ITCA WIC VENDOR MANUAL

ITCA WIC Vendor Manual Original: June 1997 Revised: October 2011

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ITCA WIC VENDOR

MANUAL

FY 2012

October 1, 2011 to September 30, 2012

Inter Tribal Council of Arizona, Inc.

WIC Program

2214 N. Central Avenue, Suite 100

Phoenix, AZ 85004

602-258-4822 main

602-258-4825 fax

WIC is an equal opportunity provider.


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Table of Contents

Page

ITCA Contact Information…………………………………………………………………. 3

Introduction-What is WIC…………………………………………………………………. 4

ITCA WIC Decal……………………………………………………………………….......... 11

Vendor Responsibilities……………………………………………………………………... 12

WIC Approved Foods……………………………………………………………………….. 15

Minimum Stock Requirements…………………………………………………………….. 25

WIC Approved Shelf Labels………………………………………………………………. 33

Check Cashing Procedures…………………….…………………………………………... 35

ITCA WIC ID Folder………………………………………………………………….......... 39

ITCA Proxy Information……………………………………………………………………. 40

ITCA Proxy Form…………………………………………………………………………… 41

Cashing the ITCA WIC Check/Fruit & Vegetable Check………………………………... 42

Least Expensive Milk……………………………………………………………………….. 43

Use of Coupons………………………………………………………………………………. 45

Process of Payment for ITCA WIC Checks/Fruit & Vegetable checks………………….. 49

Rejected Checks & Secondary Review……………………………………………………... 50

Redemption Reminders……………………………………………………………………... 59

Vendor Monitoring………………………………………………………………………….. 60

Vendor Contract Terms……………………………………………………………………. 67

Vendor Contract…………………………………………………………………………….. 69

Price Stock Report Information….……………………………………………………….. 93

Report Changes……………………………………………………………………………… 95

Peer Groups…………………………………………………………………………………. 98

Sanction System…………………………………………………………………………….. 102

Fair Hearing & Appeal Process…………………………………………………………… 113

Complaints………………………………………………………………………………….. 119


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ITCA Contact Information:

Crystalina Corona, Vendor Coordinator

Phone: 602-258-4822 Fax: 602-258-4825 Email: [email protected]

ITCA Website:

On our website you will find helpful Vendor information like WIC Alerts, Newsletters, Vendor Contract, Minimum Stock Requirements, the Vendor Manual, etc.

You may visit our website at:

http://www.itcaonline.com/


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WHAT IS WIC?


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WHAT IS WIC? WIC is the Special Supplemental Nutrition Program for Women, Infants and Children. It was established by the federal government as a pilot program in 1972. It gained permanent program status through Public Law 94-105 as an Amendment to the Child Nutrition Act of 1966. This cost-effective nutrition intervention program is designed to improve the nutritional status of income eligible pregnant, breastfeeding and postpartum women, infants and children up to the age of five years who are determined to be at nutritional risk. WIC provides supplemental foods, nutrition education, breastfeeding promotion and health care referrals to its clients. WIC is administered by the United States Department of Agriculture (USDA). The purpose of the WIC program is to prevent health problems and to improve the health and nutritional well being of our nation's women, infants and children during critical growth periods. It is important to remember that WIC is an educational program that works with health care systems to help clients make positive changes in their eating habits. As a preventive health care program, for every dollar spent on WIC, four dollars are saved in Medicaid costs. Eligibility for the Program is based upon nutritional risk, residency and income criteria as established by USDA. The WIC Program is available to eligible clients without regard to race, color, national origin, gender, age or disability. WIC services are provided when proper foods and eating habits are needed for a woman to have a healthy baby, or for a child to achieve full mental and physical growth. WIC Program clients are assessed by paraprofessional staff that determine the need for nutrition guidance and prescribe supplemental foods. The specific foods prescribed have high levels of protein, vitamins and minerals, especially iron and vitamin C. The prescribed foods are listed on a check/fruit & vegetable check, which is given to the WIC client. The WIC customer redeems these checks/fruit & vegetable checks for the food prescribed at authorized grocery stores and pharmacies (vendors) who have signed a contract to abide by all WIC Program requirements. Within the geographic boundaries of Arizona there are three (3) separate WIC Programs, the Arizona Department of Health Services WIC Program, the Navajo Nation WIC Program and the Inter Tribal Council of Arizona Inc. (ITCA) WIC Program. There are differences between the ITCA WIC Program and the other two WIC Programs, which operate in Arizona. Each has its own set of vendor rules and regulations. However, the programs may share the same vendors. All three programs have worked together to coordinate efforts in check/fruit & vegetable check redemption and authorized foods. Through these efforts the three programs have developed an Arizona WIC Programs Food List that

reflects the authorized foods for all three programs. This Vendor Manual relates solely to the

ITCA WIC Program.


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WHAT IS ITCA?

The Inter Tribal Council of Arizona Inc. was established in 1952 to provide a united voice for tribal governments located in the State of Arizona to address common issues of concern. On July 9, 1975, the council established a private, non-profit corporation, Inter Tribal Council of Arizona, Inc. (ITCA) under the laws of the State of Arizona to promote Indian self-reliance through public policy development. ITCA provides an independent capacity to obtain, analyze and disseminate information vital to Indian community self-development. ITCA currently represents twenty tribes across the state of Arizona. Agencies participating in the ITCA WIC Program are listed below.

A G E N C I E S G E O G R A P H I C A L A R E A

Hopi Tribe Moenkopi, Hotevilla, Bacavi, Kykotsmovi, Old Orabi, Shungapavi, Keams Canyon, Second Mesa, Polacca

Hualapai Tribe Peach Springs, Diamond Creek

Havasupai Tribe Flagstaff, Supai, Kingman, Peach Springs

Pascua Yaqui Tribe Guadalupe, Pima County Area

Yavapai Apache Nation Camp Verde, Middle Verde

San Carlos Apache Tribe Bylass, Globe, San Carlos, Safford

Tohono O’odham Nation Ajo, Casa Grande, Sells, Tucson, Gila Bend

Colorado River Indian Tribes Parker, Lake Havasu City, Salome, Ehrenburg, AZ; Havasu Lake, CA

White Mountain Apache Tribe Cibecue, Pinetop, Whiteriver

Gila River Indian Community Casa Grande, Chandler, Coolidge, Sacaton, Laveen, Eloy, Maricopa, Stanfield

Native Health and Native Health @ PIMC Maricopa County Area

Salt River Pima-Maricopa Indian Community

East Valley Phoenix, Scottsdale, Fountain Hills, Mesa


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GEOGRAPHICAL MAP OF ITCA WIC AGENCIES


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ITCA WIC PROGRAM LISTING 2214 North Central Avenue, Suite 100

Phoenix, Arizona 85004

PROGRAM & ADDRESS

PHONE/FAX

SERVICE AREA

Tohono O’odham Nation

WIC Program P.O Box 810 Sells, AZ 85634

Ph: 520-383-6200 Fx: 520-383-6229

TOHONO O’ODHAM NATION

Gila River Indian Community

WIC Program Maternal & Child Nutrition P.O. Box 157 Sacaton, AZ 85247

Ph: 520-562-3318 Fx: 520-562-9244

GILA RIVER INDIAN COMMUNITY

Pascua Yaqui Tribe

Health Department WIC/Food Plus Programs 7490 S. Camino de Oeste Tucson, AZ 85757

Ph: 520-879-6113 Fx: 520-883-1057

PIMA COUNTY, GUADALUPE, MARANA

Hopi Tribe WIC Program P.O. Box 123 Kykotsmovi, AZ 86039

Ph: 928-737-6362 Fx: 928-737-6338

HOPI TRIBE, COCONINO COUNTY

Colorado River Indian Tribes

WIC Program 12302 Kennedy Drive Parker, AZ 85344

Ph: 928-669-5588 Fx: 928-669-5590

LA PAZ COUNTY

Havasupai Tribe

WIC Program P.O. Box 10 Supai, AZ 86435

Ph: 928-448-2345 Fx: 928-448-2551

HAVASUPAI


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PROGRAM & ADDRESS

PHONE/FAX

SERVICE AREA

Salt River Indian Community

WIC Program 10005 East Osborn Road Scottsdale, AZ 85256

Ph: 480-850-8414 Fx: 480-850-7374

SCOTTSDALE AND MESA

San Carlos Apache Tribe

WIC Program P.O. Box 18 San Carlos, AZ 85550

Ph: 928-475-2468 Fx: 928-475-2248

SAN CARLOS APACHE TRIBE

White Mountain Apache

Tribe

WIC Program P.O. Box 18 Whiteriver, AZ 85941

Ph: 928-338-4232 Fx: 928-338-1742

WHITER MOUNTAIN APACHE TRIBE

Yavapai Apache Nation

WIC Program 2400 W. Datsi Camp Verde, AZ 86322

Ph: 928-649-7120 Fx: 928-567-5452

YAVAPAI APACHE NATION

Hualapai Tribe WIC Program P.O. Box 397 Peach Springs, AZ 86434

Ph: 928-769-2208 Fx: 928-769-2588

HUALAPAI TRIBE

Native Health

WIC Program 4520 N. Central Ave., Suite 350 Phoenix, AZ 85012 Native Health @ PIMC

WIC Program 4212 N. 16th Street Phoenix, AZ 85016

Ph: 602-279-5262 Fx: 602-263-0452 Ph: 602-263-1558 Fx: 602-263-1641

MARICOPA COUNTY


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ROLE OF THE VENDOR WIC vendors help to make the ITCA WIC Program work effectively. Each month, WIC clients receive checks/fruit & vegetable checks, which contain a "food prescription,” for supplemental foods, designed to meet their nutritional needs. As vendors, you are like a pharmacist who fills a prescription for a patient. The foods specified on the WIC checks/fruit & vegetable checks are specially selected for the health of the patient. You must make sure the correct items and amounts are purchased with the correct check/fruit & vegetable check. Offering quality customer service is important. However, fruit and vegetable checks will not have food quantities listed, but, rather, only contain a maximum dollar value for the purchase of allowable fruits and vegetables. If a customer makes a mistake, such as purchasing the wrong formula, give them assistance. Explain any discrepancies in their purchase. You play an important role in implementing the Program when you provide this type of service because the nutritious WIC foods are designed to promote the healthiest possible birth outcome as well as the growth and development of children. Without the WIC Vendor, the program could not exist. The WIC Vendor may also find that the WIC Program purchases make a substantial contribution to food sales. Since the ITCA WIC Program allows WIC clients to select their choice of vendors from an authorized ITCA WIC Vendor list, most clients select a Vendor that provides the remainder of their shopping needs. Current studies show a WIC client spends an additional three to four dollars in cash or food stamps for every WIC dollar spent. WIC is good business, but there are many things that store personnel must understand before becoming an authorized WIC Vendor.


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THE ITCA WIC DECAL

The purpose of the “ITCA WIC” decal is to allow WIC clients/authorized caregivers to identify your store as an authorized ITCA WIC Program Vendor. The decal is available only in English and must be posted in a location that is visible to clients/authorized representatives. ITCA will provide your store with up to (2) window decals at the beginning of each Contract period. An additional supply may be requested by contacting the ITCA WIC Vendor Coordinator.

Please note that Vendors must use the signage provided by ITCA; Vendors are NOT allowed to create or use any other “WIC” signage.


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VENDOR RESPONSIBILITIES

Owner

� The owner is responsible for WIC authorization/contracts and to ensure that all employees are aware of the policies and procedures for WIC transactions.

� The owner is responsible for providing all paperwork required by the ITCA WIC State Office in order to participate in the WIC Program.

Store Managers

� Store managers are responsible for making sure all checks/fruit & vegetable checks are processed correctly by the cashiers.

� They make sure that the cashiers are trained and are knowledgeable about the WIC Program.

� They review and correct a cashier’s performance if necessary when problems arise during the WIC Transaction.

Cashiers

� Cashiers represent the store.

� They enforce all WIC rules and regulations.

� They help WIC customers fill their food prescriptions.

� They fill out all information on the checks/fruit & vegetable checks correctly.

� They treat the WIC customers with respect and courtesy.

Bookkeepers

� Bookkeepers make sure that the Vendor Stamp is stamped clearly on each check/fruit & vegetable check.

� They make sure the stamp is legible.

� They check for mistakes on the checks/fruit & vegetable checks.

Store Representatives

� Store Representatives receive information from the ITCA WIC State Office and pass the information on to the necessary people in the store.

� They make sure all new policies are followed and any necessary corrections are made.

� They act as a liaison between the ITCA WIC State Office and the store.


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What is WIC? Quiz - Introduction Section

Read each question completely and then choose the best answer for each question. 1. What does WIC stand for?

a. It doesn't stand for anything. b. We Invest in Children Program. c. The Special Supplemental Nutrition Program for Women, Infants and Children.

2. What are the four services WIC provides for its clients?

a. Nutrition education, breastfeeding promotion, head start and baby sitting services. b. Supplemental foods, job training, breastfeeding promotion and head start. c. Nutrition education, breastfeeding education, referral to health services and supplemental

foods. 3. What are the three WIC Programs in Arizona?

a. Arizona, ITCA and Hopi Nation. b. Arizona, ITCA and Navajo Nation. c. Arizona, ITCA and Local Agency.

4. ITCA, Inc. was established to promote Indian self-reliance through public policy development.

a. True b. False

5. ITCA does not represent:

a. The Hopi Tribe. b. The Navajo Nation. c. The Colorado River Indian Tribes.

6. What is a WIC check/fruit & vegetable check?

a. A check/fruit & vegetable check with specified foods used to purchase WIC foods. b. A utensil used to stir food. c. The Quest card that replaced food stamps.


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7. A food prescription is… a. foods that will help WIC clients to be healthy. b. foods that are on sale and cheap. c. any foods that the WIC client wants.

8. WIC customers are allowed to be treated differently than other customers.

a. True b. False

9. The owner of the store is responsible for…

a. making sure all cashiers process the check/fruit & vegetable check correctly. b. representing the store. c. providing all paperwork that is required by the ITCA WIC State Offices.

10. Store managers are responsible for…

a. stamping the check/fruit & vegetable check with the vendor stamp. b. making sure all cashiers process the check/fruit & vegetable check correctly. c. providing paperwork that is required by the ITCA WIC State Offices.

11. Cashiers are responsible for…

a. enforcing the rules of the ITCA WIC Program and helping customers fill out their food prescriptions correctly.

b. making sure all information is filled out correctly on the WIC check/fruit & vegetable check.

c. Both a and b. 12. The bookkeeper is responsible for…

a. making sure the check/fruit & vegetable check is stamped with the vendor stamp. b. acting as a liaison between the ITCA WIC State Offices and the store. c. providing paperwork that is required by the ITCA WIC State Offices.

13. The store representative is responsible for…

a. acting as a liaison between the ITCA WIC State Offices and the store. b. stamping the check/fruit & vegetable check with the vendor stamp. c. None of the above.

14. The ITCA WIC Program is for American Indians only.

a. True b. False


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WIC Approved Foods


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What Foods are Available on the WIC Program?

WIC foods are carefully selected to meet certain nutritional requirements. These foods will help our clients reach their nutritional goals as well as ensure good health. All of these foods are high in vitamins, minerals and proteins. For this reason, the ITCA WIC Program does not allow the substitution of unauthorized food items by vendors or WIC clients. Here are the foods we provide:

� Milk � Fresh fruit & vegetables � Sardines � Cheese � Juice � Infant fruit &

vegetables � Eggs � 100% whole wheat bread � Infant food meats � Peanut butter � Corn tortillas � Infant cereal � Beans/legumes � Whole wheat tortillas � Infant formula � Cereal � Brown rice � Soy milk � Tuna � Tofu � Pink salmon

Approved and Non-Approved WIC Foods The Arizona WIC Programs Food List contains only those types and brands of foods that are allowed by the ITCA WIC Program. It also indicates those types and brands of foods that cannot be purchased. The Arizona Department of Health Services, Navajo Nation and the ITCA WIC Programs share the same food list. Vendors who are authorized by multiple WIC programs should familiarize themselves with the differences in policies and procedures. WIC Programs select specific types and brands of foods that best meet the nutritional needs of their clients, are readily available, cost-effective and acceptable to clients. Should there be any changes or updates to the food list, vendors will be notified. Vendors should have a current Arizona WIC Programs’ Food List posted at each cash register for easy reference and consultation. ITCA will provide a supply of English and Spanish versions of the food list at the beginning of each contract period. An additional supply may be requested by calling the ITCA WIC Vendor Coordinator.


