Farmers’ Market EBT Toolkit

Assisting farmers' market operators and community partners in establishing, implementing, and promoting CalFresh EBT access at farmers' markets and other direct-marketing locations.

About the program

Supporting farmers’ markets in expanding equitable food access through CalFresh EBT

The Ecology Center’s Farmers’ Market EBT Program assists farmers’ market operators and community partners in establishing, implementing, and promoting CalFresh EBT access at farmers’ markets and other direct-marketing locations.

This page is for farmers’ market managers, associations, board members, and farmers looking to establish or strengthen their farm-direct outlet’s CalFresh EBT program.

If you are a customer interested in learning more about CalFresh, visit the California Department of Social Services site or find a market near you on Farmers’ Market Finder.

When food stamps moved to an Electronic Benefits Transfer system in 2003, farmers’ markets and the farmers they served were left out of the loop.

The Ecology Center worked with state and federal agencies to select and pilot the Single Point of Sale and Scrip model that is now used across the state. Since pioneering California’s Point of Sale model (POS) at the Ecology Center’s Berkeley Market in 2003, the Farmers’ Market EBT Program has worked with hundreds of markets statewide to identify the barriers to CalFresh EBT adoption and overcome them. To date, we’ve assisted over 350 individual markets statewide with their EBT Programs.

About the Program

What is EBT?

Recipients of the Supplemental Nutrition Assistance Program (SNAP), known as CalFresh in California, are no longer issued paper food stamps. Instead, they are issued an Electronic Benefit Transfer (EBT) card where recipients can access their food benefits electronically by swiping their card at the point of sale.

In order to accept CalFresh EBT cards, farmers’ markets typically establish a central Point of Sale (POS) model, allowing the market to sell EBT scrip to customers at a central point in the market. The customer then spends their EBT scrip with any eligible food producer in the market and the market manager later redeems the scrip for cash or in place of a stall fee. This system requires the farmers’ market manager or operator to become authorized as a SNAP retailer by Federal Nutrition Services (FNS) USDA, and to implement and promote the EBT program.

How Does It Work at the Farmers’ Market?

The central Point of Sale (POS) and scrip system allows all eligible food vendors in a multi-vendor farmers’ market to sell eligible food products to CalFresh EBT recipients without each vendor needing individual authorization by the USDA Food & Nutrition Service (FNS).

The central POS device is located at a staffed market information table or carried by an easily identifiable staff person. Market signage should direct EBT cardholders to the POS device.

The staff person asks the customer how much of their food benefits they’d like to transfer to scrip, then swipes the customer’s card, debiting the requested amount from the balance stored on the card. (This amount is then transferred from the customer’s account to the market’s bank account.)

The staff person issues scrip (tokens or paper) in the amount requested. The customer uses the scrip with vendors to purchase eligible food products.

At the end of market day, vendors trade the scrip for cash, check, or a receipt for future payment. The customer can return unused scrip for credit on their EBT card, or hold the scrip for later use.

This short video helps explain how the system works.

Will This Benefit My Farmers’ Market or Farm?

CalFresh serves over 4 million clients with nearly $8 billion in federal nutrition benefits. When you add EBT access to your market, you open this $8 billion market to your farmers.

Download the EBT Case StatementTwo-page argument for why your farmers’ market should add EBT access

How to Accept EBT at Your Market

It's time to join 350+ markets with EBT Programs.

FNS Application

In order to accept CalFresh EBT, you must complete the Food and Nutrition Service (FNS) Application.

Use the online application at stars.fns.usda.gov/osa
First create an online account at eauth.usda.gov with a username and password
Once started, you can save and return to it within 30 days. After 30 days, your account stays active but unfinished applications are automatically deleted.
After submitting, sign the signature page and send it with supporting documentation (varies by market ownership type).
If applying for multiple farmers’ markets at the same time, fill out a separate application for each location.
If applying for more than 10 farmers’ markets at once, you may qualify as a Multi Store Owner (MSO). Contact FNS for a separate form.

Once the application is approved, USDA will issue your market or association an FNS number. Your market is then an Authorized Retailer and may accept SNAP.

Authorization typically takes 30–45 days from the time FNS receives the completed application.

Application Guides

There are important differences in the application for a farmers’ market vs. other farm-direct outlets (farmer, farm stand, CSA, mobile market). Use the detailed walk-through guides:

FNS Application Guide for Farmers’ Markets

FNS Application Guide for Farm-Direct Outlets

Point of Sale (POS) Device

The next step is to determine what type of EBT Point of Sale device you’ll use to process transactions. For eligible outlets, we recommend the free device from the California Department of Social Services (CDSS) — the state covers all associated fees.

Note: The State of California covers ALL fees related to the POS. You incur no costs when using a CDSS-issued POS. However, the CDSS device can NOT accept credit or debit cards.

