11

Corporate WIC CertifiedCorporate WIC Certified Train the Trainer Workshop Train the Trainer Workshop

(2010)(2010)

22

IntroductionsIntroductionsSelf-Introduction of TraineesSelf-Introduction of Trainees

What do you enjoy most in your role as trainer? Least enjoy?

What are your expectations for this workshop?

Tell us something fun/interesting about yourself.

33

WORKSHOP OBJECTIVESWORKSHOP OBJECTIVES

Be able to provide an overview of the WIC Be able to provide an overview of the WIC Program and the benefits offered to eligible Program and the benefits offered to eligible participants;participants;

Be able to explain WIC policies, guidelines and Be able to explain WIC policies, guidelines and state regulations pertaining to retail stores;state regulations pertaining to retail stores;

Become knowledgeable about WIC Allowable Become knowledgeable about WIC Allowable foods and other requirements associated with foods and other requirements associated with handling WIC FIs/CVVs;handling WIC FIs/CVVs;

Identify available training resources;Identify available training resources; Gain practical experience in handling cashier Gain practical experience in handling cashier

training issues; andtraining issues; and Leave with confidence that you can provide Leave with confidence that you can provide

training to authorized stores and new store training to authorized stores and new store applicants.applicants.

44

Rules of the RoadRules of the Road

START AND END ON TIME PARTICIPATE STAY FOCUSED BE CANDID AND OPEN NO QUESTION IS A FOOLISH QUESTION NO IDEA IS A BAD IDEA AVOID SIDE CONVERSATION LISTEN FULLY AVOID KILLER STATEMENTS AND GESTURES SHARE THE SPOTLIGHT WITH OTHERS RESPECT CONFIDENTIALITY . . . BUILD

TRUST HAVE FUN!

55

Virginia WIC ProgramVirginia WIC ProgramCertified Trainer’s ManualCertified Trainer’s Manual

It’s yours!It’s yours! Serve as a training resource.Serve as a training resource. Let’s look at the contents.Let’s look at the contents.

66

Vendor Manual - Virginia WIC Vendor Manual - Virginia WIC ProgramProgram

Content updatedContent updated in October 2008 to in October 2008 to concur with USDA changes and state WIC concur with USDA changes and state WIC Program regulations.Program regulations.

New guidelines issued in 2009.New guidelines issued in 2009. Vendor Manual – instructions for retail Vendor Manual – instructions for retail

stores. stores. Every store MUST have one. Ask for it Every store MUST have one. Ask for it

when visiting your stores.when visiting your stores. Clean out and discard outdated materials Clean out and discard outdated materials

stored in the Vendor Manual.stored in the Vendor Manual.

77

WIC Certified Trainers Agenda (Day One)

Agenda Review

• What is WIC and it’s Purpose?

• Common Misconceptions about WIC Foods

• WIC Foods & Approved Formulas

• FI Food Package Changes

• FI/CVV Handling

• Delivering Good Customer Service • Common Problems Handling FIs

88

WIC Certified Trainers (Agenda Day One)

Processing FIs for Payment

Processing CVVs for Payment

Monitoring Activity

Program Sanctions - Violations

Retail Store Management System

Highlights of the Day

Q & A

End of Day One!

99

• Review Day One

• Questions From Day One Topics

• Selection & Authorization

• Role Play Scenarios

• Training Tips and Challenges Group Brainstorming

• Training Demonstrations

•Your Role as Corporate Trainers

•What have you Learned

•Available Training Resources

•Evaluation and Adjournment

WIC Certified Trainers Agenda (Day Two)

1010

The WIC Program helps provide nutritious foods for The WIC Program helps provide nutritious foods for infants from birth to age 1, children until they infants from birth to age 1, children until they reach age 5, and women who are pregnant, reach age 5, and women who are pregnant, breastfeeding, or have just given birth. You must breastfeeding, or have just given birth. You must be a member of one of these categories to receive be a member of one of these categories to receive WIC benefits.WIC benefits.

WIC and Its PurposeWIC and Its Purpose

1111

WIC and Its PurposeWIC and Its Purpose

A Healthier PregnancyA Healthier Pregnancy-- Pregnant women who Pregnant women who eat right are less likely to have babies with eat right are less likely to have babies with serious health problems.serious health problems.

Better Child DevelopmentBetter Child Development - - Children who eat Children who eat nutritiously grow at a healthier rate and learn nutritiously grow at a healthier rate and learn better in school.better in school.

Better Overall Health-Better Overall Health- Eating healthy results Eating healthy results in energy, healthy & strong bodies and in energy, healthy & strong bodies and protection against illness or other health protection against illness or other health problems.problems.

1212

EligibilityEligibility

To be on the program, a person must:To be on the program, a person must: Live in the state of VirginiaLive in the state of Virginia Be categorically eligible (female, infant or Be categorically eligible (female, infant or

child)child) Be a nutritional risk Be a nutritional risk Meet income requirementsMeet income requirements

1313

Program BenefitsProgram Benefits

A eligible participant will be issued food A eligible participant will be issued food instruments and cash value vouchers.instruments and cash value vouchers.

