ohio department of job and family services -...

Ohio Department of Job and Family ServicesElectronic Benefits Transfer at Local Farmers’ MarketsChristina Thomas, EBT Section Chief ~ (614) 466-4815

Friday, February 25, 2011Cuyahoga County Board of Health

Overview of Food Assistance Programs: WIC, WIC FMNP, SFMNP, and SNAP

Electronic Benefits Transfer at Local Farmers’ Markets ~ February 25, 2011

WIC’s Supplemental Nutrition Program

Special Supplemental Nutrition Program for Women, Infants, and Children

• WIC helps– income eligible pregnant and breastfeeding women, – women who recently had a baby, and– infants and children up to five years of age who are at

health risk due to inadequate nutrition.


Ohio Department of Health

WIC’s list of eligible foods

• Any variety of fruits and vegetables may be purchased that does not contain:– Added seasonings, fats, oils, sauces, dips; or– White, red, yellow potatoes


WIC Fruit & Vegetable Vouchers

Robin Ridenour, Vendor Operations Administrator

(614) 644-8285Monday - Friday

8:00AM to 5:00PM

1-800-282-3435


WIC Contact Information

WIC’sFarmer’s Market Nutrition Program (FMNP)

• $3 coupons.

• Fresh fruits, vegetables and herbs from authorized farmers at farmers’ markets and farm stands.

• During fiscal year 2009, Ohio received $520,358 in federal funding, which allowed 33,081 participants to receive farmers' market benefits. In all, 367 farmers, 2 markets and 139 farm stands were authorized in 47 counties.


FMNP Coupons

• FMNP coupon redemptions are limited to items produced by an authorized farmer on his farm.

• Farmers may supplement own produce with produce grown in Ohio or a bordering state.

• Farmers may not accept FMNP coupons for supplemental produce that was purchased from a store or wholesaler.


WIC Farmers Market Voucher

WIC’s FMNP Contact Information

Mailing Address:Ohio Department of HealthWIC Farmers' Market Nutrition Program246 North High Street, 6th floorColumbus, OH 43215

Telephone: 1-800-282-3435Fax: (614) 564-2470E-mail: [email protected]


Seniors Farmers Market Nutrition Program

The Ohio Department of Aging partners with Area Agencies on Aging to offer the Senior Farmers' Market Nutrition Program in 44 counties serving over 32,000 seniors.

The program operates from June through October each year and is funded by the USDA.


Who is served?

Ohio Senior Farmers’ Market program eligibility requirements:- age 60 or older; - reside in a service area that participates in the program; and - have a household income that falls within one of these

guidelines:• $20,036 or less – household of 1 person • $27,955 or less – household of 2 people • $33,874 or less – household of 3 people • $40,793 or less – household of 4 people

Participants receive $50.00 worth of coupons for the growing season.


Rules for purchase

Coupons can be redeemed only for fresh produce, herbs and honeygrown in Ohio, Indiana, Michigan, Pennsylvania, West Virginia and Kentucky.

Coupons may not be used to buy: • produce that the farmer has purchased from a wholesaler or non-

local farmer.• flowers, potted plants, crafts, eggs, nuts, rice, popcorn, dried

produce, dried herbs, baked goods, or • processed foods, such as jams, apple butter, apple cider or maple

syrup.• Lemons, oranges, limes, grapefruits, pineapples, mangos and

bananas are not locally grown.


How can Farmers Participate?

Call toll-free, 1-866-243-5678, to be connected to your area agency on aging.

http://aging.ohio.gov/resources/areaagenciesonaging


What is SNAP?

• The Food, Conservation and Energy Act of 2008 (FCEA) reauthorized the Food Stamp Program. The Federal Food Stamp Program name changed to the Supplemental Nutrition Assistance Program (SNAP).

• Ohio - the Food Stamp Program is known as the “Food Assistance (FA) Program.”

• Electronic Benefit Transfer (EBT) – the method used to issue food assistance benefits to recipients.

