WIC Information for Vendors (Retailers)

Eligibility Requirements

The number of WIC-authorized vendors in Rhode Island is limited by federal WIC guidelines. To apply, the store must have all of the following:

• SNAP License
• Food Protection License from the RI Department of Health
• RI Sales Tax Permit
• Lease or Purchase Sales Agreement
• Valid photo ID of the owner and/or manager
• Sales and Use Tax Return Monthly Reconciliation (if applicable)

Application Process

Submit Online Vendor Application

• Go to the WIC Vendor Portal and create an account with a valid working email, username and password.
• Complete all required fields and submit your application.
• After an application is submitted and received, the WIC Vendor Unit will review it and contact the vendor with the next steps.

Attend Mandatory Interactive Training

• Training is offered quarterly in both English and Spanish and may be held virtually or in person.
• Vendors will be notified of the training date, time, location, and registration instructions.
• Pre-registration through the Vendor Portal is required. Vendors may register as many employees as they wish to attend the training.

Vendors are responsible for ensuring that all employees are trained on the WIC Program Policies and Procedures and the WIC Vendor Agreement and will be held accountable for the actions of their employees, regardless of whether those actions are intentional.

Meet Inventory Requirements and Pass On-site Inspection

Vendors have 90 days to comply with the Minimum Inventory Requirements. Once the store is ready for inspection, vendors must notify the State WIC Office. Inspections will be conducted at the vendor's store within a two (2) week time frame.

Pass Level 3 Certification and Complete Participation Agreement

Vendors can use a stand-beside or an integrated system to process WIC transactions. Once the system setup is complete, contact the WIC Vendor Unit to conduct a Level 3 Certification and ensure the system is fully operational.

Vendors are prohibited from processing WIC transactions before successfully passing the Level 3 Certification and signing a WIC Vendor Participation Agreement.

Once authorized, vendors must:

• Keep all required licenses and permits active (such as SNAP License, Food Protection License from the RI Department of Health, RI Sales Tax Permit, Lease or Purchase Sales Agreement).
• Pass periodic on-site inspections. Random unannounced inspections are conducted to verify that your WIC-approved store continues to meet the minimum inventory and other requirements.
• Renew WIC authorization before it expires.
• Attend the mandatory training sessions. The WIC Vendor Unit will conduct mandatory training when there are policy or procedure changes. Failure to attend a required training may result in termination from the WIC Program.
• Review and comply with the WIC vendor agreement and all vendor bulletins throughout the year.
• Maintain a Point-of-Sale (POS) system capable of processing eWIC transactions accurately and securely.
• Train staff on WIC program policies. Vendors are responsible for training their employees and will be held accountable for their actions.

Important reminders:

• Submit Price Surveys: Vendors must submit required price surveys to the State WIC Office when requested.
• Avoid Program Violations: Overcharging, accepting WIC for non-approved items, or not complying with WIC policies and vendor agreement can result in sanctions or disqualification.
• Report major business changes: Notify the WIC Vendor Unit of any significant changes to your business, such as a change in ownership, store location, business hours, or business name. WIC vendor authorization is not transferable. If ownership changes, the new owner must submit a new WIC vendor application and be approved before processing WIC transactions.

Minimum Required Inventory

Authorized WIC vendors must maintain the required minimum inventory for their store type at all times.

Review the WIC minimum inventory (English)/ (Spanish) for grocery and food stores.

Review the WIC Vendor Minimum Inventory Requirements for WIC Approved Pharmacies.

Note: For WIC authorized pharmacies, only WIC eligible nutritional and formulas are allowed. The pharmacy is not allowed to accept WIC benefits for food items.

Approved Product List (APL)

The Rhode Island WIC Program maintains a list of approved WIC foods using Universal Product Codes (UPCs) and Price Look-Up (PLU) codes. This list is called the RI WIC Approved Product List (APL). WIC participants can only purchase foods that are included in the APL.

• View the RI WIC Approved Product List (APL)

Request Product Approval

If a food item is not included on the Approved Product List (APL), you can submit it for review if you believe it meets WIC requirements.

• For one product at a time: Use the “I Couldn’t Buy This!” feature in the WICShopper app. You can submit multiple products using this feature, but each submission must be for one product.
• For multiple products in one submission: Complete the Products Submission Spreadsheet and email it to DOH.WicVendorSupport@health.ri.gov along with pictures of each product submitted. The pictures must clearly show the barcode, product name and size, ingredients, and nutritional information. Be sure to provide the 12- or 13-digit UPC number or the 5-digit PLU.

WICShopper App

The WICShopper App is a free, ad-free app that assists vendors with the following:

• Stock WIC approved items and maintain the minimum inventory.
• Submit a food item to the State WIC Office for review to be added to the APL.
• Identify which food items are WIC approved using the barcode scanning tool.

Or

Training Materials

Training sessions are offered quarterly throughout the year to help WIC-authorized vendors and store staff learn about or refresh their knowledge of WIC policies, procedures, and program requirements. Vendors may register as many staff members as needed through the WIC Vendor Portal.

• WIC Vendor Training (English), (Spanish)

Policies & Procedures

• WIC Program Policies and Procedures
• WIC Vendor Agreement

Vendor Bulletins

Vendor bulletins describe important changes and updates within the WIC Vendor Program and are sent to retailers when issues arise. Vendors are responsible for reviewing the information included in the bulletins, sharing the information with staff members, and making any necessary changes to store procedures to remain compliant with WIC requirements.

• Prices for WIC Foods Must Be Competitive
• Store Loyalty, Courtesy Cards, and Store or Manufacturer Coupons
• Vendors Offering Incentive Items to WIC Participants
• WIC and SNAP Reciprocal Disqualifications
• WIC Anti-Fraud Law
• WIC Secret Shopper Program

What should I do if a WIC participant tries to purchase non-approved food?

• Explain that the WIC Program only allows the purchase of WIC approved foods.
• Let the participant know that benefits can only be used for WIC-approved items that are currently available to them.
• Offer to help the participant find other WIC-approved foods or suggest using the WICShopper app.
• If the food appears to meet WIC requirements but is not approved, the participant or vendor can request that it be reviewed and added to the Approved Product List (APL).

What should I do if a WIC participant becomes upset or angry?

• Remain calm and explain the situation politely.
• Contact the store manager for support.
• Contact WIC Vendor Support if additional assistance is needed. We can help address questions or concerns and assist with resolving the situation.

What should I do if a WIC participant does not know their PIN?

• Instruct them to call the phone number on the back of their card to activate their card or reset their PIN if they have forgotten it.

Can WIC participants use coupons and store discounts?

• Yes, if your store accepts coupons or discounts for other customers, you must also accept them for WIC participants.
• WIC participants are entitled to the same promotions offered to other customers, including promotions such as buy one get one free.
• Do not provide cash back or refunds for WIC purchases.