Department of Health | WIC | eWIC Frequently Asked Questions (FAQ)

eWIC is an electronic benefits issuance system for WIC. It’s a system that will replace the current paper checks with an electronic process for participants to purchase approved items in your stores.

2.Who is the eWIC processer for eWIC implementation?

Solutran is the financial entity who processes all paper checks for NJ WIC. New Jersey has contracted with Solutran to design and implement the eWIC system.

3. How does eWIC work?

Each WIC participant will be provided with an eWIC card. It’s a plastic card (like an ATM, debit or credit card), with a magnetic stripe on the back. The eWIC card is not for one-time use; it will be used throughout the duration of the participants eligibility. The participant can use their eWIC card at any NJ WIC authorized store location. Participant will swipe their eWIC card at the store’s POS equipment and enter a 4-digit PIN when making WIC purchases.

4. What are the benefits of eWIC for WIC vendors?

Faster settlement, usually within 24 hours
Increased efficiency and fewer errors; cashiers require less training for eWIC transactions
Convenience; eWIC eliminates manual recording, vendor stamping, and returned checks
Vendors will enjoy advantages that include but are not limited to the following: Vendors experience labor savings because transactions require customers to swipe a card, and no longer require the counting and processing of food instruments (FIs).

5. How are eWIC benefits different from SNAP benefits?

NJ eWIC cards will have specific food types and amounts assigned to each household. This is different than SNAP cards, which are loaded with a dollar value.

6. What if the shopper wishes to pay with eWIC and SNAP?

If your store uses the stand-beside device, only eWIC benefits can be used to purchase eWIC foods. If your store has an integrated cash register system which allows for multiple forms of payment, the eWIC card must be the first method of payment. Otherwise, WIC may not be applied to the foods purchased. The SNAP card can be used after eWIC.

7. Can the same card be used for SNAP and for eWIC?

No. The cards will be separate.

8. If a store currently accepts SNAP, can the store automatically accept the eWIC card, too?

No. If you are currently an authorized WIC vendor in good standing, you will be eligible to accept eWIC cards. You may need to upgrade your existing Point of Sale (POS) equipment or obtain new equipment to process eWIC transactions.

9. Do the eWIC benefits have a 30-day window of validation?

Yes. Benefits will be loaded for a 30-day period based on the participant’s certification. Benefits will not carry over to the next 30-day period. Valid benefits and the expiration date will be displayed on the receipt.

10.Will participants be able to spread their purchases out over more than one shopping trip?

Yes. Participants will be able to shop as many times as they want for the 30-day benefit period. This will be especially beneficial for participants who walk or use public transportation. Splitting purchases up will benefit those with limited food storage space and reduce food waste.

Information about the eWIC Card and Benefits

1. What is an eWIC card?

An eWIC card is like a debit card with a PIN number. A PIN is your Personal Identification Number. Your PIN, a special four-digit number that you choose, will make your eWIC card work at the grocery store.

2. How will the WIC benefits get loaded onto my card?

Your appointments at the local WIC office/agency will remain the same. The WIC nutritionist will continue to help you select your food package at your WIC visit. All family members WIC food benefits will be loaded on one card. The food package for all members of your family will now be loaded on one card. Every month, your family's WIC food benefits will automatically be added to your eWIC card.

3. How is eWIC different from SNAP (Food Stamp) card?

Click here for eWIC For Participants

4. Features of the eWIC card:

Click here for eWIC For Participants

5. How to use benefits in the eWIC card:

Click here for eWIC For Participants

WIC Participants

1. What are the benefits of eWIC for WIC participants?

eWIC will be a tremendous improvement to the overall shopping experience with smoother transactions at the register, streamlining of processing, and reduced checkout times.

2. Is the eWIC card the same as the SNAP/EBT card?

No. Each program has their own funding source and the benefits are separate.

3. What if the shopper wishes to pay with eWIC and SNAP?

If the store has a combined cash register system which allows for several forms of payment, the eWIC card must be used first. Otherwise, WIC benefits may not be applied to the foods purchased. If the store uses the stand-beside device, only eWIC card can be used to purchase WIC foods. The SNAP card can be used after eWIC purchase.

