Bureau of Nutrition Services Women, Infants & Children (WIC) Authorized Vendor Annual Training February 2019 1
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Bureau of Nutrition Services Women, Infants & Children (WIC)
Authorized Vendor Annual Training1
overview of the Special Supplemental Nutrition
Program for Women, Infants and Children (WIC) and
to convey important information relative to WIC
vendor management.
infants and children up to age 5 who are at
nutritional risk by providing nutritious foods to
supplement diets, information on healthy eating,
and referrals to health care.
3
Purpose of WIC
Incentive Items
Training Log (WIC 33L)
WIC Transactions (FI/CVV & eWIC)
Sanctions & Sanction System
Competitive Price Criteria (CPC)
Program Changes
PURPOSE OF WIC
6
Children
Provides
We couldn’t do it without you!
WIC customers would not be able to purchase healthy foods!
Vendors help make the WIC program a success in Louisiana!
9
Purchase infant formula from the Louisiana Approved List
of Infant Formula Manufacturers
Maintain a minimum stock of WIC foods
Post WIC door decals
If WIC shelf talkers are used, they must be placed on or
near WIC approved foods, except fresh produce
Give all WIC customers the same services and courtesies
as non-WIC customers 10
Incentive Items are offers that are provided to customers
to entice them to visit your store (e.g., buy one, get one
free or free diapers if the customer buys formula at your
store)
Incentive Items are allowed ONLY when the offer is for
ALL customers visiting the store, not just targeted to WIC
customers
CAN Do – “Get a free package of diapers when you
purchase $60 of formula or more”
CANNOT Do – “Get a free package of diapers when you
purchase your WIC formula here” 12
Incentive Items (cont.)
discount cards
WIC customers may not be issued rain checks, refunds and
I.O.Us
WIC customers may not receive any cash back for WIC
benefits.
If the coupon would typically result in giving the client
cash back, it should be deducted from the total owed.
13
current Louisiana
Requirements (MSR) (WIC 23)
Vendors must agree to maintain WIC-approved foods in the store (on the
store shelves or in storage areas within physical structure of the
authorized store) at all times
Infant formula minimum inventory requirements are dependent on the
vendor’s peer group except for Above-50% vendors (see page 12 of Vendor
Guide)
Non-Infant Formula Minimum Stock Requirements (see page 13 of Vendor
Guide)
Number of Cash Registers 1-3 4-7 8-11 12-15 +16 A50
17
TRANSACTION &
PROCEDURE
Vendor Requirements
Offer the participant or proxy the same courtesies as other
customers
Check the valid period preprinted on the Food Instrument (FI) and
only accept FI for the current month
Separate the WIC-approved food items from the non-WIC food items
Allow only the WIC-approved food items in the specified quantities
and container sizes listed on the FI; all items on FI must be
purchased at transaction
Ring up each WIC-approved food item individually, charge no more
than current shelf prices and deduct applicable coupons
WIC purchases are not taxable
Write, in ink, the actual dollar amount of the sale on the FI 19
Transaction and Procedure (WIC 33)
Vendor shall be held accountable for actions of employees in the transaction and processing of WIC FIs and provision of WIC-approved foods
WIC participants may not be denied food items listed on their WIC FIs due to the error of any vendor staff member
The WIC participant, parent or caretaker of an infant or child participant, or proxy, must present the WIC Folder and then sign the FI on the “Food Received By” line; this is the “countersignature”
Verify that the countersignature matches one of the signatures on the WIC Folder. If the signatures do not match, write “VOID” on the FI and instruct the participant to return to the clinic of FI issuance.
Provide the participant with a cash register receipt showing date of purchase, items purchased, price of items purchased and the total sale amount
20
Transaction and Procedure (WIC 33)
Stamp the vendor number, using black ink, in the space provided on
the front of all FIs before depositing them. If the stamp has become
unreadable, the vendor should:
Request a new vendor stamp from the State Agency
Legibly write the vendor number in the appropriate space on the
FI
The FI is only negotiable at the vendor’s bank
The FI must be deposited in the bank within 30 days from the valid
period stated on the FI
21
Please refer to WIC-33 regarding FI/CVV and eWIC Transaction Procedures
25
FI/CVV Transaction Procedure (WIC 33)
The vendor shall complete the WIC Food Instrument (FI) and Cash Value Voucher (CVV)
transaction as follows:
1. Check the valid period
2. Check the validity of the FI. DO NOT accept an FI with the words “NON-NEGOTIABLE”
stamped on it
3. Separate WIC food items from non-WIC food items
4. Allow only the food items in the specified quantities and container sizes listed on the FI to
be purchased
5. Refer to WIC Approved Food List to ensure that WIC authorized foods and container sizes
are purchased
6. Ring up each food item individually
7. CVV’s can only be used to purchase WIC approved fresh fruits and vegetables
8. Write, in ink, the actual dollar amount of the sale on the FI
9. The WIC participant, parents or caretakers of an infant or child or their proxy must present
the WIC FI/CVV folder then sign the food instrument on the “Food Received By” line
10. Stamp, using black ink, the vendor number in the space provided on the front of all
FIs/CVVs before depositing them
eWIC Transaction Procedure (WIC 33)
The following procedures are required in order to successfully transact WIC using an EBT card.
1. WIC participant must insert the WIC EBT card in the card reader
2. Remind participant to leave chip card in the reader until it says “remove it” otherwise an error may occur known as a “card swipe”
3. Vendor cashier shall instruct participant to enter PIN to authorize transaction
4. Vendor cashier will scan all products selected by the participant for purchase
5. Vendor cashier must deduct applicable coupons
6. Vendor cashier must total the order (this will trigger the Beginning Balance and Benefits Utilized receipts or WIC Foods Purchased)
7. After providing the participant with the first two slips, the register will be waiting for the participant to “Accept” the WIC total on the card reader
8. WIC participant may pay with any other payment method (SNAP, cash, debit or credit) for any product cost over the cash value benefit on a WIC EBT card or for any non-WIC items purchased 27
Sample WIC Food Instrument (FI)
28
29
ACH Payments
All vendors that have not converted from ISIS to the LaGov ERP system must register themselves through the LaGov Supplier Self Service Portal (SUS).