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Arizona WIC Programs Food List

Available in English and Spanish


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WIC Approved Foods

WIC FOOD CAN BUY CANNOT BUY

CEREAL

Cold - 12 oz or larger and up to the amount specified on the check. Hot –11.8 oz or larger and up to the amount specified on the check.

Only these brands for Cold Cereal:

Any store brand: Crispy Rice or *Toasted Oats General Mills: *Total, Kix (plain), *Cheerios (plain and Multigrain), and Chex (Rice, Corn and *Wheat) Kellogg’s: Corn Flakes, Special K, *All-Bran Wheat Flakes, *Frost Mini Wheats (Bite Size), and Rice Krispies Malt-O-Meal: *Frosted Mini Spooners, Crispy Rice Post: Banana Nut Crunch, Honey Bunches of Oats (Honey Roasted, Almond, and Vanilla Bunches), *Grape Nuts, Grape Nut Flakes Quaker: Life (Original), *Oatmeal Squares (Brown Sugar and Cinnamon)

Only these brands for hot cereal:

Cream of Wheat: Instant Original Flavor individual packets

Malt O’ Meal: Original

Quaker Instant Oatmeal *Original individual packets

(*) Indicates Whole Grain

No organic or variety packs No cold cereal in packages less than 12 ounces Frosted cereals except those listed in the CAN BUY section

Any package of hot cereal less than 11.8 ounces Added raisins, fruit or nuts Variety packs Organic


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MILK

Lowest cost, gallon containers in the amount and type as printed on the check.

Lowest cost, half gallons or quarts when specified on check.

Whole, reduced fat (2%), low fat (1%), skim or fat free milk as specified on check.

No organic, raw, pints, goats milk, evaporated filled milk, sweetened condensed milk, buttermilk, acidophilus, half & half, non-dairy milk, rice milk or soy. (Soy milk is only allowed if specified on check.)

No chocolate or any flavored milk.

SOY MILK Pacific Natural Foods Ultra Soy

32 oz. shelf stable

Plain & Vanilla flavors only

and

8th Continent

½ gallon containers refrigerated

Original and Vanilla flavor only

Soy milk with DHA/ARA Pacific Ultra Soy chocolate or organic 8th Continent chocolate, light, fat free, organic or complete vanilla

EGGS

Any brand, fresh, raw, white, chicken eggs,

Small, Medium or Large.

Dozen cartons only.

No specialty eggs, low cholesterol, DHA, organic, free range, cage free, nest and fertile, extra-large or jumbo size eggs, brown eggs, eggs in six pack cartons or egg substitutes.

TOFU Any brand of calcium set tofu

Up to 16 ounces, any texture

Water packed only

No organic tofu.

No tofu with added fats, sugar, oils or sodium.

PEANUT BUTTER

Any brand of plain, creamy, chunky or super chunky styles, natural, low sodium or low sugar peanut butter.

16 to 18 oz jars.

No organic, spreads or added jelly, honey, candy chips, marshmallows, chocolate, DHA or omega 3

Peanut butter in tubes.

BEANS

Any brand and type of dry beans, peas or lentils in one pound packages or bulk.

Canned beans only if specified on check.

No green, yellow, or wax beans, fresh or frozen beans, refried beans, bean soup mixes with flavoring packets/spices, snap beans and no gourmet or organic beans.


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JUICE

64 oz. Shelf stable:

• Seneca Apple

• Treetop Apple

• Welch’s Grape and White Grape

• Langers Apple, Grape, White Grape and Pineapple

• Western Family Apple and Grape

• Shurfine Apple and Grape

• Any brand Orange and Grapefruit

No added sugar or sweetener or organic juice. No Odwalla or Naked brands.

64 oz. Refrigerated juice:

• Any brand Orange or Grapefruit

11.5 – 12 oz. Frozen concentrate juice:

• Any Brand Orange or Grapefruit

• Seneca Apple

• Dole Pineapple

• Old Orchard Apple, Grape, and Pineapple

• Treetop Apple


• Langers Apple


• Dole Pineapple-Orange

ITCA and NN WIC only: When specified on check/fruit & vegetable check:

• 5.5-6 ounce containers of Dole Pineapple, Donald Duck Orange and V-8 juice. (Any type).

• 8 ounce containers of Sunglo juice boxes. (Any flavor).


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CHEESE

Any brand, plain, domestic, 16 oz packages

Only these types:

� Cheddar (includes longhorn)

� Colby Jack

� Colby (includes longhorn)

� Monterey Jack

� Mozzarella (whole or part skim)

� Including string cheese

Blended cheese (i.e. Colby jack) is allowed.

No shredded, grated, sliced, cubed, added ingredients, cheese from deli counter, random weighted, organic or imported, cheese food, cheese product, cheese spread or cheese imitation. No organic cheese. Cheese in packages less than 16 ounces.

No cheese sticks or cheese swirls.

CANNED FISH Tuna- Any brand of water packed chunk light tuna, 5 oz cans Pink Salmon- Any brand of water packed pink salmon, 7.5 oz cans

Any brand and any type of sardines, 3.75 oz cans.

Flavored or seasoned sardines are allowed.

Tuna: No solid white or Albacore tuna, tuna with soy protein added, oil packed tuna, prime fillet, lunch kit tuna mix, tuna packed in pouches, tuna with added ingredients, flavored or seasoned tuna. Salmon: No salmon with added ingredients, red salmon, salmon in pouches, flavored or seasoned salmon, Atlantic salmon or fillets.

Sardines: No Brisling or Norwegian sardines.

WHOLE GRAINS Whole Wheat Bread:

Only these brands for 100% Whole Wheat Loaves of bread:

• Any store brand labeled 100% Whole Wheat bread (including bakery)

• Bimbo 100% Whole Wheat Bread

• Roman Meal Sun Grain 100% Whole Wheat Bread

• Sara Lee Classic 100% Whole Wheat Bread

Wonder Soft 100% Whole Wheat Bread

Organic, gluten-free, diet, light or mini-loaves, pita or flat bread, English muffins, sandwich thins or rounds, bags, buns, rolls or organic is not allowed.


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Corn Tortillas:

Only these brands for soft corn tortillas in 16 oz package:

• Any store brand

• Casa Rica

• Don Pancho

• Guerrero

• La Banderita

• La Burrita

• Mama Lola’s

• Mission

• Santa Fe Tortilla Company

Brown Rice:

Only these brands for short or long grain brown rice in 16 oz bag:

• Any store brand

• Blue Ribbon Brown Rice

• Mahatma Brown Rice

• Shurfine Brown Rice

• Springfield Brown Rice

Whole Wheat Flour Tortillas:

Only these brands for whole wheat flour tortillas in 16 oz package:

• Any store brand*

• Guerrero Tortillas de Harina Integral

• La Banderita Fajita Whole Wheat Tortillas

• Mission Whole Wheat Tortillas

*Whole wheat flour must be listed as the first ingredient.

No organic or corn tortilla chips, tostadas and taco shells are not allowed. Instant brown rice, rice in plastic containers, seasoned or flavored, white rice, basmati and jasmine rice or organic is not allowed. No tortilla chips, tostada or taco shells, white flour tortillas, flavored tortillas (such as spinach or tomato) or organic.


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FRESH FRUITS &

VEGETABLES

Any variety of fresh fruit and vegetables. Whole or cut fresh fruits and vegetables are allowed. Bagged vegetables, including lettuce is allowed.

No white potatoes; herbs and spices; edible blossoms such as squash blossoms; creamed or sauced vegetables; vegetable-grain mixtures; fruit-nut mixtures; breaded vegetables; fruits and vegetables for purchase on salad bars; salad kits; nuts; ornamental fruits and vegetables, such as chilies on a string; painted pumpkins; fruit baskets and party trays; and items such as blueberry muffins.

INFANT FORMULA

ONLY brand and type printed on check. No low iron formula unless printed on the check.

INFANT CEREAL

Gerber and Beech Nut, single grain without fruit, 8 oz or 16 oz boxes.

Organic cereals, high protein cereals and mixed cereals are not allowed.

Cereals with added fruit, sugar, yogurt, formula or DHA/ARA are not allowed.

Cereals in jars, cans or variety boxes are not allowed.

INFANT FRUITS &

VEGETABLES

Any eligible brand, Stage 2, any single variety or combination of plain fruits or vegetables in 3.5 oz or 4 oz. containers

Organic, added cereal, formula, DHA & ARA is not allowed. Salt, sugar or starches, desserts, dinners or food combinations are not allowed.

INFANT MEATS Any eligible brand, single ingredient infant meats with added broth or gravy in 2.5 oz. containers.

No organic, added salt and/or sugars, dinners or food combinations

CANNED BEANS Only these brands for canned beans: - Bush’s: Pinto, Black, Garbanzo,

Cannellini White Kidney, Great Northern, Dark Red Kidney

- Valu Time: Pinto - El Mexicano: Garbanzo and Pinto - Shurfine: Premium Great Northern,

Premium Pinto, Premium Black, Premium Garbanzo, Premium Light Red

No beans in brands and varieties not listed, no beans with added fat, oil, seasoning, spices or meat, no pork and beans, baked beans or refried beans.


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Kidney, Premium Dark Red Kidney - Springfield: Fancy Black , Black-eyed

Peas and Fancy Pinto - Western Family: Premium Great

Northern, Premium Black, Premium Garbanzo, Premium Light Red Kidney and Pinto

- Albertson’s: Cannellini , Garbanzo, Great Northern, Red and Whole Pinto

- Food Club: Garbanzo , Great Northern, Pinto and Dark Red Kidney

- Fry’s/Kroger: Black, Black-eyed Peas, Cannellini Kidney, Garbanzo, Great Northern, Pinto, Red, Light Red Kidney and Dark Red Kidney

- Safeway: Black, Light Red Kidney, Garbanzo, Red, Lima and Pinto

- Great Value: Black , Great Northern, Red and Pinto


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Minimum Stock Requirements


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APPENDIX B

Inter Tribal Council of Arizona, Inc. WIC Program

FY 2012 Minimum Stock Criteria

Effective October 1, 2011

The Vendor shall have in stock at all times WIC authorized food items. WIC authorized items shall be only those listed on the Arizona WIC Programs approved Food List. Vendor will adequately stock contracted infant formulas.

FOOD ITEM

BRAND/TYPE QUANTITIES REQUIRED TO STOCK

SIZE # OF VARIETIES NOT ALLOWED

Milk Lowest cost brand of refrigerated milk

12 gallons and 2 half gallons and 4 quarts

Gallon containers Half gallon containers Quart containers

Must carry whole milk in gallons, half gallons and quart sizes

And 1% or skim in gallons, half gallons and quart sizes.

No organic, raw, pints, goats milk, evaporated filled milk, sweetened condensed milk, buttermilk, acidophilus, half & half, non-dairy milk, rice milk or soy. (Soy milk is only allowed if specified on check.) No chocolate or any flavored milk.

Cheese Any brand, plain domestic prepackaged Only these types:

• Cheddar (includes longhorn)

• Colby (includes longhorn)

• Monterey Jack

• Mozzarella, including string cheese

Blended cheeses of the above are allowed (i.e. Colby jack).

4 pounds

16 ounces (2) two varieties

No shredded, cubed, sliced, added ingredients, cheese from deli counter, random weighted, organic or imported, cheese food, cheese product, cheese spread or cheese imitation. Cheese in packages less than 16 ounces. No cheese sticks or cheese swirls.

Eggs Any brand, fresh, raw, white chicken eggs

4 dozen Small, medium or large in one dozen cartons

N/A No brown, extra large, jumbo or six pack cartons of eggs. No egg substitutes, or specialty eggs that include low cholesterol, DHA, organic, free range, cage free, nest and fertile eggs.

Beans Any brand and type of dry beans, peas or lentils in one pound packages or bulk

4 pounds

16 ounce package or bulk

(1) one variety of beans, peas or lentils

No organic, snap beans, fresh, frozen, flavored, seasoned, or gourmet, bean soup mixes, green beans, yellow beans or wax beans.


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Canned

Beans

Only these brands for canned beans:

- Bush’s: Pinto, Black,

Garbanzo, Cannellini

White Kidney, Great

Northern, Dark Red

Kidney

- Valu Time: Pinto

- El Mexicano: Garbanzo and Pinto

- Shurfine: Premium Great Northern, Premium Pinto, Premium Black, Premium Garbanzo, Premium Light Red Kidney, Premium Dark Red Kidney

- Springfield: Fancy Black , Blackeye Peas and Fancy Pinto

- Western Family: Premium Great Northern, Premium Black, Premium Garbanzo, Premium Light Red Kidney and Pinto

- Albertson’s: Cannellini , Garbanzo, Great Northern, Red and Whole Pinto

- Food Club: Garbanzo , Great Northern, Pinto and Dark Red Kidney

- Fry’s/Kroger: Black, Blackeye Peas, Cannellini Kidney, Garbanzo, Great Northern, Pinto, Red, Light Red Kidney and Dark Red Kidney

- Safeway: Black, Light Red Kidney, Garbanzo, Red, Lima and Pinto

- Great Value: Black , Great Northern, Red and Pinto

8 cans Up to 16 oz cans

Must carry (2) two varieties and (1) one must be Pinto beans

No frozen beans, peas or lentils, canned green peas, yellow beans, snap beans, green beans, wax beans, refried beans, Cajun style, chili beans, seasoned beans, BBQ, Ranch-style beans, baked beans, dry beans or organic beans

Peanut

Butter

Any brand of plain, smooth, chunky, natural, low sodium or low sugar peanut butter

2 jars 16 to 18 ounce jars

N/A No organic, spreads, added jams or jelly, honey, candy chips, DHA, omega-3, marshmallows, chocolate or peanut butter in tubes.


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Canned

Fish

Any brand of water packed chunk light tuna Any brand of water packed pink salmon Any brand and any type of sardines

6 cans of tuna

and

4 cans of salmon

and

8 cans of sardines

5 ounce cans 7.5 ounce cans 3.75 ounce cans

N/A N/A N/A

No tuna packed in oil or pouches or with any added ingredients. No red sockeye salmon, salmon in pouches or with added ingredients. No Brisling sardines or Norwegian Brisling sardines.

Cereal Only these brands for

Cold Cereal:

Any store brand: Crispy Rice or *Toasted Oats General Mills: *Total, Kix (plain), *Cheerios (plain and Multigrain), and Chex (Rice, Corn and *Wheat) Kellogg’s: Corn Flakes, Special K, *All-Bran Wheat Flakes, *Frost Mini Wheats (Bite Size), and Rice Krispies Malt-O-Meal: *Frosted Mini Spooners, Crispy Rice Post: Banana Nut Crunch, Honey Bunches of Oats (Honey Roasted, Almond, and Vanilla Bunches), *Grape Nuts, Grape Nut Flakes Quaker: Life (Original), *Oatmeal Squares (Brown Sugar and Cinnamon)

Only these brands for hot

cereal:

Cream of Wheat:

Instant Original Flavor individual packets

Malt O’ Meal:

Original

Quaker Instant Oatmeal *Original individual packets

(*) Indicates Whole Grain

12 boxes of cold cereal

and

2 boxes of hot cereal

12 ounces or larger of cold cereal in bags or boxes

and

11.8 ounces or larger of hot cereal in boxes

Must carry (3) three varieties of cold cereal and (2) two must be whole grain (*)

And

(1) one variety of hot cereal

Cold Cereal

• Cold cereals less than 12 ounces

• Variety packs

• Frosted cereals except for Kellogg’s Frost Mini Wheats and Malt O Meal Frosted Mini Spooners

• Organic

Hot Cereal

• Hot cereals less than 11.8 ounces

• Added raisins, fruit or nuts

• Variety packs

• Organic

Juice Only these brands of

100% juice :

4 shelf stable or refrigerated

64 ounce containers

Shelf stable or refrigerated: (3)

No added sugar or sweetener or organic juice.


