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Season Spring 2023
Training Log
This newsletter provides required annual training for any staff who assist with WIC sales in your store. Please have all staff handling WIC transactions and WIC benefits read this newsletter and complete the Training Log. Return the completed log to us by May 31, 2023 and keep a copy for your records. WIC staff will check your training logs during on-site visits.
What is WIC?
The Special Supplemental Nutrition Program for Women, Infants and Children (WIC) is a nutrition program that provides nutrition and health education, breastfeeding support, healthy food and referrals to other services for Maine families that qualify. WIC supports women and children with nutritious foods during critical times of growth and development.
The WIC Program is federally-funded by USDA’s Food and Nutrition Services.
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WIC Approved Foods
WIC provides supplemental foods designed to meet the special nutritional needs
of WIC participants. WIC food categories are:
| • Milk or milk alternatives |
• Beans/ Peas/ Lentils |
• Breakfast Cereal |
| • Cheese/Tofu |
• Whole Grain Items |
• Canned Fish |
| • Eggs |
• Fruits and Vegetables |
• Infant Formula |
| • Peanut Butter |
• Juice |
• Infant Food |
The current Approved Food List (PDF) can be found on our website, it provides additional details on ME WIC allowed foods.
Approved Product List (APL)
The Maine CDC WIC Nutrition Program is using the WICShopper App to assist in finding allowed WIC foods. To ensure this app is current, we are maintaining an APL. Check your store’s products with WICShopper App. If the product is not recognized as WIC‐approved, use the “I couldn’t buy this!” to report or send an e‐mail to SubmitUPCWIC@Maine.gov.
You can download our current APL and historical versions.
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Produce Mapping Matters
Mapping is the process of linking all WIC eligible produce to PLU codes already included in the WIC Approved Products List (APL). As a WIC authorized vendor, mapping is your responsibility!
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Mapping matters because it’s the only way WIC shoppers can purchase all fresh fruits and vegetables at your store.
- Mapping reduces frustration and confusion for your customers and your cashiers.
- Mapping increases your fruit and vegetable sales.
- Mapping helps WIC fulfill our mission of providing nutritious foods and improving health for our participants.
All produce must be “mapped” to your store’s approved PLU’s. Mapping is critical for produce which have store generated. UPCs which are not recognized by the WIC Approved Products List (APL). UPCs for fresh produce items frequently change and UPCs not in the WIC Approved Products List (APL) are denied. Please assist WIC families purchasing fresh produce with UPCs by mapping any new products received. To map in your POS system contact your store manager or POS provider.
Thank you for partnering with us and working hard to make sure Maine families can buy fresh fruits and vegetables at your store!
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Minimum Inventory Requirements Checklist
Stores are required to stock WIC-approved foods and keep a minimum inventory available. Minimum inventory must be available at the time of application and must be maintained by WIC authorized stores. Minimum Stocking Requirements (PDF)
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Infant Formula From Authorized Supplier
Infant formula charged to the WIC program must be obtained by the vendor from an authorized supplier. Authorized Infant Formula Supplier List (PDF) Each vendor must maintain inventory records of these purchases for at least three years.
These inventory records include but are not limited to:
- Inventory records showing all infant formula purchases, wholesale and retail, in the form of invoices identifying the wholesale or retail quantity and prices
- Transfer records showing origination, destination, and quantity
- Sales and use tax return
- Books of account
- Other pertinent records necessary to substantiate the volume and the prices charged through WIC food instrument redemption and for determination and verification of whether vendor is an above‐50‐percent vendor.
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WIC Transaction Procedures
The procedure for transacting WIC can be a little different depending on the register system at your store. Please review your store’s procedures on processing a WIC transaction.
However, all stores must:
- Give the WIC customer the balance inquiry receipt.
- Give the customer their mid-transaction receipt and have them verify the items that are approved. Be sure the customer approves the transaction. If the card declines (times out), note the error code, wait about 20 seconds and then have the customer swipe the card again or manually enter the customer’s card number.
- Give the customer their final receipt.
