{"data":{"id":"us-va/12vac5-195-290","jurisdiction":"us-va","citation":"12VAC5-195-290","heading":"Communications","body":"A. Authorized  retailers shall contact the state agency or their assigned agency representative rather than local WIC agency staff for all questions related to WIC Program participation including,  retailer selection and authorization requirements and decisions, reimbursement questions, participant's food instrument prescriptions, and complaints.\n\nB. Authorized  retailers shall provide at least 15 calendar days written notice if the retailer  decides to terminate its participation in the WIC Program or  if the retailer ceases operation, changes ownership, or for any other circumstances that impacts service delivery including relocations, renovations,  or temporary closures.\n\nC. The state agency shall regularly  communicate policy and procedural changes, training issues, WIC food instrument processing tips, cashier reminders and alerts affecting  retailers in an informational newsletter.  A newsletter  shall be published annually and sent to all authorized  retailers to update  retailer personnel on major program changes. The  state agency shall post approved policy changes, if applicable, on its external webpage. Authorized  retailers shall  comply with all policy changes communicated in writing by the state agency.\n\nD. Written correspondence retained in the state agency's centralized files located in Richmond, Virginia, pertaining to a  retailer's authorization status, application documentation, or WIC and  Supplemental Nutrition Assistance Program compliance history is confidential and is protected  by federal regulations (7 CFR 246.26). The state agency shall maintain  retailers' compliance history and background information for at least a three-year period or the contract period, whichever is longer. For civil judgments and  Supplemental Nutrition Assistance Program administrative documentation issued against a specific authorized retailer, the state agency  shall retain this documentation for six years.\n\nE. In order to utilize the WIC-approved, Internet-based application for submission of prices,  retailers shall  consent to be monitored by the  Virginia Department of Health or its information technology agency to ensure that this application is  used for its intended purpose. If  monitoring reveals possible evidence of unauthorized or criminal activity, this evidence may be provided to  local, state, or federal authorities for disciplinary action and prosecution to the fullest extent permitted by law.","path":["Title 12. Health","Agency 5. Department of Health","Chapter 195. Virginia WIC Program","Part III. Retailer Requirements"],"source_url":"https://law.lis.virginia.gov/admincode/title12/agency5/chapter195/section290/","current_through":"2026 Regular Session (effective July 1, 2026)","vintage":"","retrieved_at":"2026-09-14T04:50:01Z","sha256":"cdb7cbae52db389c77c211a025fd2fccad748a3db81386ab757b814771e747c7","source_id":"us-va-vac","stale":false,"prev":"us-va/12vac5-195-280","next":"us-va/12vac5-195-300"},"notice":"GroundRules: Original legal text. Not legal advice."}