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64 oz. shelf stable juice:

• Seneca Apple

• Treetop Apple


• Langers Apple, Grape, White Grape and Pineapple


• Shurfine Apple and Grape

• Campbell’s Tomato

• Any brand Orange and Grapefruit

Only these brands of

100% juice:

64 oz. refrigerated juice:

• Any brand Orange or Grapefruit

Only these brands of

100% juice:

11.5-12 oz. frozen

concentrate:

• Seneca Apple

• Dole Pineapple

• Dole Pineapple-Orange

• Old Orchard Apple, Grape, and Pineapple

• Treetop Apple


• Langers Apple


• Shurfine Apple

• Any Brand Orange and Grapefruit

and

6 frozen

and

11.5-12 ounce frozen containers

three varieties and (1) one must be orange juice Frozen concentrate: (2) varieties

No Odwalla or Naked brands

Infant

Formula

Similac Advance EarlyShield

Similac Soy Isomil

27 cans

and

9 cans

12.4 ounce cans 12.4 ounce cans

N/A N/A

Infant

Cereal

Gerber or Beech Nut brands only, plain single grain without fruit

12

or

6

8 ounce containers

or

16 ounce containers

(2) two varieties and (1) one must be rice cereal

No organic, cereal with added fruits, formula, DHA & ARA

Infant

Fruits

and

Any brand, Stage 2, any single variety or

64

3.5 ounce containers

(4) four varieties of fruits and (4) four

No organic, added cereal, formula, DHA & ARA, salt,


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Vegetables

combination of plain fruits or vegetables in 3.5 oz or 4 oz. containers

and

8

and

4 ounce containers

varieties of vegetables

sugar or starches, desserts, dinners or food combinations

Infant

Meats

Any brand, single ingredient infant meats with added broth or gravy.

31

2.5 ounce containers

(2) two varieties No organic, added salt and/or sugars, dinners or food combinations

Whole

Wheat

Bread

Only these brands for 100% Whole Wheat Loaves of bread:

• Any store brand labeled 100% Whole Wheat bread (including bakery)

• Bimbo 100% Whole Wheat Bread

• Roman Meal Sun Grain 100% Whole Wheat Bread

• Sara Lee Classic 100% Whole Wheat Bread

• Wonder Soft 100% Whole Wheat Bread

6 16 ounces Loaves only

• Gluten Free

• Diet, light or low carb

• Mini loaves

• Pita or flat bread

• English muffins

• Sandwich thins or rounds

• Bagels

• Buns

• Rolls

• Organic

Fresh

fruit and

vegetables

Any variety of fresh fruit and vegetables.

Fruit:

Vegetables:

15

and

15

Pounds Pounds

Fruit:

Must carry (4) four varieties of fresh fruit.

Vegetables:

Must carry (5) five varieties of fresh vegetables.

No white potatoes; herbs and spices; edible blossoms such as squash blossoms; creamed or sauced vegetables; vegetable-grain mixtures; fruit-nut mixtures; breaded vegetables; fruits and vegetables for purchase on salad bars; salad kits; nuts; ornamental fruits and vegetables, such as chilies on a string; painted pumpkins; fruit baskets and party trays; and items such as blueberry muffins.

Soy Milk Pacific Natural Foods Ultra Soy Or 8th Continent Soymilk

None but if client has check for soy milk, vendor must order soy milk and have for the client within (5) five calendar days.

32 ounces shelf stable ½ gallons

Plain and Vanilla Original and Vanilla

Any other flavors other than plain and vanilla. 8th Continent chocolate, light, low fat or fat-free, organic or complete vanilla.

Tofu Any brand, up to 16 ounces, water packed any texture calcium-set tofu

None but if client has check for tofu,

Packages up to 16 ounces

N/A No organic tofu. No tofu with added fats, sugar,


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vendor must order tofu and have for the client within (5) five calendar days.

oils or sodium.


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What is WIC? Quiz- Authorized WIC Foods Section

Read each question completely and then choose the best answer for each question. 15. The ITCA WIC Approved Food List is...

a. a list of foods that most stores sell. b. a list of foods that most WIC clients want. c. a list of foods that the ITCA WIC Programs have decided will help their clients in reaching good nutrition goals.

16. ITCA shares a food list with:

a. Arizona WIC Program b. Navajo Nation WIC Program c. Both a & b

17. Each food category on the Arizona WIC Programs Food List has...

a. a specific type that can be purchased. b. instructions on how to cook it. c. none of the above.

18. You use the Arizona WIC Programs Food List to...

a. decide what to buy for your own groceries. b. check if the ITCA WIC customer has purchased the right WIC food. c. decorate your store.

19. You are allowed to buy different types of WIC approved cereal as long as the total amount of cereal

does not exceed thirty-six (36) ounces.

a. True b. False

20. ITCA WIC customers are allowed to purchase Calcium Fortified Orange Juice and Country Style

Orange Juice

a. True b. False


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WIC Approved Shelf

Labels


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How to Use the ITCA WIC Approved Shelf Labels

The ITCA WIC Approved Shelf Labels will only be used to identify authorized WIC foods on store shelves. Vendors may not use shelf labels made by the vendor, food manufacturers or distributors to identify WIC approved items. The ITCA WIC Approved Shelf Labels are used to help clients identify WIC approved food items to make their shopping at the grocery store easier.

The ITCA WIC Shelf Label may be put on the shelf under a WIC approved food item. The shelf

label should never be used to put on an actual food item. If you are also authorized to accept the Arizona WIC Program checks, you may use their WIC Approved labels as your primary shelf label to label authorized food items in your store. Then you may use the ITCA WIC Approved Shelf Labels if needed.

IMPORTANT! If you use any WIC Approved labels from either the ITCA WIC Program or Arizona WIC Program, you must place a label for each WIC approved food item in the same category. You cannot use the WIC Approved shelf labels on only one or two items; you must place the labels on all WIC approved items in the same category. For example: In the category for WIC Approved juices: You place a WIC Approved shelf label on Langers 64 ounce shelf stable apple juice, you must then use the WIC Approved shelf labels to identify all other WIC approved juices.


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Check Cashing

Procedures


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Checks/Fruit & Vegetable Checks The WIC check/fruit & vegetable check is the primary way that the goal of improved nutrition is

reached for the ITCA WIC clients. Printed on the check/fruit & vegetable check is a prescription for specific food items that have been designated as being most beneficial to the individual WIC client. WIC clients then redeem their check/fruit & vegetable check at WIC approved stores and pharmacies, which fill their food prescriptions. Vendors are reimbursed for the properly negotiated check/fruit & vegetable check via a banking system process. ITCA WIC checsk/fruit & vegetable checks have a white background with green watermarks.


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What is on the Check/Fruit & Vegetable Check?

1. Check/Fruit & Vegetable Check Number: The computer will print the check number on the upper right hand corner of the check/fruit & vegetable check.

2. First Date to Use: The WIC client cannot use the check/fruit & vegetable check before this date.

3. Date of Use: The cashier must write the date the WIC check/fruit & vegetable check is used in the store or the bank will reject the check/fruit & vegetable check.

4. Last Date to Use: The WIC client may not use the check/fruit & vegetable check after the date in this box.

5. Actual $ Amount: The specified foods and quantities are totaled at the cash register and the exact cost is entered in this box. However, with the fruit & vegetable check, the exact cost or the maximum value of the check, whichever is less, will be entered into this box. The cashier is responsible for entering the actual purchase amount. The price must be written legibly in ink.

6. $ Correction: If the dollar amount is corrected amount must be written in this box. 7. Cashier Initials: The cashier will then write their initials in this box to verify the change. 8. Vendor Stamp: The vendor is responsible for stamping the authorized number on each

check/fruit & vegetable check. If the vendor number is missing, the bank will reject the check/fruit & vegetable check.

9. Food Prescription: The check/fruit & vegetable check will list the amount and the type of foods a WIC client is allowed to purchase. However, the fruit & vegetable check will not have food amounts listed; only a maximum dollar value will be printed on the check. At the very bottom of this area is also a statement for vendors of how much time they have to deposit the check into their bank. The statement will say “Vendors must deposit checks within 45 days”

10. Local Agency: The check/fruit & vegetable check will include the name and telephone number of the local agency that printed the checks/fruit & vegetable checks.

11. Signature: The authorized caregiver will sign the check/fruit & vegetable check at the checkout counter at the time of purchase. The signature can be corrected if it does not match and/or if the check/fruit & vegetable check was pre-signed. Caregivers can sign in the lower right hand corner of the prescription box.

Note: The signature MUST match one of the signatures on the WIC Identification Folder or Proxy

form.


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Check/Fruit & Vegetable Check The Inter Tribal Council of Arizona WIC Program uses one (1) type of check/fruit & vegetable check: 1. Automated checks/fruit & vegetable checks are issued at the point of certification and on a monthly, bimonthly, or trimonthly basis. The majority of the WIC check/fruit & vegetable check is computer generated. The automated check/fruit & vegetable check is computer printed with the following information: the client and local agency information, issue dates and the prescribed foods.

ATTENTION! The ITCA WIC Program does NOT issue checks/fruit & vegetable checks that are manually handwritten or typed.


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ITCA WIC Identification Folder Local programs issue an ITCA WIC Identification (ID) Folder to all eligible clients and their authorized caregivers in the WIC Program. This ID folder is used for identification during clinic visits and redemption of ITCA WIC check/fruit & vegetable check. The front of the ID folder contains the following important data: 1. ITCA WIC LOGO: Indicates the client(s) are/is enrolled in the ITCA WIC Program.

2. CLIENT NAME: The name of the individual(s) who receives WIC benefits.

3. CAREGIVER SIGNATURE (S): The name of the person or person(s) authorized to redeem

the check/fruit & vegetable check. This name may differ from the name of the clients when the

clients are not of age (i.e. infants or children). There may be more than one caregiver listed.

4. CNW NAME AND SIGNAURE: Name of staff member who certified the client(s).

5. LOCAL PROGRAM NAME/CLINIC: Name of local program and clinic where client(s) are

enrolled.


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Example: ITCA WIC Identification Folder


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ITCA Proxy Information

In special circumstances, clients or their authorized caregivers may designate a PROXY to pick up and/or redeem the WIC checks/fruit & vegetable checks. A proxy acts as a substitute for the authorized caregiver. The clinic provides the designated proxy with a proxy form that authorizes them to pick up and/or redeem the checks/fruit & vegetable checks for the client. The designated proxy uses the proxy form as an identification folder when redeeming the WIC checks/fruit & vegetable checks at the authorized WIC vendor.

The WIC client or their authorized caregiver will use the WIC Identification Folder as identification when redeeming the checks/fruit & vegetable checks. The proxy will ONLY use the PROXY FORM when redeeming the WIC checks/fruit & vegetable checks. An example of a PROXY FORM is shown on the next page.

Vendors should not accept ITCA WIC checks/fruit & vegetable checks without seeing

either the ID Folder or Proxy Form.

No other form of identification is necessary, such as an Arizona Driver's License or Social Security Card.

Vendors should not request any additional identification.


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Proxy Certification Form

Inter Tribal Council of Arizona WIC Program

I, ____________________________________________________, understand that I will be allowed to accept WIC

checks/fruit & vegetable checks and purchase WIC authorized foods for the following clients:

I also understand that as a proxy I am required to follow WIC regulations listed below. I must give the check/fruit & vegetable check to the authorized representative to use in the store OR I can use them myself in the store and follow the rules for cashing WIC check/fruit & vegetable checks that are listed in

the client’s WIC Identification Folder and the rules below:

• I must shop only at WIC authorized stores.

• I must buy only the foods listed on the WIC check/fruit & vegetable check and foods on the ITCA Food List.

• I must obtain receipts for the foods purchased.

• I must give all the foods purchased and the store receipts to the authorized representative.

• I cannot use the checks/fruit & vegetable checks until the first date of use or after the last date of use.

• I must not return WIC foods to the store for credit or exchange them for unauthorized foods or sell them for cash.

I understand that I have the right to complain about problems that I may have at the store using the WIC checks/fruit &

vegetable checks. I understand that misuse of WIC checks/fruit & vegetable check is against the law and that I may be

prosecuted if I misuse checks/fruit & vegetable checks and/or be required to pay back the cost of the foods received.

The undersigned is authorized to accept and use WIC checks/fruit & vegetable checks from ________________

to ___________________.

____________________________________________________ __________________ Proxy Signature Date ____________________________________________________ __________________ WIC Staff Signature Date “In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discrimination on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, 1400 Independence Avenue, S.W., Washington, D.C., 20250-9410 or call (800) 795-3272 (voice) or (202) 720-6382 (TTY). “USDA is an equal opportunity provider and employer.” (Revised Oct. 2009)


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Cashing the ITCA WIC Checks/Fruit & Vegetable Checks

The checkout procedure is an important aspect of the vendor’s responsibility. Store personnel should treat WIC clients with the same courtesy as any other customer. Separate lines may not be established for WIC customers. To take less time during check out, local WIC clinic employees instruct WIC clients on the following items:

1. How to use the WIC checks/fruit & vegetable checks; 2. How to select only authorized foods listed on WIC checks/fruit & vegetable checks; and 3. Who the authorized ITCA WIC Vendors are in their community.

Offering quality customer service is important. If a WIC customer makes a mistake, you should

offer whatever assistance is needed to ensure the WIC customer purchases the correct items and explain any discrepancies in their purchase. Cashiers must be familiar with the WIC Food List and should have one at each cash register for reference. The following are steps cashiers should follow when redeeming an ITCA WIC Check/Fruit & Vegetable Check.

CASHIERS WILL:

1. IDENTIFY THE WIC CUSTOMER

Request to see the WIC Identification Folder or Proxy Certification Form.

2. CHECK THE DATES

Check the “First Date to Use” and the “Last Date to Use”. Checks/Fruit & Vegetable checks are only valid from the first date of use through the last date to use (approximately 30 days). � Do not accept WIC checks/fruit & vegetable checks from clients before the date shown

in the box marked first date of use or after the expiration date that is shown in the box marked “last date to use” on the check/fruit & vegetable check. Remember, post dated checks/fruit & vegetable checks are not acceptable and ITCA does not pay expired checks/fruit & vegetable checks.

� If the client attempts to cash a WIC check/fruit & vegetable check early (before the first

date of use) or late (after the last date to use), you should:

�Not accept the WIC Check/Fruit & Vegetable Check

�Tell the client to return to the local WIC office for assistance.


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�Report them using a WIC Vendor Reporting Card.

3. VERIFY THAT THE WIC CHECK/FRUIT & VEGETABLE CHECK HAS NOT BEEN

REPORTED LOST OR STOLEN

ITCA will notify all Vendors by Certified Mail (in writing) if checks/fruit & vegetable checks have been reported lost or stolen and ITCA has issued a stop payment.

4. VERIFY SELECTED FOOD ITEMS

The Arizona WIC Programs Food List contains a directory of all approved foods, brands and sizes. The client’s food prescription is shown on the checks/fruit & vegetable check and they can only purchase the specified food items in the quantities listed.

CLIENTS MUST PURCHASE ALL OF THE INFANT FORMULA ON THEIR CHECK.

i. Clients may not buy more than the total quantity listed on the WIC check, but they can purchase less than the quantities listed on the check, with the exception of infant formula.

Note: Fruit & Vegetable Checks only: Clients may pay the difference for all fruits and vegetables being purchased that exceed the maximum value as stated on the fruit & vegetable check. Clients may pay the difference in a form of payment that the vendor accepts including cash, check, Nutrition Assistance Program (NAP, formerly Food Stamps), debit or credit.

ii. Clients may not substitute a food item such as Honey Nut Cheerios for an authorized food item such as Cheerios.

iii. There can be no “rain checks”. If the store is out of an authorized food item, refer them to another vendor.

Least expensive milk:

� Cashiers must be aware of all milk specials. If the highest priced brand of milk goes on sale at a lower shelf price than the contracted “least expensive” milk, WIC clients can purchase either.

� If the contracted “least expensive” milk is out of stock, WIC clients can purchase the next available “least expensive” milk. If the next available “least expensive” milk is listed as a higher shelf price, WIC clients can purchase it. Stores do not have to adjust the selling price to match the contracted “least expensive” milk.


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5. ENTER THE DATE OF USE

The CASHIER must enter the date the check/fruit & vegetable check was used in the box marked “Date of Use”. WIC check/fruit & vegetable check with a missing date of use are not paid.

If the cashier makes an error when entering the date of use on the check/fruit & vegetable check, he/she may correct it by:

a. Drawing one straight line through the incorrect date.

b. Entering the correct date clearly above the line and initialing the change.

FIRST DATE

OF USE

06/01/2005

DATE OF USE LAST DATE

TO USE

07/01/2005

WIC checks/fruit & vegetable checks with an incorrect “Date of Use” may be rejected by the bank as cashed early or cashed late.

6. HANDLE EACH CHECK/FRUIT & VEGETABLE CHECK SEPARATELY

Each check/fruit & vegetable check must be handled as a separate transaction.

• Do allow the WIC Customer to redeem more than one check/fruit & vegetable check per visit.

