If you own a grocery store, market, or other food-related business, accepting EBT (Electronic Benefits Transfer) can expand your customer base and strengthen your community impact. But before you can accept EBT payments, you must apply for and receive authorization from the USDA’s Food and Nutrition Service (FNS).
The good news? The EBT retailer application process is straightforward once you know what to expect. This guide will walk you through everything from eligibility requirements to submitting documents, so you can start offering this valuable payment option at your store.
Step 1: Confirm Your Eligibility
Before filling out the application, you need to make sure your store qualifies. FNS uses two main criteria to decide if a retailer is eligible to accept SNAP/EBT:
- Criterion A – Staple Foods Inventory
Your store must stock at least 36 items from the four staple food categories: meat/poultry/fish, bread/grains, dairy, and fruits/vegetables. Each category requires three different varieties and at least three units of each variety. In at least two categories, the items must be perishable. - Criterion B – Staple Foods Sales
If more than 50% of your total gross retail sales come from staple foods, you may qualify even if you don’t meet the full inventory requirement.
Businesses like gas stations, convenience stores, and restaurants often struggle to meet these standards, while grocery stores, markets, and specialty food shops usually fit the criteria.
Step 2: Gather Your Documents
Once you know your store qualifies, gather the documentation needed for the application. Having everything prepared upfront will save you time and reduce the risk of delays. You’ll typically need:
- Business license or permit
- Social Security number and government-issued ID for all owners
- Sales records or tax returns (to prove eligibility through sales mix)
- Lease or deed for your store location
- Bank account information (for transaction deposits)
- Product inventory lists (to prove staple food availability)
If your business is new and you don’t have sales history yet, you may need to provide projected sales figures or supplier invoices showing your product mix.
Step 3: Create an Online Account
All applications are completed online through the FNS portal. To get started:
- Create a Login.gov account if you don’t already have one.
- Once your account is created, visit the SNAP Retailer Service Center on the USDA website.
- Select “Start Application” and log in using your credentials.
This account also allows you to track the status of your application once it’s submitted.
Step 4: Complete the EBT Retailer Application
The application itself is detailed but manageable. Expect to provide:
- Business Information: Legal name, trade name, and contact details.
- Ownership Information: Names, addresses, and Social Security numbers of all owners, partners, or officers.
- Store Details: Square footage, number of cash registers, and whether you operate other retail locations.
- Sales Data: Annual sales totals and what percentage of sales comes from staple vs. non-staple food items.
- Inventory Information: Lists of the staple foods you stock.
- Banking Details: For EBT deposits.
Accuracy is critical. Incomplete or inconsistent answers can delay or even deny your application. Double-check before submitting.
Step 5: Submit Supporting Documentation
After submitting your online application, FNS will request supporting documents. You’ll upload these directly through the portal. Depending on your situation, this could include:
- Business license and permits
- ID for each owner
- Most recent tax return or sales records
- Store lease or property deed
- Utility bills to prove store operation
FNS may also ask for photos of your store’s interior and shelves to verify your inventory.
Step 6: Wait for Review and Approval
Once your application and documents are submitted, FNS will review everything. Approval timelines vary but typically range from 30 to 45 days. During this period, they may contact you for clarification or additional documents.
When approved, you’ll receive a SNAP authorization letter along with your FNS number. This number allows you to set up your payment equipment to begin processing EBT transactions.
Step 7: Set Up EBT Processing
Approval doesn’t mean you can start right away—you still need the right payment equipment. Some point of sale (POS) systems support EBT processing with programming updates, while others require new terminals.
Check with your payment processor or POS provider to confirm compatibility. At VMS, for example, we ensure every system is EBT-ready and programmed with your FNS number so you can start accepting payments immediately after approval.
Step 8: Train Your Staff on Compliance
Accepting EBT comes with responsibilities. Your staff needs to understand which items are SNAP-eligible and how to properly process transactions. EBT can only be used for approved foods—no alcohol, hot prepared meals, or household goods.
Training your employees ensures compliance and prevents costly violations. It also builds customer trust that transactions will be handled correctly every time.
Why Applying Is Worth It
Yes, the application process requires time and effort, but the payoff is huge. Accepting EBT allows you to:
- Serve more customers in your community
- Boost sales by opening your doors to millions of SNAP recipients
- Increase loyalty by being one of the few stores in your area that accept EBT
- Reduce risk since EBT transactions are government-backed and secure
Final Thoughts
Applying for the EBT retailer application is a smart move for food retailers who want to grow their customer base and strengthen community ties. By confirming eligibility, preparing documents, completing the online application, and setting up EBT-ready equipment, you’ll be on your way to becoming a SNAP-authorized store.
Ready to take the first step? Visit the USDA’s SNAP Retailer Application portal—or, for a smoother experience, partner with a processor like Velocity Merchant Services to help you handle the setup and keep your business compliant.
Because once you’re authorized, you’re not just expanding your payment options—you’re helping your community access the food they need.