SNAP Employer Information and Updates

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1 SNAP Employer Information and Updates All SNAP authorized businesses are required to demonstrate that there is an established, operational compliance policy and program in place to prevent SNAP violations from occurring. While there is no penalty for failing to have proper training or recording, a business runs the risk of being disqualified from the program if they do not have proper training and recording in place. If the business has proper training and recording, the penalties for violating the rules are less severe. The penalty for a business with proper training and recording is as follows: 1. Fined 10% of average monthly redemptions for the 12-month period ending with the month directly prior to the violation month. OR 1. For the first trafficking offense: Multiply the cost of the product obtained by 60 if the face value of the product is $99 or less. If the face value is $100 or greater, the amount of the product obtained shall be doubled. 2. For the second trafficking offense: Multiply the cost of the product obtained by 120 if the face value of the product is $99 or less. If the face value is $100 or greater, the amount of the product obtained shall be doubled. 3. For a third trafficking offense: the business loses eligibility for a civil money penalty in lieu of disqualification. Trafficking is defined as giving cash in exchange or refund for SNAP benefits 7 Code of Federal Regulations (C.F.R.) 278.6(i)(2). Total amount of the possible fine is capped at $2, C.F.R. 3.91(b)(1)(ii). In order for a program to be considered an effective personnel-training program it must inform employees what is not allowed in the SNAP program and the penalties for not complying with the regulations. Documentation must include: 1. A copy/ record of materials reviewed, 2. The name of the owner(s) and employee(s), 3. The date of employment and training, and 4. Signature of the owner(s) and employee(s) attesting to their SNAP training. AND Refresher training once a year must include: 1. A copy/ record of materials reviewed, 2. The date of refresher training, and 3. Signature of the owner(s) and employee(s) attesting to their SNAP refresher training. If you receive a notice of violation (Charge Letter) from the USDA, immediately contact an attorney. The USDA only allows ten days to respond from the day the letter was received. Failure to respond will waive the opportunity to defend the claim in front of the Food & Nutrition Services Committee. Depending on the severity of the violation, the USDA can disqualify a store for any time period ranging from six months to permanent disqualification. This document is for informational purposes only and is not a substitute for legal advice.

2 Training Walkthrough The SNAP training should take approximately 30 minutes to complete. 1. Use the materials to familiarize yourself and your employees about the SNAP program in one of two ways: a. Have your employees watch an online video found at: OR download at: The video is around 17 minutes long. OR b. Review the 25-page packet with your employees found at: (The information found within the packet is the same as the information found in the video.) 2. After reviewing the packet or video, encourage employees to ask any questions associated with the program or protocol associated with EBT purchases. 3. Hand out the Pocket Guidelines (Optional). 4. Have all employees sign the training documents and properly record for your records. 5. Hold and document refresher trainings at least once each calendar year.

3 SNAP Pocket Guidelines Disclaimer: This form alone is not a proper form of training for the SNAP program and should be in addition to the materials provided by the USDA. Eligible Foods Ineligible Foods Food intended to be prepared and eaten at home such as: I. Breads and cereals II. Fruits and vegetables III. Meat, fish, and poultry IV. Dairy products V. Seeds and plants intended to grow food (but not flowers or for birds) I. Beer, wine, liquor, tobacco, or cigarettes II. Foods that are hot at the point of sale III. Food to be eaten in the store IV. Vitamins or medicines V. Pet foods VI. Nonfood items a. Tissue b. Soap c. Cosmetics d. Other household goods HOW TO s Check the Balance: Point of Sale (POS) terminals are programmed to have a balance inquiry function. In addition, the POS receipt shows the remaining SNAP account balance. Insufficient Funds on EBT: If a customer does not have enough SNAP benefits to pay for all of his/her eligible items, give the customer the option of paying for the remaining items with cash, debit or credit card, or not buying them. Replace a Lost or Broken Card Refer the customer to the State s toll-free Customer Service Help Line that was given during EBT training (the number is located on the back of the card). North Carolina: DO NOT S DO NOT restrict SNAP customers to shopping at certain times during store hours, DO NOT charge SNAP customers higher prices, DO NOT require SNAP customers use designated SNAP-ONLY checkouts, DO NOT require customers to make minimum purchases, DO NOT ask customers for their PIN (Personal Identification Number), DO NOT complete a transaction without the correct PIN being entered, DO NOT give cash in exchange or refund for SNAP benefits, (i.e. trafficking), and DO NOT charge sales or local tax on items purchased using SNAP benefits.

4 Company Name: Store Location: SNAP Training Program Video Print Date of Attendance: / / I confirm that I attended the training class listed above. I listened, read, and understood the training, and I understand that as an employee, it is my responsibility to abide by SNAP policy and procedures, in accordance with the training. If I have questions about the training, materials presented or SNAP policy and procedures, I understand it is my responsibility to seek clarification from store management. Owner/Operator Signature: Date: / / Owner/Operator Name: Employee name Date Employee Signature

5 Company Name: Store Location: SNAP Training Program Video Print Date of Attendance: Date of Employment: / / / / I confirm that I attended the training class listed above. I listened, read, and understood the training, and I understand that as an employee, it is my responsibility to abide by SNAP rules and requirements, in accordance with the USDA guidelines. If I have questions about the training, materials presented or SNAP rules and requirements, I understand it is my responsibility to seek clarification from store management. Employee Signature: Date: / / Employee Name: Owner/Operator Signature: Date: / / Owner/Operator Name: HR Office Staff or Training Coordinator Instructions: Place a copy of this signature page in the employee s personnel file. To audit compliance with any required training period, track the training using local reporting systems. Make sure that the employee, supervisor, or manager is scheduled and attends refresher training at least once each calendar year.