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eWIC Readiness Vendor Training June 2019

Get ready for the launch of eWIC with this comprehensive vendor training webinar. Learn about system readiness, how eWIC works in your system, and what steps you need to take to ensure a smooth transition. Don't miss out on this exciting opportunity!

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eWIC Readiness Vendor Training June 2019

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  1. eWIC Readiness Vendor Training June 2019

  2. WE’RE SO EXCITED ! • eWIC is • right around • the corner!!

  3. This webinar covers: • System readiness • How eWIC works in your system • Readiness toolkit • What happens next?

  4. System readiness • The who, what, and when of final eWIC preparations.

  5. ID Your POS & EBT SMEs PDQ! Umm…..…what? e WIC

  6. Who are your gurus? • Who is your expert on POS/cash register functionality? Corporate team or POS provider/reseller - eWIC transaction steps - APL download, WIC approved flags - POS system troubleshooting • Who is your expert on EBT payment issues? - Corp team - Third Party Processor (TPP) - FIS (stand-beside stores)

  7. What has to be set up? • Set up and confirm daily APL download • Map produce UPCs and PLUs • Add eWIC to your system profile

  8. APL daily download • Stores must download an updated version daily. • Most stores will set up this up to run automatically. • Stand-beside devices must be connected overnight to receive the daily APL update. • Failure to do so could result in rejected transactions.

  9. Map produce • All fresh produce UPCs and PLUs must be mapped to an IFPS (International Fresh Produce Standards) PLU code listed in the APL. • - Remember, stores have mapping options: Fuji apple to Fuji PLU #4129 or to apple PLU #4210 (retailer assigned) minimal mapping full mapping - specific or Fuji apple to generic fruit or vegetable PLU #4469 (retailer assigned) Fuji

  10. Map produce • Who maps? • What mapping method will you use? • For information on how mapping works in your system, contact your corporate team or your POS provider. • The APL contains a full list of PLUs. • A short list will also be posted to the vendor webpage. www.wic.dhw.idaho.gov

  11. Payment processing & banking • Add eWIC to your profile • Contact your TPP and POS provider, they need: • X9 number – this is your current WIC Vendor ID # • Idaho’s WIC BIN/IIN 610723 • There may be paperwork to complete and return before your store can accept eWIC cards.

  12. Payment processing & banking • It’s important to communicate changes! • Unreported banking changes can cause payment errors or delays. - POS changes may require recertification.

  13. Receipt Requirements • Make sure your receipts meet the requirements outlined in the Vendor Operations Guide (pg 10-11).

  14. When? 3 months before Go-Live complete system setup 2 months conduct system testing 1 month cashier training and test buys

  15. How eWIC concepts work…

  16. How eWIC works in your system • You will train store staff on how eWIC works in your system. • What keys or screen options to press • What steps to follow • Prompts and error messages • Troubleshooting your specific register system - Who to call for help

  17. The Readiness Toolkit • Map and timeline • Checklist • Training tools and resources • Signage

  18. The Readiness Toolkit • Two timed packets - Contain just what you need at just the right time. - Use the checklist, packet items, and other resources to complete the scheduled readiness activities.

  19. Readiness Packet #1

  20. The Checklist • 3 months before Go-Live! - Review the Readiness Toolkit - Identify your Go-Live date - Read the new Vendor Operations Guide and Glossary of eWIC Terms - Plan for your staff training - Post your eWIC is Coming poster • Identify your experts • confirm system setup • keep their contact info

  21. Readiness Packet #2

  22. Readiness Packet #2 • Arrives about 6 weeks before Go-Live! - Focused on cashier training. • Includes training tools, an eWIC is Here poster, new signage.

  23. In the last month • Townhall Q&A • Train cashiers • Live test buys • Go-Live!

  24. Townhall Q&A • 1 month before Go-Live! - Optional conference call - A chance for live question and answer - Share readiness successes or challenges

  25. Cashier training • 3-4 weeks ahead of Go-Live! - Start to consider your training plan. - Get training on eWIC transaction steps on your POS.

  26. First the basics • Print a balance inquiry (card balance) - Shows the types and amounts of foods available in the customer’s WIC account. • Complete an eWIC purchase (mixed basket) - Include the mid-purchase receipt/report. • Include how to apply split-tender payments. *Hint – always use the WIC card first; then SNAP, debit, cash, etc. • eWIC receipt types - Beginning balance, mid-purchase, and final receipt.

  27. Wait, there’s more • Apply coupons or discounts • Mid-purchase report/receipt* • Required to show what WIC is about to pay for. • Customer then accepts or declines the WIC portion. • Cashiers need to know how to handle either. * Integrated POS only, not stand beside machines • Void items or reverse an eWIC transaction • WIC can only be voided or reversed while the transaction is still open, before the final receipt prints.

  28. Troubleshooting • The customer views the mid-purchase receipt and asks… “Why isn’t WIC paying for ____?” 3 main reasons 1. Not in the customer’s WIC account 2. Not a WIC approved item 3. WIC approved but not on the APL yet

  29. Troubleshooting • A few good tools - Check the beginning balance receipt If the item is not there, it’s not in the WIC account If the item is there… - Check the food list (or the WIC Shopper app) It may not be a WIC approved item If it looks like it is okay for WIC… - Submit the UPC so we can add it to the APL • 3 customer options - Put the item back (void) - Pay for the item on their own - Choose a WIC approved item (on APL)

  30. Live test buys • Approximately 2-3 weeks ahead of Go-Live! - Makes sure your system and cashiers are eWIC ready. Test buys include: • eWIC balance inquiry (card balance) • eWIC purchase (mixed basket, split tender) • void item, cancel/reverse an eWIC transaction • all receipt types can be accurately produced • systems are capturing transactions and voids properly

  31. Go-Live Day! • First day eWIC cards will be issued in your area. • eWIC card purchases may be slow in the first two weeks. • Expect a mix of checks and cards for several months.

  32. Starting now • Begin working your Readiness Checklist • Make contact with your experts. • Prep for APL download • Confirm TPP and reseller has your X9 and the BIN # - Learn to do eWIC transactions on your POS system • Check your email regularly, contact with the vendor team will increase as Go-Live gets closer.

  33. Links to resources Idaho WIC Vendor Webpage WIC.dhw.Idaho.gov Webinar #1 – eWIC Kickoff Webinar #2 – eWIC Concepts WIC Shopper smartphone application WICShopper app USDA Website – EBT Guidance and Resources WIC EBT Operating Rules WIC EBT Financial TechnicalImplementation Guide

  34. Questions? Contact us WICVendor@dhw.Idaho.gov 208-334-4933

  35. CDP Retailer Team Jim.Chilcoat@cdpehs.com Vendor Relationship Manager (502) 695-1999 (office) Jeane.Fink@cdpehs.com Retail Relationship Specialist (916) 943-1390 (office)

  36. Thank you! The production of this webinar was supported by USDA Grant #197IDID7W1003. Its contents are solely the responsibility of the Idaho WIC Program and do not necessarily represent the official views of the USDA. The WIC program is an equal opportunity provider.

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