Kansas WIC Vendor Training Effective January 2019 May

Kansas WIC Vendor Training Effective: January 2019 May be used for: • New Vendor Training • Requested Training from Store Personnel • Mandatory Training in response to a sanction • Contract Renewal Mission: To protect and improve the health and environment of all Kansans.

Information Covered in this Training Ø Purpose of WIC; what it is and who it serves Ø e. WIC Transactions Ø Role of Grocery Store Ø e. WIC Payment Disputes Ø Incentive Items Ø Sanctions Ø Vendor materials and resources Ø Vendor Complaint Process Ø WIC Approved Foods Ø Civil Rights Ø Minimum Stock Requirements Ø Program Changes Mission: To protect and improve the health and environment of all Kansans.

WIC Program Serves Women Ø Pregnant Ø Post-partum Ø Breastfeeding Infants Provides Ø Nutrition Education Ø Up to 1 year of age Ø Referrals to Other Health Services Children Ø 1 up to 5 years of age Ø Supplemental Foods Mission: To protect and improve the health and environment of all Kansans.

WIC Program To be on the program, a person must: Ø Meet category requirements Ø Live in the state of Kansas Ø Be at nutritional risk Ø Meet income requirements Mission: To protect and improve the health and environment of all Kansans.

Your part in the WIC Program Ø We couldn’t do it without you! Ø WIC Clients would not be able to purchase healthy foods! Ø Vendors help make the WIC program a success in Kansas! Mission: To protect and improve the health and environment of all Kansans.

Vendor Role and Responsibilities Ø The Vendor’s Roles and Responsibilities can be found on page three of the contract, and begins on page five (5) of the Vendor Procedures Manual. The Vendor’s main responsibilities are to: v v v v Comply with the WIC Vendor Contract and the Vendor Procedure Manual Purchase infant formula from the Kansas Approved List of Infant Formula Manufactures Appropriately accept and process e. WIC transactions Maintain a minimum stock of WIC foods Post WIC door decals Use State provided WIC shelf labels on WIC approved foods, except fresh produce Give all WIC clients the same service and same courtesies as non-WIC customers Mission: To protect and improve the health and environment of all Kansans.

Incentive Items Ø 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. Ø Incentive Items are allowed ONLY when the offer is for ALL customers visiting the store, not just targeted to WIC clients. Ø CAN do – “Get a free package of diapers when you purchase $60 of formula or more. ” Ø CANNOT Do – “Get a free package of diapers when you purchase your WIC formula here. ” Mission: To protect and improve the health and environment of all Kansans.

Incentive Items (cont. ) Ø WIC customers may use coupons, specials and store discount cards. Ø WIC customers may not be issued rain checks, refunds and I. O. Us. Ø WIC clients 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.

Vendor Materials & Resources ls • a c e D r Doo • Shelf Labels • P rogra m. B Mission: To protect and improve the health and environment of all Kansans. ookle t

Vendor Materials & Resources Ø Vendor Manual Ø Cashier Training Ø e. WIC Reference Materials Ø Door Decals be n a c ms e t i or e Thes ered and/ m ord aded fro lo ite n s w b o e d C w c. org I W wi the s a s n. ka w w w Ø Shelf Labels Ø WIC Vendor Newsletters Mission: To protect and improve the health and environment of all Kansans.

Required Resources Ø Door Decals – these are required so clients know your store is WIC Authorized. Ø Shelf Labels – these are required on all eligible WIC foods so clients are choosing allowable WIC products. Ø Program Booklets – these are required so cashiers can easily verify WIC products. The first section of both the client and vendor program booklets is exactly the same to ensure both the client and cashier are looking at the same qualified items. Mission: To protect and improve the health and environment of all Kansans.

Vendor Materials & Resources Mission: To protect and improve the health and environment of all Kansans.

Questions on WIC Program, Vendor’s Role/Responsibilities, Incentive Items, or Materials and Resources? Mission: To protect and improve the health and environment of all Kansans.