4. Do I get a new eWIC card every month?

No. Monthly benefits are loaded onto the same eWIC card, access using the same PIN. Remember to bring the eWIC card with you to every WIC appointment. Keep the eWIC card in a safe place and don’t throw away the card.

5. Will there be one card for all household members on eWIC?

Yes. All family members including foster children on WIC in the same household will have their benefits on one card.

6. How much time do I have to use my food benefits?

WIC food benefits are still good for a full benefit month and will expire on the Last Day to Use for the household. Good news, you can shop for just the food items you need but any foods you do not purchase before the Last Day to Use will be lost.

7. Will participants be able to spread their purchases out over more than one shopping trip?

Yes. Participants will be able to shop as many times as they want for the benefit period. Buy what you need, at any time, throughout the duration of your benefit period.

EBT Equipment & Technology:

1. When should I contact my ECR provider?

This should be done as soon as possible so you know your options. As WIC moves from checks to eWIC cards there are changes that will need to take place. These changes could have a cost. It is up to each vendor to make the best business decision for their authorized store location(s).

2. When should my store be ready for eWIC?

Stores should be ready 30 days prior to the card issuance in your county (schedule TBD) <insert link to schedule here>. For example, if your county goes live March 2021, your store should be ready February 2021.

3. When will checks go away?

During the transition vendors will see a mix of checks and eWIC cards. Once a county goes live, it will take about 3 months for eWIC cards to be issued. During that time vendors should accept both checks and eWIC cards. Additional information will be provided when available; the date has not yet been determined.

4. What happens if my store is not ready for eWIC?

Checks will eventually go away. If vendors are not able to accept eWIC cards, participants will go to stores that can accept the eWIC cards. Eventually vendors that cannot accept eWIC will be terminated as an authorized WIC vendor. It’s important that vendors follow the schedule to maintain WIC authorization.

5. What are the vendor’s POS options for accepting eWIC?

Depending on an authorized WIC vendor’s current cash register system, vendors will use either an eWIC stand beside point of sale (POS) terminal or an integrated electronic cash register (ECR) system.

6. What is the difference between an integrated (ECR) and stand beside POS system?

Integrated (ECR) system - can accept multiple payment types, including eWIC, and can ring up WIC and non-WIC items during the same transaction. eWIC Stand Beside (POS) Terminal - supports eWIC transactions only. Vendors using eWIC stand beside point of sale (POS) terminals must continue to ring up WIC items separately from non-WIC items. In addition, if a vendor’s cash register tracks inventory, WIC food items will need to be scanned twice – once through the eWIC stand beside POS terminal and once through the register. WIC items will have to be scanned twice, once at the stand beside point of sale (POS) terminal and once at the register.

7. How can vendors know if their equipment is capable of processing eWIC transactions?

Vendors must complete the eWIC vendor readiness survey. The eWIC project contractor, Solutran, will review each vendor’s survey and determine equipment or software needs. Solutran will review a vendor’s current cash register system to determine if they have an integrated electronic cash register (ECR) system or if an eWIC stand beside point of sale (POS) terminal is required. For vendors with integrated ECR systems, Solutran will assess whether their ECR and third-party processor (TPP) is currently certified.

8. How long does it take to have an electronic cash register (ECR) system certified?

It is important for WIC vendors to discuss options with their ECR provider as soon as possible.

The certification of an ECR system involves a number of factors including:

The factors include the ECR provider and the equipment at the store.
If the ECR provider has processed eWIC in other states, the process can be 1-2 months.
If the ECR provider has not processed eWIC previously, the process can be lengthy (4 months or more).
If the ECR provider cannot support, the vendor may need to consider an alternate ECR provider. If a vendors ECR has questions, please refer them to Solutran.

9. Is there a contact we can refer our current point of sale Integrated (ECR) system and Third-Party Processor (TPP) providers to?

Yes. Samantha Bailey, Retail Manager. Samantha Bailey’s contact information is as follows: retailcert@solutran.com and copy sbailey@solutran.com

10. Can vendors with an integrated ECR system request an eWIC stand beside POS terminal?

The State will be paying for the monthly lease for each stand beside terminal deployed. The state will not allow a vendor to have both. This decision will help minimize the costs.

