Illinois Electronic Benefits Transfer (EBT) Wireless Project Community Kit Summer 2012
P a g e 2 Sample Press Release ------------------------------------- Press Release Market Manager Name Market Manager Phone Number Market Manager Email Farmers Market to accept Link, debit and credit cards (CITY) Month, Date, Year. To better serve customers, the Farmers Market will begin accepting Link, debit and credit cards on, market manager announced today. The wireless card swiping machine known as an electronic benefits transfer or EBT machine is provided thanks to the Illinois EBT Wireless Project grant funded by the U.S. Department of Agriculture. The grant aims to boost the sale of Illinois-grown food and provide access to fresh produce to low-income residents by enabling farmers markets to accept Illinois Link cards, which access federal Supplemental Nutrition Assistance Program benefits, wirelessly at minimal cost for the first time. Previously free EBT machines required electricity, which is not always available at rural or community market locations. Quote Market Manager [Example: Having a wireless EBT machine will give our local farmers access to a whole new customer base. This will not only increase sales for our vendors, but will improve the health of our community, said.] Customers that wish to use their Link, debit or credit cards at the market will be able to swipe their card at a central location in exchange for tokens. These tokens come in different denominations and are used to purchase products from market vendors. The Farmers Market is open [Can include day of week, time of day, and the months the market operates]. The market is located at and offers a variety of produce including. A kick-off celebration to commemorate the new project will be held on at. The event will include [Example: raffles of local crafts and foods, door prizes, cooking demonstrations, and children s activities]. The Illinois EBT Wireless Project is paid for using an $182,000 grant from the U.S. Department of Agriculture. The program is jointly administered by Lt. Governor Sheila Simon s office, the Illinois Department of Agriculture and the Illinois Department of Human Services.
P a g e 3 For information on the Illinois EBT Wireless Project please visit www.agr.state.il.us. To contact the Farmers Market [Can include phone number and email and website if applicable]. To interview Lt. Governor Simon, contact Kati Phillips at 312-814-5240. ###
P a g e 4 Sample Market Day Transaction Reports --------------------------------------------------------------------- DAILY REDEMPTION REPORT Date Day of the Week VENDOR NAME VENDOR SIGNATURE TOTAL VALUE OF TOKENS REDEEMED FOR CASH INITIALS OF MANAGER/STAFF PERSON REDEEMING TOKENS FOR CASH TOTAL VALUE OF TOKENS REDEEMED TODAY BENEFITS TRANSFER REPORT Month MARKET DATE & DAY OF THE WEEK TOTAL EBT SALES FROM DAILY REPORT TOTAL TOKENS REDEEMED BY DIFFERENCE (EBT SALES MINUS TOKENS) CUMULATIVE BALANCE OF PRINT OUT VENDORS OUTSTANDING TOKENS
P a g e 5 Sample Vendor Agreement Form --------------------------------------------------------- SNAP/Link EBT Program Vendor Agreement [ASSOCIATION NAME], [MARKET NAME] This agreement is between, an association of eligible food vendors (herein referred to as ASSOCIATION ) organized within [MARKET NAME] and, an authorized food vendor (herein referred to as VENDOR ). This agreement allows the above-mentioned VENDOR to participate in the SNAP/Link Electronic Benefits Transfer (EBT) Card Program at the [MARKET NAME]. VENDOR is bound by this agreement to follow all guidelines, as set forth by federal and state authorities and ASSOCIATION. ASSOCIATION reserves the right to immediately suspend or terminate VENDOR from the program if ASSOCIATION observes, or receives evidence of, failure to abide by any of the agreements below. VENDOR may voluntarily quit participating in the EBT program at any time, but must notify ASSOCIATION of such action. The EBT Card Program will operate in the following manner: Patrons who have been issued an authorized EBT card may purchase scrip in the form of wooden tokens, up to the amount authorized, from designated ASSOCIATION staff. The patron s EBT card will be debited for the value of the tokens purchased. Patrons will use the tokens only for purchase of eligible foods from authorized vendors at the ASSOCIATION. Patrons have no time limit on the use of purchased tokens at the ASSOCIATION. Patrons may return unused tokens to ASSOCIATION staff for credit only on the same day as purchase. Credit for the value of these tokens will be returned to the patron s EBT Card. No patron will be credited for tokens returned above the amount of that day s purchase by that patron. ASSOCIATION staff will exchange tokens for cash, each market day, only with the designated agent of each authorized vendor, and only when the designated agent presents the appropriate written permit. The only tokens used will be wooden tokens with the unique imprint of ASSOCIATION on each side, with the currency amount also imprinted on each side. The only tokens used will be in 50 and $1 denominations. The EBT Program will be strictly and carefully monitored at all times by ASSOCIATION. VENDOR Agreements: VENDOR agrees to designate a specific person to be an agent for this program. The designated agent shall be responsible for the vendor s participation in the program. The designated agent will be the only individual that may conduct EBT token redemptions with ASSOCIATION staff. The designated agent will be provided with a written permit from ASSOCIATION, and must always present it to ASSOCIATION staff when redeeming EBT tokens or otherwise representing the vendor in EBT business. The designated agent for this vendor is:. Any change in designated agent must be made by the authorized vendor, in writing, before a different authorized agent will be allowed to redeem tokens. VENDOR agrees to accept only ASSOCIATION wooden tokens, and will not accept any other market s tokens and/or printed scrip.