Use the Program Booklet for the next section of slides entitled: WIC FOODS Effective Date: October 1, 2015 Mission: To protect and improve the health and environment of all Kansans.

WIC FOODS Infant Foods Baby Food Meats Ø Fruits & Vegetables Ø Any Brand Ø 4 oz container Ø 2 packs of 4 oz containers Ø Single or Mixed Fruits and/or Vegetables only Ø Cannot buy: Desserts, dinners, cobblers, delights, or organic Available to exclusively breastfed babies only Ø Any Brand Ø 2 oz container Ø Single meats with broth and/or gravy only Ø Cannot buy: dinners or organic Approved Brands are: Beech Nut; Gerber; Tippy Toes; Kroger and Up & Up Mission: To protect and improve the health and environment of all Kansans.

WIC FOODS Infant Foods (cont. ) INFANT CEREAL Ø 8 oz box or larger Ø Any Brand INFANT FORMULAS Client’s choice of: Ø Barley Ø Mixed Ø Oatmeal Ø Rice Ø Whole Wheat Mission: To protect and improve the health and environment of all Kansans.

WIC FOODS Infant Formula Approved Wholesalers/Manufacturers The following is a list of the approved infant formula manufacturers: Ø Abbott Nutrition Ø Nestle Health. Care Nutrition, Inc. Ø Bright Beginnings Ø Mead Johnson Nutritional Group Ø Nutricia North America Ø Solace Nutrition For a complete listing of approved formulas please review the following document. http: //www. kansaswic. org/download/Formula_Manufacturers_Products_rev. pdf Mission: To protect and improve the health and environment of all Kansans.

WIC FOODS **WIC Clients are encouraged to purchase the store brand or least expensive brand available of milk, eggs and cheese. e. WIC will not restrict the client’s brand selection. Milk Ø Ø Ø Skim, Fat Free, ½%, or 1% Low Fat 2% Reduced Fat Whole Lactose Free Fat Free, Low fat, or Reduced Fat Lactose Free Ø Whole Evaporated Ø Nonfat Dry *2% milk is no longer a low-fat option and prescribed for certain medical conditions only Eggs Ø Large Eggs, grade AA or A Cheese 8 oz or 16 oz packages only Ø Pasteurized Processed American Ø Cheddar Ø Co-jack Mission: To protect and improve the health and environment of all Kansans. Ø Ø Colby Monterey Jack Mozzarella Swiss

WIC FOODS Fresh Fruits & Vegetables Ø Any variety of fresh, bulk fruits and vegetables, including potatoes and yams Ø Bagged salad mixes (w/o dressing) Ø Bagged vegetables Ø Cut fruit or vegetables (not a tray with dipping sauce) Cannot buy: Ø Canned or frozen Ø Items from the salad bar Ø Party trays or fruit baskets Ø Decorative fruits or vegetables Ø Nuts, herbs or spices Mission: To protect and improve the health and environment of all Kansans.

WIC FOODS Juice Ø 64 oz containers Juice (not refrigerated) Ø 11. 5 oz -12 oz containers Concentrated Juice (Frozen or Shelf Stable) Ø Brand Specific, except Orange Juice** **Orange Juice is Any Brand Mission: To protect and improve the health and environment of all Kansans.

WIC FOODS Ø Peanut Butter Ø Any Brand Ø 16 oz – 18 oz jar only Ø Dried Beans/Peas Ø Any Brand Ø Up to 1 pound bag Ø Fish Ø Ø Any Brand 5 oz – 15 oz containers Light Chunk Tuna Pink Salmon Ø Canned Beans Ø Any Brand Ø 15 oz – 16 oz cans Ø Black Beans Ø Black-eyed Peas Ø Fat-free Refried Beans Ø Garbanzo or Chickpea Beans Ø Great Northern Beans Mission: To protect and improve the health and environment of all Kansans. Ø Kidney Beans (red or white) Ø Lentils Ø Lima or Butter Beans Ø Navy Beans Ø Pinto Beans Ø Split Pea

WIC FOODS Whole Grains Ø Whole Wheat Bread/Rolls/Buns Ø Any brand Ø 12 oz, 16 oz, 20 oz, or 24 oz packages Ø MUST say “ 100% Whole Wheat” on the label Ø Whole Wheat Flour must be the first ingredient listed Mission: To protect and improve the health and environment of all Kansans.