11. For stores with eWIC stand beside POS terminals, will the participant still have to split up the order?

No, WIC items do not need to be separated. However, the eWIC stand beside POS terminal only processes eWIC purchases. If a non-WIC product is scanned on the Stand-beside, the terminal will beep to show that the product cannot be included in the transaction.

12. Does the stand beside terminal come with a scanner?

Yes.

13. What are the benefits of integration?

Integrated systems streamline the WIC transaction process. An Integrated system does not require WIC items to be separated from non-WIC items, allowing for an easier transaction. The transaction will be simple, convenient and efficient.

14. Do we have an idea how much Third-Party Processors (TPP) are planning to charge for transactions?

TPP fees vary. NJ WIC authorized vendors are encouraged to consult with their individual processor for fees.

15. Will there be a manual process (e.g., paper checks) for transacting WIC if the store’s eWIC system is down?

No, a manual process will not be used in the event a store’s eWIC system is down.

16. Will we be able to have a backup stand beside terminal if the integrated system goes down?

No, a backup stand beside terminal will not be offered if the integrated system goes down.

APL (Approved Product List):

1. What is the APL?

APL, or Approved Product List, includes all WIC-approved food items. For eWIC implementation, this list is being turned into a digital file. The WIC APL is a USDA mandated report critical to support the eWIC purchases. All WIC eligible food items must be included on the NJ WIC APL database in order for WIC benefits to be used for purchase.

2. What is a Price Look-Up code (PLU)?

The list of all New Jersey WIC authorized foods allowed for purchase by the WIC cardholder. Information on items on our APL can be found on our Food and Program Guide.

3. What is a Universal Product Code (UPC)?

This is the barcode used for scanning items at Point of Sale. There are different types of UPCs, the most common being 12 digits and called the UPC-A. This is the type of UPC used by NJ WIC.

4. How does the APL work with eWIC?

Each food item is uniquely identified by a Universal Product Code (UPC) and Price Look-Up code (PLU) for WIC. The database includes UPCs/PLUs and the product description. WIC Authorized vendors will use the APL to transact WIC food items at the Point of Sale. After eWIC implementation, foods not included on the APL will not be able to be purchased by participants using WIC benefits.

5. How will NJ WIC ensure all approved foods are included on the APL?

Vendor and manufacturer support are needed to ensure the APL is complete and up to date. The APL should be reviewed for completeness and any new or missing WIC-approved items should be submitted. The APL will be continuously updated by NJ WIC State staff to ensure the list remains current. Any changes made will be reflected the following business day. NJ authorized vendors must update internal systems in order to maintain an up-to-date APL file.

6. How do we notify the state of a missing or new item(s)?

The current NJ WIC Approved Product List (APL) can be found here (.xlsx) (.pdf)

To submit individual UPCs to be added to the APL, use the online fillable form found here: UPC Submission Form

If you need to submit UPCs in bulk (10 or more items), please use the Spreadsheet Template found here. Email the completed form with pictures of the product labels to NJWICFoodList@doh.nj.gov.

Full UPC Code: Enter the complete 12-digit (or more) UPC Code without any hyphens or spaces. This includes the check digit at the end of the code.

Brand Name: Brand Name of product. Example: General Mills, Dole, Wholesome Pantry, etc.

Product Name: Description of the product. Example: Sliced Pineapple in 100% Juice, Honey Nut Cheerios, Soft Corn Tortillas, etc.

Package Size: The product’s unit of measure. Example: 12 oz., 1 gallon, 4oz 2pk, etc.

Ingredient List: All ingredients in the product. *Attach picture of the ingredient label if unable to list here.

Nutrition Facts Label: *Attach picture of the product’s Nutrition Facts Label.

If you have a list of more than 50 items, please contact us for assistance at NJWICFoodList@doh.nj.gov.

Reimbursement Program

1. What are my options to get my store’s POS system ready for eWIC?

There are two different types of POS system that you need to consider. The first option is to use an integrated POS system. This could be a new POS system, or you may be able to use your existing integrated system if upgrades are needed to process eWIC transactions.