• Do not combine the total purchase amounts from two or three checks/fruit & vegetable check on to one check/fruit & vegetable check.

7. ALLOW THE USE OF COUPONS AND PROMOTIONAL SPECIALS

NOTE: Infant formula coupons are not allowed as per ITCA’s contract with the infant formula

manufacturer.

WIC Clients are encouraged to take advantage of promotional specials for other WIC approved foods and to use coupons whenever possible. This includes the following:

�� Cents Off Coupons

• Single, double, triple, quadruple and other store coupons are acceptable.

�� Buy One Get One Free


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• Non-WIC approved foods or items are acceptable free items (i.e., buy two 12 ounce boxes of Cheerios and get a Honey Nut Cheerios Free).

• If milk on promotional special is less than the normal least expensive milk, the WIC client can purchase the “buy one get one free” item.

�� Free Additional Ounces

• Free additional ounces should cost the same as the original ounces specified on the container (i.e. 4 ounces Free: 22 ounce jar for the same cost as the 18 ounce jar).

• The free additional ounces SHOULD NOT be counted towards the maximum number of ounces on the check.

�� In Store Promotions

• Any in store promotions such as “Manager’s Specials” on WIC items should be allowed.

�� Store Discount Savings Cards

• Store Cards that offer discounts on WIC food items are acceptable.

�� Employee Discount Cards

• WIC customers, who are also grocery store employees, may use their employee discount card with any/all purchases, INCLUDING WIC infant formula purchases.

The amount of the discount should appear on the receipt as a deduction to the total amount of the WIC check/fruit & vegetable check. The discount MUST be made at the time of the purchase. Under no circumstances should the client be given cash back because they forgot to use their discount card at the time of the WIC purchase.

8. ENTER THE PURCHASE PRICE

The cashier must write in the total dollar amount of the purchase in the space marked “Actual $ Amount”. The following applies to the purchase price:

� Sales tax may not be added to the WIC purchase.

FRUIT & VEGETABLE CHECK ONLY: Clients may pay the difference for all fruits and vegetables being purchased that exceed the maximum value as stated on the fruit & vegetable check.

NOTE: The dollar amount written must be less than or equal to the maximum amount stated on the fruit & vegetable check. Do not include any amount over the maximum value in the total amount that is written on the fruit & vegetable check.

Example: A WIC customer has a fruit & vegetable check for $6 and the total amount of fruits &

vegetables being purchased is $6.75. The cashier will write $6.00 on the fruit & vegetable check and


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the WIC customer will be responsible for paying the remainder in a form of payment the vendor

accepts (cash, check, debit card, etc.)

The portion of the fruit and vegetable check transaction that is paid with a WIC customer’s own funds may be subject to sales tax. For fruit and vegetable check transactions that are less than the maximum value of the check, no cash change shall be given.

9. CORRECT AN INCORRECT DOLLAR AMOUNT

If the cashier makes an error when entering the total amount of the purchase on the check/fruit & vegetable check, he/she may correct it at the time of purchase by:

a. Drawing one straight line through the incorrect amount.

b. Entering the correct amount clearly and legibly in the “$ Correction” box.

c. The Cashier will initial the correction in the “Cashier Initial” box.

ACTUAL $ AMOUNT

$ CORRECTION

35.24

CASHIER INITIAL

ME

33.25

10. WITNESS WIC CUSTOMER’S SIGNATURE

The signature on the check/fruit & vegetable check must match one of the signatures on the Identification Folder. This means that the cashier MUST ask to see the WIC ID Folder to verify the signature ONLY. Client ID numbers DO NOT need to be matched.

At the checkout, the WIC customer must sign the WIC checks/fruit & vegetable checks in the box marked “Signature” or on the line. WIC customers can re-sign checks/fruit & vegetable checks if

the original signature does not match or if the check/fruit & vegetable check was pre-signed by:

b. Drawing a line through the original signature.

c. Re-signing the check/fruit & vegetable check above the original signature or to the left of the signature box in the lower right corner of the prescription box.

d. Verify that the signature matches one of the signatures on the ID Folder or Proxy form. If the signature does not match one on the ID Folder, do not accept the check/fruit & vegetable check. Ask the WIC customer to return to the WIC office for assistance.


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SIGNATURE MUST MATCH IDENTIFICATION FOLDER

John A. Doe____________

11. RECIEPTS

Give each WIC customer a clear, legible cash register receipt for each WIC purchase.

� The cash register receipt MUST show:

� Name of the Store

� Quantities purchased

� Total $ Amount

� List only the items authorized on the WIC check/fruit & vegetable check.

� Must be legible

� WIC must appear on the receipt either handwritten or imprinted by the cash register.

WIC customers can re-sign in one of these areas.


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To Process a WIC Check/Fruit & Vegetable Check for Payment

1. VALIDATE THE WIC CHECK/FRUIT & VEGETABLE CHECK WITH THE ITCA

WIC VENDOR STAMP:

The vendor must stamp each check/fruit & vegetable check with their authorized WIC vendor number on the lower right hand side of the check/fruit & vegetable check, marked “vendor stamp”. If a check/fruit & vegetable check is rejected for “Missing Vendor Number”, the vendor should re-stamp the returned check/fruit & vegetable check and redeposit it within the valid time frame (45 days from the first date of use).

Note: The ITCA WIC Program accepts the Arizona WIC Vendor Stamp as an authorized ITCA Vendor Stamp. Any changes to your vendor number (i.e. vendor number was issued by the Arizona WIC Program) MUST be reported immediately to the ITCA WIC Program, so any changes can be reported to the banking contractor. If ITCA is not notified, the checks/fruit & vegetable checks with the invalid vendor number will be rejected from the bank.

2. DEPOSIT DATE: The Vendor MUST deposit the WIC check/fruit & vegetable check in the bank within 45 days of the “First Date of Use”. All replacement or overridden checks/fruit & vegetable checks must be deposited immediately.

3. REVIEW OF WIC CHECKS/FRUIT & VEGETABLE CHECKS: After deposit, the bank reviews the check/fruit & vegetable check according to pre-established criteria to determine if it will be paid. Checks/Fruit & Vegetable Checks which meet all criteria are accepted for payment and the funds are credited to the Vendor’s account through standard banking procedures.


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Rejected Checks &

Secondary Review


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Payment Criteria for Rejected Checks/Fruit & Vegetable Checks

The ITCA WIC Banking Contractor will reject checks/fruit & vegetable checks for only one reason at a time. When you submit rejected for secondary review, ITCA will review them for all payment criteria. The following is a table that shows the reasons for rejection and the action that will be taken.

MESSAGE CRITERIA ACTION

Deposited Too Late

The check/fruit & vegetable check was submitted to the bank 45 days after the first date to use.

Payment will not be made.

Invalid Vendor #

The Vendor number stamped on the check/fruit & vegetable check is not an authorized number per the ITCA Vendor File.

Payment will not be made: If the store is not an authorized ITCA WIC Vendor.

Missing Signature

The signature of the authorized caregiver is missing.


Altered Check/fruit & vegetable check

Someone has changed the checks/fruit & vegetable checks issue dates, overwritten the signatures, or changed the amount or type of foods listed on the prescription of the check/fruit & vegetable check.


Over Maximum Amount

The pay amount is greater than the amount calculated for the check type per peer group.

Payment will not be made in full: Vendors will be paid (using ACH process) the maximum amount on the check based on the redemption average, local agency average or Price/Stock Report for that check type.

Date of Use Redeemed Late

The date used is after the last date to use and/or The imprinted information from the vendor’s cash register indicates the check /fruit & vegetable check was accepted after the last date to use.

Payment will be made ONLY if: The cashier writes in the wrong month or year on the date of use box and the check/fruit & vegetable check was endorsed with a valid date.


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INVALID VENDOR #

Void-Do Not Redeposit

IT-07

MESSAGE CRITERIA ACTION

Date of Use Missing

The date of use field on the check/fruit & vegetable check is blank.

Payment will be made ONLY if: The check/fruit & vegetable check was endorsed with a valid date on the back of the check/fruit & vegetable check.

Date of Use Redeemed Early

The date of use is prior to the first date to use.

Payment will be made ONLY if: The cashier writes in the wrong month or year on the date of use box and the check/fruit & vegetable check was endorsed with a valid date.

Missing Vendor Number

The Vendor stamp is missing.

Payment will be made ONLY IF: The vendor is allowed one time to stamp the check/fruit & vegetable check and redeposit it back to the bank within 45 days from the date of issue.

Unreadable Vendor #

The Vendor stamp is not readable.

Payment will be made ONLY IF: The check/fruit & vegetable check is re-stamped with the authorized vendor number and it is readable.

REJECTED CHECKS/FRUIT & VEGETABLE CHECKS:

When checks/fruit & vegetable checks are rejected from the bank, it will look like the following:

i.g. Reason for rejected check/fruit &

vegetable check

Check/Fruit & Vegetable Check is VOID.

ITCA’s pre-set criteria code.


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Secondary Review

The vendor’s responsibility is to properly redeem WIC checks/fruit & vegetable checks. If the vendor does not fill out the checks/fruit & vegetable checks properly, the bank will return them – unpaid.

The ITCA WIC Program may replace or override any check/fruit & vegetable check that has been rejected for payment following a secondary review by the ITCA WIC State Office. It is the vendor’s responsibility to REVIEW all checks/fruit & vegetable checks before depositing. Please be prompt in requesting secondary reviews for checks/fruit & vegetable checks. They must be sent to ITCA within 60 days of the “first date of use” for review. If approved the check/fruit & vegetable check must be submitted for payment to the bank within 90 days from the First Date of Use. Stale dated checks/fruit & vegetable checks (check/fruit & vegetable checks deposited after 45 days from the “first date to use”) or missing the date of use without valid endorsement date from the cash register printed on the back will not be paid. On an individual basis, the ITCA WIC Program will consider replacing or overriding check/fruit

& vegetable checks for payment with the following problems:

1. Client’s signature in the wrong place. 2. Cashier entered the date and purchase amount in the wrong place. 3. WIC check/fruit & vegetable check rejected for unreadable vendor stamps, but are

correctly stamped.

The ITCA WIC Program will not replace or override checks/fruit & vegetable checks with the following problems:

1. Missing signature. 2. Altered checks/fruit & vegetable checks. 3. Stale dated checks/fruit & vegetable checks. 4. Check/fruit & vegetable checks submitted for secondary review 60 days after the

first date to use. 5. Invalid Vendor number. 6. Exceeding the $ amount for FI type (maximum amount will be paid using the

ACH process) NOTE: DO NOT CHANGE OR ADD any information to a check/fruit & vegetable check that

has been rejected form the bank (i.e. A check/fruit & vegetable check that was rejected for “missing date of use”, “exceeds $ amount for FI type”, “missing signature”). These types of changes or additions are considered alterations and will not be paid on a secondary review. This is a violation and your store could be sanctioned.


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Request for Secondary Review

To request a secondary review, Vendors must submit the original/bank copy of the check/fruit & vegetable check in question with a brief note of explanation and documentation to:

ITCA WIC PROGRAM

Attn: Vendor Coordinator

2214 North Central Avenue, Suite 100



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What is WIC? Quiz: Cashing the WIC Check/Fruit & Vegetable Check Section

21. The first step to redeeming a check/fruit & vegetable check is…

a. ringing up the purchase. b. handling the customer the receipt with WIC written across it. c. identify the ITCA WIC client or their authorized caregiver.

22. You can identify an ITCA WIC customer by…

a. asking them. b. looking at their Identification Folder. c. guessing.

23. When an ITCA WIC customer cannot pick up their check/fruit & vegetable check, a _________does it for them.

a. proxy b. friend c. enemy

24. If it is just one day, you may accept the check/fruit & vegetable check before the first date to

use or after the expiration date.

a. True b. False

25. If the signature of the authorized caregiver on the ID Folder has a middle initial, the signed

check/fruit & vegetable check needs to include the middle initial.

a. True b. False

26. WIC customers are allowed to utilize promotional specials?

a. To receive cash back using store discount cards. b. For buy one get one free offers. c. Both a and b.

27. The date of use can be corrected by drawing one line through the incorrect date, writing the

correct date above the line, and writing the cashier initials.

a. True b. False


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28. The second step to redeeming a check/fruit & vegetable check is…

a. have the ITCA WIC customer countersign the check/fruit & vegetable check b. check the dates c. verify the selected food items

29. The third step to redeeming a check/fruit & vegetable check is…

a. verify that the check/fruit & vegetable check is not reported lost or stolen b. verify the selected food items c. put the purchase price on the check/fruit & vegetable check

30. The fourth step to redeem a check/fruit & vegetable check is…

a. enter the date of use b. witness the customer’s signature c. verify the selected food items

31. An ITCA WIC customer needs to buy all the food prescribed on their check/fruit & vegetable

check when they are buying:

a. eggs b. milk c. infant formula

32. An ITCA WIC customer needs to buy all of their prescribed items every time they use a

check/fruit & vegetable check without infant formula (i.e. milk, juice, cheese, etc.)

a. True b. False

33. ITCA WIC customers can go over the amount of food prescribed on their check/fruit &

vegetable check when:

a. the local programs say they can. b. they need to c. ITCA WIC customers are never allowed to go over the amount of food prescribed on

their check/fruit & vegetable checks

34. You may ring all WIC purchases up on the same check/fruit & vegetable check if the ITCA WIC customer is purchasing all foods from several checks/fruit & vegetable checks at the same time.

a. True b. False


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35. The fifth step to redeeming a check/fruit & vegetable check is…

a. identify the ITCA WIC customer b. enter the date of use c. write WIC on the receipt

36. The sixth step to redeeming a check/fruit & vegetable check is…

a. check the dates b. enter the purchase price c. keep each WIC purchase separate

37. ITCA WIC customers can substitute unapproved food items when…

a. the store is out of the ITCA WIC approved food items. b. they feel like it. c. ITCA WIC customers are never allowed to substitute unapproved food items for

approved WIC food items

38. You may accept the check/fruit & vegetable check if the signature on the check/fruit & vegetable check does not match one of the signatures on the ID folder or proxy form.

a. True b. False

39. The eighth step to redeeming a check/fruit & vegetable check is…

a. enter the purchase price. b. verify the checks/fruit & vegetable checks have not been reported lost or stolen. c. verify the selected food items.

40. The tenth step to redeeming a check/fruit & vegetable check is…

a. give the customer a receipt. b. witness the client/authorized caregiver’s signature. c. enter purchase price

. 41. ITCA WIC customers are allowed to purchase less than the amount printed on the formula

check (i.e. 4 cans instead of 8 cans). a. True b. False


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42. ITCA WIC customers receive rain checks when…

a. the store is out of the ITCA WIC approved food item. b. when the manager authorizes it. c. ITCA WIC customers are never allowed to accept or receive rain checks.

43. You may accept a check/fruit & vegetable check that is pre-signed.

a. True b. False

44. If you have accepted a check/fruit & vegetable check, but you did not get a signature from

the ITCA WIC customer, you should:

a. call your manager. b. call the Vendor Coordinator at the ITCA WIC State Office. c. call the Arizona Department of Health Services WIC State Office.

45. The final step to redeeming a check/fruit & vegetable check is…

a. witness the signature. b. tell the customer to have a nice day. c. give the client the receipt.

46. WIC clients are allowed to pay the difference if the fruits & vegetables they are purchasing exceed the face value of the fruit & vegetable check.

a. True. b. False

47. An altered check/fruit & vegetable check, could be a check/fruit & vegetable check that:

a. was rejected from the bank, returned to the Vendor, then the vendor made a change to it

and re-submitted it for a secondary review. b. was hand written because the computer or printer was not working at the clinic. c. had the dollar amount corrected by the cashier and the cashier initialed the change. d. a and c e. All of the above.


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Redemption Reminders

1. Treat WIC customers with the same courtesies as any other customer. Whenever possible, offer to help WIC customers fill their food prescriptions correctly.

2. Allow WIC customers to participate in promotional offers. They are entitled to the same

promotional offers as other customers.

3. WIC transactions are tax exempted. Do not charge a WIC customer sales tax.

4. Always have the client sign the check/fruit & vegetable check in front of the cashier after the cashier has written in the dollar amount and date.

5. Do not accept an altered check/fruit & vegetable check*.

6. Do not give WIC customer’s cash back, when using a WIC check/fruit & vegetable check.

7. Do not allow a WIC customer to purchase unauthorized WIC foods or items. Please refer to

the Arizona Authorized Food List.