Any vendor that does not complete this process will not be able to be paid by LA WIC via the WIC-20 submission. This does not affect regular payments made through LA WIC’s ACH/Banking process.
Vendor registrations will remain in blocked status until they are unblocked by OSRAP.
For questions or additional information regarding SUS, please visit the Office of State Procurement (OSP) website:
https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg
Rejected FIs/CVVs
The WIC contracted bank may reject or adjust WIC FIs or CVVs for
a variety of reasons including, but not limited to:
No vendor number or unreadable or invalid vendor number
Outside of allowable dates
eWIC Transactions
Follow your store/chain’s internal procedures for your point of sale
system
You must scan every item that a participant brings to the register and
scan ALL items individually
If an item does not ring up as WIC eligible the participant has the option
to remove that item, ONLY if the transaction is still open
Cash Value Benefit (CVB) – if a purchase goes over the dollar amount
available, the participant has the option to pay the difference
If not, void the item from the transaction
The only instance where a cashier can make a WIC eligibility
determination is for a LEB item (milk, eggs, cheese, juice and canned
beans)
34
eWIC Transactions (cont.)
Participants are no longer required to separate their WIC foods from other items and DO NOT have to pay their WIC foods in a separate transaction (Mixed Basket)
Participants do not have to provide the cashier with any document (i.e., blue folder, WIC checks); each participant will have their own eWIC card and PIN number
A beginning balance receipt will print for the participant at the beginning of each transaction
The cashier MUST allow the participant to view the beginning balance receipt (or screen)
After approved WIC items are scanned, the participant will verify the items that will be deducted from the eWIC card through the utilization receipt
The vendor can use the WIC Shopper App to submit information, or the vendor can provide the name of the item, the UPC code, take a picture of the nutrition label, and email all of this information to [email protected]
eWIC Transactions (cont.)
If the utilization receipt is correct the participant will select YES
(must approve) or NO (cancel/meaning not correct) if not correct.
If the transaction is not approved, WIC items can be added or
removed at that time.
If the transaction is approved then the participant will get an ending
balance receipt.
If there is a remaining balance on the transaction, the WIC items can
be put back on the eWIC card through benefit reversal if a customer
decides he/she does not want an item.
Once the transaction is completed a reversal cannot be done.
A reversal can only be done if there is a remaining balance to be paid.
36
EBT Claims Process
How Do WIC Vendors Get Paid? How do WIC Vendors get paid?
WIC sale is completed and bundled into a
claim file.
night.
payment.
ARF advises of specific amounts and ACK (V4) advises of errors in the
file.
account.
38
REIMBURSEMENT
PROCESS
Reimbursement Process (WIC 20)
All WIC FIs/CVVs must be transacted and deposited by the same store. Only stores that are authorized by the WIC Program may transact or deposit WIC FIs/CVVs.
A vendor is reimbursed for the WIC FIs and CVVs it transacts by depositing them in the vendor’s bank account.
Payments will be made through the banking system via Automated Clearing House (ACH). The amount submitted by a vendor may be adjusted by Louisiana WIC’s bank so as not to exceed the peer group appropriate Maximum Allowable Reimbursement Level (MARL). 40
Request for Reimbursement
If an FI or CVV has been rejected or if the payment amount has been
adjusted by the Louisiana WIC contracted bank, the vendor should follow
these steps:
1. Complete a WIC Food Instrument/CVV Reimbursement Form (WIC-20)
2. Staple the original FI/CVV to a blank 8 ½ X 11 sheet of paper
(maximum of three FIs/CVVs per page; do not overlap FIs/CVVs)
3. Make copies of the WIC-20 and its corresponding WIC FI/CVV
(originals/Image Replacement Documents (IRDs) only)
4. Mail the original completed WIC-20 along with its corresponding
FI/CVV to the following address:
DHH-OPH-Nutrition Services
ROUTINE
MONITORING
Routine Monitoring Policy
The Louisiana WIC Program shall conduct routine monitoring visits on a minimum of five percent of the number of vendors authorized as of October 1 of each federal year in order to survey the types and levels of abuse and errors among authorized vendors and to take corrective actions, as appropriate.
The Louisiana WIC Program shall determine which vendors will receive routine monitoring visits each federal fiscal year by prioritizing first any high risk vendors not receiving a compliance investigation and then by random selection of vendors in the geographic area of high risk vendors receiving routine monitoring.
43
Routine Monitoring Review
The procedure for processing the first routine review shall be as follows:
• No violation(s) = Vendor is issued a Clean Routine Monitoring Review Letter
• Violation(s) = Vendor is issued a Routine Monitoring Review Letter Showing Violation(s) which alerts
the vendor to the violation(s) found and requests a Corrective Action Plan (CAP) from the vendor
within 30 days of the date of the letter. If the CAP is received within the required time frame and
accepted by WIC staff, a CAP Acceptance Letter which informs the vendor they will be scheduled
for a follow up review will be sent to the vendor.
• If the follow up review shows no violation(s) = Vendor is issued a Clean Routine Monitoring Review
Letter
• If a follow up review reveals violation(s) = WIC Program Staff must first determine if the
violation(s) in the follow up review are the same violation(s) that occurred in the initial or any
previous review.
If two of the same violations occurred in two or more reviews, the vendor has established a
pattern of the particular abuse and a sanction is issued.
If the violation(s) identified differ from the violations in reviews, a Routine Monitoring Review
Letter Showing Violation(s) which alerts the vendor to the violation(s) found and requests a CAP
from the vendor within 30 days of the date of the letter.
