Missouri WIC and Nutrition Services Retailer Manual

A. Stocking groups 

Authorized Missouri WIC retailers fall into one of two stocking groups.

• Tier 1: Stores with annual WIC sales of $65,000 or below.
• Tier 2: Stores with annual WIC sales above $65,000. 

For more information, refer to WIC retailer policy 2.8 WIC-approved Food and WIC Mapping. 

B. Failure to meet minimum stocking requirements 

WIC-approved grocery and grocery with pharmacy retailers must maintain the minimum stocking requirements through the agreement period. Failure to maintain the minimum stocking requirements may result in sanctions or disqualification. 

For more information, refer to Appendix A.2 Minimum Stocking Requirements Tier 1 and Appendix A.3 Minimum Stocking Requirements Tier 2. 

C. Infant formula 

The Missouri WIC program participates in an infant formula rebate contract. The Department contracts with a specific infant formula manufacturer that agrees to give the WIC program a rebate for each unit of their infant formula purchased at the retailer with WIC benefits. This rebate is used to offset the program’s cost for food purchased with WIC benefits. The infant formulas included in the rebate contract are called “primary contract formulas.” 

Authorized Missouri WIC retailers are not required to stock concentrates and ready-to-use formulas, but if these formulas are available through the retailer's distributor or wholesaler, they must be made available for a WIC customer within 72 hours. If a requested formula is not available to order through the retailer’s wholesaler or formula distributor, advise the WIC customer to contact their local agency for assistance.  

Only pharmacies that are authorized Missouri WIC retailers can accept WIC cards for WIC approved formulas that must be ordered through a pharmacy and cannot be ordered through an authorized Missouri WIC retailer’s distributor or wholesaler. Please reference the WIC Retailer Food and Formula Reference Guide.

a. Distributors 

All authorized WIC retailers are required to obtain formulas sold to WIC participants from an approved manufacturer, distributor or wholesaler with a valid Federal Tax Identification Number. For a listing of WIC authorized formula sources, please view the WIC Retailer Distributor, Wholesaler and Manufacturer List or contact the Missouri WIC program. 

b. Formula exchanges 

WIC customers are not allowed to exchange infant formula purchased with WIC benefits unless the item is damaged, defective or expired and the WIC customer is requesting the exact same formula item. If a WIC customer wants a different formula, they should be referred to their local agency. 

In the example below, a WIC customer purchased Similac Total Comfort with their WIC benefits but found the can had expired. They requested an exchange for the exact same item, which can be processed at the store. 

In the example below, a WIC customer purchased Similac Total Comfort with their WIC benefits but requested an exchange for a different formula, which cannot be processed at the store. The WIC customer should take the formula they wish to return to their local agency to request a change to their benefits. 

For more information, refer to WIC retailer policy 2.9 Retailer Substitution, Exchange, Refunds and Recalls. 

c. Pharmacy ordered formula buyback 

The Missouri WIC program may authorize a “buyback” of WIC-approved formula only when an authorized Missouri WIC retailer has ordered the formula through the pharmacy for a WIC customer and not all the ordered formula is purchased. This buyback ensures that authorized Missouri WIC retailers are not required to absorb the cost of the unpurchased WIC formula from a pharmacy. The primary contract formula will not be included in a buyback. 

The formula buyback occurs as follows: 

• The retailer must contact the Missouri WIC program retailer manager.
• The retailer informs the Missouri WIC program retailer manager of the type, size, quantity, UPC and expiration date of the WIC-approved formula ordered through the pharmacy.
• Note: Formula that has expired or will expire within 60 days of the retailer notifying the Missouri WIC program is NOT eligible for the buyback.
• The retailer must provide the wholesale price and the retail price they charged for the formula purchased by the pharmacy.
• The Missouri WIC program retailer manager will determine if the formula meets the criteria for buyback.
• If the formula meets the buyback requirements, a Missouri WIC program staff person will purchase the formula. 

d. Tips for pharmacy ordered formula 

Troubleshooting tips for pharmacies when ordering WIC-approved formula: 

• The pharmacy cashier can conduct a WIC balance inquiry to ensure that the customer is requesting the correct formula, including the approved flavor.
• All units should be scanned individually. Do not scan the UPC located on the case, as only the unit UPC is entered into the APL.
• Do not use the multiplier key when scanning items.
• If a retailer is unable to order or obtain a WIC-approved formula from their distributor, please refer the WIC customer to contact their local agency.
• It is recommended to do smaller transactions based on the number of items purchased to reduce potential errors during checkout.
• The WIC Retailer Food and Formula Reference Guide is a helpful resource used by warehouses, retailers and pharmacies to ensure they are allowing the current approved formulas. It also provides the National Drug Code (NDC) for ordering.