WIC FOODS Whole Grains Ø Whole Wheat Pasta Ø Brown Rice Ø Brand Specific Ø Any Brand Ø 16 oz package Ø Barilla Ø Natural Directions Ø Full Circle Ø Racconto Ø Hodgson Mill Ø Ronzoni Healthy Harvest Ø Kroger Ø Shur. Fine Ø Nash Bros Trading Co Ø Simple Truth Ø Instant Brown Rice can be in a 14 oz size Mission: To protect and improve the health and environment of all Kansans.

WIC FOODS Ø Ø Ø Best Choice Chi’s Don Pancho Food Club Guerrero Ø Ø Ø Hy-Vee IGA Kroger La. Banderita La. Burrita Mama Lupe Ø Ø Ø Mi. Casa Mission Ortega Our Family Santa Fe Shur. Fine Ø Soft Corn Tortillas - Any Brand Mission: To protect and improve the health and environment of all Kansans.

WIC FOODS Breakfast Cereal Ø Cold Cereals or Hot Cereals may be purchased Ø Must be 11 ounces or larger, not to exceed 36 ounces Ø Must be a cereal or brand listed in the program booklet Ø Cannot buy organic Mission: To protect and improve the health and environment of all Kansans.

WIC FOODS Soy Beverage Ø 8 th Continent Ø Original Ø Vanilla Ø Silk Tofu Ø House Ø Medium Firm Ø Extra Firm Ø Original Ø West. Soy Ø Plain Ø Vanilla Ø Nasoya Ø Silken Ø Azumaya Ø Firm Mission: To protect and improve the health and environment of all Kansans.

WIC FOODS Yogurt Ø Whole, Low fat, or Nonfat Ø Brand Specific Ø 32 ounce (quart) containers Ø Ø Ø Coburn Farms Dannon Naturals Great Value Hy-Vee Kroger Ø Ø Ø Market Pantry Mountain High Our Family Shur. Fine Yoplait Mission: To protect and improve the health and environment of all Kansans.

Questions on Approved Foods? Mission: To protect and improve the health and environment of all Kansans.

MINIMUM STOCK REQUIREMENTS Mission: To protect and improve the health and environment of all Kansans.

Minimum Stock The Kansas WIC program has established minimum stock requirements for the following food categories: Ø Ø Ø Infant Formula Milk Cheese Eggs Juice Cereal (Infant/Breakfast) Ø Ø Ø Peanut Butter Baby Food Canned Beans Fish Fruits and Vegetables Whole Grains See Appendix D (a) and D (b) in the Vendor Manual for actual amounts per food type, per Rural or Urban Mission: To protect and improve the health and environment of all Kansans.

Minimum Stock Ø Keep shelves stocked or products available on-site to satisfy the Kansas minimum stock requirement at all times. Ø For example, if you do not have enough shelf space to accommodate the amount of concentrated formula, you may have a couple cases stacked in the back room. That would be considered product available on-site. Ø Have on the shelf for purchase a reasonable choice of authorized WIC approved foods. The specific brands, package size and quantities required are listed on the WIC Product Inventory form. Mission: To protect and improve the health and environment of all Kansans.