If there are items that the customer believes are WIC-approved but do not ring through, ask the customer to check them on the WIC Shopper App or refer them to their WIC clinic.
Common issues causing rejection of transaction or item:
- Customer has more than the 50 WIC-approved item limit;
- Customer did not accept the mid-transaction in time;
- Fresh produce is not mapped;
- The customer selected items that are on the APL but are not on the participant’s benefit.
WIC cannot pay for bottle deposits or bag fees. Please collect these from the WIC customer.
Remember, WIC customers are not required to buy all the items on their benefit nor are all the items on the WIC APL on the customer’s benefit. Run a balance inquiry for a list of foods currently available on the customer’s benefit.
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Vendor Sanction System
The Maine WIC Program sanction system is predominantly a pattern-based sanction system. The Program may initiate administrative action to assess a civil money penalty, terminate for cause, or disqualify vendor for non-compliance on the basis of an incident of violation or a pattern of violations.
The Maine WIC Program will issue a warning letter for the initial incident of a state or federal-level violation prior to imposing sanctions, with the following exceptions:
- The Department determines that notification of the vendor will compromise the compliance investigation;
- The violation warrants disqualification after one incident;
- A federal-level mandatory sanction must be imposed after the first incident; or
- The violation is detected as the result of an inventory audit.
Prior to terminating for cause, the WIC Program will consider whether it would result in inadequate participant access. In rare cases, the WIC Program might decide that disqualifying a vendor would cause undue participant hardship. In these situations, the WIC Program might elect to assess a civil money penalty rather than disqualify the vendor.
For more detail, refer to the WIC Program VM-6: Sanction System.
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WIC-Customer Complaints
We would like to know about any problems or concerns you have with WIC customers or processing WIC transactions. The problem may be a misunderstanding. Some customers may be new to WIC or do not understand the Approved Foods List or transaction procedures. Sometimes a WIC customer, or any customer, can be challenging. Please assist them, in a discreet manner, to resolve the conflict. Feel free to report WIC customer issues via web form contact us or WICShopper "Rate or give feedback" or Call: 207-287-3991 or email: WICVendor@maine.gov.
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Claims
If the WIC Program detects overcharges by an authorized vendor, it will
establish a claim against the vendor. The Program will provide the vendor with
an opportunity to justify or correct the vendor overcharges. If satisfied with the
justification or correction, the WIC Program will adjust the proposed claim
accordingly. If following the justification or correction a claim against the
vendor remains, the WIC Program will issue a final claim. The final claim must
be paid within 30 days of issuance or the vendor agreement will be terminated.
Claims against vendors are not subject to administrative appeal.
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Incentive Policy
You cannot offer a WIC customer incentives that you do not offer to all your other customers. You can offer buy-one-get-one and other types of promotions to WIC customers, and you must accept valid manufacturer coupons from WIC customers if you allow these for your other customers. You must always treat a WIC customer the same as you would any other customer.
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Changes to WIC
Farmers Market Nutrition Program
The WIC Farmers’ Market Nutrition Program (FMNP) is associated with the Special Supplemental Nutrition Program for Women, Infants and Children, popularly known as WIC. Eligible WIC participants are issued FMNP benefits in addition to their regular WIC benefits. These benefits can be used to buy eligible foods from farmers, farmers' markets or roadside stands that have been certified by the state agency to accept FMNP benefits.
In 2022 Maine WIC was first in the nation to provide touchless mobile-mobile e-transactions for Cash Value Benefits.
- Fruits & Vegetables - Cash Value Benefits are redeemable at ME WIC authorized stores and ME WIC certified farmers
- FMNP - Cash Value Benefits are redeemable at certified ME WIC farmers
Direct WIC customers looking to redeem their FMNP benefits to Maine.gov/WIC for more information.
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This institution is an equal opportunity provider. Non-Discrimination Statement
Maine WIC Nutrition Program
Department of Health & Human Services
Center for Disease Control & Prevention
286 Water Street
Augusta, ME 04330
207-287-3991 1-800-437-9300
TTY: Maine Relay 711
email: WICVendor@maine.gov
website: Maine.gov/WIC
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