Kansas e WIC Training for WIC Vendors AGENDA

Kansas e. WIC Training for WIC Vendors

AGENDA Schedule of Events Frequently Asked Questions Mapping Criteria and Tips Live Shopping Plan for Live Shopping Questions 2

Schedule of Events Ø August 2017 Ø Ø August 29 th – 31 st - Live Shopping (Jim-CDP, Valerie and Janna- State WIC) Ø Ø Ø Will visit each pilot store September 2017 Ø September 13 th – Live Shopping (Shawnee Co WIC and State WIC staff) Ø September 14 th – Pilot begins! December 2017 Ø Ø Vendor Participation Addendum https: //www. fns. usda. gov/sites/default/files/WICEBT-Operating. Rules. pdf End of pilot January-June 2018 Ø Rollout to the rest of the state (by region) 3

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Frequently Asked Questions The following section is further clarification from the e. WIC presentation provided by the state contractor. We highly recommend that your staff be allowed time to hear and/or review the Kansas Retailer Presentation (Power. Point) found at: http: //www. kansaswic. org/vendors/e. WIC. htm 5

e. WIC Frequently Asked Questions e. WIC Ready Q: How do we know if we have an integrated system? A: If the register is integrated, then all tender types can be completed on your store ECR point of sale. Your cashiers do not have to use a separate device to complete debit/credit/Snap transactions. Otherwise, if your cashiers are using a separate device (stand-beside) to complete some transactions, then you are not integrated. Q: How will we know if our store is e. WIC Ready? A: The State Agency’s contractor (FIS/CDP) will verify a Level I and Level II certification has been completed for the store’s point of sale system for Kansas or a previous e. WIC state, making it a e. WIC certified system. The Level III certification (Live Shopping) will be done by local agency, state agency, and/or contractor staff. 6

e. WIC Frequently Asked Questions e. WIC Card Usage Q: If the e. WIC card does not scan through the PIN pad, can the cashier handkey the number. A: Yes, as long as the client has the physical card and the reader will not read the card, the cashier can manually enter the card number but never the PIN. The client is the only one who should ever enter the PIN. Q: Is there a way for the client to swipe their card to check their balances without being in the transaction? A: Yes, it’s called a balance inquiry. The client can ask for the balance inquiry. 7

e. WIC Frequently Asked Questions Food Benefits Q: How will the client know what benefits they have left on their card? A: Every completed e. WIC transaction will have a receipt with an ending balance. Q: What if an item does not go through as WIC? A: The only thing that impacts the ending balance is when an actual WIC item is approved and paid for. If the item did not show as WIC allowed, the quantity would remain the same as the item cannot be deducted from the client’s benefits. Please download the WIC Shopper app and scan items if there is a question about whether or not the item is WIC approved. If the client and/or store staff believe an item should be WIC approved, use the application to submit the product for consideration of inclusion in the Approved Product List (APL) Q: If the participant brings up Highland milk instead of the store brand, will the system allow that redemption? A: Yes, if it is the correct fat content, then the system would allow the Highland milk because all eligible WIC foods will be in the APL. Clients will be educated to make smart purchases such as least expensive, store brand for milk, eggs, and cheese, etc. Cashiers will 8 not be asked to enforce our “least expensive item” policy.

e. WIC Frequently Asked Questions Not to Exceed (NTE) Amounts Q: If there is an item over the NTE, is the customer responsible for paying the difference? A: The customer is not responsible. The client CANNOT be charged for a WIC purchase. Your agreement with the state forbids the vendor from collecting money for an item not covered with the NTE. Q: Will we know what the maximum (NTE) amount paid will be? A: It is a moving price. The system recalculates the NTE based on the pricing being submitted via the vendors’ WIC transactions in each peer group. It is an average based on all the vendors in that peer group. If there is a huge change in pricing, please contact the state WIC immediately, as a manual adjustment to the pricing may be needed (e. g. large increase in egg prices). 9

e. WIC Frequently Asked Questions Split Tender Q: What happens if the client’s fresh fruit and vegetable benefit (FVB/CVB) goes over the amount? A: The system will notify the cashier of the benefit covered and the total left to pay that the client may then use a different type of tender, i. e. food stamp card, debit/credit card, check or cash. OR The client can have the cashier remove products to get it down to the available benefit amount. Q: Does the FVB/CVB need to be separated from the other items? A: Yes, for stand-beside devices. The other WIC items should be rang up first, the FVB/CVB. No, for integrated, as the system knows which items are WIC allowed. PLEASE REMEMBER - The client must run the e. WIC card first before they use any other tender type. 10

e. WIC Frequently Asked Questions APL/UPCs/PLUs Q: Does the APL include fresh produce as well? A: Yes, the State of Kansas WIC program will only use PLUs from the IFPS (International Federation for Produce Standards) website. That is the governing body over PLUs because they have to be unique, so the products have to go through the process. IFPS website: http: //www. ifpsglobal. com/Identification/PLU-Codes Q: Will the state load a similar format for the UPCs that the state has been putting on their website? A: No, the listing has been maintained because there was no way for the system to track individual items. e. WIC will allow the stores to have a current listing through the daily download of the WIC Approved Product List (APL. ) 11