• The EBT card for Ohio is known as the “Ohio Direction Card.”


Food Assistance Benefits Assistance GroupsFood Assistance Benefits Assistance GroupsDuring Last 25 MonthsDuring Last 25 Months


SFY 2010 Food Assistance Program Statistics

Average Number of Individuals: 1,559,983

Average Issuance: $142.00

Average Number of Assistance Groups: 725,545

Total Benefits Issued: $2,655,407,427.00


Ohio EBT Farmers' Market Demonstration Project

The Ohio Electronic Benefit Transfer (EBT) Farmers' Market Demonstration Project provides food assistance customers access to locally grown, fresh fruits and vegetables while stimulating the local economy and agriculture.

2007 - 8 markets2010 - 41 markets


Picture of market?

Goal:Expand # of Farmers Markets accepting EBT (known as the Ohio Direction Card).

Ohio Farmers’ Market Demonstration Project Participants:

http://jfs.ohio.gov/ofam/pdf/2010FMContactList4.pdfElectronic Benefits Transfer at Local Farmers’ Markets ~ February 25, 2011

How to Become Certified to Accept EBT for Food Assistance Benefits

To become a participant in the Ohio EBT Farmers' Market Demonstration Project, a farmers' market must apply with Food & Nutrition Services (FNS) to become a certified Supplemental Nutrition Assistance Program (SNAP) retailer. To apply:

1. visit www.fns.usda.gov/snap/ebt/fm.htm, or2. call (877) 823-4369 to request a paper application packet.

To learn more about: how to get licensed by FNS, the EBT scrip, getting support or grant opportunities, visit www.fns.usda.gov/snap/ebt/fm.htm.

Any questions regarding your application are to be directed to Robin Masters, USDA-FNS at (317) 510-7226 or [email protected].


Step-by-step instructions on how to complete the USDA FNS application will be covered in the video by

Shelia Jacobs Officer-in-charge for Retailers Service CenterMidwest Region USDA,Food & Nutrition Service

Food & Nutrition Service (FNS ) Application


What are the benefits of participating in the SNAP / Food Assistance Program?

• Provides an easy and convenient way for consumers to redeem Food Assistance (FA) benefits on eligible food items.

• Potential for increased sales from FA redemptions.

• EBT technology allows markets that normally accept only cash to accept bank-issued debit and credit cards.


What is involved in setting up EBT atfarmers markets?

Develop a well-thought-out business plan for:

• initial set-up costs;

• ongoing operating and labor costs for administration;

• promoting and marketing the program; and

• time and resources spent developing the infrastructure (equipment, staff time, and additional accounting procedures).


SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) AT FARMERS MARKETS:A HOW-TO HANDBOOK

A joint publication by:USDA Agricultural Marketing ServiceUSDA Food and Nutrition ServiceProject for Public Spaces, Inc.

http://jfs.ohio.gov/ofam/pdf/SNAPatFarmersMarkets-HowTo.pdf


A how-to guide for accepting SNAP/ Food Assistance Program benefits at farmers markets

Topics Include:

• Why to accept SNAP benefits.

• How to install EBT systems at farmers markets.

• How to become an FNS SNAP retailer.

• What equipment is required to accept SNAP benefits at farmers markets.

• How to make SNAP EBT succeed at farmers markets.

• A glossary, tools and resources.


How do farmers markets use EBT technology to accept SNAP benefits?

• One FNS license for multiple vendors at a market.

• One Single POS terminal.

• Alternate form of currency (paper scrip or tokens) to complete the transaction between individual vendors and SNAP customers.

• May also accept bank-issued credit and debit cards.


How are SNAP purchases made in farmers markets that operate a token/scrip project?

• Two types of scrip can be used: paper scrip/tokens or receipts.

• Markets can either swipe the SNAP customer’s EBT card on a central POS terminal or fill out a paper voucher to redeem SNAP benefits in exchange for scrip/tokens or receipts.