8. Do not accept a WIC check/fruit & vegetable check before the “first date of use” or after the “last date to use”.

9. Do not accept out of state WIC checks/fruit & vegetable checks unless your store has an

agreement with them.

10. Cashiers should not match client ID numbers or names to anything. The cashier will only verify the signatures on the ID folder and check/fruit & vegetable check.

11. Allow the WIC customer to pay the difference for all fruit & vegetables that exceed the

maximum value when using the fruit & vegetable check.

*An altered check/fruit & vegetable check is a check that has been altered in the prescription box, or the dates have been altered. If you receive a check/fruit & vegetable check like this, contact the Vendor Coordinator at the ITCA WIC State Office immediately. You will need to take down the ITCA WIC customer’s name and the check/fruit & vegetable check number and submit it on a Vendor Reporting Card (Page 62).

ITCA WIC Vendor Manual Original: June 1997 Revised: May 2011

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Monitoring


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Vendor Monitoring Upon entering into a contract with the ITCA WIC Program, the vendor is subject to monitoring by the ITCA WIC State Agency. The ITCA WIC State Agency or its representative will visit the vendor prior to or at the time of its authorization as an ITCA WIC approved vendor, as well as throughout the three year authorization period. Vendors may be chosen for monitoring based on

□ Random Selection

□ History of Program abuse

□ History of high prices

□ Rejected Checks/Fruit & Vegetable Checks

□ Lack of variety/stock of authorized foods

□ Volume of Business

□ Complaints

□ Availability of authorized foods

The ITCA WIC State Agency monitors Vendors to ensure that they understand the WIC Program's rules, regulations, and procedures, to reduce program errors and to improve the integrity of the WIC Program. At least ten percent (10%) of the authorized Vendors will be monitored annually. Vendors may be monitored through, the following measures (list is not all inclusive):

□ Vendor Site Reviews

□ Rejected Check Reports

□ Inventory audits

□ Compliance Buys

□ Cash register receipt reviews

□ Customer Complaint Reporting

If rules are not being followed or abuse is discovered, sanctions and possible disqualification may be imposed based on the type and severity of the violation.


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Vendor Site Review A Vendor Site Review (VSR) consists of an unannounced on-site visit by an ITCA WIC representative. This is done to ensure that Vendors are continually well stocked for WIC customers. As outlined in the Vendor Contract, the Vendor MUST allow a Vendor Site Review to be conducted. There are four types of Vendor Site Reviews:

1. Initial: First time visit for an applicant or change of owner as a prerequisite for contract authorization.

2. Initial follow-up: New applicants who did not ‘pass’ the initial VSR due to insufficient variety or stock, expired formula, prices not posted on shelf or product, etc. will receive a one time only follow up visit prior to the decision of the application.

3. Representative/Routine: Vendor is chosen at random during an authorization period. 4. High risk/follow-up: Vendors who have high prices, a history of low inventory, client

complaints, large number of rejected checks/fruit & vegetable checks, sanitation issues or other areas of concern will be visited.

The ITCA WIC Program’s state and local agency staff will conduct Vendor Site Reviews. Additional reviews will be conducted for the following reasons:

1. When a vendor changes ownership and the new owner wants to participate in the WIC program.

2. At the State or Local Agencies’ request. 3. As a prerequisite for initial Vendor authorization.

During a Vendor Site Review, the ITCA WIC personnel will use the Vendor Site Review Form to document the visit and any counseling or training provided to the Vendor at the time of the visit. The following areas will be reviewed during the visit: � Attitude of store personnel. � Special problems. � Cleanliness of store. � The reason the store was chosen for review. � Current prices for WIC foods. � WIC checks/fruit & vegetable checks

onsite at the time of the visit. � Expiration dates of WIC foods. � WIC rules and procedures. � Freshness of WIC foods � Variety and stock of WIC foods. � Problems/complaints vendors may be

experiencing with the WIC Program and WIC clients.

� Verify infant formula purchase.


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Rejected Check/Fruit & Vegetable Check Review The ITCA WIC Program has a monitoring system that observes and analyzes problems with the redemption of checks/fruit & vegetable checks. Quarterly, vendor reports are completed that identify high-risk vendors. The ITCA WIC Program will then observe these high risk vendors and evaluate the need for possible follow-up action, on-site monitoring visits or other compliance activities. Checks/Fruit & Vegetable Checks are screened by the bank for the following discrepancies:

Missing Date of Use Invalid Vendor Number

Redeemed Early Stale Dates

Redeemed Late Altered Amount

Missing Signature Vendor Number Missing/Illegible

Exceeds $ Amount Unreasonable Dollar Amount

Altered Check/Fruit & Vegetable Check Over Maximum $ Amount for FI/Check/Fruit & Vegetable Check Type

A vendor's redemption pattern is compiled and analyzed over a three-month period for other indications for high risk vendors such as the following:

High Means – vendor average redemption amounts over a three-month period for a specific check type compared to other vendors in the peer group to identify the stores that have a high mean for the check type.

Low variance – vendor redemption amounts over a three-month period for the identified check type run through a statistical analysis for low variance using a coefficient of variance.

Redemption patterns – variation in the number of check/fruit & vegetable checks redeemed compared from month to month or chronic patterns of overcharging.

Vendors will also be flagged as a high-risk vendor and may be disqualified from the WIC

Program depending on the findings.


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Inventory Audits The ITCA WIC State Office will compare the vendor's invoices against the redemption information from the banking system for a specified time period. The vendor may be awarded sanction points for any and all program errors discovered during the audit or may be asked to reimburse the program for foods that were found to not be purchased by program clients.

Client Complaint Reports Complaints from vendors, clients and local agencies are used to identify problem vendors. The complaints are forwarded to the Vendor Coordinator at the ITCA WIC State Office and reviewed and take action if needed. ITCA WIC customers may fill out a complaint form online on our website. ITCA WIC customers may also contact the ITCA WIC State Agency or local agency by telephone or in person.

Compliance Buys ITCA WIC Personnel will often conduct covert investigations of the vendor. In order to accomplish this, ITCA representatives will pose as ITCA WIC customers and purchase foods using checks/fruit & vegetable checks. During these investigations, the ITCA personnel will check the store for unauthorized food sales, sanitation, non-food items sales, unfair treatment of WIC customers, etc. If problems are found, the vendor will be issued sanctioned points and asked to develop a corrective action plan.

Cash Register Receipt Review WIC receipts provided by WIC clients may be reviewed for errors by the WIC staff. Certain errors would include, but are not limited to the following:

1. Sales tax added. 2. Unauthorized food sales using the check/fruit & vegetable check as

payment. 3. Unauthorized quantities of food items. 4. Combining checks/fruit & vegetable checks.

Should discrepancies be found on the receipts, the vendor will be asked to repay the ITCA WIC

Program for unauthorized purchases and/or sales tax. In addition, the Vendor may also be subject to sanction points or disqualification.


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What is WIC? Quiz: Troubleshooting and Monitoring Section

47 If a customer brings an unapproved ITCA WIC food item to your cash register, you should...

a. make them come back another day. b. offer to replace it with the correct, approved food item. c. make them go back and replace the item themselves.

48. ITCA WIC customers may...

a. receive free ounces on WIC approved foods. b. use buy one get one free coupons. c. All of the above.

49. An altered check/fruit & vegetable check is....

a. a check/fruit & vegetable check that has been change after rejected from the bank for missing

date of use. b. a check fruit & vegetable check that has been hand written. c. a check fruit & vegetable check that has been signed by someone other than the authorized

caregiver. 50. If you have an ITCA WIC customer that tries to use an altered check/fruit & vegetable check,

you should... a. call the manager. b. call the police. c. take down the customer's name and check/fruit & vegetable check number and fill out a

Vendor Reporting Card. 51. Should a store run out of a needed ITCA WIC Approved Food Item, they should...

a. issue a rain check to the ITCA WIC customers. b. allow a substitution of an unauthorized, in stock food item. c. refer the ITCA WIC customer to another ITCA WIC approved vendor that has the food item.

52. The ITCA WIC State Office monitors vendors.

a. True. b. False.


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53. The six ways vendors are monitored are...

a. compliance reviews, customer complaints, vendor site reviews, spying, cash register receipt reviews and pre-authorization visits.

b. compliance reviews, vendor site reviews, customer complaints, cash register receipt reviews, inventory audits, and questionable check/fruit & vegetable check reports.

c. compliance reviews, customer complaints, cash register receipt reviews, inventory audits and spies.

54. Compliance buys are conducted by using

a. Individuals to hide in the store to spy on the workers. b. Individuals to pose as ITCA WIC customers to observe the store. c. Individuals to ask ITCA WIC customers how they like the store.

55. A pre-authorization visit is required for a ITCA WIC contract to be awarded to a vendor.

a. True. b. False.

56. If a customer wants to complain about a store, they need to...

a. tell the store. b. fill out a Client Complaint Reporting Card. c. call the newspapers.


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Vendor Contract Terms


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Vendor Contract Terms/Condition Section The Inter Tribal Council of Arizona, Inc. WIC State Agency ensures that all authorized ITCA

WIC Vendors enter into a written contract. The vendor contract sets forth the general and specific conditions to participate in the ITCA WIC Program. A person who has legal authority to obligate the retail store may only sign the contract. The Vendor Agreement should be read thoroughly to ensure that the vendor fully understands and must comply with all stipulations of the program rules and regulations. The vendor contract shall not constitute a license or property interest. The contract is for three (3) years beginning on October 1 and ending September 30 (sample of vendor contract on following page). Currently authorized vendors must renew their contracts before they expire. The ITCA WIC State Agency will mail the vendor an application packet sixty days prior to the expiration of the current contract. This application packet must be returned to the ITCA WIC State Offices no later than 5:00 P.M. on the date specified on the cover letter of the Contract packet. If the ITCA WIC State Office does not receive the application packet by the deadline date, the application will be considered late and will not be processed for the contract period. Upon authorization of a vendor to participate in the ITCA WIC Program, the WIC Program will issue the vendor an identification stamp with the ITCA WIC Vendor number. If a Vendor is currently authorized as an Arizona Department of Health Services WIC Vendor, the ITCA WIC Program will honor the Arizona WIC Vendor Number (and Stamp) as the ITCA WIC Vendor Number.

NOTE: Upon ceasing of operation, change of ownership or filing for bankruptcy, the vendor must immediately notify the ITCA WIC Program and return the Vendor ID Stamp. The authorization is non-transferable and the vendor contract becomes terminated.


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Vendor Contract


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VENDOR CONTRACT INTER TRIBAL COUNCIL OF ARIZONA, INC.

SUPPLEMENTAL NUTRITION PROGRAM FOR

WOMEN, INFANTS AND CHILDREN (WIC)

CONTRACT BEGINS OCTOBER 1, 2009

Inter Tribal Council of Arizona, Inc. (ITCA) is an Arizona non-profit corporation authorized

by the United States Department of Agriculture (USDA) to serve as a “state agency” for purposes of

administering the Special Supplemental Nutrition Program for Women, Infants and Children (“WIC”).

All communication to ITCA should be addressed as follows:

Inter Tribal Council of Arizona, Inc.

WIC Program

2214 North Central Avenue, Suite 100


Phone: 602-258-4822

Fax: 602-258-4825

The location of Vendor’s store outlets which have been authorized as “vendors” under this Contract are listed on Appendix A. All communications to Vendor shall be addressed as follows:

Vendor Name _____________________________________________ (Store Name and Number)

Name of owner____________________________________________ Address of Store___________________________________________ ___________________________________________ Store Type________________________________________________

(Store Type: chain, independent, tribal, etc.) Federal Identification Number_______________________________


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This Vendor Contract (“Contract”) facilitates the provision of supplemental food supplies to

eligible WIC clients, parents or caretakers of infants and child clients, or proxies (hereinafter, “clients”)

in the WIC program, in accordance with federal law and regulations.

This Contract is contingent upon the availability of funds from the Federal government to

operate the WIC program and the continued operation of the WIC program by ITCA. This Contract

does not constitute a license or a property interest.

Neither the Vendor nor ITCA is obligated to renew this Contract or enter into a new Contract at

the expiration or the termination of this Contract.

I. Administrative Terms

1. a. Term. This Contract is effective on October 1, 2009, or the date when it is signed by

both ITCA and Vendor, whichever date is later. If not terminated earlier, this

Agreement shall terminate on September 30, 2012. Either party may terminate this

Contract early, with or without cause, by sending the other party 30 days advance

written notice of termination. Termination by ITCA for cause, including

disqualification, may be effective immediately.

b. Disqualification. If Vendor is disqualified for any reason, ITCA will terminate this

Contract. Vendor must reapply in order to be authorized as a Vendor after the

disqualification period is over.

c. Reapplication. Vendor may reapply for authorization as a Vendor upon termination of

this Agreement. If Vendor submits a new application to ITCA after termination of this

Agreement, Vendor is subject to ITCA Vendor selection criteria and any Vendor limiting

criteria in effect at the time of the reapplication.

2. Termination for cause.

a. False information. ITCA may immediately terminate this Contract if it determines that

the Vendor has provided false information in connection with its application for

authorization.


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b. Business integrity. ITCA may immediately terminate this Contract if it is found that

Vendor or any of Vendor’s current owners, officers or managers have been convicted

of or had a civil judgment entered against them for any activity indicating a lack of

business integrity. Activities indicating a lack of business integrity include fraud, anti-

trust violations, embezzlement, theft, forgery, bribery, falsification or destruction of

records, making false statements, receiving stolen property, making false claims and

obstruction of justice.

II. Vendors

1. Selection criteria.

a. Vendor compliance. The Vendor must comply with the Vendor selection criteria

attached to this contract, Appendix D, for each store and/or outlet at the time of

signing this Contract and throughout the term of this Contract. ITCA may

terminate this Contract for any one or all of the authorized store outlets if the

Vendor fails to comply with the Vendor selection criteria at any time.

b. Changes in selection criteria. ITCA may change the selection criteria at any time

during the term of this Contract. Vendor must comply with the changes within 15

days of receipt of the notice of changes.

2. Change in ownership.

a. Vendor notification. The Vendor must provide ITCA 30 days advance written

notification of any change in Vendor ownership, store or outlet location, or

cessation of operations.

b. Vendor liability. If notice is not given, Vendor is liable to ITCA for all

checks/fruit and vegetable checks paid after the change in ownership. ITCA may

pursue all remedies available to collect, including establishing a claim against

Vendor.

c. Termination. This Contract immediately terminates upon the change in Vendor

ownership or the cessation of operation. ITCA may either terminate this Contract

upon the change in store or outlet location or if the change in location is a short

distance from the location specified in this Contract, ITCA may amend this

Contract to permit Vendor to operate at the new location.


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3. Record keeping.

Vendor must maintain inventory records used for Federal tax reporting purposes and all records related to sales to WIC customers and compliance with this Contract for 3 years and 5 months after termination. Upon request of representatives of ITCA, USDA or the

Comptroller General of the United States, Vendor must make available all checks/fruit and vegetable checks in Vendor’s possession and all program-related records for inspection and audit at any reasonable time and place. Vendors are required to develop/keep a record keeping system/documentation of Vendor’s annual NAP (previously Food Stamps) eligible food sales and be able to provide annual documentation at any time when requested by ITCA.

4. Conflict of interest.

ITCA has set forth the conflict of interest policy in the Vendor Manual. If ITCA

determines that a conflict of interest exists between the Vendor and ITCA or between

ITCA and a local agency authorized by ITCA, ITCA may terminate this Contract.

5. Store locations.

a. Initial list. Vendor must attach to this Contract as Appendix A the information

from the Vendor application for each store outlet that has been authorized as

Vendors pursuant to the ITCA authorization procedures. This must include the

outlet location, manager, bookkeeper and the individual responsible for WIC

oversight and training. Each store location may be treated as a separate Vendor

for compliance with this Contract.

b. Changes in store locations. If this Contract is terminated as to any store outlet,

the remaining store outlets will be treated as Vendors under this Contract. The

Vendor may add store outlets only if Vendor applies for authorization and the

authorization is approved by ITCA. If the initial list of store outlets as set forth in

Appendix A changes due to termination or addition of a store outlet, Vendor and

ITCA agree to prepare a new Appendix A to be attached to this Contract.

c. Changes in management and hours of operation. Vendor must notify ITCA

within 30 days of a change in management or hours of operation.

6. Vendor Responsibilities.

The Vendor shall comply with its responsibilities and agreements listed on Appendix E.