If WIC staff are on-site at a vendor location during a training or review, they may examine any
WIC FIs/CVVs on hand 44
VENDOR AUDITS
Part A. Vendor agrees to:
40. Maintain, during and after any WIC authorization, for a period of
four (4) full federal fiscal years after the date the record was created
and provide to the State Agency upon request, paper or electronic
records used for State or Federal tax reporting purposes and other
WIC Program records including: inventory records showing all WIC
purchases, wholesale and retail, in the form of invoices that identify
the quantity and prices of specific WIC-approved foods, books of
accounts, shelf price records, records of total food sales revenue,
based on the definition of SNAP eligible food items (available at
https://www.fns.usda.gov/snap/eligible-food-items), which must be
4a. 4b. 4c.
receipt
acceptable WIC food
24 oz.)
on receipt
is not on receipt
not dozen
• One Year Disqualification
1. Providing cash for returned WIC-approved foods purchased with WIC FIs/CVVs
2. Failing to comply with FI and CVV processing and redemption procedures
3. Stocking or selling WIC-approved foods that are expired or not fresh
4. Failing to participate in and complete training
5. Failing to maintain or provide the State Agency with required information by the due date
6. Failing to notify the State Agency of instances in which a participant or proxy has failed to comply with WIC Program requirements
7. Failing to provide to WIC participants or proxies the same courtesies as offered to other customers
8. Failing to implement a CAP imposed by the State Agency
9. Failing to adhere to any other requirements of the Vendor Agreement or Vendor Guide
56
The WIC vendor agreement details all mandates required of WIC
authorized vendors
Sanctions are actions taken against a vendor that fails to comply with
Program regulations
A full list of all vendor sanctions can be found starting on page 39 of
the Vendor Guide. Please review this section in its entirety
Vendors that are sanctioned due to violation of the vendor agreement
may be deemed high-risk, disqualified from the program, and/or
assessed a monetary penalty. Violations are tracked throughout the
duration of the vendor agreement.
57
VENDOR
Civil Rights
In accordance with Federal civil rights law and the United States
Department of Agriculture (USDA) civil rights regulations and policies,
the USDA, its agencies, offices, employees, and institutions
participating in or administering USDA programs are prohibited from
discriminating based on race, color, national origin, sex, disability,
age, or reprisal or retaliation for prior civil rights activity in any
program or activity conducted or funded by USDA.
WIC authorized vendors are held to this same statute.
59
Complaint Process
There are 4 types of WIC complaints which can be reported:
1. WIC Program Complaint (Non-Civil Rights)
2. WIC Program Appeal
3. WIC Vendor Complaint
4. WIC Participant Complaint
60
Rights)
A WIC Program complaint (Non-Civil Rights) can be related to
appointments, customer service, courtesy, fair treatment, answering
telephones, clinic hours, food instruments, privacy and other related WIC
service processing concerns. These complaints are investigated by the
Louisiana WIC State Agency.
A WIC applicant or participant can file a WIC Program Complaint by
completing the WIC Complaint Appeals Form and mailing it to the WIC
State Agency Director. The WIC Complaint and Appeals Form can also be
emailed by clicking the submit form button in the upper right hand
corner of the form.
2. WIC Program Appeal
A WIC Program Appeal can be submitted by an individual who feels
he/she has been unfairly denied, terminated, disqualified from the WIC
program or required to make a cash repayment for improperly issued
benefits, program fraud or abuse.
Appeal requests are forwarded to the Louisiana Division of Administrative
Law with assistance from the Louisiana WIC State Agency.
The WIC Complaint and Appeals Form should be completed and mailed
to the WIC State Agency Director’s address listed on the form. The
WIC Complaint and Appeal form can also be emailed by clicking the
submit form button in the upper right hand corner of the form.
62
3. WIC Vendor Complaint
Vendor complaints can be filed by WIC participants or others against a
vendor. Vendor complaints include but are not limited to:
Adverse treatment of a WIC participant by a vendor's owner,
manager or employee
Providing outdated or spoiled food items
Refusal to accept manufacturers' coupons, or other store
discounts
supplemental food items
4. WIC Participant Complaint
Participant complaints can be filed by authorized WIC vendors or others
against WIC participants.
Adverse treatment of a vendor's owner, manager or employees
Failure to distribute foods to intended WIC participants
Use of altered WIC food instruments (i.e., changing dates,
names, or food amounts)
food instruments
Attempt to purchase larger quantities of an authorized
supplemental food item than listed on a WIC food instrument 64
VENDOR / PARTICIPANT
COMPLAINT FORM
WIC 19
Competitive Price Criteria (CPC)
The CPC is the price level at or below which WIC-approved foods must
be priced in order for a vendor applicant to be considered for
authorization.
The State Agency determines CPC for each WIC-approved food item
based on shelf prices for vendor within each peer group of regular
vendors.
CPC varies by vendor peer group.
All Vendors are subject to the CPC at all times in order to ensure that
Vendors do not raise prices, subsequent to selection, to a level that
would make such Vendors ineligible for authorization.
67
Reciprocal Disqualification
USDA Programs communicate regularly!
Disqualification from SNAP will result in the WIC State Agency’s
disqualification of the vendor from the WIC Program.
o As per section 246.12 (I) (1)(vii) of the WIC regulations, the WIC
disqualification must be for the same length of time as SNAP
disqualification, may begin at a later date than SNAP
disqualification, and is not subject to administrative or judicial
review under the WIC Program, and
Disqualification from WIC may result in disqualification as a retailer in
SNAP. Such disqualification is not subject to administrative or judicial
review under SNAP. 69
Vendor Portal (VP)
The Vendor Portal (VP) is a website that was designed for Louisiana WIC and
has been in use since 2010. As a Vendor, you are required to be able to
access and make regular use of the VP. This requires access to a computer
and the internet, as well as regular use of an email account.