• Deposit is made directly into the market’s bank account within 2 business days after the purchases are entered into the POS terminal.

• The market then follows its own procedures for reimbursing vendors.


Option 1 – Using tokens or scrip

1. A SNAP customer swipes the EBT card at the central POS terminal and enters the PIN.

2. The staff person enters the amount of scrip or tokens requested into the terminal.

3. Once the transaction is approved, the SNAP customer is given a transaction receipt and scrip or tokens.

4. The SNAP customer then uses the scrip or tokens at any participating vendor’s stand to purchase eligible items.


What is the process for designing and purchasing scrip and/or tokens?

• Paper scrip or tokens can be purchased from various printing and specialty item companies.

• When using paper scrip, select paper that cannot be photocopied to prevent fraud. Serial numbers on scrip are strongly advised.


Option 2 – Using receipts


1. A SNAP customer shops at a vendor’s stand and receives a receipt from the vendor for food items purchased, and then leaves the purchased items with the vendor.

2. The SNAP customer goes to the central POS terminal without the purchased goods to swipe the EBT card for the amount on the vendor’s receipt and enters the PIN.

3. Once approval is granted, the manager gives the customer another transaction receipt to confirm payment, which the customer brings back to the vendor to retrieve the purchased items.

Manual Vouchers

Manual vouchers can be used for the following reasons:

– Farmers markets without a POS terminal.

– Use an off-site terminal.

– Customer’s EBT card or the EBT system is not functioning.

Manual vouchers can be used with either scrip, tokens, or receipts.


Processing Manual Vouchers for Payment

1. The market staff calls the retailer EBT customer service number for transaction approval, placing a hold on the customer’s EBT account for the amount of the transaction.

2. The transaction is recorded on a manual voucher that the customer signs, as well as in the market’s log book for bookkeeping.

3. If the market has an offsite POS terminal, the manual vouchers are keyed into the off site terminal for processing at the end of the market day (up to 10 days).

4. If the market does not have a POS terminal, the manual vouchers are mailed to the State’s EBT contractor (within 4 days).


What happens after the FNS applicationis approved?

• FNS will send a training manual and video to the farmers market.

• FNS notifies the State EBT contractor.

• The EBT contractor will contact the farmers market to determine POS equipment needs.

Additional guidance is available at: www.fns.usda.gov/FSP/retailers/pdfs/Retailer_Training_Guide.pdf.


EBT-Only Point of Sale (POS) Device

• The State’s EBT contractor provides a retailer agreement to be signed and returned by the responsible party for an EBT-Only POS device.

• Contractor will mail the EBT-only terminal to the farmers market within 2 weeks with instructions for installation.

• Once the equipment is operational, the EBT contractor processes EBT transactions free of charge and distributes funds directly into the farmers market’s bank account.


Commercial POS Equipment

• If the farmers market wishes to accept debit and credit cards or a wireless terminal as well as EBT, a market representative must enter into a contract or agreement with a Third Party Processor (TPP) and purchase or lease the POS terminal.

• All costs associated with this option are the market’s responsibility.


What are some good recordkeeping practices when accepting SNAP benefits?

Farmers markets typically track:• Amount spent by customers by different payment types

(EBT, debit, or credit cards).• Returns (SNAP customers cannot receive change or

cash back. All returns must be credited back onto the customer’s SNAP EBT account.)

• Tokens/Scrip turned in for reimbursement by the vendor.• Monthly and yearly sales reports.


Reporting…

• FNS does not require any reporting for tokens/scrip projects.

• However, if markets have adopted a bonus incentive program, such as offering matching dollars or supplemental dollar coupons, the program’s sponsors may require an additional set of records to evaluate the incentive program.

• Markets must submit a copy of any reports required by the incentive program’s sponsors to FNS. FNS reserves the right to request additional information as needed.


Are vendor training and agreements necessary to participate in SNAP?

Agreements and training should include requirements for SNAP program participation. The agreements should include:

• A list of food items that can and cannot be purchased with SNAP benefits.

