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Monitoring

The State WIC office must ensure vendors remain compliant with federal regulations and the Ohio Administrative Code rules.  To accomplish this, the State WIC office may conduct:

1)    Covert (undercover) compliance investigations; and/or

2)    Overt (unannounced) monitoring visits.

Covert Compliance Investigations

Covert compliance investigations are conducted by a contracted investigation firm. This firm utilizes trained representatives posing as WIC participants that enter contracted stores and transact the WNC.  Ohio WIC will review these buys and determine appropriate sanctions. 

Overt Monitoring

State staff may conduct announced and unannounced inspections of a vendor’s or applicant’s location at any time during business hours to determine compliance with WIC program requirements.  The vendor or applicant and its employees and agents shall cooperate with the department or local WIC agency or its designee conducting an inspection and shall provide access to records pertinent to the WIC program, including WIC transactions, shelf price records, and inventory records.  State staff will verify the vendor is in compliance with all contracting criteria including Minimum Authorized Stock Requirements, posting of prices, quality of food items, and purchases of infant formula through an authorized supplier. Click the links below to view the Minimum Food Stocking Requirements and samples of the Monitoring Site Visit Reports per store size.

Minimum Food Stocking Requirements

Monitoring Site Visit Report 1-3 Registers

Monitoring Site Visit Report 4–7 Registers

Monitoring Site Visit Report 8+ Registers

A vendor shall maintain all records of purchases, gross sales receipts, and invoices for all authorized supplemental foods stored at any of its locations or that are otherwise under the vendor’s control for a period of not less than three years, and upon request, shall make available the records to the department and Food and Nutrition Service.  If any litigation, claim, negotiation, audit, or other action involving the records has begun during the three-year period, the vendor shall keep the records until all issues have been resolved.

Vendors who are not in compliance with state and federal regulations may receive a civil money penalty not to exceed eleven thousand dollars for each violation, or be disqualified from the program depending upon the type of violations detected.  To view the Ohio Administrative Code rule, which provides the sanctions for vendors who violate the WIC program, click 3701-42-08 .

Last Updated: 3/6/2017