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.

To access a specific section of the WIC Vendor Manual, please download the Vendor Manual and select from the table of contents.

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

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

ITCA WIC Authorized vendors must stock foods from each category utilizing the AZ WIC Programs Food List, to ensure the foods stocked in each category are allowable brands, types, and sizes.
Minimum stock requirements must be met at all times. Failure to meet minimum stock during a contract period may result in sanctions and monetary fines.

Click here to download the FY 22 Minimum Stocking Requirements

Click here to download the FY 22 Minimum Stocking Requirements

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.

Click here to download FY22 Administrative Review Instructions

Click here to download FY22 Administrative Review Instructions

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 FY 22 Vendor Selection Criteria

Click here to download the FY 22 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 FY 22 Client Access Criteria

Click here to download the FY 22 Client Access Criteria

FY22-24.ITCA.Client Access Critiera (VM Appendix L)

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

Click here to download the FY22-24 Vendor Application

Click here to download the FY22-24 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 FY 22-24 ITCA Vendor Agreement Sample

Click here to download the FY 22-24 ITCA Vendor Agreement Sample

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 How to Use ITCA WIC Approved Shelf Label Tool

Click here to download the How to Use ITCA WIC Approved Shelf Label Tool

  • ITCA WIC Approved Shelf Labels can be requested by emailing WICVendor@itcaonline.com.

Vendor Forms

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 FY22 Notice of Change Form

Click here to download the FY22 Notice of Change Form

  • The Vendor must notify ITCA within 10 days of a change in pricing, if pricing change is significantly higher than what is currently being charged, or a new product is added to the shelf and it has a higher price than the current products.
  • The Vendor must notify ITCA within 30 days of a change in banking management, cash registers, third party processors, or hours of operation.
  • For vendors who are authorized with more than 1 WIC Program in Arizona, changes need to be reported to each WIC Program

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.
Please see the full Transaction Dispute Resolution Policy below or refer to Section 7: Transaction Disputes and Vendor Claims in the Vendor Manual.

Click here to download the FY Transaction Dispute Resolution Policy

Click here to download the FY 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.
Please complete and submit the following Request for Reduced Minimum Stocking Requirements from.
To access the full Minimum Stocking Requirements and Reduced Minimum Stocking Requirements Policy, see Section 3 of the Vendor Manual.

Click here to download the Request for Reduced Minimum Stocking Requirements Form

Click here to download the Request for Reduced Minimum Stocking Requirements Form