Three months of FIs/CVVs are issued – most Three months of FIs/CVVs are issued – most participants.participants.

FIs/CVVs prescriptions provide for WIC approved FIs/CVVs prescriptions provide for WIC approved milk, cheese, eggs, juice, cereal, dried beans, milk, cheese, eggs, juice, cereal, dried beans, peas, peanut butter, canned/fresh fruits, peas, peanut butter, canned/fresh fruits, canned/fresh vegetables, contract and special canned/fresh vegetables, contract and special formula. formula.

1414

Participant ChallengesParticipant Challenges

Challenges people encounter as WIC Challenges people encounter as WIC participants and customers:participants and customers:

LanguageLanguage

Social BarriersSocial Barriers

Economic BarriersEconomic Barriers

Literacy/EducationLiteracy/Education

1515

Retail Store’s RoleRetail Store’s Role Make sure the WIC customer receives the Make sure the WIC customer receives the

nutritious WIC approved foods prescribed nutritious WIC approved foods prescribed on the food instrument/cash value on the food instrument/cash value voucher. voucher.

Provide good customer service that Provide good customer service that ensures a ensures a WIC customer will want to return to your WIC customer will want to return to your store.store.

Process FIs/CVVs properly so store will be Process FIs/CVVs properly so store will be paid.paid.

1616

Understanding the WIC CustomerUnderstanding the WIC Customer

WIC Cashier WIC Cashier Training Training Video Video Module #1 Module #1

Discussion Discussion

1717

Knowledge of WIC Program - QuizKnowledge of WIC Program - QuizPut the steps of accepting the WIC Food Instrument in correct Put the steps of accepting the WIC Food Instrument in correct

order.order.

__ Have the customer sign the Food Instrument in blue or __ Have the customer sign the Food Instrument in blue or black black ink.ink.

__ Visually confirm participant has the WIC ID folder.__ Visually confirm participant has the WIC ID folder. __ Compare the food items wanted for purchase with those __ Compare the food items wanted for purchase with those

listed on the FI, taking careful exam of the listed on the FI, taking careful exam of the quantities listed quantities listed and selected to buy.and selected to buy.

__ Ring up their non-WIC item for purchase.__ Ring up their non-WIC item for purchase. __ Check that the purchase date falls between the ‘spend __ Check that the purchase date falls between the ‘spend

between’ dates.between’ dates. __ Have the customer separate WIC items from non-WIC __ Have the customer separate WIC items from non-WIC

items.items. __ Total the grocery order, excluding the sales tax, and __ Total the grocery order, excluding the sales tax, and

write write the total in ink in the space provided on the FI.the total in ink in the space provided on the FI. __ Give the customer a receipt for the WIC purchase.__ Give the customer a receipt for the WIC purchase.

1818

Knowledge of WIC ProgramKnowledge of WIC Program

Put the steps of accepting the WIC Food Instrument in correct Put the steps of accepting the WIC Food Instrument in correct order.order.

__66_ Have the customer sign the Food Instrument in blue or _ Have the customer sign the Food Instrument in blue or black ink.black ink.

__11_ Visually confirm participant has the WIC ID folder._ Visually confirm participant has the WIC ID folder. __44_ Compare the food items wanted for purchase with _ Compare the food items wanted for purchase with

those those listed on the FI, taking careful exam of the listed on the FI, taking careful exam of the quantities listed quantities listed and selected to buy.and selected to buy.

__88_ Ring up their non-WIC item for purchase._ Ring up their non-WIC item for purchase. __33_ Check that the purchase date falls between the ‘spend _ Check that the purchase date falls between the ‘spend

between’ dates.between’ dates. __22_ Have the customer separate WIC items from non-WIC _ Have the customer separate WIC items from non-WIC

items.items. __55_ total the grocery order, excluding the sales tax, and _ total the grocery order, excluding the sales tax, and

write write the total in ink in the space provided on the FI.the total in ink in the space provided on the FI. __77_ Give the customer a receipt for the WIC purchase._ Give the customer a receipt for the WIC purchase.

1919

Misconceptions about WIC foodsMisconceptions about WIC foods

Small Group Brainstorm Small Group Brainstorm

Discussion Discussion

2020

WIC or NOTWIC or NOT

NONO

Not WIC Not WIC Approved Approved

Not store brandNot store brand

13oz Box

2121

WIC or NOTWIC or NOT

YESYES

WIC WIC ApprovedApproved

16 oz can

2222

WIC or NOTWIC or NOT

NONO

NOT WIC ApprovedNOT WIC Approved

Not on Food ListNot on Food List

46oz Bottle

2323

WIC or NOTWIC or NOT

NoNo

Must be packed in Must be packed in WaterWater

6.5 oz size

2424

WIC or NOTWIC or NOT

NOT approvedNOT approved

12 ounce size is not allowed.12 ounce size is not allowed.

Only 16 oz. packages and Only 16 oz. packages and must be store designated must be store designated

brand of cheese.brand of cheese.

