Each market day, you will record customer transactions throughout the market as well as vendor SNAP and DUFB redemptions at the end of the market. 

Customer Record Sheets: 

Remember to write down every SNAP transaction and help your staff/volunteers remember to do the same. Don't forget to add up the totals at the end of the day, print out your EBT batch report and check it against your sheet totals. These are for DUFB only (Produce Match information. Scroll down on this page for record keeping instructions).

Vendor Record Sheets & Vendor Redemption Spreadsheets:

You may use one or both of these to record vendor token redemption. Don't forget to check your vendor agreement record before you accept DUFB from any vendor! Be sure to note both the # and $ amount of DUFB to help avoid confusion about the reimbursement totals. 

Make your data spreadsheets work for you! Make sure your sheet setup can easily calculate reimbursements by date AND by vendor. 

Report your weekly DUFB records monthly in Smartsheet. Use your customer records and redemption records to report: 

• SNAP sales totals (do not include EBT Cash sales in total)

• Amount of DUFB distributed 

• Total # of SNAP transactions and DUFB transactions

• Total amount of SNAP redeemed for that week

• Total amount of DUFB redeemed for that week

Monthly reports are due on the 1st Wednesday of the month for the previous month. (E.g. May data is due the first Wednesday of June). Contact Mallory if you have questions about the deadline. 

At the end of the season, all markets must submit records from throughout the year, as well as any currency on hand (used and unused). FMF will conduct a reconciliation of all DUFB distributed to customers and reimbursed to eligible vendors as a piece of our requirements for the federal GusNIP and GusCRR grants. The following items need to be submitted for the reconciliation: 

• Customer record sheets for each market day 

• SNAP/EBT Batch reports attached to the corresponding record sheet. Report needs to include Market Name, EBT transaction dates, number of transactions, and SNAP sales totals for each day. If you provide an excel sheet with transactions, please add up the totals by date. Acceptable forms of EBT Verification: 

  • • Copy of batch report for each market day, or

    • TotilPay SNAP sales report/s, or

    • Monthly report from EBT processor. 

• Weekly Vendor Reimbursement Records: 

  • • Hard copy or spreadsheet record that outlines vendor Food Bucks redemptions each market day with reimbursement totals (by vendor) for each market, with one of the following:

      • reimbursement payment info (check dates, check numbers and check amounts)

      • a report from fiduciary’s accounting software verifying Double Up vendor payments

      • If you pay your vendors in cash include receipts or a payment log with vendor signatures 

• Vendor Acknowledgment Tracker & Copies of Signed Vendor Acknowledgments for each vendor reimbursed for Double Up Food Bucks. 

  • • Scan and share electronic versions OR

    • Make a copy and submit as a hard copy

• By-Vendor Sales Summary – SNAP and Double Up reimbursement totals by vendor for the period of time Double Up was operating at the market

  • • Hard copy Year-end Vendor Information Summary OR

    • Electronic file with completed information

• Complete all online Monthly Reporting entries in Smartsheet https://shorturl.at/cxELR

• Food Bucks – ALL Food Bucks on hand are to be returned to FMF in person or by tracked shipment.

We highly recommend tracking your vendor redemptions and reimbursements in an Excel or Google sheets document, even if you use a paper tracker at market as well. This allows you to keep careful track of your grant spending, and it prevents errors in data tracking throughout the season. Additionally, it will make your life much easier at the end of the year when it's time to add up season totals. 

Contact us if you need help setting up your Excel tracker! 

Look below for sample templates that you can use for tracking vendor reimbursements for your market. To edit a template, you'll need to download it and update in excel, or make a copy and update it in your own Google Drive. 

Please check with AR before using a different record keeping tool than those shared by FMF