P a g e 6 VENDOR agrees to accept tokens only for the purchase of SNAP/Link program eligible foods, including: bread products, produce, meat, fish, poultry, eggs, dairy products, seeds, and plants which produce food to eat. VENDOR agrees that no U.S. currency will be returned to the customer as change, if payment for product is solely by tokens. The value of the tokens received by VENDOR will not exceed the posted value of the product purchased by the customer. (The customer will receive full value for his or her tokens.) VENDOR agrees to not exchange any tokens for U.S. currency with any person except authorized ASSOCIATION staff. VENDOR agrees to post a sign (to be provided by ASSOCIATION) identifying VENDOR s stall as an authorized EBT vendor. EBT Program VENDOR Agent Space Number Date ASSOCIATION Representative Title Date [MARKET NAME]
P a g e 7 Sample Vendor Information Sheet ----------------------------------------------------------- Link, Debit and Credit Cards Are Now Accepted at the Farmers Market The Farmers Market will accept Link, debit and credit cards, otherwise known as electronic benefits transfer (EBT) cards, beginning. You will be provided a We Accept Link, Debit and Credit Cards sign to display in your booth. Customers who want to use Link, debit or credit cards should be directed to the Market Manager s Booth located at. Customers will predict how much they want to spend, swipe their cards in the central EBT machine and receive tokens (worth a minimum of ) in varying denominations. Customers will use these tokens to purchase goods from you. At the end of the market day, you will return these tokens to the coordinator at the Market Manager s Booth. You will receive a check the following week equal to the dollar value of the tokens you collected. SNAP/Link Link cards are used to access benefits from the Supplemental Nutrition Assistance Program (SNAP), coordinated by the U.S. Department of Agriculture. Certain restrictions apply. These products ARE ELIGIBLE to be purchased with Link tokens: Produce Meat Wrapped cold sandwiches These products are NOT ELIGIBLE for purchase with Link tokens: Dairy Products Wrapped baked goods Vegetable or herb seeds or bedding plant Alcohol Tobacco Pet food Any non-food item Any food served hot such as coffee or tea drinks Any prepared food item meant to be eaten on-site, i.e., ice cream bars, hot dogs, burritos, cinnamon rolls & more DEBIT/CREDIT Debit and credit cards are processed the same way as Link cards; however, there are no restrictions for debit and credit purchases. Link tokens will be marked differently than the debit and credit tokens. NO CHANGE You may not give change in any amount for any tokens. It is illegal to exchange cash for SNAP/Link benefits. Customers should spend the full amount during their initial or subsequent visits. Tokens are good all season. IMPORTANT Your feedback about this project will contribute to its success and expansion to other farmers markets across the state and country. Violating the rules will result in the market s inability to accept Link cards in the future. Thanks for your cooperation and participation! Please contact MARKET MANAGER S NAME at PHONE # and EMAIL with any questions or concerns.
