Sample Market Day with EBT

A MARKET DAY WITH EBT FOOD STAMP SERVICES

Wondering what a day as market manager might look like if you decide to take on EBT? There are a number of details for you, or the EBT manager, to consider. The following is an example of what your market may encounter in the process, though the amount of time it will take will vary with how large your market is in terms of both customers and vendors.

I. Pre-market Preparation

1. Make sure that you have all needed supplies (these will be supplied to you):
   1. Receipt box - for lost sales notes and paper receipts
   2. Tokens - for EBT and/or Debit
   3. Scrap paper - to record lost sales
   4. Large envelope - for Vendor return tokens
   5. Electronic Card Machine (fully charged)
   6. Extra paper roll for machine

II. Beginning of Market

1. Distribute vendor reimbursement envelopes to vendors
2. Put up signage to identify EBT/debit service

III. Customer purchase of EBT or debit tokens

1. EBT transaction: Food stamp tokens are $1 and there is no minimum purchase or surcharge. Customer can spend the tokens only at your market and no change may be given.
2. Debit transaction: Debit tokens are $5 and there is a surcharge (just like any ATM). Customers can spend tokens only at your market and change may be given.
3. Ask for EBT or debit card, determine dollar amount and swipe card through machine with metal strip up facing the back of the machine.
4. Turn the machine toward the customer and ask them to enter their PIN and press the OK button.
5. Two paper receipts will print--one for the customer and one for the receipt box.
6. Return card to customer and count out appropriate number of tokens.
7. If the machine fails and the sale was lost, record total dollars and reason on scrap paper in the receipt box.

IV. End of Market Day

1. On the machine, push BAT button and then 1 to close the account for the day. A paper receipt of all transactions for the day will print for your receipt box.
2. Hold down the power button for 5 seconds to turn off the machine.
3. Have vendors count and record their tokens, then tokens should be collected. Some market managers may choose to write checks right then, and others may choose to pay vendors on the next market day.

V. After Market: Market Account Reconciliation

1. Record sales transactions using your preferred accounting method. For sample accounting spreadsheets, contact NMFMA.