➢A new store applies to become a PA vendor ➢Change of Ownership ➢Lapse in Authorization ➢If a store purchases a new POS (Point of Sale) system ➢The vendor made changes/upgrades to their original POS 58 L3 certifications are required when: ➢A new store applies to become a PA vendor ➢A Change of Ownership ➢When there has been a Lapse in Authorization ➢If a store purchases a new POS (Point of Sale) system OR ➢If The vendor made changes/upgrades to their original POS 58
L3 CERTIFICATION REQUIREMENTS FOR THE STATE AGENCY (SA) Requirements for the SA before they go on-site to perform the certification are: 1. Store must have their PA WIC vendor ID 2. FTP credentials have been set up between the store/contact and the State’s EBT processor (Solutran) 3. Banking information needs to be in WIC’s system 4. Must have an agreement with their POS provider 5. Must have all their fresh produce mapped 59 Requirements for the SA before they go on-site to perform the certification include: 1. Store must have their PA WIC vendor ID number 2. FTP credentials have been set up between the store/contact and Solutran (the state’s EBT processor) 3. Banking information needs to be in WIC’s system 4. Must have an agreement with their POS provider AND 5. Must have all their fresh produce mapped 59
L3 CERTIFICATION REQUIREMENTS FOR THE VENDOR Requirements for the store to be ready before SA staff comes on-site to perform the certification are: ➢Have their equipment installed!! ➢Staff trained by either the stand beside company, corporate office or reseller. ➢Items mapped and/or inventory entered into their system by the appropriate store staff member. ➢Also need to have a maintenance contract or agreement for technical support for their POS. 60 Additional Requirements for the store to be ready before state agency staff comes on- site to perform the certification are: Have their equipment installed, staff trained, items mapped and/or inventory entered into their system. Stores also need to have a contract established with whoever they use for their POS. If it is an integrated system, you will need to have the new upgrade installed on the registers to process eWIC. If it is a stand beside system, it has to be installed and the WIC inventory has to be entered into the system. 60
L3 CERTIFICATION REQUIREMENTS FOR THE VENDOR ➢Store personnel need to have the phone number available for the technical support person for their POS in the event of an issue. ➢A manager or staff person who has been trained on the POS equipment and with the eWIC process needs to be present for the certification. ➢In a perfect world, the L3 certification should take no more than 30 minutes. However, this depends on the level of training and understanding by the store staff. 61 Store personnel need to have the phone number available for the technical support person for their POS in the event of an issue. A manager or staff person who has been trained on the POS equipment and with the eWIC process needs to be present for the certification. In a perfect world, the L3 certification should take no more than 30 minutes. However, this all depends on the level of training and understanding of the store staff! 61
CUSTOMER SERVICE Next, we are going to look at customer service. 62
WIC CUSTOMER RESPONSIBILITIES WITH eWIC Use WIC benefits only at WIC Authorized stores Use eWIC benefits within the correct timeframe Purchase only approved foods with WIC benefits Treat grocery store staff with courtesy Please report any problems to your local Retail Store Coordinator WIC customers are also encouraged to report problems 63 The WIC customers responsibilities don’t really change with eWIC • They should be using WIC benefits only at WIC Authorized stores • Using eWIC benefits within the correct timeframe • Purchasing only approved foods with their WIC benefits • They should also be treating grocery store staff with courtesy • Please report any problems to your local Retail Store Coordinator • WIC customers are also encouraged to report problems with vendors 63