As soon as you submit your FNS application and receive your temporary FNS number, contact Jamecia Davis at CDSS (Jamecia.Davis@dss.ca.gov) so she can get your market into their system. You do not need to wait for full authorization.
Jamecia will send you a short questionnaire to determine your eligibility for a wireless device. Be sure to inform the Ecology Center and Jamecia of all market locations, days, and times where you intend to accept EBT.
Once your FNS application is approved (up to 45 days), FNS will email both you and CDSS. Jamecia will connect you to a representative from FIS Global to sign a contract for your wireless POS device.

CDSS: Jamecia Davis — Jamecia.Davis@dss.ca.gov / CDSSEBT@dss.ca.gov — (916) 420-5822

FIS Global: Mark Nelson — Mark.Nelson@fisglobal.com

FIS Customer Service for Farmers’ Markets: 866-328-4212
Contact FIS representative Mark Nelson if your POS terminal is not working or you have customer service needs after authorization.

Ecology Center: Putri Kusdarman, ebt@ecologycenter.org

Not in California? Contact Farmers’ Market Coalition at ebt@farmersmarketcoalition.org or 888-362-8177 Ext 2.

EBT Scrip

Designing and ordering your EBT scrip is the next step. You may begin this before receiving FNS authorization. The scrip design does not need to be approved by state or federal entities, but there are design requirements (see below).

The market operator is responsible for scrip design and cost. The Ecology Center may be able to assist California Certified Farmers’ Markets with design, ordering, and/or purchasing EBT scrip.

Paper scrip is easier to handle but more easily counterfeited. “Kant Kopy” or similar non-photocopyable paper is recommended.
Tokens are cumbersome in large quantities but long-lasting and less prone to counterfeit.
Wooden nickels are popular; plastic tokens are thinner and more durable but more expensive.
Markets expecting high EBT volume may choose metal tokens and a coin counter to reduce staff time.
1,000 tokens is suitable for most mid-size markets. Smaller markets (<10 vendors) may only need 500. For wooden nickels: 500 tokens ≈ $120; 1,000 tokens ≈ $170.
Printing or stamping serial numbers is optional and increases cost.

EBT tokens/vouchers never expire. If a customer uses old scrip, you must honor it.
If a vendor that does not sell EBT-eligible items accepts EBT scrip, the market should not reimburse them. The vendor will have to absorb that cost. (See Vendor Education)
If your market needs more funding for the EBT program, consider increasing stall fees or taking a percentage of vendors’ total sales — not just EBT sales.
If a customer wants to return scrip, you must honor it and return the funds to their EBT card.

Staffing & Redemption Models

The POS device and responsible staff person should be easily located by customers. The ideal location is a clearly marked, staffed market information table, office, or vehicle.

If you’re not sure which model is best, or you have a unique situation, contact us.

Note: It is NOT allowable for a farmers’ market to take a percentage of vendors’ EBT sales. If more funding is needed, consider increasing stall fees or taking a percentage of total sales.

If your market has no staffed information table, creative solutions include:

The market manager carries the POS device and wears a conspicuous uniform (e.g., yellow shirt, red cap, name badge). A sign in the market says: “To use your CalFresh EBT card, see [name], wearing a [color].”
A farmer or vendor agrees to handle EBT/scrip transactions at their stall.
Set up a revenue-generating activity (e.g., selling T-shirts) to pay for the staff person operating the POS device.
A community organization (e.g., a food bank) staffs the EBT table alongside other funded activities like nutrition education or SNAP outreach.
A small increase in stall fees to pay the wages of a dedicated EBT staff person.

Record Keeping & Accounting

Adding a CalFresh EBT program means accounting for a new form of currency. The amount of CalFresh sold (distributed scrip) and redeemed by vendors will not always match, as customers sometimes hold scrip for another day. Outstanding scrip is a liability for your market — it’s important to earmark those funds.

Best Practices

Treat EBT scrip like currency. Never leave scrip unattended at the info booth.
Some markets check in/out a pre-determined amount of scrip at the beginning and end of market day for checks and balances.
Your wireless POS device generates a record of total transactions after each market day to assist with reconciliation.
Record the number of tokens/vouchers redeemed from each vendor each day and the daily total.
The outstanding amount should be earmarked in case scrip is redeemed at a later date.

Create a Merchant Account

Go to ebtedge.com → Merchant Log In → “Register online now”
Enter your FNS #, phone number, create username/password, and answer three security questions.
If you run multiple markets, create a separate account for each.

View Your 1099K Form

Go to Deposits & Invoices → upper right corner → View 1099K Form → Choose the year.

Clear Outstanding Vouchers

Click Voucher Clear Processing (Open).
Check/select the vouchers you want to clear → click Process Checked Vouchers.

View Deposits & Transactions

Click Merchant Deposits/Invoices/Claims → select date range → Show Deposits.
Deposits may take up to two business days. Include those days in your search range.
Click the settlement date to see individual transactions. Save as Excel or PDF.

Order Offline Vouchers

Services tab → Offline Vouchers → select quantity → Add → Create Order Form.

