Business Email Addresses REQUIRED!
All vendors must maintain an active email account that is monitored no less than once a week and capable of receiving WIC contract and program information. Virginia WIC sends all vendor communications via email, so it is important to check your email regularly for program and policy updates. If your business or primary contact email changes, please let us know immediately so that we can update it in our system. Corporate store contact email addresses are required for all corporate chain stores. Independent store email addresses should be the store owner or authorized person for the store. Send all changes to WIC_Retailer@vdh.virginia.gov or contact your vendor liaison.
WIC Food Lists
All retailers have been issued a starter packet of the 2024 Food Lists. Please place a copy at each WIC approved register. The food list is published every two years. The next food list will be released Spring 2026. Additional copies of food lists and other WIC supplies can be ordered using the Retailer Supply Request Web form.
Point of Sale (POS) System
Stand beside POS users can print WIC redemption reports from the POS terminal at any time. If the machine doesn’t function properly, the first attempt to resolve the problem should be to unplug the machine for a minute to let it reset itself. If this doesn’t correct the problem, call Conduent’s retailer helpline at 877-436-6057 or email: eppic24@conduent.com. The state WIC staff may not be able to solve technical issues related to the POS equipment; that would be handled by Conduent.
The quick reference guide for stand beside POS equipment, Verifone Vx570 terminal can be found here: VA_WIC_QRG_v01.4 (virginia.gov)
Integrated POS users must contact your third-party processor (TPP) for issues related to WIC transactions and settlements. For POS equipment issues, contact your POS equipment provider or Value-Added Reseller (VAR) for assistance.
Contact Brian Tun, WIC-UPC Coordinator at Brian.Tun@vdh.virginia.gov with any questions.
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WIC Reimbursements and Not-To-Exceed (NTE) Limits
Authorized retailers are reimbursed up to the current Not to Exceed (NTE) value of each food based on the food item’s category, subcategory, or Universal Product Code (UPC). The NTE is calculated based upon recent eWIC food benefit redemptions for the store’s assigned peer group. This is done automatically every seven days. Remember you are welcome to charge whatever your market will bear, but for WIC items, you will only be reimbursed this amount.
Authorized retailers should contact the NTE Coordinator at the State WIC Office if they have questions about the current NTE reimbursement level for food items in question. The type of food, brand name, and UPC for the food item in question must be provided.
Retailers using stand-beside devices to process eWIC transactions can identify the NTE reimbursement level by reviewing settlement and reconciliation reports produced daily by the eWIC Processor.
Contact Amy Romero the NTE coordinator at amy.romero@vdh.virginia.gov with any questions.
eWIC Transaction Item Limit
There is a transaction limit of 50 items when purchasing foods with the eWIC card. In general, this number won't be exceeded but it can occur if the cashier scans each item individually instead of scanning one item and entering a quantity (especially if scanning each individual container of infant fruits/vegetables).
If the transaction exceeds 50 items, the cashier may receive a message indicating that the maximum number of unique WIC items was exceeded. The cashier can then remove food items to get 50 items or less. After this transaction is complete, you can start a new transaction to buy the other items. For example, Jenna had 62 WIC items, she can purchase 50 in first transaction and 12 in the second transaction. The store’s system will require the participant to swipe the eWIC Card again and re-enter their PIN. Please remember your store’s Point of Sale (POS) may operate differently.
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Ask VA WIC
Q. If milk has a one-day sale price, does the (Stand Beside equipment) need to reflect the sale price?
Answer: Yes, the sale price should be submitted for reimbursement. The current price should be charged to the WIC program. Please see Sanction Section violation C3.
Q. Where do I find the latest WIC program updates?
Answer: The WIC Retailer Resources web page contains the newest training materials, manuals and Approved Product List (APL) available for download. Access retailer information all in one convenient place Virginia WIC Retailers web site. See the Notices and Updates section for recent updated information.
Q. What WIC materials should I have at each eWIC register?
Answer: Current (2024) Food List and 2024 Formula Flyer
Q. Where should I store the Cashier’s Handbook?
Answer: Each store needs only one copy, in the WIC Retail Store binder.
Q. What categories have mandatory shelf labels?
Answer: Refer to the Signage and Shelf Labels document for details.
Mandatory labels: Breakfast Cereal, Cheese (slice and block), Juice (frozen and liquid), Milk (1% and fat free), Yogurt, and Peanut Butter.
 Contact Us
The Vendor Compliance Team has three geographical areas that support local WIC retailers within state health districts.
VA WIC Vendor Liaisons
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Amy Romero Vendor Liaison, Northern Virginia
Amy.Romero@vdh.virginia.gov (804)864-7835
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Ephraim Ewing Vendor Liaison, Western Virginia
Ephraim.Ewing@vdh.virginia.gov (804)864-7813
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Jennifer Trower Vendor Liaison, Eastern Virginia
Jennifer.Trower@vdh.virginia.gov (804)864-7278
Important Links
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