The VP must be used by Vendors to:
Input required price reports quarterly and upon request from the State
Agency.
71
NON-DISCRIMINATION
RULES
72
Non-Discrimination Rules
In accordance with federal civil rights law and U.S. Department of
Agriculture (USDA) civil rights regulations and policies, the USDA, its
Agencies, offices, and employees, and institutions participating in or
administering USDA programs are prohibited from discriminating based
on race, color, national origin, sex, disability, age, or reprisal or
retaliation for prior civil rights activity in any program or activity
conducted or funded by USDA.
73
Record Keeping Policy
Vendors must maintain, during and after any WIC authorization, for a period
of four (4) full Federal Fiscal years after the date the record was created and
provide to the State Agency upon request, paper or electronic records used
for State or Federal tax reporting purposes and other WIC Program records
including: inventory records showing all WIC purchases, wholesale and retail,
in the form of invoices that identify the quantity and prices of specific WIC-
approved foods; books of accounts; shelf price records; records of total food
sales revenue, bases on the definition of SNAP eligible food items (available
at http://www.fns.usda.gov/snap/eligible-food-items), which must be
verified or documented; and other pertinent documents.
Louisiana WIC Program
Change of Ownership
WIC authorization does not transfer to a new owner when a change of
ownership occurs, nor does authorization extend to new store
locations opened or acquired by an existing vendor.
Each store location operated by a business entity constitutes a
separate vendor and must be authorized separately from other stores
operated by the business entity. Each store must have a single, fixed
location.
77
Administrative Review Process
Adverse actions taken by the Louisiana (LA) WIC Program that affect vendors or vendor applicants may be subject to administrative review, if appealed:
The LA WIC Program will provide written notification of the adverse action, the procedures to follow to obtain an administrative review, and the cause(s) for and the effective date of the action.
If the vendor is disqualified as a result of federal mandatory vendor violations in 7 CFR 246.12(I)(1), such notification will include the following statement:
“This disqualification from WIC may result in disqualification as a retailer in SNAP. Such disqualification is not subject to administrative or judicial review under SNAP.”
If the vendor or applicant vendor wishes to appeal the decision, the vendor or applicant vendor must submit a request for appeal stating the reason for the appeal. The request must be submitted in writing and mailed to the LA WIC Program within 15 calendar days after the receipt of the State agency’s written notification of the adverse action.
The adverse action will be imposed on the effective date noted in the written notification and will remain in place during the administrative review unless the LA WIC Program determines, at its sole discretion, that the adverse action would result in inadequate participant access to supplemental foods.
Appealing an action does not relieve a vendor that is permitted to continue Program operations while its appeal is in the process from the responsibility of continued compliance with the terms of any written agreement with the LA WIC Program. Administrative review decisions are the final action of the LA WIC Program. If the review decision upholds the adverse action against the vendor, the vendor may be able to pursue judicial review of the decision.
79
REAUTHORIZATION
To become a reauthorized WIC vendor, a store must first:
Complete a WIC Vendor Application
Sign the WIC Vendor Agreement
Submit a Grocer’s Price Report (WIC-3)
Submit a copy of SNAP Permit
Submit a copy of the previous quarter’s parish taxes
Submit Photo identification of owners, partners, or corporate officers
Have a current Permit to Operate (grocery)
Website: http://www.ldh.la.gov/index.cfm/page/990 81
Vendor Selection Criteria
To remain on the program as an authorized vendor, the store must meet all selection criteria at all times, including but not limited to:
Meet competitive prices for their store type and location
Meet minimum stock requirements
Meet business integrity standards
Applicant must be certified as a SNAP vendor prior to authorization by the WIC Program and maintain SNAP authorization during the contract period
Not be disqualified by SNAP or another state’s WIC Program
Not have WIC food sales that are expected to be/are above 50% of their total qualified food sales
Purchased infant formula only from LA WIC Program list of approved sources 82
PROGRAM CHANGES
(electronic benefits) in Region 7, Caddo and Bossier Parishes.
Pilot Phase 2:
Beginning in February 2019, Louisiana WIC will pilot eWIC in
Region 7, Bienville, Claiborne, Desoto, Natchitoches, Red
River, Sabine, and Webster Parishes.
84
Phase 1
Mon
1/7/2019
Fri
1/11/2019
Phase 1 - Go Live
Mon
2/11/2019
Fri
2/15/2019
Phase 2 - Go Live
(Monroe) - Training
(Alexandria) - Training
Charles) - Training
Charles) - Training
(Lafayette)- Training
Rouge, East Feliciana,
Rouge) & Southeast Region(St.
Terrebonne
Parishes) - Training
Parishes) - Go Live
(New Orleans) - Training
Louisiana WIC Authorized Vendor Essential Documents Louisiana WIC Annual Vendor Training PDF
Document
LA WIC-33 Food Instrument/Cash Value Voucher Transaction Procedures
LA WIC-33L Transaction Procedure Signature Log
Above 50% WIC Vendors
Report WIC Fraud
Statewide Average Prices
Vendor Guide
Window Clings
Sample Permit to Operate
LA WIC Vendor Application
LA WIC Vendor Agreement
These items can be ordered and/or downloaded from the WIC website at
Electronic Links
A copy of The Vendor Guide and Vendor Agreement can be found in your packet and on the Louisiana Department of Health website at: http://ldh.la.gov/index.cfm/page/990
LaGov Vendor Registration in Supplier Service Portal (SUS):
https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_u ser=self_reg
Regions 2, 6 & 9 Regions 1, 5 & 7
Phone: (504) 568-2844 Phone: (504) 568-6718
E-mail: [email protected] E-mail: [email protected]
Regions 3, 4 & 8 Phone: (504) 568-8225
Phone: (504) 568-2425 E-mail: [email protected]
E-mail: [email protected] 90
webpage at:
overview of the Special Supplemental Nutrition
Program for Women, Infants and Children (WIC) and
to convey important information relative to WIC
vendor management.
infants and children up to age 5 who are at
nutritional risk by providing nutritious foods to
supplement diets, information on healthy eating,
and referrals to health care.