P a g e 8 Sample Log and Transaction Report ------------------------------------------------------------- MARKET DATE AND TOTAL EBT SALES TOTAL TOKENS DIFFERENCE (EBT CUMULATIVE BALANCE DAY OF WEEK FROM DAILY REPORT REDEEMED BY SALES MINUS TOKENS) OF OUTSTANDING PRINT OUT VENDORS TOKENS
P a g e 9 Sample Donor Request Letter --------------------------------------------------- Specifically for Community Reinvestment Funding from a Local Bank NAME/CONTACT INFO Farmer s Market SNAP/EBT Program Proposal to the Bank The Farmers Market would like to request Community Reinvestment Funding from Bank to ensure that a new program we are launching can be fully implemented and offer members of our community convenient access to local foods for years to come. We have received a grant to implement an electronic benefits transfer (EBT) machine at our market, which is a wireless device that allows us to accept debit, credit and the Illinois Link cards at our market. Link cards allow people to electronically access benefits from the federal Supplemental Nutrition Assistance Program (SNAP), formerly the Food Stamp program. Having access to an EBT machine represents a unique opportunity for our vendors to increase sales while improving the health of our community. Improving access to local foods will also allow us to keep more of our food dollars in our local communities. Currently, nearly 95 percent of the money we spend on food goes out of state. Money for the wireless machine came from the Illinois EBT Wireless Project, which is a partnership between Lt. Governor Sheila Simon s office, the Governor s Rural Affairs Council, the Illinois Department of Agriculture, the Illinois Department of Human Services, the Illinois Farmers Market Association, Experimental Station, and Southern Illinois University Carbondale. The program provides free wireless EBT machines to farmers markets, using funding from the United States Department of Agriculture. This funding will cover the one-time cost of purchasing an EBT machine and the fees for activation and wireless service for the first year. But in order to make the program sustainable, we will need funding to help cover these fees in the future as well as funding for administration and accounting this includes support staff time marketing materials, and customer service and transaction fees. In total, we estimate these various expenses will cost nearly $4,000. We are asking for funding from the Bank in order to help us pay these future costs and, if it proves to be successful and mutually-beneficial, we ask to be considered each year for an annual community reinvestment grant, with amounts determined each year. Our wireless EBT program will be a noteworthy community service for low-income residents and a new source of sales revenue for local farmers. The Bank has long been a responsible partner and neighbor, taking an active role in community fiscal stability and development. A grant to entirely or partially fund the costs of operating
P a g e 10 an EBT machine at the Farmers Market would represent a creative, noteworthy community investment, which would help further your role as a source of economic opportunity in our community. Thank you for your support of local businesses and for your consideration of becoming a donor to the Farmers Market. We hope you will partner with us in making healthy food choices available to all members of our community. We would be pleased to meet with you for further discussion regarding our request, sponsorship benefits, or to answer any questions. Sincerely, Contact Information Names of Market Management/Official Name of Farmers Market
P a g e 11 Sample One Page Program Description ------------------------------------------------------------------- Goal The Illinois Electronic Benefits Transfer (EBT) Wireless Project will expand access to fresh produce for low-income residents and boost the sale of locally grown, healthy food across the state by enabling farmers markets to accept Illinois Link cards, which access federal Supplemental Nutrition Assistance Program (SNAP) benefits, wirelessly at minimal cost for the first time. Funded by a grant of $60,000 from the U.S. Department of Agriculture. Administered by the Illinois Department of Human Services and the Illinois Department of Agriculture with the support of the Office of the Lt. Governor. Will reimburse farmers markets up to $1,200 for the purchase or rental of a wireless EBT machine and fees for activation and wireless service. This program is part of a $4 million nationwide effort by the USDA to increase SNAP use at farmers markets. SNAP sales at Illinois farmers markets totaled nearly $70,000 in 2011, an increase of over 522 percent since 2009. The number of farmers markets and direct-marketing farmers certified to accept SNAP has increased from 15 in 2009 to 49 in 2011. The grant will double the number of markets accepting Link cards, allowing 1 in 3 markets statewide to cater to people receiving food stamp benefits. Farmers Markets Today The 41 farmers markets that have been selected as of July 2012 are located in 22 different counties across Illinois and range from large operations with nearly 100 vendors and artisans to tiny ventures with less than five farmers selling produce. These markets must obtain certification to accept SNAP benefits through the USDA Food and Nutrition service and sign a contract with the Illinois Department of Agriculture that requires disclosure of sales data, use of the wireless machine on all market days, and participation in required trainings, before seeking reimbursement from the program.