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III. WIC Sales

1. Clients.

a. Caregiver identities. The Vendor may accept checks/fruit and vegetable checks

only from authorized caregivers or proxies. WIC caregivers are listed on the WIC

ID folder or the WIC Proxy Form and no other identification is required.

Proxy. Proxy means any person designated by an authorized caregiver to obtain and

transact checks/fruit and vegetable checks or to obtain supplemental foods on behalf of a

client. The proxy must be designated consistent with ITCA procedures and the Vendor

Manual.

1.

2. WIC foods and stocking requirements.

a. Store condition. The Vendor must provide fresh and wholesome products in a

clean and sanitary environment. The Vendor must maintain a current Health

Code Operating Permit as required by state, tribal or local government at all

times.

b. Minimum stocking requirements. The Vendor must stock WIC authorized food

items in each food category in at least the minimum quantities specified in

Appendix B. ITCA may provide a new Appendix B if the requirements are

changed during the term of this Contract.

c. Purchase of Infant Formula. Vendor must only purchase infant formula from the

list of infant formula manufacturers, licensed wholesalers, licensed retailers or

licensed distributors provided by ITCA.

d. Exception to the minimum stocking requirements. ITCA may provide an

exception to the minimum stocking requirements under certain circumstances for

certain food types of infant formula or foods if the clients in the geographic

vicinity of Vendor do not need those foods. The exception may be revoked by

ITCA at any time.

e. Expiration dates. Vendor must not sell WIC authorized food items to WIC

authorized caregivers or proxies after the manufacturer’s expiration date.

3. Checks/Fruit and Vegetable Checks.

a. Maximum value. All ITCA checks are assigned a maximum value based on the

average redemption amount for each check type per peer group, plus a set buffer


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percentage for each peer group. The maximum value of fruit & vegetable check

is the face value printed on the check.

b. Time periods for transacting checks/fruit and vegetable checks. The Vendor may

accept a check/fruit and vegetable check only within the specified time period

printed on the check/fruit and vegetable check.

c. Only identified and approved items. The Vendor must provide only the quantity

of authorized food items listed on the check. The Vendor may not provide

unauthorized food items, non-food items, cash, or credit (including rain checks) in

exchange for checks/fruit and vegetable checks.

1. Infant formula. A check that includes infant formula must be fully

redeemed. The Vendor cannot accept the check unless the full quantity of

formula is purchased.

d. No refunds or exchanges. The Vendor may not provide refunds or permit

exchanges for authorized supplemental foods obtained with checks/fruit and

vegetable checks, except for exchanges of the same authorized supplemental food

item when the original authorized supplemental food item is spoiled, recalled or

expired.

e. No cash back. Under no circumstances may the Vendor give cash to a client in

exchange for a check/fruit and vegetable check or for items which have been

purchased with a check/fruit and vegetable check.

f. Completion of Check/Fruit and Vegetable Check.

1. Purchase price. The purchase price must be entered on the check/fruit and

vegetable check by the cashier in accordance with the procedures

described in the Vendor Manual. The purchase price must include only

the authorized supplemental food items actually provided at the actual

cost. It must be entered on the check before it is signed.

2. Date of redemption. The cashier must enter the correct date of use in the

“date of use” box on the check/fruit and vegetable check at the time of

redemption.

3. Signature on check/fruit and vegetable check. The Vendor must ensure

that the authorized caregiver or proxy signs the check/fruit and vegetable

check in the presence of the cashier. The check/fruit and vegetable check

must be signed after the WIC transaction is completed. Vendor must

verify the signature according to the procedures contained in the Vendor


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Manual.

4. Allowing caregivers to pay the difference when using the fruit &

vegetable check. Authorized caregivers or proxies may pay the difference

between the value of the fruit & vegetable check and the actual cost of the

fruits & vegetables when using the fruit & vegetable check with any

acceptable form of payment including Nutrition Assistance Program

(formerly Food Stamps) benefits, debit, credit, check and/or cash. The

amount paid by the client is subject to applicable sales tax. The cashier

will enter in the actual purchase price or the maximum value, whichever is

less, on the face of the fruit & vegetable check.

g. Client receipts. Vendor must provide the individual who redeems the check/fruit

and vegetable check with a printed receipt with the word “WIC” on it including

the date of redemption, the items purchased and their respective prices, the

quantity of each item and the total price.

h. No charge for authorized food items. The Vendor may not ask authorized

caregivers or proxies to pay for authorized food items obtained with checks/fruit

and vegetable checks except as outlined in f. 4. above.

i. For deposit only. Vendor must stamp each ITCA check/fruit and vegetable check

“For deposit only” immediately upon receipt.

4. Pricing.

a. Price/Stock Report. The Vendor must submit to ITCA the Price Stock Report on

the forms as contained in the Vendor Manual or via an ITCA authorized website

and compilation with when requested by ITCA and by March 15 and September

15 of each year of this Contract.

b. Competitive prices. All prices listed on the Price Stock Report shall be

comparable to the prices charged by other stores of a similar type and in similar

geographic locations. ITCA will determine the reasonableness of the price and

will ensure prices are competitive with other stores in the vendor’s peer group.

c. Changes in Price/Stock Report. Any change in the prices contained in a

price/stock report must be reported to ITCA within 10 days of the change. Failure

of Vendor to report changes on the Price Stock Report may result in rejection of

checks when presented for redemption.

d. Price adjustments. ITCA may make price adjustments to the purchase price on

checks submitted by the Vendor for redemption to ensure compliance with prices


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as set forth in the Price Stock Report for the Vendor. ITCA may also make price

adjustments to ensure compliance with maximum allowable reimbursement levels

by peer group.

e. Prices marked. Vendor must clearly mark the price of the WIC approved foods

either on the product’s container or on the shelf with the product.

f. Same prices for WIC clients. Vendor agrees to charge all WIC clients the same or

lower prices as other customers of the Vendor.

g. Coupons. If Vendor accepts manufacturers’ coupons, then Vendor must accept

manufacturers’ coupons and provide promotional sales to WIC customers. The

coupon amounts must be reflected in the purchase price on the check/fruit and

vegetable check and on the client’s receipt. Vendor shall not give cash value or

change to clients. Coupons cannot be used when check is for infant formula.

h. Sales tax. The Vendor may not charge sales tax on any items purchased with a

WIC check/fruit and vegetable check except on the amount, which is subject to

sales tax, on a fruit and vegetable check that exceeds the face value of the check

and is paid by the WIC caregiver or proxy with their own funds.

5. Home delivery.

Vendor may provide home delivery of authorized food items to WIC clients only if there

is no charge for this service and it is provided to all other customers at no charge.

IV. Redemption of Checks/Fruit and Vegetable Checks and Banking

1. Procedures.

a Time period for redemption. Checks/fruit and vegetable checks must be

submitted to ITCA, or its banking contractor within 45 days of the First Date of

Use. To accomplish this, Vendor must adopt procedures for deposit at Vendor’s

bank to permit presentation for payment within the 45 day limit.

b Terms of redemption. Each check/fruit and vegetable check must contain the

Vendor ID number, the amount of purchase, the date of purchase and the

appropriate client signature. ITCA may deny payment for checks/fruit and

vegetable checks that do not contain this information, are redeemed in violation of

this Contract or in violation of the Vendor Manual or federal law or regulations.

c ITCA may authorize the banking contractor to reject checks/fruit and vegetable

checks for payment to the vendor for, but not limited to, the following reasons


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(see Vendor Manual):

1. The redeemed dollar amount is greater than the maximum dollar amount

established for the check type and vendor peer group or exceeds the face

value for a fruit & vegetable check.

2. The redeemed dollar amount is greater than the total cost of foods on the

check as listed on the current Price Stock Report from the Vendor.

3. The check/fruit and vegetable check was accepted prior to the first date of

use or after the last date of use as indicated on the check/fruit and vegetable

check.

4. The check/fruit and vegetable check was not deposited in the Vendor’s bank

for payment within 45 days of the first date of use.

5. The check/fruit and vegetable check does not have the appropriate WIC caregiver signature.

6. The check/fruit and vegetable check does not have a date of use.

7. The check/fruit and vegetable check does not have a legible authorized

ITCA recognized WIC Vendor ID number.

8. The check/fruit and vegetable check was altered.

9. The check/fruit and vegetable check was reported stolen.

d. Secondary review. If requested, ITCA will conduct a secondary review to determine if

reimbursement is appropriate for any check/fruit and vegetable check rejected for payment if Vendor re-

submits the check/fruit and vegetable check to ITCA within 90 days from the first date of use. The

secondary review will be conducted according to the procedures listed in the Vendor Manual.

Checks/fruit & vegetable checks that are rejected for exceeding the Maximum Dollar Amount will not

be evaluated.

2. Claims against Vendors.

a. ITCA may delay or withhold payment. When ITCA determines the Vendor has

committed a vendor violation that affects the payment to the Vendor, ITCA may delay

payment or establish a claim in the amount of the full purchase price of each check/fruit

and vegetable check that contained the Vendor violation. ITCA will provide the

Vendor with an opportunity to justify or correct a Vendor violation. The vendor must

pay any claim assessed by the state agency. In collecting a claim, ITCA may offset the

claim against current and subsequent amounts to be paid to the Vendor.

b. Vendor sanctions. In addition to denying payment or assessing a claim, ITCA may

sanction the Vendor for Vendor overcharges or other errors in accordance with the


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ITCA sanction schedule.

c. No restitution against clients. Vendor may not seek restitution from clients for any

partial or non-payment by ITCA on a check/fruit and vegetable check submitted for

redemption.

d. ITCA is not obligated to reimburse the vendor for any bank fees incurred as a result of

transacting WIC checks/fruit and vegetable checks.

3. Automated Clearing House (“ACH”). The Vendor shall provide ITCA with the name, address,

and branch, routing and account number for the bank that the Vendor has authorized to accept

its checks/fruit and vegetable checks for deposit and that will accept ACH payments. The

Vendor must notify ITCA in writing of any changes in its bank account at least 30 days before

the change takes place.

a. Rejected Checks that Exceed the Maximum Dollar Amount. Checks that are rejected

for exceeding the Maximum Dollar Amount will be paid at the Maximum Amount via

ACH.

V. Training

1. Annual training. At least one representative of the Vendor must participate in training

annually. Annual Vendor training will be provided by ITCA on the date, time and

location designated by ITCA. ITCA will provide the Vendor with at least one alternative

date on which to attend training.

2. Vendor training of staff. The Vendor must train and update cashiers and other employees

who handle WIC purchases on WIC Program requirements.

3. Additional training available from ITCA. ITCA may, at its discretion provide additional

training for Vendors and Vendor staff as necessary to ensure compliance with Vendor

requirements. This training may take place at a date, time and place as designated by

ITCA.

VI. Monitoring and Violations


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1. Monitoring. ITCA will conduct routine monitoring visits of Vendor in accordance with the

criteria established in the ITCA State Plan.

2. Compliance buys. ITCA may conduct compliance buys at the Vendor’s location at times

that are unannounced. ITCA may use its staff or investigators retained for the sole

purpose of conducting covert compliance investigations.

3. Violations reported to other state programs and FNS. Violations that are discovered through

monitoring or compliance investigations may be reported by ITCA to other WIC state

agencies, NAP (previously Food Stamps) and USDA.

VII. Sanctions

1. Sanction schedule. Attached to this Contract as Appendix C is the Sanction System that

may be imposed by ITCA against Vendor for violations of this Agreement; federal and

state statutes; regulations; and policies and procedures governing the program, including

any changes which are made during the term of this Agreement. Sanctions may include

administrative fines, disqualification, and/or civil money penalties in lieu of

disqualification.

2. Warning. Vendors must be warned of an initial violation of an administrative sanction,

unless notification would compromise the integrity of the investigation, as determined by

ITCA. This notification does not apply to inventory audit findings.

3. Criminal penalties. ITCA may report Vendor violations, which it determines constitute

fraud, to the appropriate federal, state or local law enforcement agencies for criminal

prosecution. All violations which appear to be fraud, willful misappropriation, use of

stolen or fraudulently obtained program funds or trafficking will be reported for

prosecution. The Vendor may also be subject to a fine of not more than $25,000,

imprisonment of not more than five years, or both, if the value of funds is $100 or more.

If the value is less than $100, the vendor may be subject to a fine of not more than

$1,000, or imprisonment for not more than one year, or both. ITCA will use all

information related to this Agreement to assist law enforcement with a prosecution.

4. Reciprocal disqualifications. ITCA will report all disqualifications to the USDA Food and


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Nutrition Service for possible disqualification from the NAP (Nutrition Assistance

Program), which will not be subject to administrative or judicial review under NAP.

ITCA may disqualify vendors who are disqualified from another WIC state agency or

NAP. Disqualification is not subject to administrative or judicial review.

5. Voluntary withdrawal. Vendor may not voluntarily withdraw from this Vendor Agreement

as an alternative to disqualification.

VIII. Appeals

1. Vendor appeals. Vendor may appeal certain adverse actions by ITCA according to

the fair hearing process set forth in the ITCA State Plan. Adverse actions may

include denial of the Vendor’s application for authorization, early termination of this

Contract for cause, disqualification, or imposition of a fine or a civil money penalty in

lieu of disqualification. Administrative review procedures will be available upon

request and will be provided along with any notice of adverse action that is subject to

review.

2. Time limit for appeal. The time period for an appeal is set forth in the ITCA State

Plan and shall begin to run upon receipt of notification of the adverse action.

IX. Miscellaneous

1. Notification of Program Changes. ITCA must notify Vendors of changes in federal or state

statutes, regulations, policies, or procedures governing the Program before the changes are

implemented. ITCA must give as much advance notice as possible.

2. ITCA as “State Agency”. ITCA is a private non-profit Arizona corporation but enters this

Contract as an authorized state agency. ITCA is protected to the full extent of the law from

any liability as a state agency. Vendor agrees to waive any and all claims and causes of

action which it may have against ITCA but which could not be pursued against a state

agency.

3. Confidentiality. Vendor must maintain all data and records of clients served under this

Contract as confidential. All data and records are proprietary and the property of ITCA and

are deemed a “record” or a “system of records” as defined by the Federal Privacy Act, 5 USC


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552a. Vendor agrees not to release or allow the use of such data or records by any other

person including governmental agencies without the prior written approval of ITCA.

4. Indemnification. Vendor agrees to indemnify, defend and hold ITCA harmless from any

claim, liability or expense resulting from Vendor’s violation of this Contract.

5. Materials Incorporated. The federal statutes and regulations that govern the WIC Program,

the ITCA WIC Program Vendor manual and any amendments or additions thereto, and the

WIC Policy and Procedure Manual are incorporated in this Contract by reference.

6. Entire Contract; Amendment. This Contract, Appendices and all incorporated documents

represent the entire agreement between the Vendor and ITCA. No condition or requirement

contained in, or made a part of, this Contract shall be modified without an approved, written

amendment to this Contract. Amendments shall be effective only if in writing and signed by

all parties to the Contract. The terms and provisions of this Contract shall remain in full

force and effect except as amended and to the extent so amended.

7. Independent Contractor. The Vendor shall be considered an independent contractor, not an

agent of ITCA or the United States government.

VENDOR

By: ________________________________ (Signature)

________________________________ (Print Name and Title)

Dated: _____________________________

INTER TRIBAL COUNCIL OF ARIZONA, INC.

By: ________________________________

John R. Lewis, Executive Director

Dated: ______________________________


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APPENDIX A

VENDORS AUTHORIZED STORE LOCATIONS

Store name:

Mailing Address:

City: State: Zip Code

Telephone Number: Fax Number:

Manager Name:

Individual responsible for Vendor compliance at this location:

Name: Phone Number:


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APPENDIX B

MINIMUM STOCK REQUIREMENTS

(Refer to WIC Approved Foods Section)


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APPENDIX C

SANCTION SYSTEM

(Refer to Sanction System Section)


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APPENDIX D

SELECTION CRITERIA

The Inter Tribal Council of Arizona, Inc., WIC Program has a large number of stores who participate as authorized vendors. Selection requirements for these stores must be met completely before the store is authorized to be an ITCA WIC Program vendor and through out the contract period. The selection requirements for the ITCA WIC Program are the following:

1. Stock Requirements - the vendor must have in stock, at the time of application and through out the contract period, the required minimum stock and variety of WIC authorized foods. (See Appendix E)

2. Wholesaler List/Infant Formula – The vendor must purchase infant formula from suppliers

listed on the ITCA WIC Programs and/or another State agency’s wholesaler list (with the ITCA WIC Program’s approval).