3
Purpose of WIC
Incentive Items
Training Log (WIC 33L)
WIC Transactions (FI/CVV & eWIC)
Sanctions & Sanction System
Competitive Price Criteria (CPC)
Program Changes
PURPOSE OF WIC
6
Children
Provides
We couldn’t do it without you!
WIC customers would not be able to purchase healthy foods!
Vendors help make the WIC program a success in Louisiana!
9
Purchase infant formula from the Louisiana Approved List
of Infant Formula Manufacturers
Maintain a minimum stock of WIC foods
Post WIC door decals
If WIC shelf talkers are used, they must be placed on or
near WIC approved foods, except fresh produce
Give all WIC customers the same services and courtesies
as non-WIC customers 10
Incentive Items are offers that are provided to customers
to entice them to visit your store (e.g., buy one, get one
free or free diapers if the customer buys formula at your
store)
Incentive Items are allowed ONLY when the offer is for
ALL customers visiting the store, not just targeted to WIC
customers
CAN Do – “Get a free package of diapers when you
purchase $60 of formula or more”
CANNOT Do – “Get a free package of diapers when you
purchase your WIC formula here” 12
Incentive Items (cont.)
discount cards
WIC customers may not be issued rain checks, refunds and
I.O.Us
WIC customers may not receive any cash back for WIC
benefits.
If the coupon would typically result in giving the client
cash back, it should be deducted from the total owed.
13
current Louisiana
Requirements (MSR) (WIC 23)
Vendors must agree to maintain WIC-approved foods in the store (on the
store shelves or in storage areas within physical structure of the
authorized store) at all times
Infant formula minimum inventory requirements are dependent on the
vendor’s peer group except for Above-50% vendors (see page 12 of Vendor
Guide)
Non-Infant Formula Minimum Stock Requirements (see page 13 of Vendor
Guide)
Number of Cash Registers 1-3 4-7 8-11 12-15 +16 A50
17
TRANSACTION &
PROCEDURE
Vendor Requirements
Offer the participant or proxy the same courtesies as other
customers
Check the valid period preprinted on the Food Instrument (FI) and
only accept FI for the current month
Separate the WIC-approved food items from the non-WIC food items
Allow only the WIC-approved food items in the specified quantities
and container sizes listed on the FI; all items on FI must be
purchased at transaction
Ring up each WIC-approved food item individually, charge no more
than current shelf prices and deduct applicable coupons
WIC purchases are not taxable
Write, in ink, the actual dollar amount of the sale on the FI 19
Transaction and Procedure (WIC 33)
Vendor shall be held accountable for actions of employees in the transaction and processing of WIC FIs and provision of WIC-approved foods
WIC participants may not be denied food items listed on their WIC FIs due to the error of any vendor staff member
The WIC participant, parent or caretaker of an infant or child participant, or proxy, must present the WIC Folder and then sign the FI on the “Food Received By” line; this is the “countersignature”
Verify that the countersignature matches one of the signatures on the WIC Folder. If the signatures do not match, write “VOID” on the FI and instruct the participant to return to the clinic of FI issuance.
Provide the participant with a cash register receipt showing date of purchase, items purchased, price of items purchased and the total sale amount
20
Transaction and Procedure (WIC 33)
Stamp the vendor number, using black ink, in the space provided on
the front of all FIs before depositing them. If the stamp has become
unreadable, the vendor should:
Request a new vendor stamp from the State Agency
Legibly write the vendor number in the appropriate space on the
FI
The FI is only negotiable at the vendor’s bank
The FI must be deposited in the bank within 30 days from the valid
period stated on the FI
21
Please refer to WIC-33 regarding FI/CVV and eWIC Transaction Procedures
25
FI/CVV Transaction Procedure (WIC 33)
The vendor shall complete the WIC Food Instrument (FI) and Cash Value Voucher (CVV)
transaction as follows:
1. Check the valid period
2. Check the validity of the FI. DO NOT accept an FI with the words “NON-NEGOTIABLE”
stamped on it
3. Separate WIC food items from non-WIC food items
4. Allow only the food items in the specified quantities and container sizes listed on the FI to
be purchased
5. Refer to WIC Approved Food List to ensure that WIC authorized foods and container sizes
are purchased
6. Ring up each food item individually
7. CVV’s can only be used to purchase WIC approved fresh fruits and vegetables
8. Write, in ink, the actual dollar amount of the sale on the FI
9. The WIC participant, parents or caretakers of an infant or child or their proxy must present
the WIC FI/CVV folder then sign the food instrument on the “Food Received By” line
10. Stamp, using black ink, the vendor number in the space provided on the front of all
FIs/CVVs before depositing them
eWIC Transaction Procedure (WIC 33)
The following procedures are required in order to successfully transact WIC using an EBT card.
1. WIC participant must insert the WIC EBT card in the card reader
2. Remind participant to leave chip card in the reader until it says “remove it” otherwise an error may occur known as a “card swipe”
3. Vendor cashier shall instruct participant to enter PIN to authorize transaction
4. Vendor cashier will scan all products selected by the participant for purchase
5. Vendor cashier must deduct applicable coupons
6. Vendor cashier must total the order (this will trigger the Beginning Balance and Benefits Utilized receipts or WIC Foods Purchased)
7. After providing the participant with the first two slips, the register will be waiting for the participant to “Accept” the WIC total on the card reader
8. WIC participant may pay with any other payment method (SNAP, cash, debit or credit) for any product cost over the cash value benefit on a WIC EBT card or for any non-WIC items purchased 27
Sample WIC Food Instrument (FI)
28
29
ACH Payments
All vendors that have not converted from ISIS to the LaGov ERP system must register themselves through the LaGov Supplier Self Service Portal (SUS).
