Virginia Administrative Code › Title 12 - HEALTH › Agency 5 - DEPARTMENT OF HEALTH › Chapter 195 - VIRGINIA WIC PROGRAM › Part III - Retailer Requirements › Section 12VAC5-195-280 - Enrollment procedures

Current through Register Vol. 40, No. 24, July 15, 2024
A. The
				  state agency shall accept applications from new retailer applicants year
				  round.
B. Retailers seeking
				  authorization shall comply with
				  7 CFR
				  246.12 and sell a range and variety of staple
				  foods and WIC-approved formulas at a permanent fixed location, as specified in
				  the retailer agreement and application package. Only one authorization approval
				  will be granted by the state agency to each eligible location selected for
				  program authorization. Stand-alone pharmacies and any other types of entities
				  that cannot meet all of the general requirements outlined in this section shall
				  be denied WIC Program authorization.
C. Retailer applicants shall complete the
				  following requirements to become authorized for WIC Program participation:
1. Submit all applications, including pricing
				  updates, using an electronic, Internet-based method that has been approved by
				  the WIC Program;
2. Submit prices
				  for all mandatory food and formula items, a signed retailer agreement,
				  supplemental informational form, direct deposit automated clearinghouse (ACH)
				  form, and other required forms as deemed necessary to evaluate an applicant's
				  qualifications;
3. Pass a
				  competitiveness price assessment completed by the WIC Program. The state agency
				  shall determine whether the prices submitted as part of the new retailer
				  application process are price competitive when compared to other retailers
				  located in the retailer's assigned peer group;
4. Provide documentation to the state agency,
				  upon request, that a satisfactory business integrity record exists. None of the
				  retailer's current owners, officers, or managers shall have been convicted of
				  or had a civil judgment entered against them for conduct demonstrating a lack
				  of business integrity, within the past six years;
5. Pass an unannounced onsite visit to
				  determine if the retailer has met the minimum stocking requirement, has
				  available for sale the variety and selection of foods as stated on the
				  supplemental informational form, and has posted prices that are not higher than
				  prices submitted as part of the application process. The visit shall also
				  verify that the retailer's hours of operation and number of cash registers were
				  accurately reported;
6. Pass an
				  onsite visit to determine if the type and variety of foods sold would qualify
				  the retailer to earn more than 50% of its annual sales solely from the WIC
				  Program. If the retailer is likely to be an above 50% retailer, then it shall
				  be denied authorization;
7. Attend
				  a mandatory new retailer training session conducted by either state agency
				  staff or a certified corporate trainer within 30 calendar days after the
				  retailer passes an unannounced stocking and price verification visit. Provide
				  documentation to the state agency within 30 calendar days after meeting all
				  other enrollment requirements that this mandatory training has been
				  completed;
8. Provide training to
				  retailer personnel and cashiers on proper WIC food instrument handling
				  procedures;
9. Return to the state
				  agency all required paperwork within 14 days after receipt including a signed
				  retailer agreement, if applicable; supplemental informational form; direct
				  deposit ACH form; and other information deemed necessary to evaluate a
				  retailer's or applicant's qualifications; and
10. Receive from the state agency a packet
				  containing an authorization acknowledgement letter granting WIC Program
				  authorization, a retailer manual for the Virginia WIC Program, and a WIC window
				  decal.