3. Hours of Business - the vendor must be open for eight hours a day, six days a week.

4. Competitive Prices - the vendor is competitively priced with other stores in the surrounding area.

5. ACH (Automated Clearing House) - vendors must participate in the ACH process.

6. Accessibility to WIC Customers - the store is located within neighborhoods where WIC clients

live. If there are two or more stores within a 10-block radius, the applicant who demonstrates the lowest combined overall prices will be authorized as the WIC Vendor.

7. NAP (Nutrition Assistance Program) Authorized- the store must be authorized with the

Nutrition Assistance Program (previously Food Stamps Program).

8. History of Compliance - the vendor has a clean record with other WIC, FCS and NAP (Nutrition Assistance Program)

9. Volume of WIC Business - the vendor averages at least $1,000.00 in WIC transactions per

month.

10. Sanitation - the vendor has had no health or safety violations.

11. Conflict of Interest - the vendor must have no conflict of interest with the ITCA WIC State Agency or the local WIC clinics.


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12. Business Integrity – the vendor or current owner, officer, or manager must have no convictions

or civil judgments entered against them for any activity indicating a lack of business integrity.

13. Current NAP Disqualification or Civil Money Penalty for Hardship – the vendor must have no disqualification from NAP (previously Food Stamps) or assessed a NAP Civil Money Penalty. ITCA may consider the vendor if denial results in an inadequate client access.

14. WIC Only Vendors - For-profit vendors/vendor applicants that derive or are expected to derive

more than 50% of their annual food sales revenue from the sale of supplemental foods obtained from WIC transactions (includes all WIC programs, but does not include fruit and vegetable check transactions) will be terminated/denied from authorization unless the vendor is needed to ensure client access. Therefore, documentation of food sales must be maintained throughout the contract period.

15. Incentive Items – For-profit vendors that derive or are expected to derive more than 50% of

their annual food sales revenue from the sale of supplemental foods obtained from WIC transactions (includes all WIC programs, but does not include fruit and vegetable check transactions) are not allowed to provide incentive items or other free merchandise. Services obtained at no cost to the A-50 vendor or of nominal value are allowable incentive items. For- profit goods or services offered by the A-50 vendor to WIC clients at fair market value based on comparable for-profit goods or services of other businesses are not incentive items subject to approval or prohibition, except that such goods or services must not constitute a conflict of interest or result in a liability for the WIC Program.


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APPENDIX E

VENDOR RESPONSIBILITIES

THE VENDOR SHALL COMPLY WITH:

a. This Contract and the ITCA WIC Program Vendor Manual, and any subsequent amendments or

additions thereof.

b. Federal and applicable state statutes (including 42. U.S.C. §1786) and regulations (including United

States Department of Agriculture (hereinafter USDA) regulations 7 C.F.R. §246.1 et.seq.) that

govern the WIC program, including any changes made during the agreement period.

c. The ITCA State Plan and the WIC Program Policy and Procedure Manual and any amendments or

changes thereto.

d. The Vendor selection criteria throughout the Contract period, including any changes to the criteria.

Using the current Vendor selection criteria, ITCA may reassess the Vendor at any time during the

Contract period. ITCA will terminate and/or disqualify the Vendor if the Vendor fails to meet the

current selection criteria. The Vendor may also be subject to other sanctions, including

administrative fines, termination, disqualification, and civil money penalties, or any combination of

sanctions, according to the Vendor Manual.

THE VENDOR AGREES TO:

1. Have at least one representative participate in training annually. Vendor training may be provided

by ITCA in a variety of formats, including newsletters, videos, and interactive training. ITCA will

have sole discretion to designate the date, time, and location of all interactive training, except that

ITCA will provide the Vendor with at least one alternative date on which to attend such training.

2. Train and update cashiers and other employees who handle WIC purchases on WIC program

requirements and provide special or additional training to employees as required by ITCA to ensure

that all cashiers and other employees who handle WIC purchases understand WIC program

requirements.


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3. Be held responsible and accountable for the actions or inactions of its owners, officers, managers,

agents, and employees who commit Vendor Violations.

4. Maintain the required types and amounts of WIC authorized foods at all times. The required types

and amounts of WIC authorized foods are found in the most current ITCA WIC Programs Food List

and the Vendor Manual (Minimum Stock Requirements).

5. Maintain the minimum required stock form the date it submits its application to be a Vendor and, if

authorized, throughout the entire contract period.

6. Submit WIC Vendor Price/Stock Report forms as required by ITCA.

7. Maintain its store in a clean and sanitary manner by:

a. Keeping freezer and refrigeration equipment that stores WIC authorized food at the required

safe temperatures.

b. Maintaining and displaying a current Health Code Operating Permit.

The Vendor must also notify ITCA immediately and in writing should the current Health Code

Operating Permit and any required license or certificate be denied, suspended or revoked. If ITCA

becomes aware that the Vendor has failed to maintain sanitation or food safety standards, it may

notify the proper regulatory office.

8. Display the “We Accept ITCA WIC Checks” decal so that WIC clients will see that the Vendor

accepts ITCA WIC checks. Vendors may only use the ITCA WIC Decal to identify their store as

an authorized WIC food vendor.

9. Accept ITCA WIC checks/fruit and vegetable checks only from ITCA WIC authorized clients.

10. Offer program clients the same courtesies offered to other customers.

11. Accept ITCA WIC checks/fruit and vegetable checks only within the time period specified on the

checks/fruit and vegetable checks.


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12. Ensure that the cashier enters the correct date in the “date of use” box when the WIC check/fruit

and vegetable check is used.

13. Charge the WIC Program the current shelf price for each WIC supplemental food item. The current

shelf price is the price marked on the item, shelf, or nearby sign and includes the sale price of an

item.

14. Charge the WIC Program for only those supplemental food items actually received by the WIC

client.

15. Ensure that the cashier enters the correct total price on the WIC check/fruit and vegetable checks

before the client signs it.

16. Ensure that the cashier witnesses the client’s signature on the check/fruit and vegetable checks and

ensure that the signature on the check/fruit and vegetable checks matches one of the signatures on

the ID folder or Proxy Certification form.

17. Provide authorized supplemental food items in the amounts listed on the check/fruit and vegetable

check in exchange for WIC checks/fruit and vegetable checks.

18. Not require identification from WIC clients other than the WIC ID folder or the WIC Proxy

Certification form.

19. Not provide unauthorized food items, non-food items, cash or credit (including rain checks) in

exchange for WIC checks/fruit and vegetable checks.

20. Not provide refunds or permit exchanges for authorized supplemental WIC food items obtained

with WIC checks/fruit and vegetable checks, except for exchanges of an identical authorized

supplemental food item when the original authorized supplemental food item is defective, spoiled,

or has exceeded its “sell by”, “best if used by” or other date limiting the sale or use of the food

item. (An identical authorized supplemental food item means the exact brand, type and size of the

original authorized supplemental food item obtained and returned by the client).

21. Not collect sales tax or other taxes on authorized WIC foods purchased with WIC checks/fruit &

vegetable checks except as noted in 4. (h) of this contract.


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22. Not allow the purchase of alcohol, alcoholic beverages, tobacco or tobacco products in exchange

for WIC checks/fruit and vegetable checks.

23. Not provide WIC food items, including infant formula, that are expired, spoiled or beyond their

“sell by”, “best if used by” or other date limiting the sale or use of the food item in exchange for

WIC checks/fruit and vegetable checks.

24. Not approach, solicit or leave advertisements or other promotional items for WIC applicants or

clients at ITCA or Local Agency WIC Clinics.

25. Not use the WIC acronym or logo by attaching it to a food item container, using it in the official or

business name of the vendor in whole or in part, including close facsimiles, or for advertising and

other promotional purposes.

26. Shelf talkers and channel strips stating “WIC Approved” or “WIC eligible” will be provided by

ITCA for vendors’ use in identifying authorized WIC foods on store shelves. Vendor may not use

shelf talkers or channel strips made by the vendor, food manufacturers or distributors to identify

WIC approved items.

27. Not allow the return of food purchased with WIC checks/fruit and vegetable checks in exchange for

cash, credit, non-food items or unauthorized food items.

28. Not allow the sale of firearms, ammunition, explosives or controlled substances as defined in 21

U.S.C. §802 in exchange for WIC checks/fruit and vegetable checks.

29. Maintain competitive prices for WIC authorized food items.

30. Notify ITCA in writing at least 30 days before the Vendor stops doing business, the ownership

changes, or the store location changes.

31. Return all Vendor identification stamps to ITCA within ten calendar days from the date the Vendor

stops doing business, changes ownership, or no longer participates in the ITCA WIC Program.


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32. Permit announced and unannounced visits by ITCA and federal representatives to review

compliance with WIC program requirements.

33. Maintain records as required under this Contract for a minimum of 3 years and 5 months after

termination of this Contract.


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Price Stock Report


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Price Stock Report

In addition, vendors are required to submit a WIC Price/Stock Report twice a year in September and March. ITCA will mail the Price Stock Report to authorized vendors and give a due to date to submit them. Vendors that do no turn in the survey by the due date may receive six (6) sanction points. The ITCA WIC Price/Stock Report can be found on the ITCA website.


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Report Changes


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Vendor Changes

It is important that vendors report any change of store name, store managers, store mailing address, telephone number, fax number, or bank account information to ITCA within 30 calendar days. Please use the form on the following page to submit changes.


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VVeennddoorr NNoottiiccee ooff CChhaannggee Please submit this form 30 days prior to change.

Vendor Name/Number: ______________________ Vendor ID# ______________

Address: _________________________________________________________________

City: _____________________ State: ________ Zip Code: ______________

Phone Number: ____________________ Fax Number: ______________________

Effective Date: ______________________

Type of Change:

□ Store Name

Change

New Name: ____________________________________________

□ Mailing Address

Change

New Mailing Address:___________________________________________

City: ________________ State: _________ Zip Code: __________

□ Telephone or Fax Change

New Phone Number: __________________________

New Fax Number: ____________________________

□ Store Contact Change

New Contact Person: _____________________________________

Address: _______________________________________________

City: _________________ State: _________ Zip Code: __________

Phone Number: ________________ Other Number: ______________

□ Bank Account Information

Bank Name: ___________________________________________

New Account Number: __________________________________

New Routing Number: __________________________________

Effective Date: _________________________

Please mail form to: ITCA WIC Program

Attn: Crystalina Corona, Vendor Coordinator

2214 N. Central Avenue, Suite 100

Phoenix, AZ 85004

You may also fax to: 602-258-4825

Attn: Crystalina Corona, Vendor Coordinator

Or email to: [email protected]


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Peer Groups


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Peer Groups

Authorized vendors will be assigned to one of the following peer groups based on the criteria listed:

• Peer Group 1: Large Urban Chain Stores with 1-23 registers • Peer Group 2: Small, Medium and Large Urban Independent Stores with 1-5 registers • Peer Group 3: Urban, Small Urban Cluster or Rural Chain Stores with 24 or more

registers • Peer Group 4: Rural Chain Stores with 1-23 registers • Peer Group 5: Rural or Small Urban Cluster Independent Stores with 1-3 registers • Peer Group 6: Rural or Small Urban Cluster Independent Stores with more than 3

registers • Peer Group 7: Urban Cluster Chain with 1-23 registers • Peer Group 8: Chain Stores located on federal reservation lands with 1-23 registers • Peer Group 9: Small Urban Chain Stores 1-23 registers • Peer Group 10: Medium Urban Chain Stores 1-23 registers • Peer Group 11: Small Urban Cluster Chain Stores with 1-23 registers • Peer Group 12: Participant Access • Peer Group 13: Participant Access • Peer Group 14: Participant Access • Peer Group 15: Participant Access • Peer Group 16: Participant Access

Definition of Geographic Areas

Large Urban Area-population greater than or equal to 100,000,000 Medium Urban Area-population 500,000 to 999,999 Small Urban Area- population 99,001 to 499,999 Urban Cluster-population 25,000 to 99,000 Small Urban Cluster-population 10,000 to 24,999 Rural- population less than 10,000


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What is WIC? Quiz: Vendor Authorization Section

57. All stores that apply to be an authorized ITCA WIC Vendor are automatically put on the

program.

a. True. b. False.

58. If a store wishes to become an ITCA WIC approved vendor it must have...

a. competitive prices. b. met the minimum stock and variety for ITCA WIC approved foods c. All of the above.

59. A vendor that has been disqualified from the NAP (previously Food Stamps) can participate in

the ITCA WIC Program.

a. True. b. False.

60. A current Vendor must have a least $ in ITCA WIC food sales in order to qualify as

an ITCA WIC Vendor.

a. $50.00 b. $100.00 c. $1,000.00

61. A vendor's contract lasts for years.

a. five b. three c. two

62. Vendor Contracts are transferable.

a. True. b. False.

63. Vendors will receive day’s notice from the ITCA WIC State Offices when their

contract is going to expire.


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a. 60 b. 30 c. 0

64. If an ITCA WIC approved vendor sells their store, the contract transfers to the new owner.

a. True. b. False.


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Sanction System


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Sanction System Authorized ITCA WIC Vendors have the responsibility to comply with the WIC Program regulations, policies and procedures. It is important that the Vendors become familiar with program violations that the ITCA WIC Program or contractor will be looking for when conducting Vendor monitoring activities. If any violations are found through the monitoring efforts, the ITCA WIC Program may take certain measures to assist the vendor in complying with the rules and regulations of the WIC Program or may disqualify the vendor for a period of time. These measures may include the following:

1. Additional training or on-site assistance. 2. Written warnings. 3. Sanction points. 4. Disqualifications 5. Terminations

Sanction points are penalty points, which accrue when violations of WIC program rules, regulations or policies are discovered during vendor monitoring. If a store reaches a total of thirty (30) sanction points within a contract period, the store will be disqualified from the WIC Program. Certain infractions carry different sanction point assignments. A complete list of offenses and the sanction point value for each violation may be found in Appendix C of the vendor contract. (also the next page) The Sanction System is based on two types of violations: Federally Mandated and Administrative. Federally mandated sanctions result in minimum of a 1-year disqualification up to permanent disqualification. Administrative sanctions result in warnings letters to 1-year disqualification. Disqualification of the Vendor from the ITCA WIC Program may result in disqualification from (NAP) Nutrition Assistance Program (previously Food Stamps). ITCA WIC Program will disqualify a vendor who has been disqualified from NAP or disqualified by another WIC State agency for a mandatory vendor sanction. The length of disqualification will be for the same amount of time as NAP or disqualification by another WIC State agency and may start at a later date due to the time lag in notification between programs. If disqualification of the vendor results in inadequate WIC client access, ITCA may impose a civil money penalty in lieu of disqualification. Inadequate client access is determined if there are no other vendors in the geographical vicinity Federal regulations state that the WIC Program is required to notify the vendor of the initial violation, for violations requiring a pattern of occurrences in order to impose a sanction, prior to documenting another violation, unless the State agency determines that notifying the vendor would compromise an investigation.


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Sanction Point System

ITCA WIC

VENDOR SANCTION POINT SYSTEM

Retail vendors authorized by the Inter Tribal Council of Arizona WIC Program are monitored for potential abuse, based upon the level and seriousness of abuse, sanction points and correction action(s) will be administered. Corrective action(s) area as follow(s):

1. A Letter to Vendors listing abuse and corrective action form, 2. Imposition of Violation Points, or 3. Disqualification, if 30 violation points are accumulated, or if vendor has committed

fraud. Acts of other non-compliance will result in Vendor Reimbursement to ITCA for selling unauthorized foods, a Vendor Site Review, Compliance Buy or Disqualification. All program regulations should be followed. Non-compliance may affect future participation.


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Appendix C

Vendor Sanctions Schedule

ITCA WIC PROGRAM

FY 2012

MANDATORY DISQUALIFICATION FOR FIRST (1ST) TIME VIOLATION

Conviction for trafficking in checks/fruit and

vegetable checks or selling firearms,

ammunition, explosives, or controlled

substances in exchange for checks/fruit and

vegetable checks.

Permanent disqualification (DQ)

Trafficking: One incident of buying or selling checks/fruit and vegetable checks for cash (trafficking).

6 year disqualification (DQ)*

Trafficking or Illegal Sales: One incidence of selling firearms, ammunition, explosives or controlled substances as defined in 21 USC 802, in exchange for checks/fruit and vegetable checks.


Sale of Alcohol or Tobacco: One incidence of the sale of alcohol or alcoholic beverages or tobacco products in exchange for checks/fruit and vegetable check.


