Vendor Applicants: Application Process and Materials

Applications for WIC authorization may be submitted at any time during the contract period. The current contract period is November 2, 2016, through October 31, 2019. Prior to the contract expiration, authorized vendors will receive re-application information.

NOTE: Reference the Vendor Application Checklist to ensure you are submitting all the required forms and documents.

Application
Process

  • A grocery store or pharmacy begins the application process by submitting the documents listed in Grocery Materials or Pharmacy Materials (located on the above tabs) to the WIC Vendor and Integrity Unit.
  • All applications received by the WIC Vendor and Integrity Unit will be reviewed for completeness. The vendor will receive a mailed request for additional information if it is determined the application is incomplete or additional documentation is required. Vendors must provide the missing information within 15 days of receiving the request.
  • Once the application is complete, vendor eligibility is reviewed. Per Wis. Stats. § 253.06(3)(bm), the WIC Vendor and Integrity Unit has 90 days to review a completed application and approve or deny the initial authorization.
  • If it is determined the vendor is eligible for WIC authorization, they are contacted by the WIC Vendor and Integrity Unit to set up a pre-authorization inspection of the store. This inspection will be at least one week from the date of the call, and will be a date agreed upon by both the vendor and the WIC Vendor and Integrity Unit. At this point, the vendor must begin stocking WIC approved food items and ensure the store will meet the Minimum Stock Requirements.
  • Prior to the pre-authorization inspection, the vendor needs to prepare for accepting the WIC debit card.
    • Store cash register systems (CRS) that require leasing a stand-beside device will be emailed a Merchant Agreement. This agreement must be completed and returned to the WIC Vendor and Integrity Unit at least two days before the store inspection.
    • Stores operating an electronic cash register system (ECR) must contact their point-of-sale (POS) provider (Reseller) and provide them with the bank X9 number and compliance testing information. Refer to the Site Visit Information tab and the Cash Register System Information page for more detail.
  • On the day of the inspection, a WIC Program Representative will come to the store to conduct the inspection and verify that the store meets WIC’s minimum requirements.
  • Following a successful inspection and training, the grocery store or pharmacy will become an authorized WIC vendor.
    • If the vendor has an integrated cash register system, the store will be able to accept the WIC debit card once compliance testing has been completed. Please reference Cash Register System Information page for further details.
    • If the vendor will use a stand-beside device to process WIC, the device will be shipped to the vendor within 7-10 business days after a successful inspection. The vendor must contact the EBT contractor, FIS, who will then provide device installation instructions and training on how to use the device. The vendor may begin to accept the eWIC card once these steps have been taken. Reference the Cash Register System Information page for further details.

Grocery
Materials

Submission of the documents listed below does not guarantee a complete application. If the application is incomplete, a letter will be sent to the store address listing the required information and/or documentation needed to complete the application.

In addition, copies of the following documents must be submitted:

  • Proof of Ownership of Business and/or Building
    Examples of proof include, but are not limited to: bill of sale, lease agreement (business and/or building), offer to purchase or purchase agreement (business and/or building), and or deed.
  • Wisconsin Sales and Use Tax Form (ST-12)
    If the store has been open for more than a six-month period, provide copies of the ST-12 submissions from the most recent quarter.
  • Copy of the Food Dealers License
    Licenses are issued by the store’s local city or county health department. If the store has not yet opened under the new ownership, provide a copy of the Food Dealer License Application and payment.
  • Required Registration with the Wisconsin Department of Financial Institutions (DFI)
    Any corporation or partnership must be registered with DFI and be in good standing. Go to www.wdfi.org/ for more information.
Mail all documents to:

WIC Vendor and Integrity Unit
P.O. Box 2659
Madison, WI 53701-2659

Pharmacy
Materials

WIC authorized pharmacies provide infant formula and liquid nutrition products to WIC participants. Although some pharmacies may have WIC approved foods, WIC authorized pharmacies are only permitted to provide infant formula and liquid nutrition products.

WIC authorized pharmacies are expected to order infant formulas or liquid nutrition products at the request of WIC participants or the local WIC project. Pharmacies agree to have an established procedure with a distributor or manufacturer that enables the pharmacy to supply infant formula within a reasonable time when requested by a WIC participant or the local WIC project.

In addition, copies of the following documents must also be submitted:

  • Proof of Ownership of Business and/or Building
    Examples of proof include, but are not limited to: bill of sale, lease agreement (business and/or building), offer to purchase or purchase agreement (business and/or building), and or deed.
  • Wisconsin Sales and Use Tax Form (ST-12)
    If the store has been opened for more than a six-month period, provide copies of the ST-12 submissions from the most recent quarter.
  • Pharmacy License
    Provide a copy of the current Pharmacy License issued to this location.
  • Required Registration with the Wisconsin Department of Financial Institutions (DFI)
    Any corporation or partnership must be registered with DFI and be in good standing. Go to www.wdfi.org for more information.
Mail all documents to:

WIC Vendor and Integrity Unit
P.O. Box 2659
Madison, WI 53701-2659

Site Visit
Information

Once an application has been approved by the WIC Vendor and Integrity Unit, an on-site visit will be scheduled with the vendor. On the day of the site visit, a WIC representative will verify that the store meets the WIC Program requirements. These requirements include:

  • All WIC approved foods are present within the Minimum Stock Requirements, P-00371 (PDF)
  • All food is priced, either on the product or on a shelf directly above or below the item
  • No expired foods are on shelves or in the coolers
  • Good quality fresh fruits and vegetables are available in the customer area

Refer to the Minimum Stock Requirements, P-00371 (PDF) and the WIC Approved Foods brochure to verify the store will meet the WIC program requirements. Having the required foods available helps to ensure that every WIC mother has the essential healthy nutrients she needs for a healthy pregnancy and birth outcome, and every WIC child will grow healthy and ready to learn when they enter school.

When the review of the store’s stock is completed, the WIC representative will ask to meet with the owner and/or manager. If the store meets the minimum requirements, training will be provided and should take approximately one hour. Any other person(s) responsible for training employees may also participate in the training.

If the vendor is operating an electronic cash register system (ECR) that is supported by a corporate IT department or a point-of-sale (POS) provider, the WIC Vendor and Integrity Unit will also email the bank X9 to the owner or contact person approximately five to seven business days prior to the store opening date. The X9 number is unique to each location and business entity and needs to be communicated to the IT department or the POS provider immediately. This number will allow for the processing of all WIC debits and credits through the store’s third-party processor.

If the vendor will be operating stand-beside equipment, once the training is provided, the SWO will submit the Merchant Agreement to the EBT contractor, FIS (Fidelity Information Services). The contractor will process the agreement and the WIC stand-beside equipment will be shipped to the vendor within 10 business days. When the vendor receives the debit device from FIS, they must call FIS at 844-842-8344 regarding the device installation and training. Once the vendor has received the FIS training, they may begin to accept the eWIC Card.

Reference
Materials

The following publications are the rules and policies that govern the Wisconsin WIC program.

Last Revised: October 11, 2019