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Department of Health & Human Services
Maine WIC Program
SHS 11, 286 Water St., Augusta ME 04333
John Elias Baldacci, Governor ● Brenda J. Harvey, Commissioner
Vendor Handbook
Revised 10/2006
The United States Department of Agriculture (USDA) prohibits discrimination in its programs on the basis of race, color, national origin, sex, age, and disability. Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at 202-720-2600 (voice and TDD). To file a complaint, write the Administrator, Food and Nutrition Service, USDA, 3101 Park Center Drive, Alexandria, Virginia 22302. USDA is an equal opportunity employer.
Vendor Handbook
Introduction to WIC………………………….. 3
How WIC Approved Foods are Chosen…… 4
Required Minimum Inventory……………. 6
WIC Approved Foods List……………………. 7
Vendor Training………………………………. 10
The WIC ID Folder……………………………… 12
The WIC Check………………………………….. 13
The WIC Transaction………………………….. 14
The Vendor Stamp…………………………….. 16
Bank Rejections & Reduced Payment…… 17
Reauthorization Criteria……………………. 21
Vendor Monitoring …………………..……. 23
Vendor Violations & Sanctions……………….25
Appeals & Notice .……………………………… 31
WIC Flag Systems……………………………. 32
Complaints Against Participants………… 33
Change of Ownership/Address…………….. 34
Vendor Agreement…………………………….. 35
Table of
Contents
Introduction to WIC
WIC stands for Women, Infants and Children. WIC is a special supplemental nutrition program that is funded by the United States Department of Agriculture (USDA). WIC is administered in Maine by the Department of Health and Human Services through nine local WIC agencies.
WIC is a nutritional program for pregnant women, breastfeeding mothers, postpartum mothers, babies, and children under five years old. Eligibility for the Program is based on a financial and medical or nutritional need.
WIC provides foods that are specifically recommended to improve each participant’s diet. For working Maine families the WIC food package helps to stretch the family food budget. Participants can only buy the types and quantities of foods printed on their checks.
WIC provides nutrition education to help participants learn the importance of good nutrition for good health.
WIC nutritionists assist participants in receiving regular medical care. Staff members see that pregnant women receive prenatal care, and that infants and children receive routine checkups.
Infants whose moms participate in the WIC program weigh more when they are born and have fewer health problems than infants whose mom’s did not participate.
3How WIC Approved Foods
Are Chosen
Make sure that you have a current WIC Approved Food List. It is the responsibility of both the WIC participant and the Cashier to make certain only approved brands are purchased.
The United States Department of Agriculture (USDA) determines the kinds of foods that WIC offers. Food packages for women and children include the following foods:
Milk Juice
Cheese Cereal
Eggs Peanut butter or dry beans
In addition to the foods listed above, women who are totally breastfeeding receive carrots and tuna fish. Fruits and vegetables may be authorized in the future.
Infants who are not breastfed receive infant formula and infant cereal.
Each state can decide what brands of WIC foods to offer. In Maine WIC foods are chosen to provide nutrients that are important for pregnant women, new mothers, infants and young children. Federal regulations specify the amount of a certain vitamin or mineral that must be present in a food to qualify for the WIC Program.
For example, all WIC approved cereal must contain a minimum of 28 milligrams of iron per 100 grams and not have more than 5 grams of sucrose or other sugars per ounce of dry cereal.
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How WIC Approved Foods Are Chosen
Juices must not only be 100% juice but must also contain 100% of the required daily allowance of vitamin C per serving.
Our nutrition staff examines all WIC foods prior to authorization to determine if the nutrient content meets federal regulations. Other factors in determining which foods we authorize include container size, cost, availability and client preference.
In Maine, the foods list is reviewed every 2-4 years. Foods can be deleted from the list and/or new products can be added. Other changes may also be made.
The Maine WIC Program provides the following infant formulas to participants:
Nestle Good Start Supreme DHA & ARA (milk-based)
Nestle Good Start Supreme Soy DHA & ARA (soy-based)
When a medical need exists, requests for other standard cow’s milk or soy formulas will be considered. The Maine WIC Program will also continue to provide special medical formulas which are ordered through the pharmacy.
5Required Minimum Inventory
The vendor must maintain the minimum supply of WIC foods described below at all times. No food can be outdated: An exemption to the infant formula stocking requirement may be granted at the vendor’s request and with State Agency approval.
Food Items Minimum Stock Container Size
Fluid Milk 4 Gallons-Any combination of: Gallon
Whole, fat free (skim), low fat
(lite or 1-1.5% fat), reduced fat, 2%)
Cheese 2 pounds 16-oz. packages
Eggs 2 Dozen Grade A one dozen
Medium, Large, X-Large
Fruit Juice 6 cans frozen OR 10-12 ounce cans
6 cans liquid concentrate
Dried Beans, Peas, 2 bags 1 pound bags
Lentils
Peanut Butter 2 jars 18 ounce jars
Cereal Any combination of boxes 12-oz or larger
2 varieties of WIC approved
cereal totaling at least 72-oz.
