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Policy 1000 – Overview of Vendor Management Revised July 01, 2026 Policy The state Vendor Management Services Team has primary responsibility for vendor management. Purpose To describe the Oregon food delivery and vendor management systems. Relevant Regulations 7 CFR §246.3(e)(2)—Administration, State staffing standards 7 CFR §246.12(a)(2)(4)—Food delivery systems Oregon WIC PPM References  588—Program Integrity: Complaints Definitions Retail food delivery system: The primary food delivery system used in Oregon where participants take eWIC cards to authorized grocery stores and pharmacies to purchase WIC foods and formula.

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Vendor management: The coordination of activities impacting vendor participation, including authorizing, training, and monitoring for compliance with United States Department of Agriculture (USDA) requirements. eWIC card: Magnetic stripe card used to purchase WIC-authorized foods and formulas from a WIC family’s Electronic Benefit Account (EBA). Procedure 1. State responsibilities in vendor management 1.1 The state Vendor Management Services Team performs the following vendor management tasks: • Authorize WIC vendors. • Inform Local Agency staff of the authorization status of stores in their clinic area. • Design and conduct vendor training. • Perform store reviews prior to vendors authorization. • Test store Point of Sale systems to verify eWIC functionality is installed and processing transactions correctly. • Communicate with vendors. • Keep state-produced vendor materials current. • Monitor vendors for compliance via overt and covert methods. • Maintain vendor data in the Oregon WIC data system and online map. • Coordinate transaction adjustments for authorized vendors.

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• Represent WIC in administrative and court hearings. • Monitor store closures and transfer of ownership. • Collect and analyze vendor data, e.g, store redemption data. • Clarify WIC policies and procedures on vendor-related issues to state and local staff. • Communicate with USDA on vendor-related issues. 2. Local responsibilities in vendor management 2.1 Local WIC program staff perform the following vendor management tasks: 2.1.1 Communicate with state Vendor Management Services Team staff. • Refer inquiries for store authorization. • Report any changes in WIC authorized store operations such as store names or ownership changes. • Follow-up on reports from vendors of participant non- compliance. • Request clarification of policies and procedures when necessary. 2.1.2 Respond to state WIC staff regarding whether the termination of a specific vendor would result in inadequate participant access. 2.1.3 Respond to state WIC staff regarding whether a stock exception request from a specific vendor would result in inadequate availability of a specific food or infant formula.

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2.1.4 Troubleshoot shopping issues with participants. See “Shopping Issues” Job Aid on the WIC website. 2.1.5 Report participant complaints about vendors. See  588— Program Integrity: Complaints for the complete process. 3. Retail food delivery system 3.1 The Oregon WIC program uses a retail food delivery system. Only vendors authorized by the Oregon WIC program may conduct eWIC transactions. Policy History Policy History Table Date Major Revision, Minor Revision, or Reviewed 09/10/2015 Revised 10/01/2019 Minor Revision 07/01/2026 Minor Revision The date at the top of the policy is the date of the most recent release. Policies become effective on the release date. Policy changes become compliance findings 6 months from the release date. Major Revision: Policies with content changes that impact local agency functions. Please review all policies with major revisions. The Food and Nutrition Service (FNS) reviewed and approved these changes.

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Minor Revision: Changes in policy that have small impacts on local agency functions. Minor edits, grammatical updates, clarifications, and/or formatting changes have occurred in these policies. Reviewed: The policy was checked for accuracy. Minor formatting changes may have been made. Date of Origin: Date policy was initially released If you need this in large print or an alternate format, please call 971-673- 0040. This institution is an equal opportunity provider.