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WELCOME TO ANNUAL RETAILER TRAINING FOR AUTHORIZED TWO-YEAR AND THREE-YEAR AGREEMENTS!
The purpose of this communication is to ensure that you are knowledgeable of all current program requirements, scheduled changes, and meeting the federal fiscal year training requirements as outlined by the United States Department of
Agriculture (USDA).
Carefully review all information provided, as it will aid you in remaining in compliance with your Vendor Agreement and afford the Georgia Special Supplemental Nutrition Program for Women, Infants, and Children (Georgia WIC) participant a meaningful shopping experience. It is the responsibility of the owner and store management to ensure that this training is reviewed by all store employees who handle WIC transactions in any way.
To meet the annual training requirement of the Georgia WIC Program: Review and ensure adequate training of all store personnel engaged in WIC transactions, paid or unpaid. Certify training completion by submitting a completed Annual Training Checklist no later than SEPTEMBER 25, 2026.
Click here for the checklist: https://dph.georgia.gov/training-materials-and-resources
If you have any questions, please contact the Vendor Relations Unit at
wicvendor.relations@dph.ga.gov
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TRAINING REQUIREMENTS
The Georgia Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) is required to offer annual training to WIC Authorized Vendors.
As a two–year agreement holder (October 1, 2025 – Sept. 30, 2027) and three-year agreement holder (Oct.1, 2025-Sept. 30, 2028), your organization is required to complete the annual training by SEPTEMBER 25, 2026, in order to maintain the current agreement with Georgia WIC.
The annual training checklist must be returned and postmarked no later than SEPTEMBER 25, 2026.
The information in this newsletter covers the following required elements outlined in the federal regulations (7 CFR § 246.12 (i) (2)).
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PURPOSE OF THE PROGRAM
WIC is a federally funded health and nutrition program for infants and children (ages 1 to 5), pregnant women, breastfeeding mothers up to one year, and postpartum women up to six months. Georgia WIC provides information regarding nutrition and health, support and information about breastfeeding, assistance finding healthcare and community services, and vouchers to purchase healthy food items from WIC-authorized vendors.
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THE VENDOR HANDBOOK
The Vendor Handbook, effective April 15, 2026, is available on the Georgia WIC Vendor Information Page.
Click here to view the most up-to-date program policies and procedures.
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eWIC ENABLEMENT AND CERTIFICATION
In order to process eWIC transactions, vendors must obtain and be certified to use the appropriate Point-of-Sale (POS) terminal(s) and/or software. Georgia has selected Conduent as the eWIC processor to facilitate all vendor enablement and certification processes.
To maintain authorization as a Georgia WIC vendor, all vendors must have their POS system certified to accept eWIC by Conduent, or a third-party processor certified by Conduent. Failure to obtain certification or acquire a single-function device provided by Conduent during the time specified by the Georgia WIC Program (statewide eWIC implementation) will result in termination of the vendor’s WIC Vendor Agreement unless the vendor is needed for participant access. If the vendor location is needed for participant access, the location eWIC Enablement and Certification will be provided single-function stand-beside equipment, following the guidelines for minimum lane coverage.
Vendors in need of assistance with the certification process, including completion of contract documentation and set up of single-function devices, may contact Conduent using the information listed below.
Retailer Helpdesk (available 24 hours a day, 7 days a week): 1-844-309-5652
Email Address: austinebt@conduent.com
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THE AUTHORIZED PRODUCT LIST (APL)
To appropriately configure an eWIC system to approve WIC supplemental foods for purchase, vendors must be provided the authorized product list also known as the APL. The APL file is a list of authorized food items established by Georgia WIC.
- Updates will be made to the APL as new products have been authorized or authorized changes to product indicated by manufacturers.
- The APL file must be downloaded daily to the vendor’s cash register system to ensure accurate WIC-eligible food items are available for purchase.
- Integrated vendors will obtain the file from Conduent’s FTP site.
- Stand beside devices are configured to automatically receive the APL file if they are left on and have connectivity (via analog phone line or wired internet connection).
Regardless of the type of eWIC system used, vendors must ensure that the APL is downloaded to each eWIC device/outlet in their store at least once every 24 hours.
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PRODUCE MAPPING FOR FRUITS AND VEGETABLES
- Georgia WIC is requiring integrated vendors to map produce to a Georgia WIC approved Price Look-Up (PLU) code.
- Any WIC approved fresh fruit or vegetable without an International Federation of Produce Standards (IFPS) approved PLU must be mapped to an IFPS-approved PLU. This includes produce items with a UPC barcode.
- It is the store’s responsibility to map all required fresh fruits and vegetables. If produce mapping is not completed, the WIC transaction will decline.