Vendor Education

Vendor education is ongoing. The market operator should educate returning vendors and new employees about EBT scrip, how the process works, and which products are eligible.

SNAP rules state no U.S. currency is to be given as change and that each customer must receive full value for scrip. Vendors should also be able to direct EBT customers to the information booth or staff person.

Review USDA’s SNAP retailer permit training materials

Promotion & Outreach

At-Market Promotion

The first place to promote your CalFresh EBT program is at your market. Hang clear, visible signage that alerts customers they can use their benefits. If you don’t have a central table, make sure signage directs customers to where they can swipe their card. Download free signage and customizable materials below.

Community Promotion

Send out a press release, post on your website and marketing materials, and include EBT access on all flyers distributed in your community. Consider:

Joining forces with other farmers’ markets in your county, local organizations, and social service agencies for outreach campaigns.
Distributing flyers through faith groups, coffee shops, community centers, and senior centers.
Translating materials for non-English speakers.
Promoting during market events like grand openings, tastings, and cooking demos.

Farmers’ Market Finder

Get listed in the Ecology Center’s online and mobile Farmers’ Market Finder tool at FMFinder.org. If your info needs updating or you’ve newly added EBT access, email ebt@ecologycenter.org.

Free Promotional Materials

All materials below are available free of charge. Contact ebt@ecologycenter.org to receive printed copies by mail. Tell us whether you use tokens or paper scrip and the quantity needed. For versions with bleeds (for professional printing), reach out to us.

At-Market Materials

Info Booth Poster (11″ × 17″) — describes the EBT process verbally and visually. Separate English and Spanish versions, with token and paper scrip options:

FNS Application Guide for Farmers’ Markets

Frequently Asked Questions

If you need more info about making CalFresh EBT access work for your market, check out these topics, or contact us today.

A Certified Farmers’ Market (CFM) is a “point of sale” location for California agricultural products. CFMs are usually set up weekly for California farmers and ranchers to sell their products directly to the public. A CFM may only be operated by a local government, a certified producer, or a non-profit organization, and must be authorized by the county agricultural commissioner.

Only producers certified by the county agriculture commissioner may sell at a CFM. They must display their Certified Producer Certificate and a sign saying “We Grow What We Sell.” Resale of agricultural products is prohibited.

Being a CFM opens up the free POS device program through CDSS, free resources from the Ecology Center, and listing on the Farmers’ Market Finder.

To become a CFM:

Check if your county is listed

Complete the online application

If your county doesn’t participate in CDFA’s online system, contact your county agricultural commissioner’s office.

CDFA Certified Farmers’ Market Program: (916) 900-5030 | cfm@cdfa.ca.gov

More info at farmersmarketalliance.org

Once SNAP Authorized, you must renew every five years. FNS will send a letter with instructions. Complete the reauthorization within 30 days of receiving notice — do it as soon as possible. It may ask for backup documentation (ID or SSN) as the original application did. 501(c)(3) nonprofits are exempt from the SSN/ID requirement.

Note: If you are a 501(c)(3) nonprofit, we recommend using the paper application form because the online system asks for a SSN regardless of ownership type.

Contact: ebt@ecologycenter.org | 510-925-4001

FNS Farmers’ Market Customer Service Hotline: 312-353-6609

A flea market or swap meet must form a Farmers’ Market Business Association with only eligible food vendors as members before applying with FNS. The flea market manager (or a willing representative) can apply as the “owner” of the farmers’ market. Apply in the name of this “farmers’ market” — flea markets are not usually eligible as SNAP retailers. USDA regulation states that more than 50% of total dollar sales must be from eligible staple foods.

WIC is a federally-funded health and nutrition program for women, infants, and children. Two separate food benefit programs can be spent at authorized farmers’ markets: WIC Farmers’ Market Nutrition Program (FMNP) checks and Senior FMNP checks. Both require authorization by the California Department of Public Health.

WIC/FMNP Application Guide

WIC page for farmers and market managers

WIC Farmers’ Market Team: California Department of Public Health

916-928-8513 | wicfmnp@cdph.ca.gov

Adding EBT Access to Your Farmers’ Market (February 2018)

Overview of all steps and requirements for EBT authorization: FNS application, free POS device, scrip design, implementation, outreach, and incentive programs. Great for markets just starting the process.

Watch the recording

How to Run a Successful Farmers’ Market EBT Program (June 2019)

Common barriers, customer outreach, community partnerships, free resources, and incentive programs. Great for markets that already have EBT access.

Watch the recording

Adding EBT to Your Farm-Direct Site (December 2020)

For farm stands, CSAs, and mobile farmers’ markets. Covers the FNS application, POS devices, marketing, and more.

Watch the recording

Slides (PDF)

Notes (PDF)

Expanding EBT at Your Farm-Direct Site (February 2021)

How to grow your EBT customer base by identifying and addressing barriers.

Watch the recording