Any vendor that does not complete this process will not be able to be paid by LA WIC via the WIC-20 submission. This does not affect regular payments made through LA WIC’s ACH/Banking process.
Vendor registrations will remain in blocked status until they are unblocked by OSRAP.
For questions or additional information regarding SUS, please visit the Office of State Procurement (OSP) website:
https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg
Rejected FIs/CVVs
The WIC contracted bank may reject or adjust WIC FIs or CVVs for
a variety of reasons including, but not limited to:
No vendor number or unreadable or invalid vendor number
Outside of allowable dates
eWIC Transactions
Follow your store/chain’s internal procedures for your point of sale
system
You must scan every item that a participant brings to the register and
scan ALL items individually
If an item does not ring up as WIC eligible the participant has the option
to remove that item, ONLY if the transaction is still open
Cash Value Benefit (CVB) – if a purchase goes over the dollar amount
available, the participant has the option to pay the difference
If not, void the item from the transaction
The only instance where a cashier can make a WIC eligibility
determination is for a LEB item (milk, eggs, cheese, juice and canned
beans)
34
eWIC Transactions (cont.)
Participants are no longer required to separate their WIC foods from other items and DO NOT have to pay their WIC foods in a separate transaction (Mixed Basket)
Participants do not have to provide the cashier with any document (i.e., blue folder, WIC checks); each participant will have their own eWIC card and PIN number
A beginning balance receipt will print for the participant at the beginning of each transaction
The cashier MUST allow the participant to view the beginning balance receipt (or screen)
After approved WIC items are scanned, the participant will verify the items that will be deducted from the eWIC card through the utilization receipt
The vendor can use the WIC Shopper App to submit information, or the vendor can provide the name of the item, the UPC code, take a picture of the nutrition label, and email all of this information to [email protected]
eWIC Transactions (cont.)
If the utilization receipt is correct the participant will select YES
(must approve) or NO (cancel/meaning not correct) if not correct.
If the transaction is not approved, WIC items can be added or
removed at that time.
If the transaction is approved then the participant will get an ending
balance receipt.
If there is a remaining balance on the transaction, the WIC items can
be put back on the eWIC card through benefit reversal if a customer
decides he/she does not want an item.
Once the transaction is completed a reversal cannot be done.
A reversal can only be done if there is a remaining balance to be paid.
36
EBT Claims Process
How Do WIC Vendors Get Paid? How do WIC Vendors get paid?
WIC sale is completed and bundled into a
claim file.
night.
payment.
ARF advises of specific amounts and ACK (V4) advises of errors in the
file.
account.
38
REIMBURSEMENT
PROCESS
Reimbursement Process (WIC 20)
All WIC FIs/CVVs must be transacted and deposited by the same store. Only stores that are authorized by the WIC Program may transact or deposit WIC FIs/CVVs.
A vendor is reimbursed for the WIC FIs and CVVs it transacts by depositing them in the vendor’s bank account.
Payments will be made through the banking system via Automated Clearing House (ACH). The amount submitted by a vendor may be adjusted by Louisiana WIC’s bank so as not to exceed the peer group appropriate Maximum Allowable Reimbursement Level (MARL). 40
Request for Reimbursement
If an FI or CVV has been rejected or if the payment amount has been
adjusted by the Louisiana WIC contracted bank, the vendor should follow
these steps:
1. Complete a WIC Food Instrument/CVV Reimbursement Form (WIC-20)
2. Staple the original FI/CVV to a blank 8 ½ X 11 sheet of paper
(maximum of three FIs/CVVs per page; do not overlap FIs/CVVs)
3. Make copies of the WIC-20 and its corresponding WIC FI/CVV
(originals/Image Replacement Documents (IRDs) only)
4. Mail the original completed WIC-20 along with its corresponding
FI/CVV to the following address:
DHH-OPH-Nutrition Services
ROUTINE
MONITORING
Routine Monitoring Policy
The Louisiana WIC Program shall conduct routine monitoring visits on a minimum of five percent of the number of vendors authorized as of October 1 of each federal year in order to survey the types and levels of abuse and errors among authorized vendors and to take corrective actions, as appropriate.
The Louisiana WIC Program shall determine which vendors will receive routine monitoring visits each federal fiscal year by prioritizing first any high risk vendors not receiving a compliance investigation and then by random selection of vendors in the geographic area of high risk vendors receiving routine monitoring.
43
Routine Monitoring Review
The procedure for processing the first routine review shall be as follows:
• No violation(s) = Vendor is issued a Clean Routine Monitoring Review Letter
• Violation(s) = Vendor is issued a Routine Monitoring Review Letter Showing Violation(s) which alerts
the vendor to the violation(s) found and requests a Corrective Action Plan (CAP) from the vendor
within 30 days of the date of the letter. If the CAP is received within the required time frame and
accepted by WIC staff, a CAP Acceptance Letter which informs the vendor they will be scheduled
for a follow up review will be sent to the vendor.
• If the follow up review shows no violation(s) = Vendor is issued a Clean Routine Monitoring Review
Letter
• If a follow up review reveals violation(s) = WIC Program Staff must first determine if the
violation(s) in the follow up review are the same violation(s) that occurred in the initial or any
previous review.
If two of the same violations occurred in two or more reviews, the vendor has established a
pattern of the particular abuse and a sanction is issued.
If the violation(s) identified differ from the violations in reviews, a Routine Monitoring Review
Letter Showing Violation(s) which alerts the vendor to the violation(s) found and requests a CAP
from the vendor within 30 days of the date of the letter.