- Stores should reach out to their Electronic Cash Register (ECR) provider for instructions on how to map produce items.
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GUIDELINES FOR PROCESSING eWIC
Retailers use eWIC software to submit transactions through a certified Third-Party Processor (TPP) such as:
- Fiserv Solutions, Inc. (First Data Corporation)
- or Worldpay US, Inc.
- A TPP is a full-service provider for transaction processing, reconciliation and settlement for all payment types supported by the retailer (including eWIC).
- TPPs charge retailer fees based on the type of service selected (i.e. per transaction fee).
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INTEGRATED eWIC PURCHASE FLOW
- An APL is downloaded nightly to the retailer’s ECR system.
- Items are scanned (no need to separate WIC items).
- The universal product codes (UPCs) and price look-up codes (PLUs) are verified against the APL file.
- Items are checked against the WIC family’s benefit balance.
- Items scanned are transmitted to Conduent’s WIC Connect system for approval.
- WIC Connect responds with approval and the remaining benefit balance.
- Once completed, if there are any non-WIC items remaining, the WIC family will be given the opportunity to pay the remaining balance with another form of tender.
| | STAND BESIDE POS TERMINAL - eWIC PURCHASE FLOW | |
- Cardholder swipes their eWIC card.
- Cardholder will then enter his/her PIN.
- Cashier scans the UPCs or enters the PLUs into the stand beside POS terminal and scans each item on the register as well.
- Cashier enters or confirms the food item price on the stand beside.
- Cashier completes the transaction on the stand beside POS terminal.
- The stand beside POS terminal prints a receipt that has the remaining benefit balance details for the cardholder.
| | | RECEIPT OF PURCHASE REQUIREMENTS | | |
The printed receipt provided to the WIC customer is a record of what was purchased at the vendor’s store. Vendors must provide WIC customers with printed receipts. When performing eWIC transactions the vendor must:
- Provide to the WIC customer only the approved Georgia supplemental foods, fruits, and vegetables contained in the APL, after it has been determined that the WIC customer has an available balance on the date of the transaction.
- Refrain from scanning codes from UPC codebooks or reference sheets.
- Transmit the current shelf price of all WIC approved supplemental foods purchased in the correct sizes, quantities and the total dollar amount of all WIC-approved supplemental foods purchased.
- Ensure that the checkout process for eWIC allows a reasonable degree of security for protecting the PIN used by the WIC customer.
- Perform eWIC transactions using cashiers in standard checkout lanes and self-checkout lanes.
| | | WHAT'S NEW: SELF-CHECKOUT NOW AVAILABLE FOR eWIC TRANSACTIONS | | WIC participants have historically been restricted to traditional, cashier-staffed checkout lanes due to complex system requirements. Georgia WIC Vendors can now provide self-checkout options that seamlessly support eWIC transactions. This active choice offers families greater independence, privacy, and convenience during every shopping trip. | | | |
eWIC: A WIC electronic benefit transfer system that permits electronic access to WIC food benefits for issuing and redeeming those benefits. WIC food benefits will automatically be added to the eWIC card, which functions like a debit card. Participants can only use the eWIC card at an authorized vendor location.
Self-Checkout: A Point-of-Sale terminal that provides a mechanism for participants to complete transactions from a vendor without needing a traditional staffed checkout. The self-checkout terminal will accept eWIC cards securely, ensuring compliance with GA WIC policy including processing card payments, verifying eligibility, and ensuring that only eligible items are purchased using WIC benefits.
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BENEFITS OF SELF-CHECKOUT FOR PARTICIANTS
The implementation of self-checkout for eWIC transactions provides key benefits to participants.
- Participants can complete their eWIC transactions independently, avoiding long lines and gaining more control over the checkout process.
- Self-checkout reduces transaction time, benefiting participants by minimizing wait times and enhancing the overall shopping experience.
- Participants can complete their transactions discreetly, ensuring privacy and comfort, especially when using government assistance programs.
| | TRAINING FOR STORE PERSONNEL | |
INFANT FORMULA SUPPLIER REQUEST FORM
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Infant formula wholesalers and distributors interested in becoming an approved supplier for the Georgia WIC Program must complete and submit an Infant Formula Supplier Request Form. Approved manufacturers, wholesalers, distributors and suppliers must be registered with the Food and Drug Administration (FDA) for consideration. Click the request form if you would like to become a supplier.
Infant Formula Sources
Infant Formula Sources All authorized vendors are required to purchase infant formula, used for consumption by WIC participants, solely from suppliers approved by Georgia WIC. The program does not allow vendors to purchase infant formula from other program vendors. Only purchases from the approved list of manufacturers, distributors and wholesalers will be permitted.
