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Vendor Manual WYOMING WIC PROGRAM VENDOR MANUAL Revised May 2021 TABLE OF CONTENTS TABLE OF CONTENTS ........................................................................................................................................................................2 INTRODUCTION ................................................................................................................................................................................4 WIC PROGRAM INFORMATION ........................................................................................................................................................5 Participant Eligibility .....................................................................................................................................................................5 How is WIC funded? .....................................................................................................................................................................5 Why does WIC specify infant formula brands? ............................................................................................................................5 How do the vendors fit into the program? ..................................................................................................................................5 WYO W.E.S.T. Card .......................................................................................................................................................................6 Card Problems ..............................................................................................................................................................................6 PROGRAM ADMINISTRATION ...........................................................................................................................................................6 Vendor Authorization Information ...............................................................................................................................................6 Vendor Agreement .......................................................................................................................................................................6 Potential Above 50% Stores .........................................................................................................................................................6 Program Policy/Procedures ..........................................................................................................................................................7 Vendor Responsibilities ................................................................................................................................................................7 POS Requirements ........................................................................................................................................................................8 SELECTION CRITERIA USED TO AUTHORIZE A VENDOR ....................................................................................................................8 FOODS AVAILABLE IN THE WIC PROGRAM .................................................................................................................................... 10 Food Shopping Guide ................................................................................................................................................................ 11 Formula Exchanges .................................................................................................................................................................... 11 MINIMUM STOCKING REQUIREMENTS ......................................................................................................................................... 11 Soy Beverage ............................................................................................................................................................................. 13 Formula ..................................................................................................................................................................................... 13 MAPPING FRESH PRODUCE ........................................................................................................................................................... 14 WIC LOGO/SHELF TALKERS ............................................................................................................................................................ 15 CASHIER TRAINING ........................................................................................................................................................................ 15 Requirements ............................................................................................................................................................................ 16 Balance Inquiry .......................................................................................................................................................................... 16 Split Tender ............................................................................................................................................................................... 16 Benefit Reversal ........................................................................................................................................................................ 16 RECEIPT INFORMATION ................................................................................................................................................................. 17 WIC EBT PRICING AND PROMOTIONS ........................................................................................................................................... 17 IMPORTANT POINTS TO REMEMBER WHEN ACCEPTING A WYO W.E.S.T. CARD ......................................................................... 18 How to know what food the WIC Customer should receive ..................................................................................................... 18 What to do if an item does not scan as a WIC item .................................................................................................................. 18 What to do if a WIC customer says they have forgotten their PIN ........................................................................................... 19 Approving/Canceling a WIC Transaction ................................................................................................................................... 19 Card/PIN Confidentiality ........................................................................................................................................................... 19 WYO W.E.S.T. Signs ................................................................................................................................................................... 19 WIC Smart Cards Found in the Store (Returning Lost Cards) .................................................................................................... 19 TRANSACTING AND REDEEMING WIC BENEFITS ........................................................................................................................... 19 Transaction ................................................................................................................................................................................ 19 Submission for Redemption ...................................................................................................................................................... 20 Reconciliation ............................................................................................................................................................................ 20 VENDOR PEER GROUPS AND COMpETITIVE PRICING.................................................................................................................... 20 NOT-TO-EXCEED (NTE)................................................................................................................................................................... 21 AUTHORIZED PRODUCT LIST (APL) ................................................................................................................................................ 21 HOT CARD LIST (HCL) ..................................................................................................................................................................... 22 What happens if a WIC customer tries to use a hot card? ........................................................................................................ 22 What happens if the store accepts a hot card? ........................................................................................................................ 22 CLAIM FILE SUBMISSION ............................................................................................................................................................... 22 PAYMENT DISPUTES ...................................................................................................................................................................... 22 Late Claim Submission ............................................................................................................................................................... 22
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