If WIC staff are on-site at a vendor location during a training or review, they may examine any
WIC FIs/CVVs on hand 44
VENDOR AUDITS
Part A. Vendor agrees to:
40. Maintain, during and after any WIC authorization, for a period of
four (4) full federal fiscal years after the date the record was created
and provide to the State Agency upon request, paper or electronic
records used for State or Federal tax reporting purposes and other
WIC Program records including: inventory records showing all WIC
purchases, wholesale and retail, in the form of invoices that identify
the quantity and prices of specific WIC-approved foods, books of
accounts, shelf price records, records of total food sales revenue,
based on the definition of SNAP eligible food items (available at
https://www.fns.usda.gov/snap/eligible-food-items), which must be
4a. 4b. 4c.
receipt
acceptable WIC food
24 oz.)
on receipt
is not on receipt
not dozen
• One Year Disqualification
1. Providing cash for returned WIC-approved foods purchased with WIC FIs/CVVs
2. Failing to comply with FI and CVV processing and redemption procedures
3. Stocking or selling WIC-approved foods that are expired or not fresh
4. Failing to participate in and complete training
5. Failing to maintain or provide the State Agency with required information by the due date
6. Failing to notify the State Agency of instances in which a participant or proxy has failed to comply with WIC Program requirements
7. Failing to provide to WIC participants or proxies the same courtesies as offered to other customers
8. Failing to implement a CAP imposed by the State Agency
9. Failing to adhere to any other requirements of the Vendor Agreement or Vendor Guide
56
The WIC vendor agreement details all mandates required of WIC
authorized vendors
Sanctions are actions taken against a vendor that fails to comply with
Program regulations
A full list of all vendor sanctions can be found starting on page 39 of
the Vendor Guide. Please review this section in its entirety
Vendors that are sanctioned due to violation of the vendor agreement
may be deemed high-risk, disqualified from the program, and/or
assessed a monetary penalty. Violations are tracked throughout the
duration of the vendor agreement.
57
VENDOR
Civil Rights
In accordance with Federal civil rights law and the United States
Department of Agriculture (USDA) civil rights regulations and policies,
the USDA, its agencies, offices, employees, and institutions
participating in or administering USDA programs are prohibited from
discriminating based on race, color, national origin, sex, disability,
age, or reprisal or retaliation for prior civil rights activity in any
program or activity conducted or funded by USDA.
WIC authorized vendors are held to this same statute.
59
Complaint Process
There are 4 types of WIC complaints which can be reported:
1. WIC Program Complaint (Non-Civil Rights)
2. WIC Program Appeal
3. WIC Vendor Complaint
4. WIC Participant Complaint
60
Rights)
A WIC Program complaint (Non-Civil Rights) can be related to
appointments, customer service, courtesy, fair treatment, answering
telephones, clinic hours, food instruments, privacy and other related WIC
service processing concerns. These complaints are investigated by the
Louisiana WIC State Agency.
A WIC applicant or participant can file a WIC Program Complaint by
completing the WIC Complaint Appeals Form and mailing it to the WIC
State Agency Director. The WIC Complaint and Appeals Form can also be
emailed by clicking the submit form button in the upper right hand
corner of the form.
2. WIC Program Appeal
A WIC Program Appeal can be submitted by an individual who feels
he/she has been unfairly denied, terminated, disqualified from the WIC
program or required to make a cash repayment for improperly issued
benefits, program fraud or abuse.
Appeal requests are forwarded to the Louisiana Division of Administrative
Law with assistance from the Louisiana WIC State Agency.
The WIC Complaint and Appeals Form should be completed and mailed
to the WIC State Agency Director’s address listed on the form. The
WIC Complaint and Appeal form can also be emailed by clicking the
submit form button in the upper right hand corner of the form.
62
3. WIC Vendor Complaint
Vendor complaints can be filed by WIC participants or others against a
vendor. Vendor complaints include but are not limited to:
Adverse treatment of a WIC participant by a vendor's owner,
manager or employee
Providing outdated or spoiled food items
Refusal to accept manufacturers' coupons, or other store
discounts
supplemental food items
4. WIC Participant Complaint
Participant complaints can be filed by authorized WIC vendors or others
against WIC participants.
Adverse treatment of a vendor's owner, manager or employees
Failure to distribute foods to intended WIC participants
Use of altered WIC food instruments (i.e., changing dates,
names, or food amounts)
food instruments
Attempt to purchase larger quantities of an authorized
supplemental food item than listed on a WIC food instrument 64
VENDOR / PARTICIPANT
COMPLAINT FORM
WIC 19
Competitive Price Criteria (CPC)
The CPC is the price level at or below which WIC-approved foods must
be priced in order for a vendor applicant to be considered for
authorization.
The State Agency determines CPC for each WIC-approved food item
based on shelf prices for vendor within each peer group of regular
vendors.
CPC varies by vendor peer group.
All Vendors are subject to the CPC at all times in order to ensure that
Vendors do not raise prices, subsequent to selection, to a level that
would make such Vendors ineligible for authorization.
67
Reciprocal Disqualification
USDA Programs communicate regularly!
Disqualification from SNAP will result in the WIC State Agency’s
disqualification of the vendor from the WIC Program.
o As per section 246.12 (I) (1)(vii) of the WIC regulations, the WIC
disqualification must be for the same length of time as SNAP
disqualification, may begin at a later date than SNAP
disqualification, and is not subject to administrative or judicial
review under the WIC Program, and
Disqualification from WIC may result in disqualification as a retailer in
SNAP. Such disqualification is not subject to administrative or judicial
review under SNAP. 69
Vendor Portal (VP)
The Vendor Portal (VP) is a website that was designed for Louisiana WIC and
has been in use since 2010. As a Vendor, you are required to be able to
access and make regular use of the VP. This requires access to a computer
and the internet, as well as regular use of an email account.