COMPLAINTS Call your Retail Store Coordinator (RSC) if you have a complaint about a WIC customer. Complaints should include the transaction date and time, receipt or last 4 digits of the PAN # and any other information you have obtained. WIC staff will contact the customer. WIC customers contact the WIC Office if they have a complaint about a store. Your RSC will contact your store about any problems. 64 If you receive a complaint about a WIC customer, contact your Retail Store Coordinator (RSC) Some of the information that will be needed is the transaction date and time, receipt or last 4 digits of the PAN # and any other information you have obtained. WIC staff will contact the customer. WIC customers contact the WIC clinic if they have a complaint about a store. If the retail store coordinator receives a complaint, they will reach out to you about the issue. 64
VENDOR RESPONSIBILITIES WITH eWIC Vendor Responsibilities with eWIC 65
eWIC VENDOR RESPONSIBILITIES Download the APL Have a WIC Retail and HCL every 48 Store Handbook & hours State Regulations Submit claims daily; no more than four Display the red eWIC days after transaction Window decal. Scan each food item/container Provide orientation carefully and training to staff. 66 There are some new responsibilities for you – the three new items: Download the APL and HCL at least every 48 hours; we recommend daily Submit your claim files daily, or no later than 4 days after the transaction. Scan each food item or container carefully to make sure you are not scanning an item multiple times when the customer has only purchased one (i.e. scanning 10 jars of baby food but the WIC customer only purchases five). Have a WIC Retail Store Handbook and Pennsylvania state regulations on site. Display the red eWIC decal. And provide orientation and training to staff. 66
VENDOR RESPONSIBILITIES WITH eWIC PROVIDE & REVIEW SECTION 1105.3 TERMS AND CONDITIONS OF PARTICIPATION Provide only allowable foods to WIC customers. Have a copy of the WIC food list available at each cash register that Formula must be purchased accepts eWIC. from a state approved source. The list is available on the Vendor Assistant Website Send at least one representative to Do not discriminate. annual training. 67 Additional responsibilities include: Providing only allowable foods to the WIC customers Formula must be purchased from a state approved source. The list is available on the Vendor Assistant Website Do Not Discriminate Have a copy of the WIC food list at each cash register that accepts eWIC. And send at least one representative to annual training. This year we will be providing this powerpoint and/or recording which will count for your attendance. 67
eWIC VENDOR RESPONSIBILITIES CONTINUED Do not accept out of state eWIC cards or Farmer’s Market checks. No Self-Checkout allowed WIC customers must be for WIC customers. permitted to participate in promotions. Do not offer incentives to WIC customers to use WIC benefits at your store. It’s not allowed! 68 Vendor responsibilities also include Not accepting out of state eWIC cards or farmers market checks. WIC customers must be permitted to participate in promotions, such as buy one get one free. Do not offer incentives to WIC customers, this is not allowed. WIC customers cannot use self-checkouts. 68
eWIC VENDOR RESPONSIBILITIES CONTINUED Make sure that store personnel know how to transact a benefit reversal! If the card does not work, the WIC customer should return to the WIC clinic. Packs of Pediasure cannot be broken down. UPC is set at 6, not 1. 69 Lastly, Always have the phone number for reseller or technical support if there are issues with something not scanning correctly, specifically when doing benefit reversals! Remember, Packs of Pediasure should not be broken down. If the card does not work the customer should return to the WIC clinic. 69
SANCTIONS Sanctions 70
SANCTIONS : PARTICIPANTS Participants who abuse the program shall be subject to sanctions based on the severity of the violation Sanctions Education and Counseling Disqualification from the program for 1 year Reimburse WIC for purchases in violation 71 Participants who abuse the program shall be subject to sanctions based on the severity of the violation. That can include everything from education counseling to disqualification from the program for 1 year. It could also include reimbursement to the WIC program for the purchases in violation.