Records of infant formula purchases must be maintained for a minimum of three (3) previous years plus the current year (or until any pending investigations are closed). In the event of an investigation, only purchase invoices from those permitted suppliers will be considered legitimate.
The list of authorized manufacturers, distributors and wholesalers are posted on the Georgia Department of Public Health WIC website. The program may also require vendors to supply written permission to confirm their infant formula purchase history with suppliers.
For the most current information concerning infant formula, please check the Georgia Department of Public Health WIC Vendor website at http://dph.georgia.gov/wic-formula-resources.
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VENDOR CLAIMS PROCEDURES
When it is determined that a vendor has committed a vendor violation that affects payment to the vendor, or the program identifies errors in a food instrument submitted and paid, Georgia WIC will establish a claim against a vendor to recoup funds. A vendor will be afforded an opportunity to justify or correct the claim amount. Should Georgia WIC not approve the justification or correction, a vendor will be responsible for repayment of the assessed claim in its entirety. Such claims are not subject to administrative review.
Claims for repayment will be collected as follows:
- Submitting a written request for payment to a vendor specifying repayment within 30-days of the date of the request.
- Pursuing collection efforts through the State Attorney General’s Office if a claim is not paid within 30-days of written request for repayment.
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REMINDER: SHELF PRICE SURVEY SUBMISSION MONTHS: FEBRUARY AND AUGUST SHELF PRICE SURVEY
Shelf price surveys are used to obtain current shelf prices and identify stores that comply with competitive pricing criteria. USDA regulations require the Georgia WIC Program to ensure that a vendor selected for participation in the program does not, after selection, increase prices to levels that would render the vendor ineligible for authorization. Each vendor is required to submit the shelf prices for WIC food items carried in each store location. Vendors must submit shelf pricing every six months (two quarters each year), at a minimum.
Georgia WIC may request shelf prices for as many or as few items as it desires. Vendors are encouraged to submit updated prices for any food item as frequently as the price fluctuates. In an effort to collect accurate pricing data, Georgia WIC accepts the submission of Universal Product Code (UPC) files as another method in submitting shelf prices.
Encourage your suppliers and wholesalers to forward formal notices of price increases, including percentage mark-ups to the Vendor Relations Unit utilizing their company’s formal letterhead. Notices may be sent via email to: wicvendor.relations@dph.ga.gov
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DID YOUR INFORMATION CHANGE?
All vendors must provide Georgia WIC with at least a 21-day advance written notice if the following changes occur:
• Ownership
• Operation
• Corporate structure
• Store management
• Closure of business
• Remodel/Store Renovations
• Addition of new owners
• Corporate officers
• Partners
• Affiliates
If business changes involve the addition of new owners, corporate officers, partners, and/or affiliates, a vendor must include the full name, Social Security number, and date of birth for each individual in its notice to the Department.
People added to an existing business, or who acquire the business, must pass the Department’s Business Integrity checks.
A vendor will be immediately terminated from the program if it fails to provide the Department with advance written notice of such changes and fails to provide the requisite information for the Department to conduct its Business Integrity checks.
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All authorized retailers must comply with WIC Program policies and procedures. Georgia WIC will monitor all vendors for adherence to their agreement. Violations will result in the imposition of sanctions.
These sanctions may include termination of the agreement, disqualification from WIC and SNAP for a specified time, and/or a civil monetary penalty. Sanctions are based upon the Federal and State Sanction systems. (see “Sanctions and The Sanction System” in the Vendor Handbook).
Vendor Relations Staff are available to provide technical assistance.
Federal Sanctions
- Category IV, Disqualification for one (1) year
- Category V, Disqualification for three (3) years
- Category VI, Disqualification for six (6) years
- Category VII, Permanent disqualification
State Sanctions
- Category I, Disqualification for six (6) months on third violation
- Category II, Disqualification for eight (8) months on third violation
- Category III, Disqualification for ten (10) months on second violation
For the current approved procedure for the Sanction System, click to see the most recent section of the Vendor Handbook.
| PROGRAM COMPLAINT PROCESS | |
Program Complaint Process
The Vendor Relations Unit will document all received complaints. If the complaint is participant-related, it will be referred to the Office of Program Integrity and Strategy for follow-up and resolution. All vendor complaints will be handled as outlined in “Vendor Complaints”.
Vendor Complaints
Vendor complaints are those complaints filed by WIC participants or others concerning an authorized WIC vendor. Examples of vendor complaints include but are not limited to:
- Adverse treatment of a WIC participant by a vendor’s owner, manager, or employee.