The VP must be used by Vendors to:
Input required price reports quarterly and upon request from the State
Agency.
71
NON-DISCRIMINATION
RULES
72
Non-Discrimination Rules
In accordance with federal civil rights law and U.S. Department of
Agriculture (USDA) civil rights regulations and policies, the USDA, its
Agencies, offices, and employees, and institutions participating in or
administering USDA programs are prohibited from discriminating based
on race, color, national origin, sex, disability, age, or reprisal or
retaliation for prior civil rights activity in any program or activity
conducted or funded by USDA.
73
Record Keeping Policy
Vendors must maintain, during and after any WIC authorization, for a period
of four (4) full Federal Fiscal years after the date the record was created and
provide to the State Agency upon request, paper or electronic records used
for State or Federal tax reporting purposes and other WIC Program records
including: inventory records showing all WIC purchases, wholesale and retail,
in the form of invoices that identify the quantity and prices of specific WIC-
approved foods; books of accounts; shelf price records; records of total food
sales revenue, bases on the definition of SNAP eligible food items (available
at http://www.fns.usda.gov/snap/eligible-food-items), which must be
verified or documented; and other pertinent documents.
Louisiana WIC Program
Change of Ownership
WIC authorization does not transfer to a new owner when a change of
ownership occurs, nor does authorization extend to new store
locations opened or acquired by an existing vendor.
Each store location operated by a business entity constitutes a
separate vendor and must be authorized separately from other stores
operated by the business entity. Each store must have a single, fixed
location.
77
Administrative Review Process
Adverse actions taken by the Louisiana (LA) WIC Program that affect vendors or vendor applicants may be subject to administrative review, if appealed:
The LA WIC Program will provide written notification of the adverse action, the procedures to follow to obtain an administrative review, and the cause(s) for and the effective date of the action.
If the vendor is disqualified as a result of federal mandatory vendor violations in 7 CFR 246.12(I)(1), such notification will include the following statement:
“This disqualification from WIC may result in disqualification as a retailer in SNAP. Such disqualification is not subject to administrative or judicial review under SNAP.”
If the vendor or applicant vendor wishes to appeal the decision, the vendor or applicant vendor must submit a request for appeal stating the reason for the appeal. The request must be submitted in writing and mailed to the LA WIC Program within 15 calendar days after the receipt of the State agency’s written notification of the adverse action.
The adverse action will be imposed on the effective date noted in the written notification and will remain in place during the administrative review unless the LA WIC Program determines, at its sole discretion, that the adverse action would result in inadequate participant access to supplemental foods.
Appealing an action does not relieve a vendor that is permitted to continue Program operations while its appeal is in the process from the responsibility of continued compliance with the terms of any written agreement with the LA WIC Program. Administrative review decisions are the final action of the LA WIC Program. If the review decision upholds the adverse action against the vendor, the vendor may be able to pursue judicial review of the decision.
79
REAUTHORIZATION
To become a reauthorized WIC vendor, a store must first:
Complete a WIC Vendor Application
Sign the WIC Vendor Agreement
Submit a Grocer’s Price Report (WIC-3)
Submit a copy of SNAP Permit
Submit a copy of the previous quarter’s parish taxes
Submit Photo identification of owners, partners, or corporate officers
Have a current Permit to Operate (grocery)
Website: http://www.ldh.la.gov/index.cfm/page/990 81
Vendor Selection Criteria
To remain on the program as an authorized vendor, the store must meet all selection criteria at all times, including but not limited to:
Meet competitive prices for their store type and location
Meet minimum stock requirements
Meet business integrity standards
Applicant must be certified as a SNAP vendor prior to authorization by the WIC Program and maintain SNAP authorization during the contract period
Not be disqualified by SNAP or another state’s WIC Program
Not have WIC food sales that are expected to be/are above 50% of their total qualified food sales
Purchased infant formula only from LA WIC Program list of approved sources 82
PROGRAM CHANGES
(electronic benefits) in Region 7, Caddo and Bossier Parishes.
Pilot Phase 2:
Beginning in February 2019, Louisiana WIC will pilot eWIC in
Region 7, Bienville, Claiborne, Desoto, Natchitoches, Red
River, Sabine, and Webster Parishes.
84
Phase 1
Mon
1/7/2019
Fri
1/11/2019
Phase 1 - Go Live
Mon
2/11/2019
Fri
2/15/2019
Phase 2 - Go Live
(Monroe) - Training
(Alexandria) - Training
Charles) - Training
Charles) - Training
(Lafayette)- Training
Rouge, East Feliciana,
Rouge) & Southeast Region(St.
Terrebonne
Parishes) - Training
Parishes) - Go Live
(New Orleans) - Training
Louisiana WIC Authorized Vendor Essential Documents Louisiana WIC Annual Vendor Training PDF
Document
LA WIC-33 Food Instrument/Cash Value Voucher Transaction Procedures
LA WIC-33L Transaction Procedure Signature Log
Above 50% WIC Vendors
Report WIC Fraud
Statewide Average Prices
Vendor Guide
Window Clings
Sample Permit to Operate
LA WIC Vendor Application
LA WIC Vendor Agreement
These items can be ordered and/or downloaded from the WIC website at
Electronic Links
A copy of The Vendor Guide and Vendor Agreement can be found in your packet and on the Louisiana Department of Health website at: http://ldh.la.gov/index.cfm/page/990
LaGov Vendor Registration in Supplier Service Portal (SUS):
https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_u ser=self_reg
Regions 2, 6 & 9 Regions 1, 5 & 7
Phone: (504) 568-2844 Phone: (504) 568-6718
E-mail: [email protected] E-mail: [email protected]
Regions 3, 4 & 8 Phone: (504) 568-8225
Phone: (504) 568-2425 E-mail: [email protected]
E-mail: [email protected] 90
webpage at:
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