On Market Day
Set yourself up for success
Get organized! Getting your systems in place now will pay off big later in the season.
Market Day Checklist:
Supplies:
SNAP/Double Up Binder with blank Customer Daily Record Sheets
Paper vouchers for manually processing SNAP payments (just in case!)
Adequate supply of Double Up Food Bucks and SNAP tokens
Outreach materials: Currency Guides, Double Up info postcards, "Double Up Accepted Here" and "SNAP accepted here" signage (request print materials from FMF)
Tasks:
Record each SNAP and Double Up Transaction on the Customer Daily Record Sheet. **Make sure your transactions process successfully before handing out SNAP tokens or Double Up Food Bucks.**
Make note of any unusual transactions, or anything else that might provide context for the week's data.
At the end of the day, total up all SNAP and Double Up that was distributed to customers, print your EBT batch report, and attach it to that week's Customer Daily Record Sheet, note any discrepancies. Count the number of DUFB you have on hand.
Collect tokens and Double Up Food Bucks from your vendors, and keep track of how many tokens each vendor has redeemed in your Weekly Vendor Reimbursement Record.
If you reimburse vendors in cash: Make sure to keep a receipt or collect a signature for the payment on your Vendor Reimbursement Record.
Double Up Binder
Each market should have a SNAP/Double Up binder to keep all of your tracking materials and other DUFB-related items.
What to keep in your binder:
Daily at-market checklist - Tip: Laminate this sheet or stick it in a clear binder pocket, and use a dry erase marker to check items off throughout the day
Customer Record Sheets - enough for one for each market day - DUFB only - DUFB & Produce Match - Produce Match only
Vendor agreement tracker - Fill this out and check before accepting DUFB from any vendors
Paper Vendor Reimbursement Record Sheets - (if you use them) - DUFB only - DUFB & Produce Match
Extra blank vendor agreements
Paper Vouchers for processing offline SNAP sales
Optional: DUFB Count Sheet
If you would like a printed binder packet mailed to you, let us know (BYOBinder)! E-mail mallory@farmersmarketfund.org.
Market Day FAQ
SNAP processing:
What do I do if my SNAP processor goes down?
Make sure you keep paper vouchers on hand in case of an emergency, and know how to use them. They need to be called in while the customer is still in front of you to ensure there are funds in the account.
OFMA has some great SNAP resources for markets here, and Amanda Cross is available to help with your SNAP technical assistance needs.
Can I still hand out Double Up Food Bucks if we are not able to process SNAP transactions?
No. Every Double Up dollar that is distributed needs to be accompanied by a SNAP purchase. If your processor is down and you are unable to process manual vouchers, you will need to pause Double Up distribution for the day.
Can a shopper make a return on SNAP tokens?
Yes, shoppers can return unused SNAP tokens and receive a refund. They should also return Double Up Food Bucks at this time. If they have already spent the Double Up Food Bucks, let them know that they need to return Double Up together with SNAP tokens in the future. There are no refunds for Double Up Food Bucks because they don't cost anything.
SNAP Cash Questions:
What is the difference between SNAP and SNAP Cash?
SNAP benefits are intended for purchasing food only. SNAP Cash benefits can be spent on anything - just like cash! Some folks receive SNAP Cash benefits instead of SNAP onto their Oregon Trail Card.
How do I know if a shopper has SNAP or SNAP Cash
Shoppers will generally know which benefit they have, so the simplest way is to ask them before you run their card! This is a best practice in the Portland Metro area so that you don't accidentally match Double Up on a SNAP Cash Transaction. Double Up Food Bucks grants cannot pay for matches on SNAP Cash transactions!
What do I do when an SNAP Cash customer comes to my info booth?
Do you have Produce Match funding in your contract? If yes, click here! If no, apologize to the shopper and let them know that based on funder guidelines, you are not able to match SNAP Cash benefits with Double Up Food Bucks. Let them know they can visit doubleuporegon.org to find out which participating markets are able to match SNAP Cash benefits.