12oz size

2525

WIC or NOTWIC or NOT

NONO

NOT ApprovedNOT Approved

Blends are not allowed Blends are not allowed plusplus

No national brands are No national brands are allowedallowed

18 oz size

2626

WIC or NOTWIC or NOT

NONO

NOT approvedNOT approved

Brown eggsBrown eggs

2727

WIC or NOTWIC or NOT

YES

½ gallons

Any Brand

Must be size stated on FI.

2828

WIC or NOTWIC or NOT

YES

If no “Store Brand” is sold then this reduced fat cheese (National Brand) is allowed.

Must be 16 oz.

2929

WIC or NOTWIC or NOT

NONO

NOT approvedNOT approved

Mixed not approvedMixed not approved8oz Box

3030

Yes

Brand Specific for Infant Cereal

WIC or NOTWIC or NOT

3131

No

Not Contract Brand Specified on FI for Infant Cereal

WIC or NOTWIC or NOT

3232

WIC or NOTWIC or NOT

YESYESWIC ApprovedWIC Approved

Any FlavorAny FlavorOnly when statedOnly when stated

on the FIon the FI““with fiber” is only with fiber” is only

allowed if stated on FIallowed if stated on FI

6 – 8oz Vanilla Flavor

3333

Lactose Reduced/Lactose Free Lactose Reduced/Lactose Free MilkMilk

Lactose reduced/free refers to milk Lactose reduced/free refers to milk sugar (lactose) content, not fat sugar (lactose) content, not fat content. Any brand available.content. Any brand available.

Source of confusion for all Source of confusion for all (complaints received). (complaints received).

3434

Reduced Fat Cheese

Store designated brand or Kraft Deli Store designated brand or Kraft Deli Deluxe 2% Milk American Cheese (16 Deluxe 2% Milk American Cheese (16 oz) is allowed. oz) is allowed.

Store designated Mozzarella (whole Store designated Mozzarella (whole or part skim) cheese is not or part skim) cheese is not considered a reduced fat cheese and considered a reduced fat cheese and is allowed anytime FI lists cheese. is allowed anytime FI lists cheese.

3535

New Foods & Cash VouchersNew Foods & Cash Vouchers

WIC Cashier Training VideoWIC Cashier Training Video module module 66

3636

Approved Food List (Effective October 1, 2009

New Food list will be distributed May 1 2011

New FoodsNew Foods Whole grain breadWhole grain bread Whole grain tortillasWhole grain tortillas Brown RiceBrown Rice Fruits and Fruits and

Vegetables (canned Vegetables (canned or fresh)or fresh)

Baby FoodBaby Food SalmonSalmon

New Processes

Cash value vouchersCash value vouchers (CVVs Fruits & Vegetables) (CVVs Fruits & Vegetables)

Clients pay difference Clients pay difference above the preprinted above the preprinted valuevalue

WIC Designated Shelf WIC Designated Shelf labelslabels

3737

Decline Rule “Foods Only”Decline Rule “Foods Only”

WIC customers are being instructed by WIC customers are being instructed by WIC staff to purchase all foods listed on WIC staff to purchase all foods listed on their FI.their FI.

However, you may still encounter However, you may still encounter customers who refuse to purchase customers who refuse to purchase everything on the FI.everything on the FI.

Do not require a customer to purchase all Do not require a customer to purchase all of the foods (unless it is formula or infant of the foods (unless it is formula or infant cereal); go ahead and accept the FI.cereal); go ahead and accept the FI.

3838

Decline Rule “Foods Only” - Decline Rule “Foods Only” - ContinuedContinued

You may let us know of a customer You may let us know of a customer declining any foods by completing and declining any foods by completing and sending in a WIC Complaint/Incident Form.sending in a WIC Complaint/Incident Form.

WIC customers must always purchase the WIC customers must always purchase the exact brand, quantity, type of infant exact brand, quantity, type of infant formula and infant cereal stated on their formula and infant cereal stated on their food instruments.food instruments.

04/21/2304/21/23

Primary contract for formula was Primary contract for formula was awarded to Abbott Laboratories Ross awarded to Abbott Laboratories Ross Product Division in 2006. Contract run Product Division in 2006. Contract run for five years.for five years.

Payee or proxy are required to Payee or proxy are required to purchase the full quantity and specific purchase the full quantity and specific formula prescribed on the food formula prescribed on the food instrument. instrument.

Primary Contract Infant FormulaPrimary Contract Infant Formula

4040

Eligible Primary Contract Eligible Primary Contract FormulasFormulas

For the Virginia WIC Program is:For the Virginia WIC Program is: Similac Advance EarlyShield – Similac Advance EarlyShield –

powdered and concentratepowdered and concentrate Similac Advance EarlyShield – RTF Similac Advance EarlyShield – RTF

available now. available now.

4141

Eligible Primary Contract Eligible Primary Contract FormulasFormulas

Similac Sensitive Isomil Soy Similac Sensitive Isomil Soy • Concentrate 13 ounceConcentrate 13 ounce• Powder 12.4 ouncePowder 12.4 ounce• Ready to feed 32 ounce Ready to feed 32 ounce

Similac Sensitive Similac Sensitive • Concentrate 13 ounceConcentrate 13 ounce• Powder 12.6 ouncePowder 12.6 ounce• Ready to feed 32 ounceReady to feed 32 ounce

4242

Ross Product Name & Label Ross Product Name & Label ChangesChanges

4343

Contract FormulaContract Formula

WIC participants in Virginia are given WIC participants in Virginia are given formula food instruments that can be formula food instruments that can be redeemed at retailers for a specific redeemed at retailers for a specific primary contract formula, making a primary contract formula, making a manufacturer the primary supplier to manufacturer the primary supplier to the WIC market in Virginia. the WIC market in Virginia.