For Vendors that cannot process eWIC transactions with their existing equipment, you may be able to get a stand beside system from New Jersey WIC. A stand beside terminal is a card processing terminal with a handheld scanner, however it can only be used to process eWIC transactions.

2. What do I do if we want an Integrated POS system?

The New Jersey WIC State Agency has obtained some funding to assist NJ WIC authorized Vendors in becoming eWIC capable. Available funding is for the purpose of replacing or upgrading existing point of sales (POS) systems to accept eWIC payments. Upgrades and installations must be completed prior to Level 3 (L3) certification. This will be scheduled closer to the eWIC start. Funding is limited and will be approved based on the evaluation criteria listed below.

To qualify for reimbursement, you must:

Be an existing active New Jersey WIC authorized Vendor.
Have POS systems (e.g., cash registers) not capable of processing eWIC, as determined by the vendor’s cash register reseller or by Solutran.
Plan to purchase a POS system or upgrade a POS system that is capable to process eWIC transactions and certified by Solutran (see list of possible systems below).
Receive a quote from POS providers.
Complete a L3 certification (with the assistance of WIC State Agency) for the new or upgraded hardware and software (Funding requests will not be approved until successful completion of the L3 certification.)
Complete the NJ WIC Vendor Reimbursement Program Application in its entiret
There is a deadline to this program, but if you require an extension, have questions, or need more information about the benefits of integrated POS systems over stand beside systems, please contact the NJ WIC Vendor Unit at NJ.WICVendor@doh.nj.gov or visit the DOH web site www.state.nj.us/health/fhs/wic/ewic/vendor_ewic.shtml. A SA Vendor representative will continue to support you through the application process to ensure you submit a complete POS Reimbursement Program Application.

3. How do I know if a POS system is approved for reimbursement?

A List of POS Providers can be found here: https://www.state.nj.us/health/fhs/wic/ewic/pos_links.shtml

4. If my POS system is not eWIC capable - What should I do?

If your POS provider is not on this list, notify your POS provider of your interest in having your current POS system be ready for the New Jersey eWIC system implementation.

5. My POS is already certified, and I need the FTP information. When will that be available?

The list of approved products on the APL is available on the New Jersey Website under eWIC/eWIC Vendors. The machine-readable FTP version of the APL is in the development process. Vendors will be notified of the availability of the completion of the APL for download.

6. What if my POS upgrade/replacement cost is more than the reimbursement amount?

The reimbursement is only for the amount specified on your award letter. The reimbursement amount may not cover the total cost of all new or upgraded POS system.

Each POS Reimbursement applicant received will be reviewed by New Jersey WIC Program staff and a determination will be made on the eligible funding. The reimbursement may cover the entire purchase amount, or only a portion.

The number of Cash Registers planned for eWIC Maximum Reimbursement Amount per Vendor is as follows.

- 1 Cash Register - Up to $3000

- 2 Cash Registers - Up to $5000
- 3 or more Cash Registers - Up to $7500

7. What should I do if I will not be able to get a new integrated POS or upgrade my existing POS?

If you are not planning to upgrade or replace your POS system, you can discuss your options with a Solutran representative at 1-866-730-7746 or email at Retailcert@Solutran.com.

8. If a vendor purchased a POS System before the approval letter with checklist was received via email, will the NJ WIC reimburse the vendor for the costs of the POS system?

Yes. We will reimburse them if they purchase the upgrade prior to our approval letter as long as the cost meets the threshold we have set. If their receipt shows less than what we put in the letter, they will get reimbursed what’s on the receipt. If the receipt shows more than what’s in the letter, they will get reimbursed the amount that’s in the letter.

9. What if a vendor who has two registers and wants a third register. Will the vendor qualify for the cost of the POS system, based on the 3 registers and being reimbursed up to $7500?

If all 3 registers are being upgraded for eWIC (2 are upgrades and the 3rd is new), then they meet the 3+ register threshold and yes, they would get reimbursed based on that threshold, which is $7500. If nothing is being done with the 2 original registers and all they are doing is purchasing a third register, then they would meet the 1 register threshold of up to $3000.