VENDORS/GROCERS
The West Virginia WIC Program partners with approximately 270 authorized vendors statewide to ensure WIC participants have convenient access to nutritious, WIC-approved foods. Authorized vendors include mass merchandisers, national and regional grocery chains, independent and local grocery stores, general stores, specialty markets, and convenience stores. These partnerships are essential to the successful delivery of WIC benefits to families across West Virginia.
WIC food benefits are issued electronically through Electronic Benefit Transfer (EBT) and accessed using an eWIC card. Retailers interested in becoming a WIC-authorized vendor must meet program requirements and have the capability to process WIC transactions through either an integrated or non-integrated multi-function system.
The West Virginia WIC Program issues food benefits through Electronic Benefit Transfer (EBT) onto an eWIC card. Retailers wishing to apply to become a WIC vendor must have the capability to operate either an integrated or non-integrated multi-function system in order to accept WIC benefits.
PRIOR to upgrading or purchasing an integrated POS system in order to accept West Virginia WIC benefits, please contact the Vendor Management Unit at 304-558-1115 to verify the system is an integrated WIC EBT certified Electronic Cash Register (ECR) system approved by the West Virginia WIC Program. The store is responsible for all the costs associated with upgrade or replacement of their current Point-of-Sale (POS) system's hardware and/or software. The West Virginia WIC Vendor Management Unit will complete a Level III certification (a live in-store test) for all integrated systems at a pre-authorization store visit.
Stores choosing a non-integrated POS multi-function system will have a terminal and item scanner that operates independently of the vendor's ECR system. FIS Government Solutions is the host/processor that will be handling the non-integrated multi-function terminals for stores that will be utilizing this type of POS system. Any vendor requiring the non-integrated multi-function terminal must complete the Agreement for Benefits Redemption Using EBT with FIS in order to be able to participate in the WIC Program. A WIC participant access assessment will be completed to determine if the State Agency will cost share or if the vendor is responsible for the costs associated with the non-integrated multifunction system including a monthly service fee of $20, and a monthly transaction fee of $15 (which includes 100 transactions per month).
The West Virginia WIC Program establishes minimum requirements for stores regarding the variety and quantity of the Approved WIC Eligible Foods which a store must stock in order to be approved and/or continue accepting WIC benefits. The minimum stock must be on the shelves or available immediately on-site (i.e. stock room) at all times. The required food product package sizes, varieties and/or quantities are specific for each store size:
Peer Group 1: Mass Merchandisers
Retailers that sell a wide variety of merchandise, including groceries; own or operate a distribution center; and operate nationwide.
Peer Group 2: National Grocery Chains
Retailers that primarily sell groceries; own or operate a distribution center; and operate in 10 or more states.
Peer Group 3: Regional Grocery Chains
Retailers that primarily sell groceries; obtain products through a corporate or national grocery distribution center; and operate in 4–9 states and/or have corporate headquarters located outside West Virginia.
Peer Group 4: Local Grocery Chains
Retailers that primarily sell groceries; obtain products through a corporate or national grocery distribution center; and operate in 3 or fewer states and/or in more than one West Virginia WIC region.
Peer Group 5: Rural Independent Grocers
Retailers that primarily sell groceries; use a third-party distribution center; and operate within only one West Virginia WIC region. This peer group may include franchisees of national grocery chains.
Peer Group 6: Isolated Independent Stores
Retailers that sell a wide variety of merchandise with a limited assortment of grocery items; use a third-party distribution center; and operate within only one West Virginia WIC region.
As required by Federal Regulations §246.12(g)(11), the West Virginia WIC Program must provide a list in writing, or by other effective means, to all authorized WIC retail vendors of the names and addresses of infant formula wholesalers, distributors, and retailers licensed in the State, and infant formula manufacturers registered with the Food and Drug Administration (FDA) that provide infant formula.
A West Virginia WIC Vendor may provide only the authorized infant formula which the vendor has obtained from a source included on the WV WIC Approved Formula Wholesalers and Distributors List to WIC customers in exchange for food benefits specifying infant formula.
In addition, per Article 47 of the Vendor Agreement, West Virginia WIC Authorized Vendors must maintain and make available, upon request, purchasing records which show the source and date of purchase of all WIC approved formulas. Please ensure these purchasing records match the manufacturer, wholesaler, distributor or retailer reported on your store’s most recent application. Keep in mind, according to Article 10 of the Vendor Agreement, a West Virginia WIC Authorized Vendor must notify the Farmer and Retail Management Division within 30 days if the primary source of WIC approved infant formula changes from what was reported at the time of application.
If the wholesaler or distributor utilized by your store is not included on the approved list, or if you have any questions or concerns regarding the rules and regulations of the West Virginia WIC Program, please contact the West Virginia WIC Program’s Farmer and Retail Management Division by telephone at (304) 558-1115 or by email at wicvu@wv.gov.
The Vendor Price Survey (VPS) is used to establish competitive pricing criteria, and ensure your store has competitive prices compared to WIC Authorized Vendors with the same business model. The VPS is required of all applicant grocers and retailers. It is the official record of your shelf prices. When completing an WIC Vendor application you may submit your shelf prices through the
Vendor Portal individually or upload the completed
Vendor Price Survey and return it to
wicvu@wv.gov.
The West Virginia WIC Vendor Advisory Board (VAB) provides informed guidance, and serves as a tremendous ally, in the quest for superior WIC vendor management and vendor relations. By representing the retailer and customer interest, the VAB serves as an instrument of change and a sounding board for WIC administration to test-drive options before being more definitive and assertive in program governance. Since 2017, the VAB has contributed to the development of the West Virginia WIC participant access policy, minimum stocking requirements by vendor peer group classification, minimum stocking exemption request procedures, and food selection for the approved food list. The Board is currently working on the vendor peer group classification system, WIC outreach materials for retail locations, the vendor handbook, and cashier training tools.