4444

Cashier Errors – Rebate $ Cashier Errors – Rebate $ ImpactImpact

Cashiers who sell wrong type of Cashiers who sell wrong type of formula, sell less than quantity, and formula, sell less than quantity, and enter wrong $ on FI create a loss in enter wrong $ on FI create a loss in rebate $ paid to the WIC Program.rebate $ paid to the WIC Program.

Train cashiers to be cautious – Train cashiers to be cautious – allowing formula as specified, unless allowing formula as specified, unless over $125.00over $125.00

4545

Compliance Investigation and Sanction: Compliance Investigation and Sanction: Establishing a new violation for documented Establishing a new violation for documented incidents of non-compliance with contract formula incidents of non-compliance with contract formula purchases which includes allowing participants to purchases which includes allowing participants to purchase less than the quantity stated on the food purchase less than the quantity stated on the food instrument. instrument.

Four (4) or more documented incidents from a Four (4) or more documented incidents from a single investigation would warrant a one year single investigation would warrant a one year disqualification (B1-13). disqualification (B1-13).

Never accept a formula FI that exceeds $125 limitNever accept a formula FI that exceeds $125 limit

Action to Reduce ImpactAction to Reduce Impact

4646

UPC Code Contract Formula FIUPC Code Contract Formula FIUPC number in DescriptionUPC number in Description AreaArea

• Train cashiers to read the description Train cashiers to read the description and check the UPC on the formulaand check the UPC on the formula

4747

Special Formula

If a WIC FI exceeds the $125.00 maximum DO NOT ACCEPT- ask the participant to return FI to the clinic.

Retailers can accept FIs for only three special formulas.

There are no UPC Numbers on the special formula FI’s. Cashier must match the name/type/quantity with the FI.

Alimentum

Nutramigen Enflora LGG

PediaSure (all flavors)

4848

Prescribed FoodsPrescribed Foods

Children under 2 have the option of Children under 2 have the option of beans.beans.

Whole milk is given Whole milk is given onlyonly to children to children under 2 years of age. under 2 years of age.

Children age 2 and older and all Children age 2 and older and all women FIs prescribes: 2%, 1%, ½% women FIs prescribes: 2%, 1%, ½% or skim milk; no whole milk.or skim milk; no whole milk.

4949

Food Instrument Food Instrument Handling ProceduresHandling Procedures

Cashiers Responsibility - How to Accept Cashiers Responsibility - How to Accept a WIC Food Instrumenta WIC Food Instrument

Scanning System – Pros and ConsScanning System – Pros and Cons UPC on Contract Formula FIs only.UPC on Contract Formula FIs only. UPC discrepancies? UPC discrepancies?

5050

Cash Value Vouchers Cash Value Vouchers Handling ProceduresHandling Procedures

Cashiers Responsibility - How to Accept Cashiers Responsibility - How to Accept a Cash Value Vouchera Cash Value Voucher

Preprinted amount – pay difference?Preprinted amount – pay difference? Common processing errorsCommon processing errors

5151

CVV – What is allowed?CVV – What is allowed?Fresh Fruits and VegetablesFresh Fruits and Vegetables

Any variety of fresh, Any variety of fresh, bulk fruits and bulk fruits and vegetables, vegetables, including sweet including sweet potatoes and yamspotatoes and yams

Bagged salad mixesBagged salad mixes Bagged vegetablesBagged vegetables Cut and packaged Cut and packaged

fruits or vegetablesfruits or vegetables

5252

CVV – What is allowed CVV – What is allowed (cont)?(cont)?

Canned Fruits and Canned Fruits and VegetablesVegetables Any variety of canned Any variety of canned

fruits and vegetablesfruits and vegetables regular or low sodiumregular or low sodium Without added:Without added:

SyrupSyrup sweetenersweetener flavoring flavoring fat fat oiloil sauce sauce meat meat pasta, rice, or noodlespasta, rice, or noodles

5353

Delivering Customer ServiceDelivering Customer Service

WIC Cashier Training VideoWIC Cashier Training Video 3 module 3 module

5454

Visually confirm that the customer possesses a WIC ID Folder

Do not have to take possession of the WIC ID Folder

ID Folders found in store should be immediately mailed to L/A address

printed on cover.

The WIC Transaction

Cashier WIC Tools For Each Register

Current WIC Food List

How to Accept a WIC FI/CVV?

5555

Common Problems Handling FIsCommon Problems Handling FIs Small Group Discussion: What are some of the Small Group Discussion: What are some of the

common problems in handling WIC Food common problems in handling WIC Food Instruments ?Instruments ?