DISQUALIFICATION FROM OTHER PROGRAMS

NAP (Nutrition Assistance Program) Disqualification (previously Food Stamps): Vendors who have been disqualified from NAP shall be disqualified from the WIC Program. The disqualification shall be for the same length of time as the NAP disqualification and may begin at a later date than the NAP disqualification. The disqualification is not subject to administrative or judicial review under the WIC Program.

Disqualification from another WIC Program: Vendors who have been disqualified by another WIC Program will be disqualified from the ITCA WIC Program. The length of the disqualification will be for the same length of time as the disqualification by the other WIC Program and may begin at a later date.


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MANDATORY SANCTIONS

Violations 1st Investigation

2nd Investigation and Final

Outcome

Overcharging: A pattern** of vendor overcharges.

Warning Letter and

15 Sanction

Points Assigned

15 Sanction

Points Assigned and 3 year disqualification

* ***

Receiving, Transacting and

Redeeming FI Outside of

Authorized Channels: A pattern** of receiving, transacting and/or redeeming checks/fruit and vegetable checks outside of authorized channels, including the use of an unauthorized vendor and/or unauthorized person.

Warning Letter and

15 Sanction

Points Assigned

15 Points Assigned and

3 year disqualification *

***

Charging for Food Not Received:

A pattern** of charging for supplemental foods not received by the client.

Warning Letter and

15 Sanction

Points Assigned

15 Sanction


* ***

Credit or Non-food items: A pattern** of providing credit or non-food items other than alcohol, alcoholic beverages, tobacco products, cash, firearms, ammunition, explosives, or controlled substances in exchange for checks/fruit and vegetable checks.

Warning Letter and

15 Sanction

Points Assigned

15 Sanction


* ***

Substitution: A pattern** of providing unauthorized food items in exchange for checks/fruit and vegetable checks, including charging for supplemental foods provided in excess of those listed on the check.

Warning Letter and

15 Sanction

Points Assigned

15 Sanction


* ***

A-50 Vendor Provided Prohibited

Incentives: A pattern ** of an A-50 vendor that provided prohibited incentive items to clients.

Warning Letter and

15 Sanction

Points Assigned

15 Sanction


* ***


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INVENTORY AUDITS

Violation Investigation Final Outcome

No Access to Inventory Records: The Vendor has failed to provide access to inventory records upon request by authorized WIC personnel.

Warning Letter and

15 Sanction

Points Assigned

15 Sanction

Points Assigned and Up to 1 year disqualification

Reimbursement: A pattern** of claiming reimbursement for the sale of an amount of a specific supplemental food item which exceeds the store’s documented inventory of that supplemental food item for a specific period of time.

30 Sanction

Points Assigned and

3 year disqualification ***

N/A

*ITCA may impose a civil monetary penalty in lieu of disqualification for the first or second violation if ITCA determines that disqualification would result in inadequate client access. Civil monetary penalties will be assessed according to the formula set forth at 7 CFR 246.12(j)(x). ** A pattern of violations is defined as 2 occurrences of the same violation. *** A civil money penalty may be applied in place of disqualification due to inadequate client access, however, if a vendor is sanctioned for a third mandatory violation, the vendor will be disqualified and assigned 60 sanction points and a civil money penalty may be imposed.


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ADMINISTRATIVE SANCTIONS

30 points accumulated within your Contract Period= Disqualification

Violation 1st Incidence Points Assigned

ID Folder or Proxy Form:

The cashier failed to require a WIC ID folder or proxy form when checks/fruit and vegetable checks were redeemed.

Warning Letter 02

Signatures Not Verified:

The cashier did not check the signature on the checks/fruit and vegetable check against the ID folder or Proxy Form

Warning Letter 02

Missing Signature:

The cashier failed to obtain the WIC customer’s signature.

Warning Letter 02

Recorded After the WIC Signature:

The cashier failed to enter the date of use and dollar amount prior to obtaining the WIC customer’s signature.

Warning Letter 02

Redeemed Early:

The checks/fruit and vegetable check was accepted prior to its first date to use.

Warning Letter 02

Redeemed Late:

The checks/fruit and vegetable check was accepted after it’s last date to use.

Warning Letter 02

Refused Authorized Food:

The cashier refused to allow the WIC customer to purchase authorized food.

Warning Letter 04

Required/Prevented All Items:

The cashier required the purchase of all items listed on a check/fruit and vegetable check or prevented the purchase of all foods listed on the check/fruit & vegetable check.

Warning Letter 02

Denied Coupons Specials:

The cashier denied the WIC customer the usage of coupons or other promotional specials for WIC purchases. (Except for infant formula)

Warning Letter 02

Combined WIC Checks/Fruit and Vegetable

Checks:

The cashier combined the totals purchase amount of multiple checks/fruit and vegetable checks on one

Warning Letter 04


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WIC checks/fruit and vegetable check.

Added Taxes:

The cashier added taxes to the WIC approved food items on the shelf. If client uses a fruit & vegetable check and paid the difference, the difference the client pays with his/her own funds may be subject to sales tax.

Warning Letter 04

Prices Not Displayed:

The Vendor failed to clearly display the prices for all WIC approved food items on the shelf.

Warning Letter 02

Threatened/Verbally Abused:

The cashier or store personnel treated WIC customer discourteously, threatened or were verbally abusive to the WIC customer and/or program staff.

Warning Letter 04

Invalid Vendor Number:

The Vendor repeatedly (more than 2 times per month) failed to use the correct vendor ID stamp on WIC checks/fruit and vegetable checks. (I.e., they used Navajo Nation’s vendor stamp on ITCA’s WIC checks/fruit and vegetable checks.)

Warning Letter 04

Vendor Number Missing:

The Vendor has repeatedly (more than 2 times per month) processed WIC checks/fruit and vegetable checks, which have unreadable stamp or vendor ID numbers missing.

Warning Letter 04

Failed to Submit Information:

The Vendor failed to submit requested forms or other information to ITCA (i.e. corrective action plan, WIC Price Stock Report, food sales, etc.)

Warning Letter 06

Inadequate Stock:

The Vendor failed to stock minimum requirements of WIC approved foods.

Warning Letter 06

Unacceptable Storage of Foods:

Foods are stored at unacceptable temperature and/or

Warning Letter 06


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in violation of health code.

Expired WIC Foods:

The Vendor stocked expired WIC foods on the store’s shelves.

Warning Letter 06

Accepted Altered Check/Fruit and Vegetable

Check:

The cashier accepted a check/fruit and vegetable check for payment that had an overwritten signature, and/or altered amount or type of food(s).

Warning Letter 06

Failed to permit on-site visit:

The Vendor failed to provide access to Vendor premises and/or in any manner hinder or impede authorized WIC personnel in the act of conducting an on-site education, monitoring, inventory, audit or investigation visit.

Warning Letter 06

Infant Formula:

The cashier allowed WIC customer to purchase less formula than written on check. (WIC customers must purchase all formula written on check)

Warning Letter 06

Store Personnel Not Trained:

Cashiers or store personnel have not been trained on processing a WIC transaction.

Warning Letter 06

Misuse of Shelf Talkers and Channel Strips:

Vendors used shelf talkers and channel strips not provided by ITCA.

Warning Letter 04

Failed to Report Changes:

The Vendor failed to report any changes in the Vendor’s operation; (i.e., store name, address) This includes changes in management, which affect the program.

Warning Letter 15

Did Not Attend Training:

The Vendor failed to attend mandatory vendor training.

Warning Letter 15


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Required Payment:

The Vendor sought restitution from WIC customers for checks/fruit and vegetable checks rejected for payment, damaged checks/fruit and vegetable checks, or the difference in value of the cost of foods, which exceeds the maximum value of the check. WIC customers may pay the difference between the actual purchase price and the maximum value of the fruit & vegetable check with another form of payment the vendor accepts.

Warning Letter 15

Prevented Payment: Fruit & Vegetable Check

Only:

The vendor did not allow the client to pay the difference between the value of the check and the actual cost of the fruit & vegetables when using the fruit & vegetable check.

Warning Letter 10

Unfair Treatment (Discrimination):

The store personnel discriminated WIC customer on the basis of race, color, disability, age, national origin, or gender, sexual orientation.

Warning Letter 15

Post/Back Dating Date of Use:

The Vendor personnel postdated or backdated the used date on the WIC checks/fruit and vegetable check.

Warning Letter 15

Incentive Items (For-profit vendors): Vendors identified as for-profit vendors that have more than 50% of their annual food revenue from WIC transactions are not allowed to provide incentive items or other free merchandise.

Warning Letter 15


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Wholesaler List:

Vendors who purchase infant formula from a source that is not on the ITCA WIC Program list of infant formula manufacturers, wholesalers or distributors. Failure to provide invoices that show where infant formulas were purchased.

Warning Letter 15

Failed to Submit Tax forms for A-50%

Assessment: Vendors who are potentially meeting the A-50% criteria failed to submit requested tax forms to ITCA.

15 points ****

**** Please note that ITCA may also terminate the vendor’s contract if further data is not provided to

demonstrate that the vendor is a “regular” vendor in accordance with the selection criterion precluding the authorization of Above-50% vendors unless needed for participant access.

NOTE: In accordance with the Vendor Agreement and Selection Criteria, a vendor may be

terminated for violations of the Incentive Item and Wholesaler List contract requirements.

Warnings and violations of the WIC Program that occur in previous years, and past contract periods,

may be used toward denial of application for a WIC Vendor contract, sanctions, termination,

disqualification, civil money penalties or monetary claims.


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Fair Hearing & Appeal

Process


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Vendor Fair Hearing and Appeal Process

The Inter Tribal Council of Arizona, Inc. provides a hearing procedure in order for a vendor or vendor applicant to appeal any adverse action taken by ITCA. Adverse action may include contract denial or disqualification from the Program and termination of agreement for cause. Contract expiration is not appeal able.

Vendor/vendor applicants who are terminated/denied authorization because they are expected to meet the more than 50 percent criterion are eligible for an administrative review. The validity or appropriateness of the State’s criteria for determining whether a vendor applicant is expected to meet the more than 50 percent criterion is not subject to administrative review, as stated in Section 246.18(a)(1)(iii)(B). In addition, the State agency’s client access criteria and determination are not subject to administrative review as stated in Section 246.18(a)(1)(iii)(B) of WIC Program regulations. Note: Disqualification from the WIC Program due to disqualification from the NAP (previously Food

Stamps) is not subject to appeal, judicially or administratively. Notification Procedures 1. ITCA will provide vendors with no less than 15 days advance written notice of expiration of the

agreement. 2. ITCA will provide vendors with written notice of adverse action no less than thirty (30) days in

advance of the action, excluding permanent disqualification due to a conviction of trafficking/illegal sales.

3 ITCA will provide vendors with the effective dates of the adverse action. Appeals 1. Vendors will be denied appeal of the expiration of the vendor agreement. 2. Vendors denied participation in or suspended from the WIC Program may appeal the ITCA

decision. 3. At the time a Vendor is informed of an adverse decision, the WIC Vendor Coordinator will

inform him/her of the following: a. A fair hearing may be requested through a written request, which must contain a concise

statement of the fact and the reasons the vendor believes he/she is entitled to continue to participate in the WIC Program.

b. Any position or argument on behalf of the vendor may be presented by his/her lawyer.


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c. Their opportunity to cross-examine witnesses.

d. The vendor has 15 days from the date the adverse decision is received to request a fair

hearing.

e. The vendor may review the case record prior to the hearing.

f. Fair hearing requests should be submitted to the ITCA WIC Director, 2214 N Central

Avenue, Suite 100, Phoenix, Arizona 85004

4. The fair hearing must be held within four (4) weeks of receipt of the original request for a

hearing. a. The WIC Director will notify the ITCA Executive Director, of the request for a fair hearing

within two (2) days and provide all relevant documentation.

b. The ITCA Executive Director will notify the vendor in writing, at least ten (10) days in advance of the date, time, and place of the hearing. An explanation of the hearing procedures will be included in the notice.

5. One opportunity will be provided to reschedule hearings. 6. The Hearing Officer will review all evidence and make a decision based exclusively on the

hearing request. 7. Written notice of the hearing decision will be provided by the ITCA Executive Director, within

60 days of the date of request for a hearing.

a. If the decision reached by the Hearing Official is in favor of the State Agency, the ITCA, Inc. WIC Director will:

i. Inform the USDA Western Regional Office through sending a copy of the notification

letter. ii. Inform the Local WIC Program where the grocer conducts business of the length of

suspension or disqualification/termination from participation in WIC. iii. Collect any vendor stamps or outstanding claims on any improperly redeemed

checks/fruit & vegetable checks on the effective date of termination or suspension. iv. Monitor possible check/fruit & vegetable check acceptance or cashing by the

suspended/disqualified Vendor.


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v. When all ITCA review hearing procedures have been exhausted, the Executive Director shall inform the vendor of his right to judicial review of the decision.

vi. If the decision reached by the hearing official is in favor of the vendor, the ITCA, Inc.

Executive Director will sign a vendor agreement, allow for resumption of operations under the current agreement, or start the payment process on any unpaid check/fruit & vegetable checks.


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What is WIC? Quiz: Sanctions and Appeals Section

Read each question carefully and completely, then choose the best answer for the question.

65. A vendor site review...

a. checks the overall performance of the store. b. uses an ITCA representative to pose as a WIC client. c. All of the above.

66. If a store is not performing well, the ITCA WIC Program will...

a. disqualify the store immediately. b. advise their ITCA WIC customers not to use the store. c. send the store a letter of education and warning.

67. If a store accumulates sanction points during an authorization period, it will be disqualified from the ITCA WIC Program.

a. 100 b. 3 c. 30

68. If an ITCA WIC customer is rude or abusive toward a cashier in a store, the cashier can...

a. become rude and abusive toward the ITCA WIC customer. b. fill out a Vendor Abuse Reporting Card about the ITCA WIC customer. c. hit the ITCA WIC customer.

69. A sanction point is... a. a point that is awarded for good WIC customer service. b. a penalty point for not following ITCA WIC Policies and Procedures. c. not important and we don't need to worry about it.

70. Vendors accumulate sanction points when...

a. they do not improve their performance and continue to break the ITCA WIC Polices and Procedures.

b. they ask to keep them. c. they forget to send in their re-authorization packet.

71. If a vendor wants to appeal a disqualification decision by the ITCA WIC Program, they can...

a. request an informal meeting.


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b. request a fair hearing. c. All of the above.

72. A vendor has days to request a fair hearing after they have been given a notice of

disqualification.

a. 10 b. 30 c. 15

73. If a bookkeeper stamps a check/fruit & vegetable check illegibly and the check/fruit & vegetable

check is rejected by the bank, what can the store do in order to get paid?

a. Dock the bookkeeper's pay for the amount of the check/fruit & vegetable check. b. Argue with the bank. c. Send the check/fruit & vegetable check, along with a written letter of explanation to the

Vendor Coordinator for secondary review. 74. I learned something new about WIC today.

a. True. b. False.


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Complaints


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Vendor Reporting Card (fax to 602-258-4825)

INTER TRIBAL COUNCIL OF ARIZONA WIC PROGRAM

Vendor Reporting Card On___________________, _________ at __________: __________ am/pm Month/Day Year Hour ______________________________________________________________ Client’s Name and ID # Using WIC check/fruit & vegetable check number______________________ The client tried to do the following:

� Use a pre-signed check/fruit & vegetable check � Use an altered check/fruit & vegetable check � Request cash or credit with check/fruit & vegetable check � Purchase unauthorized food(s) with check/fruit & vegetable check � Purchase non-food items with a check/fruit & vegetable check � Return food for cash � Use checks/fruit & vegetable checks before “First Date of Use” � Use checks/fruit & vegetable checks after “Last Date of Use” � Other (please describe): ______________________________________

Were abusive toward store personnel (please describe): _____________________________________________________________ _____________________________________________________________ _____________________________________________________________ Vendor Name & Number _____________________________________________________________ Vendor Address _____________________________________________________________ Vendor Representative’s Name and Phone Number for follow up. Thank you for your cooperation. ITCA will notify the local WIC agency immediately of this attempted program abuse. If you have any questions, please call the ITCA WIC Vendor Coordinator at (602) 258-4822.

You may also complete this complaint information on our website at: http://www.itcaonline.com/wic/vendor/vendor_complaint.html

ITCA WIC VENDOR MANUAL

Documents

Transcript of ITCA WIC VENDOR MANUAL