Market Day & Beyond
Wonder what a market day will look like if you decide to take on a SNAP program? There are a number of details that should be taken into consideration.
Although every market performs differently, here’s an overview of a typical day’s responsibilities, and those ongoing.
Market Day Supplies
Point-of-sale (POS) machine – fully charged, with extra batteries on hand.
Card readers and receipt printer (if separate devices from the POS device) and extra paper receipt rolls.
Tokens – with a way to securely store a small “active supply” at the point of sale, along with a “bank” of backup tokens stored securely out of the public’s reach.
Notebook – to keep any records or notes about unusual transactions, and contacts such as your POS provider’s 24/7 helpline.
Calculator, pens, etc.
Small bags (e.g. sandwich bags) for giving to customers who buy large amounts of tokens.
Paper vouchers for EBT sales in case of machine or network failure.
Durable envelopes or bags for vendors to use to turn in tokens to the market for reimbursement.
Signage – could include “buy tokens here” for at the info booth, other signage around the market promoting SNAP, information about which vendors accept which kind of tokens, and what foods are SNAP-eligible.
Beginning Of The Market Day
Distribute envelopes/bags to vendors (and reimbursement checks if applicable) to use to turn in tokens to the market for reimbursement.
Market Cashier sets up POS station at info booth – signage, tokens, other supplies.
Make sure vendors have signage up at their stalls to indicate they accept SNAP and to help promote your SNAP program in general.
Turn on POS machine and check that it’s working properly.
POS needs to be staffed by the cashier at all times
During The Market
Follow your market’s financial protocols for tracking tokens sold and keeping them secure.
Answer vendor questions about EBT, debit & credit. (Good vendor training will decrease the need for this task!)
Offer programming that supports SNAP usage at the market.
Transact sales and answer customer questions and concerns about using EBT, debit & credit tokens at market.
Want to create a welcoming market environment for SNAP shoppers? Check out this TXFED course on the subject.
EBT Transaction - SNAP
SNAP tokens are $1 with no minimum purchase. Do not charge EBT customers a transaction fee for running their card. Instruct customers as needed on eligible foods, and that no change is given when using tokens for purchases.
EBT Transaction - EBT Cash
Some EBT customers receive their benefits as cash, not SNAP. There are no federal regulations on how a customer may use EBT cash, they can buy anything sold at the market. These customers should be given the same $5 tokens given to credit or debit customers since their benefits may be used in the same ways. However, do not charge EBT cash customers a transaction fee for running their card.
Debit/Credit Transaction
Most markets do debit/credit transactions as $5 tokens with a $5 minimum purchase. Let the customer know there is transaction fee for swiping their card (Usually $1 - $2 if you choose to charge one) which is used to cover fees of offering credit & debit and to support your SNAP program at the farmers market. These tokens are treated like cash with the vendors; cash change may be given.
End Of The Market Day
Follow the procedure for your machine to print a batch report for the day and save it with your records.
Pack up the POS station and put away signage, tokens, and other supplies.
Vendors count the tokens they collected that day, fill in their vendor reimbursement forms, and turn in their tokens and forms to the market.
See our collection of vendor reimbursement and token tracking templates, generously shared by OFMA member markets for use by all
Keep tokens returned by vendors separate from the unused tokens in your token bank. Until you’ve completed your market’s reimbursement process you don’t want to mix these tokens up.
Issue token reimbursements to vendors if your market does this onsite. More typical is that tokens are packed up and counted by the market manager or financial staff at another location and time, with reimbursement checks written to vendors and delivered at the following market or mailed monthly.
Watch OFMA’s Peer Learning Circle on Bookkeeping and Token Tracking
Ongoing & Beyond
Advocating for and implementing any necessary changes to make the market more accessible and welcoming to SNAP customers (such as transportation options, market layout, events, market tours, etc.).
Reaching out meaningfully and engaging SNAP clients about the market, and promoting the market’s SNAP program at venues such as DHS offices, faith-based organizations, food banks, clinics, schools, etc.
Developing partnerships with other organizations or businesses for education and outreach programming at market (e.g. SNAP pre-enrollment screening, cooking demonstrations, etc.).
Managing the finances and bookkeeping of your market’s SNAP program.
Managing and fundraising for any match incentive programs offered to SNAP customers (such as Double Up Food Bucks).
Creating and distributing messaging and materials for signage, social media, print and broadcast media to promote the market’s SNAP program.
Tracking data about SNAP use and redemption at your market and assessing the program’s effectiveness for customers and vendors.
OFMA’s Guide to Accepting SNAP
Starting a SNAP program at your farmers market involves operational planning and making key financial decisions. The following guide will walk you through all the considerations and systems needed to put your market in place for success.
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A direct link back to our SNAP/EBT overview page.
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Learn the basics about SNAP & EBT so you and your market can get setup to use it.
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To accept EBT, credit, and debit cards farmers markets need to have a wireless point-of-sale (POS) machine that processes the sales transactions, depositing the funds from the sale into a market’s bank account. Learn more to get that setup.
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Need SNAP/EBT point-of-sale equipment for your market? MarketLink can help make it more affordable. Find out more.
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Wonder what a market day will look like if you decide to take on a SNAP program? There are a number of details that should be taken into consideration. Although every market performs differently, here’s an overview of a typical day’s responsibilities, and those ongoing.
You Are Here
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Once your market is approved to accept SNAP benefits, you must teach your staff, volunteers, and vendors the federal regulations guiding SNAP usage. Learn more here.
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What do you do if your EBT machine is down but you still want to process payments? Here is our guide.
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Once you can accept EBT cards at your farmers market, you need both on-site and off-site promotion to let everyone know, as well as funding to keep it going. Promotion and education are key to a successful SNAP program at your market. Learn more here.