• Clear explanation of the types of records needed to process reimbursement.

• Information about the reimbursement process and schedule.• Recommended and required signage. • Guidelines on any additional rules associated with SNAP purchases

(i.e., not giving change or cash back, no taxes charged, etc.).

A sample agreement can be found in the SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) AT FARMERS MARKETS: A HOW-TO HANDBOOK, Appendix C, and a preparatory checklist is in Appendix B.


Eligible Food Items

Households CAN use SNAP benefits to buy:• Foods for the household to eat, such as: --breads and cereals; --

fruits and vegetables; --meats, fish and poultry; and --dairy products.

• Seeds and plants which produce food for the household to eat.

Households CANNOT use SNAP benefits to buy: • Beer, wine, liquor, cigarettes or tobacco; • Any nonfood items, such as: --pet foods; --soaps, paper products;

and --household supplies. • Vitamins and medicines. • Food that will be eaten in the store. • Hot foods.


How do farmers markets tell customers theyaccept SNAP EBT cards?

Word of mouth, banners and signage. All printed materials should be clear, simple, and concise and should include the SNAP logo according to the FNS guidelines, which are available at:www.fns.usda.gov/snap/roll-out/logo.pdf.

Printed material should include:1. Clear indication that the market accepts SNAP EBT cards.2. Location of EBT machines and if they also accept credit/debit cards.3. The market’s location and days and times of operation.4. The products available for SNAP customers to purchase.5. The State-specific name for SNAP EBT cards: “Ohio Direction Card.”

Useful SNAP outreach and nutrition education materials are also available online at the SNAP-Ed Connection: snap.nal.usda.gov.


Will grants and fundraising opportunities helpcover some expenses?

• The most popular method of funding SNAP at a farmers market is through grants.

• Several grant opportunities are available and are listed in the SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) AT FARMERS MARKETS: A HOW-TO HANDBOOK, Appendix D.

• State farmers market associations may also have some funding ideas and suggestions on how to implement the program.

• Some markets defray the operating costs of SNAP participation by modestly increasing their vendors’ stall fees. Vendors can also share all or some of the costs of the initial equipment and supplies.


Farmers Market Access Project

• Grants for EBT Point of Sale (POS) Devices to access Ohio’s Food Assistance Dollars.

• Funds for the Farmers Market Access Project were made available by congressional appropriation, with $26,000 available for 2011.

• Grants will be awarded on a first-come-first-serve basis and are subject to available funding.

• Awarded grants will range from $500 to $1,000.


Proposal Application Deadline:

4:00pm, March 1, 2011

For more information contact Cher Bland at (614) 466-8878 or [email protected]

www.agri.ohio.gov

What other resources are available to boost SNAP and EBT use at farmers markets?

• AMS – The USDA agency that supports public markets through funding opportunities, etc. (www.ams.usda.gov/wholesalefarmersmarkets)

• FNS – The USDA agency that administers SNAP. (www.fns.usda.gov/snap/ebt/fm.htm)

• Know Your Farmer, Know Your Food Initiative – A USDA-wide effort to create new economic opportunities by better connecting consumers with local producers. The initiative’s Web site includes information on Federal grant programs available for farmers markets and farmers. (www.usda.gov/knowyourfarmer)


Can farmers markets offer a bonus incentiveprogram to attract SNAP customers?

• SNAP bonus incentive programs provide bonus or matching funds for SNAP purchases, usually by giving SNAP customers extra scrip when they use their EBT card at the market.

• Incentives like this encourage first-time SNAP shoppers at farmers markets.

• SNAP bonus incentive programs are funded by nonprofit organizations, local governments, and private foundations. The Federal Government does not provide funding for these programs.


http://jfs.ohio.gov/ofam/EBT%20Farmers%20Market.stm

http://ohiofarmersmarkets.osu.edu/videos/ebt/

Using your Ohio Direction Card Video


Christina Thomas Electronic Benefits Section February 25th, 2011

Questions & Answers

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