Minimum Stock Exemption Ø Vendors may request exemptions from minimum stock requirements from their Local Agency. Ø Exemptions from minimum stock can be requested for powder and concentrate varieties of the contract infant formulas. Ø Similac Advance Ø Similac Sensitive Fussiness & Gas Ø Similac Soy Isomil Ø Exemptions from minimum stock can also be requested for 4 oz baby food. Mission: To protect and improve the health and environment of all Kansans.

Minimum Stock Exemption Ø Approval is granted by the Local Agency (LA) on a case by case basis. Ø The LA will monitor their client base and when infants come on the program the LA may cancel the exemption at any time and notify the store they need to maintain the minimum stock. Ø Vendors are required to get the formula and baby food in within 72 hours once a client has requested to redeem their benefits at the store. Mission: To protect and improve the health and environment of all Kansans.

Questions on Minimum Stock or Exemptions? Mission: To protect and improve the health and environment of all Kansans.

e. WIC TRANSACTIONS Mission: To protect and improve the health and environment of all Kansans.

e. WIC Transactions – The Basics Ø Shoppers can be anybody of any age. There is not an age requirement for a WIC customer. Older children or grandparents sometimes do the family shopping. As long as the shopper has the correct PIN for the card presented, it is okay. Ø Ø No ID is required for an e. WIC transaction. Never ask for a WIC customer’s PIN. The cashier must wait until the customer has completely entered their PIN attempts. The WIC customer will have a maximum of 3 attempts to enter the correct PIN. On the third attempt, the e. WIC card will be locked resulting in a transaction error. If this occurs, direct the customer to contact their local WIC clinic or reset the PIN after midnight. Mission: To protect and improve the health and environment of all Kansans.

e. WIC Transactions – The Basics Ø Customers are not required to purchase foods not paid for by WICØ If the customer doesn’t want to pay for foods left in a remaining balance after e. WIC is tendered, offer to remove the food items from the order. Ø Never ask a WIC customer to pay the difference between the requested price and the NTE (maximum) price paid by the WIC program for WIC foods. Ø An Authorized Program Booklet should be kept by each register for reference. Ø No overrides. During an e. WIC transaction, some items may not scan as approved for WIC. No overrides are allowed. These non WIC items must be purchased with another form of payment or be removed from the transaction. Mission: To protect and improve the health and environment of all Kansans.

e. WIC Transactions – The Basics Ø Reporting UPCsØ If a food does not scan as authorized but appears to meet the WIC criteria and is in the client’s food package, it should be reported to the Kansas WIC Program. Ø If the item is approved, the Kansas WIC Program will add it to the Approved Product List (APL). Ø Inform the state WIC agency if foods are missing from the APL, if there are UPC changes, and/or if new products become available in the store that might be WIC approved. Ø A UPC can be submitted to the state WIC agency by using the WIC Shopper app or using the form “Request to Add a UPC” available on the kansaswic. org website: http: //www. kansaswic. org/manual/forms/Request_to_Add_a_UPC_form. pdf Mission: To protect and improve the health and environment of all Kansans.

e. WIC Receipts Ø Balance Inquiry Ø This receipt prints a list of the amounts, sizes, and types of foods (benefit balance) the household has available to purchase. An e. WIC balance inquiry is typically prompted by a shopper to check their balance before shopping. This is a separate POS command that is not part of an actual transaction. Ø e. WIC Beginning Balance Ø This receipt prints the household benefit balance before any e. WIC items being puchased are deducted. This will print out automatically on an integrated system after the shopper swipes their e. WIC card and enters their PIN. Mission: To protect and improve the health and environment of all Kansans.

e. WIC Receipts Ø Proposed e. WIC Redemption (mid-transaction receipt) Ø This receipt prints the list of items being potentially approved for purchase with the e. WIC card. Most integrated POS systems will print this automatically after the Beginning Balance. Some integrated systems need to be prompted to print it. Ø It is very important to review this receipt with the shopper. It allows them to see which of their items were covered by WIC and gives them the opportunity to approve or disapprove the purchase. If there are items not covered (they didn’t have enough benefits or brought up the wrong items), the cashier can remove those items from the order so the shopper doesn’t have to pay for them with another tender. Ø NOTE: Stand-beside Point of Sale (POS) systems do not print a mid-receipt. Mission: To protect and improve the health and environment of all Kansans.

