Wonder what a day as a market manager or board member will look like if you decide to take on a SNAP/Merchant Service program? There are a number of details that should be taken into consideration. Although every market performs differently, we will provide you an overview of a typical day and responsibilities.
Click here for a Market Day SNAP/Merchant Serviced Preparation document that covers the topics below.
I) Market Day Supplies
- Receipt Box – for lost sales notes and paper receipts
- Tokens in a zip lock bag
- Note cards– to record lost sales
- Notebook - records, resources, and contacts
- Large Envelope
- Electronic Card Machine (carrying case,extra paper roll and fully charged)
- Pack – for “cashier drawer”
- Calculator, stapler, pen, etc.
- Optional - Paper vouchers for SNAP in case network fails
- Consider asking a bank for a "bank bag" for your vendors to hold all their tokens. Perhaps this exchange could turn into a sponsorship
II) Beginning of MarkET
- Distribute Vendor Reimbursement Envelopes to vendors
(and checks if applicable)
- Deliver previous week token collection to Market Cashier
- Place box/backpack with full token receptacles in secure place
- Turn on machine and prepare supplies
- The machine needs to be staffed by the cashier at all times
III) Promote Debit/SNAP SNAP Service in Market
- Encourage volunteers and vendors to inform customers about the service
- Post signage for customers
- Announce the service if you have a announcement system
IV) Customer Purchase of Tokens
- SNAP Transaction
SNAP tokens can be any denomination but are typically $1 with no minimum purchase or surcharge to be used only at your market. No change is given back. Refer to FNS eligible foods for purchase.
- Debit/Credit Transaction
Let the customer know there is a $1.50 convenience fee (if you choose to use this method) which is used to support the SNAP program at the farmers market. These tokens are treated like cash; change is given.
V) End of the Market Day
- Follow the procedure for your machine to print and send a batch report
- Print a batch report for your records and place in receipt box
- Have Vendors count their tokens and fill in Vendor Reimbursement Forms
- Collect Vendor Reimbursement Envelopes with tokens from each vendor
VI) Market Account Reconciliation
Refer to the Market Account Reconciliation (pdf) document which addresses: market day token reserves, risk management decisions, vendor token return form, market day transaction form, market day summary report, end of month statement reconciliation, and end of market season.