5656

Cashier Errors Observed in Cashier Errors Observed in Banking Reports Banking Reports

Cashiers are mixing up the totals for FIs Cashiers are mixing up the totals for FIs

causing rejected FIs because the totals are causing rejected FIs because the totals are on the wrong FIs.on the wrong FIs.

Example: Price of 10 cans of formula on FI Example: Price of 10 cans of formula on FI for 3 boxes of infant cereal = FI Rejected for 3 boxes of infant cereal = FI Rejected for being “Over FI Max”.for being “Over FI Max”.

Example: Price of 3 boxes of cereal is Example: Price of 3 boxes of cereal is entered on FI for 10 cans formula, FI not entered on FI for 10 cans formula, FI not rejected..rejected..

5757

Helpful Hint and TIPS!!Helpful Hint and TIPS!!

Train cashiers to accept only the FI Train cashiers to accept only the FI for the foods being scanned, for the foods being scanned, complete transaction before complete transaction before accepting the next FI.accepting the next FI.

Double check total to be sure it is Double check total to be sure it is correct for purchase.correct for purchase.

5858

““Deposit within 14 days from last date to spend”. Deposit within 14 days from last date to spend”.

Use of 5 digit WIC Stamp (first 4 digits = WIC ID#)Use of 5 digit WIC Stamp (first 4 digits = WIC ID#)

Replacement of WIC StampReplacement of WIC Stamp

Outdated (4 digit) WIC Stamp – do not use!Outdated (4 digit) WIC Stamp – do not use!

Cleaning WIC Stamp/Using Black Ink PadCleaning WIC Stamp/Using Black Ink Pad

Stamp store name/information on back of WIC FIsStamp store name/information on back of WIC FIs

What happens if store name is not imprinted on What happens if store name is not imprinted on back of FIs?.back of FIs?.

Processing WIC FIs – For DepositProcessing WIC FIs – For Deposit

5959

5-DIGIT STAMP5-DIGIT STAMP

The current stamp image no longer The current stamp image no longer includes the logo and/or the includes the logo and/or the underscore line…this was done to underscore line…this was done to help reduce errors.help reduce errors.

9399-1

6060

Processing WIC FIs Processing WIC FIs Backend Handling IssuesBackend Handling Issues

Non fatal processing errors.Non fatal processing errors. Identifying errors before depositing Identifying errors before depositing

FIs.FIs. MICR Printer Encoding Errors.MICR Printer Encoding Errors. ID Folders left at Store – What to do?ID Folders left at Store – What to do? Administrative Issues unique to your Administrative Issues unique to your

company?company? OtherOther

6161

Altered Cashed Early Cashed Late Missing Signature Signature in pencil Amount written in pencil Food instrument previously considered Unauthorized Vendor number Wrong Vendor Stamp

WIC FI Fatal Processing Errors!WIC FI Fatal Processing Errors!

Do Not Redeposit for payment

6262

Post Payment Review Vendor Post Payment Review Vendor ClaimsClaims

Paid Food Instruments Reviewed:Paid Food Instruments Reviewed:

A valid price must be on file for any A valid price must be on file for any food/formula prescribed on FI, i.e., food/formula prescribed on FI, i.e., lactose reduced milk, formula.lactose reduced milk, formula.

Vendor Claim – SWO may recoup Vendor Claim – SWO may recoup overpayments or ineligible payment.overpayments or ineligible payment.

6363

Retail Store Monitoring Guidelines

The store monitoring visits include: verify minimum stock, check shelf prices, confirm shelf labels are correctly being used.

Probationary and High Risk stores shall have at least one (1) on-site monitoring visits the first year

6464

To satisfy the Minimum Stocking Requirement (MSR) stores must have at all times available for purchase:

Contract FormulasContract Formulas

Contract Infant CerealsContract Infant Cereals

Selective brandsSelective brands

Designated store brandsDesignated store brands

Other WIC approved foodsOther WIC approved foods

Keep shelves stocked or have immediately available on-site to satisfy the MSR at all times.

Minimum Stocking Requirements

6565

Minimum Stocking Requirements

• The WIC Program has established a minimum stocking requirement for the

following categories:

Infant Cereal, EggsInfant Formula

CerealsMilk, JuicePeanut Butter, Cheese

• Retailers are responsible formeeting the minimum stocking requirement at ALL TIMES.

• All Times = 24 hours a day 7 days a week

6666

Mandatory Compliance Mandatory Compliance IssuesIssues

Compliance InvestigationsCompliance Investigations Sanction and Program Violations Sanction and Program Violations

(12VAC5-195-600)(12VAC5-195-600) Civil Money PenaltiesCivil Money Penalties

6767

Minimum Stocking RequirementMinimum Stocking Requirement

Canned FruitsCanned Fruits 2 or more 2 or more

varieties/$15.00 varieties/$15.00 value each varietyvalue each variety

Canned VegetablesCanned Vegetables 2 or more 2 or more

varieties/$15.00 varieties/$15.00 value each varietyvalue each variety

6868

Minimum Stocking RequirementMinimum Stocking Requirement

Fresh FruitsFresh Fruits 2 or more 2 or more

varieties/$15.00 varieties/$15.00 value value

Fresh VegetablesFresh Vegetables 2 or more 2 or more

varieties/$15.00 varieties/$15.00 valuevalue

6969

Sanction Classification System Sanction Classification System

The Commonwealth of Virginia has a Compliance The Commonwealth of Virginia has a Compliance Investigation Service whose primary purpose is to Investigation Service whose primary purpose is to identify WIC Program abuse and to investigate fraud. identify WIC Program abuse and to investigate fraud. The primary method of investigating abuse is through The primary method of investigating abuse is through “undercover” compliance buys. “undercover” compliance buys.