Help us keep our APL up to date We need your help keeping our APL up to date. You can do this by letting us know when there are: Foods are missing from our APL UPC changes New products that might be WIC approved To submit a UPC to see if WIC approved: Submit the UPC and product information through the WIC Shopper app; or Complete the “Request to Add an UPC” form. The form can be found on our website (http: //www. kansaswic. org/vendors/) 12

e. WIC Frequently Asked Questions APL/UPCs/PLUs Q: I work for a store whose wholesaler has 23 PLUs for red seedless grapes, are you working with the growers to attain their PLUs? A: No, we only get our PLUs from the IFPS (International Federation for Produce Standards) website. That is our governing body over PLUs because they have to be unique, so the products have to go through the process. If a store gets a PLU that is not a standard PLU then it needs to be mapped to an approved IFPS PLU. Q: Will we have to provide our PLU codes or do we have to enter the dollar amount? A: In an integrated system, the only PLUs that we can take are those from the national IFPS. The system won’t let any other PLUs to be entered. Those items will need to be mapped to the standard PLU (from IFPS), and then the state will approve. 13

Produce Mapping The Kansas Approved Product List (APL) contains over 2000 produce PLUs and hundreds of packaged produce UPCs. WIC retailers may alternately submit redemption requests for payment for fresh fruits and vegetables using a Product Look-up (PLU) code from the International Fresh Produce Standard (IFPS) if the item UPC is mapped (translated) as follows: Partial Mapping: The item has a non-specific Product Look-up code (PLU) or a store specific Universal Product Code (UPC) mapped to a generic IFPS PLU; i. e. , #4469, or Full Mapping: The item has a non-specific Product Look-up code (PLU) or a store specific Universal Product Code (UPC) mapped to a produce specific IFPS PLU code that identifies the fruit or vegetable by name and type; i. e. , banana, red delicious apple, eggplant, yellow onion, etc. 14

Produce Mapping (Cont. ) WIC retailers must use the partial or full mapping approach for the following products: Loose fresh fruit and vegetables, Fresh fruit and vegetables packaged according to weight, Store packaged items labeled with UPC-A’s that begin with 2, and Seasonal produce items If a produce item doesn’t ring up for WIC, talk to your POS provider about mapping the item. 15

Live Shopping is the method of testing the vendor’s cash register system, also referred as a Level III certification. Representatives from the State Agency, Contractor (CDP), and/or Local Agency will visit the store to check the system to ensure it will properly record food redemptions. 16

Live Shopping At a minimum the Live Shopping will include: Balance Inquiry Prints Purchase POS a customers e. WIC balance outside of the transaction of some WIC authorized foods Allowed/disallowed WIC item to be redeemed Void/Reversal of a WIC Completed Purchase w/ non-WIC items remaining. (Transaction still open) POS Replaced benefit back into client’s account CVB/FVB POS system appropriately applied dollar amount of CVB/FVB to the client’s account 17

Live Shopping At a minimum the Live Shopping will include (Cont. ): Coupon System appropriately applied the discount to the food item Total Redemption Completing the purchase and verifying it is correct Verifying the correct store is credited/paid and the correct X 9 # is in the system Client Receipt accurately reflected foods redeemed and balance remaining after purchased items 18

Live Shopping Plan Tuesday, August 29 th Morning Store Visits Walmart Dillon Store #67 – 2010 SE 29 th St Walmart Dillon Supercenter #2131 – 1301 SW 37 th St Store #47 – 2815 SW 29 th St Afternoon Dillon Supercenter #6392 – 2630 SE California Store Visits Store #37 – 6829 SW 29 th St Hy. Vee #1658 – 2951 SW Wanamaker Rd Target Store T-0355 – 2120 SW Wanamaker Rd Dillon Store #87 – 5311 SW 22 nd Pl Walmart Supercenter #1802 – 1501 SW Wanamaker Rd 19

Live Shopping Plan Wednesday, Morning Store Visits Seabrook Dillon Apple Market – 1945 SW Gage Blvd Store #88 – 4015 SW 10 th Ave Walmart Mikes August 30 th Neighborhood Market #6585 – 335 SW Mac. Vicar Ave IGA – 2620 NE Sardou Ave Afternoon Store Visits Wehners Thriftway #34 – 550 E US Hwy 24 TRFY (Rossville) Wehners Thriftway #33 – 10020 NW US HWY 24 E (Silverlake) Dillon Store #54 – 800 NW 25 th St Walmart Supercenter #5441 – 2600 NW Rochester Rd 20

WIC Clients new process for everyone! e. WIC is a Clients are being trained by their local WIC agency Topics include: How to shop with the e. WIC card What to expect at the register No overrides! How to use helpful resources/tools like the WIC Shopper app How to report a lost/stolen/damaged card How to check balances 21

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Contact Information • Valerie Merrow 785 -296 -0092 Valerie. Merrow@ks. gov • Janna Gunckle 785 -296 -1325 Janna. Gunckle@ks. gov • Jim Chilcoat 502 -695 -1999 jim. chilcoat@cdpehs. com 24