e. WIC Receipts Ø e. WIC Ending Balance Ø This receipt prints at the very end of the transaction after all forms of payment are tendered. It shows the household benefit balance after the items purchased in the transaction have been deducted. Shoppers can keep this receipt so they know how much they have left to buy on their next shopping trip. Mission: To protect and improve the health and environment of all Kansans.

Questions about e. WIC Transactions? Mission: To protect and improve the health and environment of all Kansans.

Integrated Point of Sale (POS) Systems This slide pertains to vendors with integrated systems only and can be disregarded for vendors with stand-beside systems. Ø WIC customers do not have to identify themselves as WIC customers prior to the transaction. Ø Separating WIC items: Ø The WIC customer no longer has to separate WIC items from other purchases. They can have a “mixed basket” of the WIC and non WIC items. The WIC customer will swipe their e. WIC card first, which will deduct any WIC items from their WIC balance. The remaining groceries can be paid for with another form of payment. Ø Swipe e. WIC card before other payment types: Ø The e. WIC card must be the first card to be swiped at the register, before any other form of payment (SNAP, credit/debit, etc. ).

Stand-Beside (POS) Systems This slide pertains to vendors with stand-beside systems only and can be disregarded for vendors with integrated systems. Ø The WIC customer will tell the cashier they are using an e. WIC card prior to the transaction. Ø Separating WIC items: Ø The WIC customer will need to continue to separate WIC items from other purchases. The WIC transaction will continue to be a separate transaction. Ø Fresh Fruits & Vegetables: Ø Fresh fruits and vegetables will need to be rung up after all other WIC items. Fresh fruits and vegetables will not be scanned at the stand-beside device, but a total for the fresh fruits and vegetables will be inputted in the stand-beside device when prompted (at the end of the e. WIC transaction).

e. WIC Payment Disputes Mission: To protect and improve the health and environment of all Kansans.

e. WIC Payment Disputes Not-to-Exceed (NTE) Amount Ø The WIC state agency establishes a calculated NTE amount for each WIC approved food item and uses this NTE in reimbursing vendors for items purchased by the e. WIC cardholder. Ø The vendor agrees to accept as payment in full for each WIC authorized product redeemed the lesser of (i) the shelf price requested for the product or (ii) the WIC program calculated Not-To. Exceed (NTE) amount for that product. Mission: To protect and improve the health and environment of all Kansans.

e. WIC Payment Disputes If your store needs to dispute a payment for a WIC item purchased at your store, please use the following protocol: Ø If e. WIC is integrated into your POS system, call your Third Party Processor (TPP). Ø If your store uses a stand-beside device from Fidelity Information Services (FIS) to transact e. WIC, contact the FIS Merchant Services Help Desk at 1 -877 -291 -0433 and enter your vendor ID number. A customer service representative will assist you with your claim. Mission: To protect and improve the health and environment of all Kansans.

e. WIC Payment Disputes If you have had a major price increase on a WIC item, please contact the WIC state agency as soon as possible. The not-to-exceed (NTE) amount for the item may be adjusted. Please make sure to have wholesaler invoices available for review. Mission: To protect and improve the health and environment of all Kansans.

VENDOR SANCTIONS Mission: To protect and improve the health and environment of all Kansans.

Vendor Sanction System Ø Each instance of a violation of Kansas WIC Program rules has a set point value. Ø Violations are listed with corresponding points in your Vendor Manual. Mission: To protect and improve the health and environment of all Kansans.

