Vendor Regulations, Policy and Procedures

This page contains the ITCA WIC Vendor Manual and Policy and Procedure documents in PDF format. Please select any topic for more information.

The manual is intended to ensure vendors meet the requirements of the United States Department of Agriculture (USDA) regulations, and ITCA WIC Policy and Procedures. This Vendor Manual relates solely to the ITCA WIC Program.

Click here to download the ITCA WIC Vendor Manual -effective October 1, 2020

Click here to download the ITCA WIC Vendor Manual -effective October 1, 2020

ITCA WIC Vendor Manual Table of Contents
To access a specific section of the WIC Vendor Manual, please select from the following sections:
ITCA Contact Information
Section 1: Introduction
Section 2: Authorization
Section 3: WIC Approved Foods
Section 4: WIC Food Benefits
Section 5: eWIC Redemption Procedures
Section 6: Payments
Section 7: Transaction Disputes and Vendor Claims
Section 8: Peer Groups
Section 9: Monitoring and Sanction System
Section 10: Client Access
Section 11: Disqualification and Termination
Section 12: Appeal and Administrative Review Process
Section 13: Reporting Changes
Section 14: Complaints
Section 15: Useful Handouts

The Vendor Sanctions Schedule is intended to provide structure for enforcing program rules, regulations, policies and procedures, and to maintain program integrity.

Click here to download the Vendor Sanction Schedule

Click here to download the Vendor Sanction Schedule

The Administrative Review Instructions for Vendors is intended to allow vendors the opportunity to appeal decisions made by the ITCA WIC Program related to authorization and disqualification.

Please click here to download the Admin Review for Vendors

Please click here to download the Admin Review for Vendors

Vendors must meet all of the authorization selection criteria prior to submitting an application, and after authorization throughout the contract term, including changes to the selection criteria that occur during the contract period.

Click here to download the Vendor Selection Criteria

Click here to download the Vendor Selection Criteria

The Client Access Criteria is indented to ensure clients have access to vendors within a reasonable distance from their local agency clinic or home address.

Click here to download the Client Access Criteria policy

Click here to download the Client Access Criteria policy

The ITCA WIC program uses a standard vendor agreement throughout its jurisdiction, which every authorized vendor enters into.

Click here to download the FY 22-24 Vendor Application

Click here to download the FY 22-24 Vendor Application

The ITCA WIC program uses a standard vendor agreement throughout its jurisdiction, which every authorized vendor enters into.

Click here to download the FY20 ITCA Restated and Amended Vendor Agreement

Click here to download the FY20 ITCA Restated and Amended Vendor Agreement

The vendor must only purchase formula from the list of infant formula wholesalers, distributors, retailers, and infant formula manufacturers provided by ITCA.

Click here to download the ITCA Approved Infant Formula Supplier List

Click here to download the ITCA Approved Infant Formula Supplier List

The ITCA WIC Approved Shelf Labels are used to allow WIC shoppers the ability to identify WIC approved food items to make their WIC shopping experience efficient and easy.

Click here to download the ITCA WIC Approved Shelf Labels Tool

Click here to download the ITCA WIC Approved Shelf Labels Tool

Vendor Forms

Vendors must fill out the vendor application completely and submit all required documents to ITCA, partial and incomplete applications are not processed. The vendor application consists of the Enrollment Price Stock Survey, Vendor Application, Infant Formula Purchase Invoice and the Conflict of Interest Form.

Click here to download the Enrollment Price/Stock Survey

Click here to download the Enrollment Price/Stock Survey

The Vendor must notify ITCA WIC within 30 days of any change, failure to do so may result in  corresponding sanctions or fines. Please see Section 8: Reporting Changes in the Vendor Manual for further details.

Click here to download the Notice of Change Form

Click here to download the Notice of Change Form

Transactions can be disputed by the WIC cardholder, the WIC Vendor or other parties to the transaction. WIC vendor transaction disputes may be initiated by the vendor, the acquirer or third party processor on the vendor’s behalf.

Click here to download the Transaction Dispute Resolution policy

Click here to download the Transaction Dispute Resolution policy

The ITCA WIC Program may reduce the minimum stocking requirements for a vendor that is struggling to sell certain WIC foods. A vendor must meet the criteria prior to requesting approval to reduce the required quantity of WIC foods.

Click here to download the Request for Reduced Minimum Stock Form

Click here to download the Request for Reduced Minimum Stock Form