SANCTIONS: RETAIL STORES WIC may disqualify a WIC authorized store or impose a civil money penalty in lieu of disqualification for reasons of WIC program abuse Stores disqualified from WIC due to non-compliance may also be disqualified by Food Stamps (SNAP) Disqualifications range from up to year, 3 year, 6 year and permanent. 72 Sanctions for retail stores, can include WIC disqualifying a WIC authorized store or imposing a civil money penalty in lieu of disqualification for reasons of WIC program abuse Stores disqualified from WIC due to non-compliance may also be disqualified by Food Stamps (SNAP) Disqualifications can range from up to year to permanent disqualification. _______________________________ Provide and review Section 1107.1
TYPES OF COMPLIANCE MONITORING Lastly, we are going to talk about types of compliance monitoring. 73
TYPES OF COMPLIANCE MONITORING Routine Monitoring Reviews Compliance Investigations Inventory Audits 74 There are several different types from routine monitoring reviews, compliance investigations to inventory audits. 74
ROUTINE MONITORING REVIEWS Annually, monitoring reviews must be conducted on at least 5% of the number of stores that are WIC authorized Reviews are unannounced random reviews Other reasons WIC would do a monitoring review The State agency high risk identification system WIC customers report Food substitutions Insufficient amounts of WIC foods available 75 Annually, monitoring reviews must be conducted on at least 5% of the number of stores that are WIC authorized These reviews are unannounced random reviews. One of the main things that is being looked at is minimum inventory, stale dated items and that items are at or below the competitive price. Other reasons WIC would do a monitoring review could include The State agency identifying the store as high-risk A WIC customers report that food substitutions are being allowed OR that there is Insufficient amounts of WIC foods available at the store. 75
COMPLIANCE INVESTIGATIONS Compliance investigations are conducted on stores that … • Are identified by the high risk identification system at the state level • Are new to the WIC program • Are selected randomly • Have WIC customer complaints 76 Compliance investigations are conducted on stores that … •Are identified by the high-risk identification system at the state level •Are new to the WIC program •Are selected randomly Or •Have WIC customer complaints Compliance Investigations will start back up, but we just aren’t sure when at this time. 76
COMPLIANCE BUYS: THE SECRET SHOPPER Compliance buys are unannounced Compliance buys are anonymous Cashier procedures are evaluated and documented Two failed buys will result in mandatory training Three failed buys may result in disqualification Two consecutive passed buys result in the closing of the investigation 77 Compliance buys are unannounced and anonymous. Cashier procedures are evaluated and documented Two failed buys will result in mandatory training Three failed buys may result in disqualification Two consecutive passed buys result in the closing of the investigation Disqualification only occurs when a violation is recorded prior to training being provided and the same violation is repeated after training 77
INVENTORY AUDITS In order to remain compliant with the USDA’s mandate to investigate and close five percent of investigations, Inventory Audits have begun to be requested by state agency staff. An Inventory Audit is a comparison of the store’s inventory levels over a specific period of time, to the purchases during the same period of time, to determine if the store had a quantity of the allowable food available for sale during that time sufficient to support its claim for reimbursement for the sale of the allowable food. Sanctions will be administered for non-compliance which include disqualification or having a civil money penalty imposed. 78 Lastly, inventory audits can be done. In order to remain compliant with the USDA’s mandate to investigate and close five percent of investigations, Inventory Audits have begun to be requested by state agency staff. An Inventory Audit is a comparison of the store’s inventory levels over a specific period of time, to the purchases during the same period of time. This is to determine if the store had sufficient quantity of food available for sale to support its claim for reimbursement. Sanctions will be administered for non-compliance which include disqualification or having a civil money penalty imposed. 78
AVAILABLE RESOURCES www.pawic.com PA WIC Hotline 1.800.WIC.WINS. WIC Vendor Help Desk 1.866.407.4370 or http://pa.wicvendor.com e-mail WICVendorHelp@state.pa.us https://wic.health.state.pa.us/vendorassistant Pennsylvania Department of Health Bureau of WIC 625 Forster St. 7 West Health & Welfare Bldg. Harrisburg, PA 17120 Phone 717.783.1289 Fax 717.705.0462 79 Here are some available resources for you. The item on the right is an eWIC resource. Pa.wicvendor.com is an informational website that’s specifically about eWIC. If you have a question about your cash register equipment certification, you can also contact pacertsupport@solisystems.com. You should contact your cash register dealer or your IT department first; but this resource can help them find out information about the certification process. 79
YOUR RESPONSIBILITIES Please make sure that your Retail Store Coordinator has your store’s updated contact information Please be sure to train everyone when you return to the store 80 Please make sure that your Retail Store Coordinator has your store’s updated contact information AND Please be sure to train everyone at your store 80
QUESTIONS If you do have questions or need any materials that have been discussed, please reach out to your local retail store coordinator 81
Thank you and have a great day. 82
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