Infant Formula* WIC Approved infant formula:
24 cans of concentrate OR 13-oz. cans
6 cans of powder 12-oz cans
Infant Cereal 16 ounces 8 or 16-oz boxes
Carrots 4 cans sliced carrots OR 14-16-oz. cans
2 bags frozen sliced carrots OR 16-oz. bags
4 pounds fresh carrots 1-2 pound bags
(incl. Baby carrots)
Tuna Fish 8 cans-water-packed tuna 6.5 -oz. can
Bran Flakes* Nutty Nuggets
Corn Flakes Oats n More – Almond or Honey
Crispy Hexagons* Square/Toasted Corn or Rice
Crisp Rice Toasted Oats
Frosted Shredded Wheat Whole Grain 100 Flakes
Bran Flakes* Crispy Rice
Bundled Oats – Honey or Almond Frosted Shredded Wheat
Corn Flakes Nutty Nuggets
Corn Greats Rice Greats
Crispy Combos* Toasted Oats
Great Value
Bran Flakes Multi-Grain Flakes
Corn Flakes Nutty Nuggets
Crispy Rice Toasted Rice, Oats or Corn
Frosted Shredded Wheat
Bran Flakes* Crispy Rice
Corn Flakes Frosted Shredded Wheat
Crispy Corn Puffs* Nutty Nuggets
Bran Flakes Frosted Shredded Wheat
Corn Flakes Tasteeos
Crispy Rice
Natures Crunch (Save A Lot)
Bran Flakes Oats n More – Honey
Corn Flakes Square/Toasted Corn*
Crispy Rice Square/Toasted Rice*
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Bran Flakes* Oats n More – Almond
Corn Flakes Square Shaped Corn
Crispy Rice Toasted Rice
Frosted Shredded Wheat Shurfine Corn*
Frosted Shredded Wheat (bite-size)
Name Brand
Cream of Wheat: Nabisco, any cook time
Crispix: Kellogg’s * (plain only)
Frosted Mini/Shredded Wheat: Kellogg’s (original & bite-size),
Grape Nuts: Post
Honey Bunches of Oats w/Almonds: Post
Honey Bunches of Oats Honey Roasted Post
Kix: Quaker*
Maypo: Maple, Instant, Vermont Style
Quaker Squares* Quaker
Special K: Kellogg’s* plain only
Total: General Mills, Whole Grain* or plain*
Wheaties: General Mills, plain only
INFANT CEREAL: Dry—barley, mixed, oatmeal, or rice, without fruit
NO high protein, Earths Best®, formula fortified
INFANT FORMULA: Brand & type listed on check
EGGS: Grade A, any size
NO fertile, organic, free-range, free-running, cage free, vegetarian feed, natural or low cholesterol
JUICE: 100% FROZEN CONCENTRATE 10-12 OZ. CANS
Apple: Great Value, Hannaford, IGA, Langer’s, Old Orchard, Seneca, Shaw’s, ShurFine
Grapefruit: Any brand
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MAINE WIC APPROVED FOODS LIST
Grape: Great Value, Hannaford, Old Orchard, Welch’s, purple or white
Orange: Any brand
Orange/Pineapple: Any brand
Pineapple: Dole, Old Orchard
Welch’s 100% Juice: Apple, grape, white grape
MILK: Pasteurized, GALLON SIZE ONLY, type listed on check
NO flavored, organic or raw milk; glass bottles
Any brand: whole, low-fat, light, reduced fat, skim/nonfat/fat free
Only if printed on check:
Evaporated, Dry, UHT, Myenberg Goat Milk Acidophilus, Lactaid
CHEESE: Domestic, any brand, ONE PACKAGE ONLY, up to 16-oz, block
Shredded or sliced :American, Cheddar, Mozzarella, Provolone, Swiss
NO DELI OR RANDOM WEIGHT CHEESE ALLOWED
NO individually wrapped, cubed, wheels, wedges, string, imported, organic; cheese food, whips or spreads; cheese blends or flavored
PEANUT BUTTER: Any brand, 16-18 oz jar
NO flavored, reduced/low fat, squeezable, organic, spreads
DRIED PEAS/BEANS/LENTILS: Any brand, one-pound bag
NO soup mix, organic
FOR TOTALLY BREASTFEEDING MOTHERS:
TUNA:
Any brand packed in water, 6-6.5 oz can
NO oil packed or pouches
CARROTS:
Any brand: NO organic
Fresh: 1 or 2 lb. bags, regular or baby
Frozen, sliced: 16 oz bag
Canned, sliced: 14-20 oz can
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Training at Authorization
Additional Required Training:
At least one representative of each vendor is required to participate in interactive (face to face) training once every three years to. Training is planned to coincide with the vendor’s reauthorization year (the year his contract expires). Training must be completed or reauthorization will not take place.
This training is held in the form of regional group meetings. Training will be scheduled at various locations statewide. Vendors will be given one alternate training date for each location. Failure to attend training will result in disqualification from the Program for twelve (12) months.
Vendors may send as many employees to the group sessions as they wish. It is the responsibility of those who attend to ensure that the information is shared with the rest of their staff.