Vendor Sanction System Ø Imposed sanctions may include: Ø Ø Ø Warning letters Mandatory training sessions Administrative fines/monetary claims Civil Money Penalties Suspensions, terminations or disqualification from the WIC program Mission: To protect and improve the health and environment of all Kansans.

Vendor Sanction System The vendor contract period is for three years and the vendor can accumulate up to 15 points for the three year period. The accumulation of fifteen (15) points or more within a contract cycle will result in termination of the Vendor Participation Contract and a six (6) month disqualification from the Kansas WIC program. *Please refer to VEN 04. 00 Vendor Contract Renewal for information about contract cycles. Points Sanction 3 -5 Warning letter with possible mandatory training session 6 -9 $100. 00 fine 10 - 14 $250. 00 fine 15 + Termination of contract and six month disqualification Time Frame Points will accumulate for the vendor’s contract cycle. Mission: To protect and improve the health and environment of all Kansans.

Vendor Sanction System Federal regulations require mandatory sanctions be imposed for specific patterns of incidences and violations. The State Agency will send ONE warning letter for the following violations: Ø Charging the WIC program more for supplemental foods than the non-WIC customers or charging WIC more than current shelf prices Ø Charging the WIC program for supplemental foods not received by the client Ø Receiving, transacting and/or redeeming WIC benefits outside of authorized channels Ø Providing credit of non-food items Ø Providing unauthorized food items in exchange for WIC benefits NOTE: State Agency vendor managers should be contacted if the vendor has any questions or concerns regarding an imposed sanction. Mission: To protect and improve the health and environment of all Kansans.

Vendor Sanction System Administrative Review Ø A vendor wishing to request an administrative review of an adverse action must submit a written request for a review of the action. Ø The request must be made within fifteen (15) days of receipt of the notice of adverse action. Ø The request for a review must include a summary of the reasons for appealing the action. Ø Requests for review shall be addressed to the Office of Administrative Hearings, 1020 South Kansas Avenue, Topeka, Kansas 66612 -1327. Mission: To protect and improve the health and environment of all Kansans.

SNAP Disqualifications Ø If a vendor is disqualified from the Kansas WIC program, that vendor may also be subjected to a termination from the Supplemental Nutrition Assistance Program, aka Kansas Food Assistance Program. Likewise, a vendor disqualified from the Supplemental Nutrition Assistance Program may have its WIC authorization terminated. Ø If the State Agency determines that disqualification of the vendor would result in inadequate client access, a Civil Monetary Penalty may be imposed in lieu of disqualification. Mission: To protect and improve the health and environment of all Kansans.

Vendor Complaint Process Ø Report complaints to Local Agency either by telephone, mail, or even email. Ø All reports of abuse and/or complaints should be made within ten days after the incident. Be as specific as possible, making sure to record the name(s) of those involved and the details of the incident. Include such details as time, date, physical description, words exchanged, names of staff persons that witnessed the incident, etc. Ø The complaint will be discussed with the client and appropriate actions taken. Ø Local Agency staff complete follow up State Agency staff can be contacted if needed Mission: To protect and improve the health and environment of all Kansans.

CIVIL RIGHTS Ø 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. Ø WIC authorized vendors are held to this same statute. Mission: To protect and improve the health and environment of all Kansans.

Program Changes Change that occurred since 2016 Ø Beginning in September 2017, Kansas WIC piloted e. WIC (electronic benefits) in Shawnee Co. Ø Beginning in January 2018 and through June 2018, Kansas WIC implemented e. WIC across the state (by region). Ø Beginning June 2018, e. WIC fully implemented in Kansas. Mission: To protect and improve the health and environment of all Kansans.

Thank You Training materials are located on our webpage at: http: //www. kansaswic. org/download/KS_WIC_Vendor_Training. ppt Lisa Long (785)296 -1323 E-mail: Lisa. Long@ks. gov Janna Gunckle (785)296 -1325 E-mail: Janna. Gunckle@ks. gov Mission: To protect and improve the health and environment of all Kansans.