A buy is an investigation involving an undercover visit A buy is an investigation involving an undercover visit in which an individual poses as a WIC participant and in which an individual poses as a WIC participant and purchases foods in order to determine the Retailer’s purchases foods in order to determine the Retailer’s compliance or non-compliance with WIC Program compliance or non-compliance with WIC Program regulations. The Retailer is intentionally not informed regulations. The Retailer is intentionally not informed at any time during these visits. at any time during these visits.

The buy identifies specific areas which indicate a need The buy identifies specific areas which indicate a need for change in the Retailer’s business practice to for change in the Retailer’s business practice to prevent program errors, abuse and to confirm possible prevent program errors, abuse and to confirm possible involvement of unauthorized Retailers .involvement of unauthorized Retailers .

7070

Sanction Classification SystemSanction Classification System

The Retailer will be subject to sanctions for all The Retailer will be subject to sanctions for all program errors and/or abuse uncovered after the program errors and/or abuse uncovered after the investigation closes. Sanctions are documented investigation closes. Sanctions are documented for all violations observed (State and Mandatory for all violations observed (State and Mandatory Federal Sanctions) during a compliance visit. The Federal Sanctions) during a compliance visit. The Retailer will be charged for all violations Retailer will be charged for all violations documented, if a pattern occurs. documented, if a pattern occurs.

The Retailer sanction classification process The Retailer sanction classification process incorporates a Class A to Class E system. The incorporates a Class A to Class E system. The State WIC Program will determine the type and State WIC Program will determine the type and level of sanctions to be applied, depending on the level of sanctions to be applied, depending on the severity, nature and/or recurrence of a violation.severity, nature and/or recurrence of a violation.

7171

Sanction Classificaton System Sanction Classificaton System ChangesChanges

Effective July 1, 2008 a pattern of non-compliance Effective July 1, 2008 a pattern of non-compliance was raised to (4) four documented incidents.was raised to (4) four documented incidents.

New violations were added for the categories listed below:New violations were added for the categories listed below:

Fails to deposit WIC food instruments with an approved stamp.Fails to deposit WIC food instruments with an approved stamp.

Allows WIC participants to purchase less contract formula than Allows WIC participants to purchase less contract formula than specified on the Food Instrument.specified on the Food Instrument.

For State Agency violations a pattern of non For State Agency violations a pattern of non compliance consistent of two (2) documented compliance consistent of two (2) documented violations. violations.

7272

Sanction Classification System Sanction Classification System overviewoverview

Program Program ViolationViolation

ActionAction

Class AClass A Technical Program Violations $100 FineTechnical Program Violations $100 Fine

Class BClass B • Serious Program ViolationsSerious Program Violations• One Year DisqualificationOne Year Disqualification• Represent deficiencies that can lead to Represent deficiencies that can lead to

deficient food stock, provision of ineligible deficient food stock, provision of ineligible foods, including outdated foods, and program foods, including outdated foods, and program integrity shortfalls integrity shortfalls

Class CClass C • Critical Program ViolationsCritical Program Violations• Three Year DisqualificationThree Year Disqualification• Represent a more serious pattern or type of Represent a more serious pattern or type of

program non-compliance. program non-compliance.

Class DClass D • Major Program ViolationsMajor Program Violations• Six Year or Permanent Disqualification Six Year or Permanent Disqualification • Represent deficiencies that directly or Represent deficiencies that directly or

indirectly contribute to Program abuse and indirectly contribute to Program abuse and fraud. fraud.

Class EClass E • WarningsWarnings

7373

Sanctions and ViolationsSanctions and Violations

Non Compliance with Retailer Non Compliance with Retailer Agreement/AddendumAgreement/Addendum

Non compliance with Vendor Manual for the Non compliance with Vendor Manual for the Virginia WIC Program Policies and Procedures. Virginia WIC Program Policies and Procedures.

General Terms and ConditionsGeneral Terms and Conditions

Minimum Stocking RequirementMinimum Stocking Requirement

Authorization Performance standardsAuthorization Performance standards

7474

Most Common Violations Most Common Violations Observed 2009Observed 2009

- Substituting a non-eligible food - Substituting a non-eligible food - Failing to sell correct type of food, i.e., reduced - Failing to sell correct type of food, i.e., reduced

fat milkfat milk - Obtaining signature BEFORE amt. entered on FI- Obtaining signature BEFORE amt. entered on FI - Charging for a quantity > prescribed on FI- Charging for a quantity > prescribed on FI - Providing extra items - Providing extra items - Failing to confirm WIC shopper possesses an- Failing to confirm WIC shopper possesses an

ID folderID folder

7575

AVOID VIOLATIONS!AVOID VIOLATIONS!Train Your CashiersTrain Your Cashiers

Always ring up the items & enter the total Always ring up the items & enter the total BEFORE asking for a signature.BEFORE asking for a signature.

