Colorado WIC Program Policies and Procedures Section 1: Vendor and Farmer Management Revised: 10/01/2025

Vendor Coordination - Vendor Files

Policy: State Office The State WIC Benefit Delivery Unit (BDU) will maintain originals or images (e.g., via paper copies and/or tracking databases, and/or electronically) of: ● Vendor Agreements, Applications, details of contacts made with the store, correspondence, Pre-authorization, and Retailer Routine Monitoring Reports, training information, etc. for each Vendor. ● Participant Access determinations.

Local Agency LARC shall set up a process that staff members can record comments related to a vendor and/or relay information to the LARC.

Regulation: 7 CFR 246.12

Procedure/Additional Guidance: ● Any vendor information that individually identifies the vendor, except WIC authorization status, store name, store address, telephone number, website, e-mail address, and store description (e.g., chain, grocery, pharmacy) must be restricted to persons directly connected with the administration or enforcement of the Program to maintain vendor confidentiality. ● When forwarding copies of materials to the BDU, scan documents and send them electronically if possible. o Include the proper contact person for a formula ordering problem, a shopping problem, or other issues. o Keep this information available so that patterns may be easily identified. Set up a system to send the information to a central location and/or LARC. o Encourage participants to relay what happens in stores. Having a detailed account with dates and circumstances all documented in a logical order and presented to store personnel is very effective. (REMEMBER: Do not report the participant name/information to a vendor.) ● Keeping detailed, precise records is a key to effective coordination between the State, Local Agency, and vendor. Enter significant communications and events (e.g., visits, issues, resolution, etc.) into the Compass Vendor Log.

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