P a g e 12 Up to 50 farmers markets across Illinois will each receive $1,200 grants from the Illinois Electronic Benefits Transfer (EBT) Wireless Project. Additional applications will be accepted on a first-come, first-serve basis until the grant is expended. The IL EBT Wireless Project is made possible by partnerships with USDA Food and Nutrition Service The Office of the Lieutenant Governor Governor s Rural Affairs Council, chaired by Lieutenant Governor Sheila Simon Illinois Department of Agriculture Illinois Department of Human Services Illinois Farmers Market Association Experimental Station Southern Illinois University Carbondale
P a g e 13 Sample Customer Program Evaluation Example -------------------------------------------------------------------------------- Illinois EBT Wireless Project The Illinois EBT Wireless Project is a program that provided funding for the purchase of wireless Electronic Benefits Transfer (EBT) machines as well as other funds and resources to help offset the expenses associated with accepting Link, debit and credit cards at farmers markets. Thank you for taking a few minutes to tell us about your experience with us at the Farmers Market and how the Illinois EBT Wireless Project may have benefited you as a customer. Your feedback is completely confidential and will not be used to identify you in anyway. Information you provide will help us make changes to the program to better fit your needs as a Link, debit or credit card shopper in the future. Thank you for your time! 1. Why did you come to the market today? (Please check as many as apply). Buy fresh produce Entertainment/Music Ability to use my Link, debit or credit card Cooking demonstrations WIC or Senior Coupons Other To visit with friends/family Double Incentives Program Other 2. As a result of the Illinois EBT Wireless Project (having the ability to use your Link, debit or credit card at the market), have you been eating more fruits and/or vegetables? (Please check one answer). I eat a lot more fruits and vegetables. No, it hasn t changed what I eat. I eat a little more fruits and vegetables. This is my first time using my Link, debit or credit card at the market. 3. Will you continue to shop at the market if you aren t able to use your Link, debit or credit card? (Please check one answer). Yes, I will continue to shop here as much as I have been. Yes, but not as much as I do now. No, I will not shop here anymore. 4. Where did you hear about the Illinois EBT Wireless Project (ability to use your Link, debit or credit card at the market)? (Please check all that apply). Flyer at my house Newspaper/Radio/TV Online (website) SNAP/Link office Advertisement at market Email Project Partner (Office of Lt. Governor Sheila Simon, Illinois Department of Agriculture, Illinois Department of Human Services, Experimental Station, Illinois Farmers Market Association, or SIUC)
P a g e 14 Friend or family member Passed by Other 5. Was it easy to understand how the Illinois EBT Wireless Project benefited you? (Please check one answer). Yes No Sometimes 6. What form of payment did you use at the market today? Cash Link card Debit card Credit card 7. How do you usually travel to the market? (Please check one answer). Bus Train Car Walk Bicycle Farmers Market Van Other 8. What best describes your race or ethnicity? (for example, Latino, Somali, Vietnamese, Russian) 9. Are you male or female? Male Female 10. What is your age? 17 & Under 18-24 years 25-34 years 35-44 years 45-54 years 55-64 years 65 years or older 11. How much did you spend at the market today? (Please check one). Under $5 $5-$10 $11-$20 $21-$30 Over $30 12. What is your zip code?
P a g e 15 13. Would you be willing to speak to someone in more detail about the Illinois EBT Wireless Project? Yes No If yes, please provide your name and the best way to contact you below.
P a g e 16 Sample Promotional Materials Brochures, Flyers, Posters, Print Ads, etc. ------------------------------------------------------------------------------------------------------------------------------ Sample Brochure:
Sample Flyer/Poster From Downtown Springfield s Market: P a g e 17
Sample Print Ads: P a g e 18
Sample Print Ads Continued: P a g e 19
Sample Print Ads Continued: P a g e 20
P a g e 21 Sample Coupon/Discount Flyer or Brochure: Sample Informational Postcard:
USDA Suggested Signage ------------------------------------------ P a g e 22
P a g e 23