Handle one FI at a time; complete one Handle one FI at a time; complete one transaction before accepting another FI. transaction before accepting another FI.

Compare food items with FI, do not allow Compare food items with FI, do not allow more items/ounces than stated on FI.more items/ounces than stated on FI.

Allow only the type of milk specified on FI.Allow only the type of milk specified on FI. Always ask to see the ID Folder if not in Always ask to see the ID Folder if not in

sight.sight.

7676

RSMS – RSMS – Retail Store Management Retail Store Management SystemSystem

Internet-based system with 24-7 user access.Internet-based system with 24-7 user access.

All applicants use this system to submit applications for new All applicants use this system to submit applications for new stores.stores.

Immediate on-line notification of denied/pending application.Immediate on-line notification of denied/pending application.

Submit updated prices for authorized stores. Submit updated prices for authorized stores. Price data is retrieved by WIC 1st week of the month.Price data is retrieved by WIC 1st week of the month.

Quarterly analysis - ensure stores remain price competitive.Quarterly analysis - ensure stores remain price competitive.

Reauthorization of retail stores.Reauthorization of retail stores.

7777

ImportantImportant

Quarterly prices submitted to WIC Quarterly prices submitted to WIC program must be done by the program must be done by the Retailer Retailer using RSMSusing RSMS only…no only…no paper paper price survey forms will be accepted.price survey forms will be accepted.

7878

Enrollment Steps:Enrollment Steps:

1. Application submitted via RSMS.2. Application status

“acknowledgement” letter sent to new store applicant.

3. State agency representative makes an unannounced stocking visit.

4. Store manager completes mandatory training provided by WIC Certified Trainer.

7979

Enrollment Steps:Enrollment Steps:

5.5. Store cashiers and other key Store cashiers and other key personnel are trained.personnel are trained.

6.6. Training Reporting form sent to Training Reporting form sent to SWO.SWO.

7.7. Vendor Compliance Manager sends Vendor Compliance Manager sends out final authorization letter and WIC out final authorization letter and WIC stampstamp

8.8. Store places WIC decal in store Store places WIC decal in store window(s).window(s).

9.9. Begin accepting WIC.Begin accepting WIC.

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Day One ReviewDay One Review

Highlight topics covered during day Highlight topics covered during day oneone

Any questions or concerns?Any questions or concerns?

8181

WIC Certified TrainingWIC Certified TrainingDay TwoDay Two

Review Day OneReview Day One Questions from Day Questions from Day

One TopicsOne Topics Selection & Selection &

AuthorizationAuthorization Role Play ScenariosRole Play Scenarios Training Tips & Training Tips &

ChallengesChallenges Training Training

DemonstrationsDemonstrations

Your Role as Your Role as Corporate TrainersCorporate Trainers

What Have You What Have You LearnedLearned

Available Training Available Training ResourcesResources

EvaluationEvaluation AdjournmentAdjournment

8282

Retailer Selection and Retailer Selection and AuthorizationAuthorization

The State Agency must authorize an The State Agency must authorize an adequate adequate number of retail stores to ensure number of retail stores to ensure reasonable reasonable access access to WIC participants.to WIC participants.

The State Agency must provide effective The State Agency must provide effective management and oversight of authorized management and oversight of authorized retail stores. retail stores.

The State Agency will authorize those The State Agency will authorize those retailers and applicants that are “retailers and applicants that are “best best qualifiedqualified” to serve the needs of eligible ” to serve the needs of eligible WIC participants in the Commonwealth. WIC participants in the Commonwealth.

Best Qualified – Offers WIC Approved Best Qualified – Offers WIC Approved foods/formulas at the lowest price!foods/formulas at the lowest price!

8383

Retailer Selection and Retailer Selection and Authorization Other Authorization Other

ConsiderationsConsiderations

If number of eligible stores exceeds slots If number of eligible stores exceeds slots available, then State agency will include available, then State agency will include other factors, i.e., cost competitiveness other factors, i.e., cost competitiveness of other contract and special formulas of other contract and special formulas (not on the restricted list).(not on the restricted list).

8484

Retailer Selection and Retailer Selection and AuthorizationAuthorization

Authorization Exceptions Authorization Exceptions (12VAC5-195-370) criteria:(12VAC5-195-370) criteria:

Rural and geographic accessRural and geographic access Promote CompetitionPromote Competition Improve Customer Service or Improve Customer Service or remove performance barrierremove performance barrier Draw area broader than store’s Draw area broader than store’s

immediate trade area (city/county)immediate trade area (city/county)

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Purpose of Peer Group Purpose of Peer Group ClassificationsClassifications

Grouping of stores with similar attributes Grouping of stores with similar attributes together for monitoring, reimbursement together for monitoring, reimbursement and authorization purposes.and authorization purposes.