Vendors will be held accountable for the actions of all owners, officers, managers, agents, employees and personnel, paid or unpaid, who may be involved in WIC transactions at the Vendor’s store or pharmacy.
Additional Training:
We will be happy to attempt to develop anything that you think may help your staff administer our program successfully. Give us a call with your ideas.
The WIC ID Folder is the WIC customer’s identification card. The participant or the person shopping for the participant (proxy) must show it to the cashier. This is the only form of identification a vendor may require.
The cashier should never accept WIC checks from a shopper who does not have a WIC ID Folder, even if the cashier knows the customer. The signature on the WIC check must match one of the signatures on the ID Folder.
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The WIC Check
The WIC check is a computer printed check and should be redeemed just as carefully as any other check.
When food is purchased with a WIC check:
There is NO ID Number on this Folder. DO NOT deny the transaction for this reason.
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4. Product Description: Lists exactly what the shopper can purchase. NO substitutions. Refer to the WIC Approved Food List for approved brands.
5. Amount: This is the total amount of the transaction taxfree. The customer or computer must insert this amount.
6. Authorized Signature: Only the Authorized Representative or the Proxy may sign this check. The signature must match the signature on the WIC ID Folder.
7. Authorized Vendor Stamp: Stamp the check clearly with your vendor stamp prior to depositing.
1. Last/First Name: Name of the person who is participating in the Maine WIC Nutrition Program. This could be a parent, infant or child.
2. First/Last Date to Use: The check must
only be used on or between these dates. You
will not be reimbursed for checks used outside of theses dates.
3. Item Quantity: The WIC participant may
purchase the amount specified on the check, never more
1. The customer should separate WIC foods from other grocery items. When using more than one check, foods should be separated by check.
2. Checks cannot be used before the “First Day To Use” or after the “Last Day
To Use.”
Remember: Your store will not be reimbursed for checks accepted within the wrong use dates. (See Rejected Checks section)
3. Read the items on each check making sure the foods are listed on the WIC Approved Food List and that the amounts purchased are correct. Remember, the customer is not required to purchase all of the items on the check.
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4. Tell the customer the total price and ask her/him to write the amount on the WIC check. (In some stores this amount may be printed by the computer)
5. Ask the customer to sign the check after he/she has written in the total. Compare the signature with the signature on the WIC ID Folder.
If the customer’s signature is not on the ID Folder, do not accept the check.
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The WIC Program will provide each vendor with an identification stamp at authorization free of charge. The stamp will read “Maine WIC Program Authorized Vendor” and will include the vendor’s WIC ID Number. Each vendor has their own ID Number and may use it only for checks redeemed in their store.
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Rejected checks & Reduced Payment
Where do WIC checks go after they are cashed at your store and deposited with your bank? The check is processed through the Federal Reserve System and is presented to WIC’s financial intermediary.
Our financial intermediary performs a “pre-edit” on each check to determine whether or not it meets WIC’s requirements for payment . If a check does not pass this “pre-edit” test it will not be paid. It will be returned to your depository bank with a stamp indicating why it was not paid. Your bank will return the check to you and most likely charge you a fee.
Checks will be rejected for the following reasons:
Unauthorized Vendor Stamp
The Maine WIC Nutrition Program will not authorize payment for checks by unauthorized vendors.
Missing/Unreadable Vendor Stamp
The WIC check was not stamped at all or not clearly stamped prior to deposit. Stamp the check clearly and redeposit within ninety-(90) days from the “first date to use”. Do not send this check to the State Agency.
Missing Signature
No participant/authorized representative’s signature in the lower right hand corner of the check
This means the WIC participant/authorized representative/proxy did not sign the check. The check must be signed at the store during transaction procedure, after the purchase price has been entered on the check. The cashier is required to verify that the signature on the check matches the signature on the WIC ID Folder
The Maine WIC Nutrition Program will NEVER reimburse the store for a check taken without the participant’s signature.
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Rejected checks
Early Cashing
“Deposited Early”
This means that the WIC check was used before the “First Date To Use”.
The Maine WIC Nutrition Program will not authorize payment for checks taken early.
Late Cashing
“Deposited Late”
This means that the WIC check was used after the “Last Date To Use”.
The Maine WIC Nutrition Program will not authorize payment for checks taken late.
Obvious Alterations
The Maine WIC Nutrition Program will not authorize payment for checks that display obvious alterations.
Reduced Payment
Over the maximum price
“Dollar Amount Too High”
If the vendor’s prices for WIC products purchased with a WIC food instrument exceed the applicable price limitations established by the WIC Program, the check will be rejected.
The maximum dollar value that WIC will pay is based on an average of the reported prices from each authorized vendor of the same sized stores. Often the check rejected because cashier has made one of the following errors:
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Reduced Payment
Reduced Payment
The WIC Program will reduce payment on WIC checks submitted in excess of the maximum redemption price for WIC products. In such cases, the Maine WIC Program shall pay no more than the maximum dollar amount. Payment of the reduced amount will be made by direct deposit credit to the vendor’s bank a