New York

Window Decals

Conduent provides retailers with a WIC window decal that must be placed on either the storefront door or window to inform cardholders that the store accepts WIC cards. Additional decals may be ordered by calling the WIC Retailer Help Desk.

Reconciliation and Bank Settlement

What is ACH?

• ACH stands for Automated Clearing House. It is a facility that processes debits and credits between financial institutions electronically. In the WIC Program, the ACH will process transactions that occur between Conduent and retailers. Funds are settled directly to a retailers designated bank account via ACH for all approved transactions.

When are ACH Credits (Settlement) Available at the Bank?

• The host system generates an ACH credit immediately following system cut-off each day. The Conduent WIC system has a cut-off time of 10:00 a.m. Eastern Standard Time. Retailers have the option of using the Conduent host system cut-off time or may designate a terminal cut-off time of their own choosing in the Conduent Retailer Agreement or by calling the WIC Retailer Help Desk. If the selected cut-off time is after the host system cut-off time, the ACH credit is sent the next business day. Funds are sent to the retailer’s bank on a daily basis and are available based upon the individual bank’s rules.

Example: If the retailer’s cut-off is on or before 10:00 a.m. EST, payment for all WIC

transactions for that business day will be available on the following business day. If the

Retailer’s cut-off is after 10:00 a.m. EST, payment for all WIC transactions will be

available in two (2) business days.

How Will a Retailer Know if the Amount of the ACH Credit is Correct?

• • The credit that the retailer receives through ACH corresponds to the WIC transaction total for the retailer’s business day. If the retailer’s designated cut-off time is after 10:00 a.m. Eastern Standard Time, the ACH credit amount is for the prior business day. If the Retailer’s cut-off time is before 10:00 a.m. Eastern Standard Time, the ACH credit amount is for the current business day. Individual bank guidelines also determine when an ACH credit/ debit is applied. This could delay an ACH reimbursement by an additional day after the respective business day.

• If a reimbursement credit does not arrive at a retailer’s bank within three banking days of the respective retail business day, the retailer should first contact their bank to determine if all ACH credits have been posted for that day. The retailer can then call the WIC Retailer Help Desk. A representative will research and resolve the problem.

Conduent Retailer Help Desk

The WIC Retailer Help Desk is available 24 hours a day, 7 days a week. All retailers should call the WIC Retailer Help Desk for information including:

• Ordering supplies
• Settlement issues and questions
• Correction or adjustment requests
• Equipment failure and/or other POS related problems and issues
• Returning equipment, or
• Other general WIC Retailer related questions

Store Signage Requirements

Window Decals

Conduent provides retailers with a WIC window decal that must be placed on either the storefront door or window to inform cardholders that the store accepts WIC cards. Additional decals may be ordered by calling the WIC Retailer Help Desk.

Supplies

• Conduent provides an initial supply of printer paper rolls, a WIC Quick Reference Guide, a WIC Retailer Policy and Procedure Manual, and signage for retailers using Conduent equipment. Retailers may re-order additional supplies, except for printer paper rolls, by calling the WIC Retailer Help Desk as needed.
• Retailers must purchase subsequent printer paper rolls from any general office supply store as needed. The VeriFone Vx520 uses the following types of paper:
  • CRM0039 – High-grade thermal paper, 2 1/4 inch (57 mm) wide roll
  • CRM0027 – Medium-grade thermal paper, 2 1/4 inch (57 mm) wide roll

Record Retention

• • Retailers must maintain WIC POS terminal transaction receipts for a period of three (3) years and (150) one hundred fifty days following Prescription redemption, or for such additional period as applicable regulations may require following the redemption of WIC food benefits.

• Retailers must make these records available for an audit upon request of representatives of Conduent or authorized state agency and federal government agencies during the retailers’ normal business hours. In addition, upon written notice from Conduent and/or the state agency, a retailer must deliver the requested WIC-related documents for review within 14 business days.