Competitive price analysis, selection Competitive price analysis, selection decisions, establish reimbursement decisions, establish reimbursement maximums.maximums.

Compliance and non routine monitoringCompliance and non routine monitoring..

8686

Retailer Selection and Retailer Selection and AuthorizationAuthorizationCity/CountyCity/County

The State uses a Retailer Limiting criteria The State uses a Retailer Limiting criteria which identifies an optimal ratio of which identifies an optimal ratio of authorized stores to # participants. 1 store authorized stores to # participants. 1 store to every 105 participants in most areas & 1 to every 105 participants in most areas & 1 store to every 225 participants in more store to every 225 participants in more highly populated urban areas. highly populated urban areas.

Retailer Limiting criteria is set at the Retailer Limiting criteria is set at the city/county levelcity/county level

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Retailer Selection and Retailer Selection and AuthorizationAuthorization

Business Economic Area (BEA) – consist of Business Economic Area (BEA) – consist of one or more metropolitan areas that serve one or more metropolitan areas that serve as regional centers of economic activity, as regional centers of economic activity, i.e., regional markets for labor, products, i.e., regional markets for labor, products, and information. Mainly determined by and information. Mainly determined by labor commuting patterns.labor commuting patterns.

BEAs indicators established by federal BEAs indicators established by federal government (Office of Management and government (Office of Management and Budget). Budget).

8888

Business Economic Area (BEA) MapCommonwealth of Virginia

BEA BEA CodeCode

Business Economic Area Business Economic Area NameName

4949 Accomack, Northampton Accomack, Northampton

6666 DanvilleDanville

7171 HarrisonburgHarrisonburg

8181 Bristol Bristol

133133 HalifaxHalifax

137137 Richmond, CharlottesvilleRichmond, CharlottesvilleCentral VirginiaCentral Virginia

138138 Roanoke, Christiansburg, Roanoke, Christiansburg, RadfordRadford

173173 TidewaterTidewater

174174 Northern Virginia Northern Virginia

8989

Training Tips & ChallengesTraining Tips & Challenges

Let’s have some fun – Let’s have some fun – Trainees TrainTrainees Train

Group DiscussionsGroup Discussions

9090

Your Role as a WIC CorporateYour Role as a WIC CorporateCertified TrainerCertified Trainer

Initial New Store TrainingInitial New Store Training Annual TrainingAnnual Training Contract Re-Authorization TrainingContract Re-Authorization Training Completion of Training Completion of Training

Documentation to State WIC Office Documentation to State WIC Office immediatelyimmediately

How to Report to Richmond How to Report to Richmond

9191

Available Training ResourcesAvailable Training Resources

Vendor ManualVendor Manual State WIC regulations (legislative State WIC regulations (legislative

information Systems)information Systems) WIC Web SiteWIC Web Site Vendor LiaisonVendor Liaison Training Aids (supply order form)Training Aids (supply order form)

• WIC NewsletterWIC Newsletter• Food ListFood List• Cashier Training GuideCashier Training Guide• How to Accept a Food InstrumentHow to Accept a Food Instrument• VideosVideos• Virginia’s 2008 WIC Trainer’s Resource Guide Virginia’s 2008 WIC Trainer’s Resource Guide

9292

TRAINING & NEXT STEPSTRAINING & NEXT STEPS

Training Demonstrations from Training Demonstrations from TraineesTrainees

In-Store TrainingIn-Store Training

Resource MaterialsResource Materials

9393

WIC Program Vendor WIC Program Vendor LiaisonsLiaisons

Who is your Vendor Liaison?Who is your Vendor Liaison? Territory Changes Have Been MadeTerritory Changes Have Been Made

9494

Your Role as a Certified TrainerYour Role as a Certified Trainer

Extremely important

Annual Training/Federal Requirements

Scheduling/Completing Store Training

Periodic updates/follow-up with Store personnel

9595

REVIEW OF WORKSHOP REVIEW OF WORKSHOP OBJECTIVESOBJECTIVES

Become familiar with the Retailer Become familiar with the Retailer Authorization Training suggested Authorization Training suggested curriculum;curriculum;

Gain practical knowledge on WIC Gain practical knowledge on WIC requirements;requirements;

Gain practical experience on cashier Gain practical experience on cashier training issues;training issues;

9696

REVIEW OF WORKSHOP REVIEW OF WORKSHOP OBJECTIVESOBJECTIVES

Be able to give an overview of the WIC Be able to give an overview of the WIC Program;Program;

Be able to explain WIC requirements, Be able to explain WIC requirements, guidelines and applicable regulations guidelines and applicable regulations affecting retail stores;affecting retail stores;

Identify available WIC training resources;Identify available WIC training resources; Gain practical experience on cashier training Gain practical experience on cashier training

issues;issues; Leave with confidence that you can provide Leave with confidence that you can provide

WIC cashier training to your stores.WIC cashier training to your stores.

9797

Benefits and ConcernsBenefits and Concerns

What was most beneficial about this What was most beneficial about this training workshop?training workshop?

What are your concerns as a newly What are your concerns as a newly Corporate WIC Certified Trainer?Corporate WIC Certified Trainer?

9898

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Thank You for Attending