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WIC: Vendor Application Process and Materials

You can apply to be an authorized WIC vendor any time during the contract period. The current contract period is November 1, 2022, through October 31, 2025.

We will send currently authorized vendors information about how to reapply for the next contract period before the current period ends.

For EBT SNAP questions or authorization information, please contact the SNAP Retailer Service Center at 877-823-4369. Visit their website for more information.

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How to apply

  • The first step is to fill out several forms. These are listed below under Grocery Materials or Pharmacy Materials. Mail these documents to the WIC Vendor and Integrity Unit.
  • If your paperwork is not complete, we’ll let you know by mail. You must turn in the missing information within 15 days of receiving a letter from us.
  • We’ll let you know of your approval or denial within 90 days of receiving all your application material, per Wis. Stats. § 253.06(3)(bm).
  • If you are approved, a site visit is planned. We work with you to schedule the site visit. At this point, you should start to stock WIC-approved food items. Your store must meet the Minimum Stock Requirements, P-00371.

Before the site visit, you should also get ready to accept eWIC cards.

  • You may need to lease a stand-beside device. If so, you will be emailed a Merchant Agreement. You must fill it out and return it to the WIC Vendor and Integrity Unit. Do this at least two days before the store site visit.
  • If your store uses an electronic cash register (ECR) system, you need to contact your point-of-sale (POS) provider. Using the instructions provided by the WIC Vendor and Integrity Unit, give your POS provider the banking x9 number and compliance testing information. See details below under the site visit information section. Or refer to the Cash Register System Information page for more details.

A WIC program representative will come to your store on the day of your site visit. They will check that the store meets WIC requirements, P-00371.

Once your store passes the site visit and training is done, your store or pharmacy is an authorized WIC vendor.

  • If you have an integrated cash register system, your store will be able to take eWIC cards as soon as compliance testing is done.
  • If you will be using a stand-beside device, it will be shipped to you within 10 business days of your site visit. You must contact the EBT (electronic benefit transfer) contractor, Fidelity Information Services Inc. They will tell you how to install and use the device. After that is done, you can accept eWIC cards.

For more help with either of these systems, visit the Cash Register System Information webpage.

Please submit the forms below to our office. If we need more information after reviewing your application, we will send a letter to you letting you know what is still needed.

You also need to give us copies of these documents:

  • Proof of Ownership of Business and/or Building
    Examples of proof include, but are not limited to:
    • A bill of sale
    • A lease agreement (business and/or building)
    • An offer to purchase or purchase agreement (business and/or building)
    • A deed
  • Wisconsin Sales and Use Tax Form (ST-12)
    If the store has been open for more than six months, turn in copies of the ST-12 submissions from the most recent quarter.
  • Copy of the Food Dealers License This is the license 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 must be in good standing. Go to www.wdfi.org for more information.

Mail all documents to:

WIC Vendor and Integrity Unit
PO Box 2659
Madison, WI 53701-2659

WIC-authorized pharmacies sell infant formula and liquid nutrition products to WIC families. Some pharmacies also carry WIC approved foods but they are only allowed to provide formula and liquid nutrition products through WIC benefits.

A WIC-authorized pharmacy must be able to order infant formula or liquid nutrition products when asked by a WIC shopper or by the local WIC project. You must be able to provide these products to WIC shoppers in a reasonable amount of time when asked.

If you want to apply to be a pharmacy vendor, please turn in all forms and documents listed here.

You also need to give us copies of these documents:

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

Mail all documents to:

WIC Vendor and Integrity Unit
PO Box 2659
Madison, WI 53701-2659

After your application is approved, a site visit will take place. On the day of the site visit, a WIC representative will check that the store meets the program requirements:

  • All food has a price posted. This can be directly on the food item or on a shelf just above or just below the item.
  • There are no expired foods on shelves or in coolers.

Check your stock

The WIC representative will check your store’s stock next. Keeping the required products stocked means:

  • WIC families can get the essential healthy nutrients they need.
  • WIC mothers can get the nutritious foods they need for healthier pregnancies and birth outcomes.
  • WIC children can grow healthy and be ready to learn when they enter school.

After the stock check, the representative will meet with the owner or manager. If the store meets WIC requirements, there will be a one-hour training. Anyone who will be training employees in the WIC program should attend.

Be eWIC ready

After the site visit, you will need to get your electronic cash register system ready.

Your electronic cash register may be supported through a corporate IT department or a point-of-sale provider. The WIC Vendor and Integrity Unit will email the bank X9 to the owner or contact person. This will happen five to seven days before the store opens.

The X9 number is unique to each location. It must be shared with the IT department or the POS provider. Do this as soon as possible. This number is needed to process all WIC payments through a store’s third-party processor.

If you will be using a stand-beside device, EBT contractor, Fidelity Information Services Inc. (FIS), will send your device to you within 10 business days after your site visit. You must contact them for instructions and training. They’ll tell you how to install and use the device. Call them at 844-842-8344. After installation and training is done, you can accept eWIC cards.

Learn more about WIC rules and policies:

Glossary

 
Last revised November 1, 2022