- Charging more to WIC participants than other customers.
- Providing outdated or spoiled food items.
- Refusal to accept manufacturers’ coupons or other store discounts.
- Inadequate variety and/or quantity of WIC authorized supplemental food items.
Click here for more information on Performance Compliance.
Participant Complaints
Authorized WIC vendors are encouraged to report all participant complaints to the Georgia WIC State office. Examples of participant complaints include, but are not limited to:
- Adverse treatment of a vendor’s owner, manager, or employees.
- Use of altered WIC food instruments (i.e., changing dates, names, or food amounts).
- Attempting to purchase unauthorized foods with WIC food instruments.
- Persistent attempts to purchase larger quantities of an authorized food item than listed on a WIC food instrument.
- Transaction of WIC food instruments outside of the valid period (first day to use, last day to use).
- Transaction of WIC food instruments at an unauthorized vendor.
- Sale of WIC food instruments or other Food and Nutrition Service (FNS) authorized coupons.
- Transaction of WIC food instruments by a person not listed on the Georgia WIC Program ID Card (WIC ID)
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WIC MINIMUM INVENTORY
Each vendor is required to daily stock and maintains the minimum inventory of approved WIC foods as well as a substantial amount of non-WIC foods. This is an imperative measure to guarantee compliance with the WIC Program guidance and policies.
The inventory must be in the store or the store’s stockroom. WIC minimum inventories must be within the manufacturer’s expiration dates during the application process, including the pre-authorization visit, for the following WIC approved food items: milk, eggs, infant formula, and any potentially hazardous foods (meaning foods with time and/or temperature controls for the safety of the product) that are labeled “Keep Refrigerated”.
Expired foods do not count toward minimum inventory and are sufficient grounds for denying the application.
Note: All observed concerns with sanitation and food safety will be immediately reported to the Georgia Department of Agriculture and may result in an application denial.
Click Minimum Inventory Requirements for more information.
Failure to stock the required inventory of any WIC food item will result in a CATEGORY I VIOLATION which could lead to disqualification.
Click Sanctions and The Sanction System for more information.
WIC MINIMUM INVENTORY UPDATE
Effective April 15, 2026, there is an updated requirement for the “Fresh Fruits and Vegetables” category.
- Fresh: 20 Types (Combined Fruits and Vegetables) *At least 2 different fruits and 3 different vegetables
WIC APPROVED FOODS LIST
The WIC Approved Foods List outlines foods that are available to the WIC participant. Only these food items may be purchased by the participant or proxy using the WIC food instrument. Click here to view the WIC Approved Foods List.
- REMINDER: No WIC approved food items can contain added sugars, fats, or oils.
| | PROHIBITED USE OF INCENTIVE ITEMS | | |
Georgia WIC participants must be allowed to participate in in-store or manufacturer promotions that are available to the public. This allowance extends to special promotions on WIC-approved food items that include coupons and “buy one get one free”. However, Georgia WIC prohibits any vendor from using incentives to solicit the patronage of WIC participants. Vendors who use advertisements to solicit the business of WIC participants, or who offer incentives or delivery services to participants will be subject to sanctions as explained in the Vendor Agreement and Handbook.
Incentives are defined as any item, service, or gimmick used to solicit the patronage of a WIC participant. Incentives may include the following:
- Free or complimentary gifts
- Home delivery of foods
- Store memberships
- Other free or discounted services that are offered to WIC customers to entice them to transact food instruments.
Georgia WIC will not authorize or continue the authorization of a vendor that advertises, promises, provides or indicates an intention to provide prohibited incentive items to customers.
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CIVIL RIGHTS VIOLATIONS
Complaints of Civil Rights violations will be handled in accordance with Federal Law and the USDA policy. The policy states: In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages. other than English.
How To File a Civil Rights Complaint
To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: https://www.usda.gov/oas- cr/filing-programdiscrimination-complaint-usda-customer and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov
USDA is an equal opportunity provider, employer, and lender.
Full Non-discrimination Statement
In accordance with federal civil rights law and USDA civil rights regulations and policies, the USDA, its agencies, offices, employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.
Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the state or local agency that administers the program or contact USDA through the Telecommunications Relay Service at 711 (voice and TTY). Additionally, program information may be made available in languages other than English.
To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by: 1. Mail: U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW, Mail Stop 9410,
Washington, D.C. 20250-9410; 2. Fax: (202) 690-7442; or 3. Email:program.intake@usda.gov.
USDA is an equal opportunity provider, employer, and lender.
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GEORGIA WIC VENDOR RELATIONS
CONTACT INFORMATION
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