DOCUMENTS

  • How To Submit an Invoice (PDF)
  • Invoice Template (This is a Word doc; look in downloads and enable editing.)
  • W-9 (Fillable Adobe form) If you prefer not to email your W-9, please feel free to mail it to the WSFMA office.

NEED HELP?

Please reach out to Hannah Duffany at info@wafarmersmarkets.org or (206) 706-5198.

GREAT NEWS!

In recognition of all your hard work to support food access at your farmers market, the Washington State SNAP-Ed program is reimbursing up to $1,000 per farmers market location for eligible expenses from June 1 to Sept 15, 2023. We know that farmers markets shoulder a significant load to make SNAP, SNAP Market Match, and the Farmers Market Nutrition Program (FMNP) available. Of course, this year has been especially demanding with the transition to electronic benefits for FMNP. Thank you for your hard work and passion!

SNAP-Ed is committed to helping people who are eligible for SNAP (Supplemental Nutrition Assistance Program) to make healthy food choices and choose physically active lifestyles. The WSFMA works with SNAP-Ed to promote food access programs, policy change, and partnerships for nutrition education at farmers markets.

ELIGIBILITY FOR SNAP-ED SUPPORT

  • If your farmers market accepted FMNP or SNAP this year (2023), then your market is eligible for the SNAP-Ed support. If it did not, then it is not eligible.
  • The funding is to reimburse your Farmers Market Organization for expenses made between June 1 and September 15 and that total up to $1,000.
  • All expenses need to be related to the food access programs at your farmers market. These expenses are for work you have already done, not for new projects. Your market can be reimbursed for time or supplies for food access programs.

Please reference the “How-To” guide for a more thorough explanation of eligible expenses which include but are not limited to:

  • Staff, contractor, or professional services time spent on food access programs, including trainings you have done for SNAP, SNAP Market Match, FMNP organized by DOH FMNP or the WSFMA.
  • Farmers market time providing direct assistance and problem solving to SNAP eligible shoppers and FMNP authorized growers.
  • Purchases for enhancing/supporting food access programs at farmers market, including supplies directly supporting food access programs at your market, such as printed materials and signage or a hot spot.
  • Requests for general market duties, staff salaries for time unrelated to food access programs and bookkeeping are ineligible.

Need clarification about expenses? Please don’t hesitate to reach out to the WSFMA.

DEADLINE: SEPTEMBER 15, 2023

To be reimbursed for up to $1,000 per market, you need to email an Invoice and a current W-9 for your Famers Market Organization to the WSFMA by September 15.

  • We have created an Invoice template to make this easier for you. If you prefer to use your own Invoice template, please be sure all the information described below is included.
  • We must disburse the funding by the end of the Federal Fiscal Year and will be unable to accept/process Invoices after September 15, 2023.

HOW TO FILL OUT THE INVOICE

The Invoice template is a separate Word document that has been emailed to you.

Please submit one Invoice per Farmers Market Organization. If you have a multi-market organization, you may receive up to $1,000 per market that accepts SNAP or FMNP. Expenses do not need to be itemized per farmers market location.

There are 4 parts to the Invoice:

  1. Œ  Contact Information for the Farmers Market Organization (“Payable To”)
  2.   A listing of your Food Access Expenses (table)
  3. Ž  Attestations confirming the use of the expenses and that back up documentation will be kept for 3 years and available if requested.
  4.   Signature of your Farmers Market Organization representative

Please email a completed and signed Invoice to the WSFMA (info@wafarmersmarkets.org) with a current W-9 no later than September 15, 2023.

Part 1: Payable To/Contact Information

Part 1 tells us who (what entity) the SNAP-Ed funding is for and where to mail a check.

Farmers Market Organization: This is the legal name of the organization that runs the farmers market(s). It may be the market itself, a nonprofit, City, or private entity. It should be the same name that is on the W-9.

Payee: This is who the check will be made out to.

Mailing Address: This is the address that the check will be mailed to from the WSFMA’s Homestreet Bank online bill pay.

City, State Zip:

Contact Name: This is the person completing the invoice and serving as the primary contact for this reimbursement/support. This person should be authorized to represent the Farmers Market Organization.

Phone:   Best phone number in case we have any questions.

Email:    Best email in case we have any questions.

Name of the Farmers Market(s) that accepted FMNP and/or SNAP in 2023: Please list the names of the farmers market(s) that this Farmers Market Organization manages and accepted FMNP and/or SNAP in 2023.

Part 2: Food Access Expenses

Part 2 is where you list the eligible expenses that your farmers market has spent on providing food access programs, when the expense was made, describes how the expense contributed to food access work, and the dollar amount of the expense.

Date of Expense:

  • This is the date that the expense was paid or accrued.
  • The date may be listed as a specific date (e.g., June 15, 2023); a range of dates (e.g., 6/1/23-7/17/23); or months (e.g., July and August).
  • Date or range of dates must be between June 1 to September 15, 2023

Merchant or Market Staff (or Contractor) Name:

  • This is where you enter what business was contracted or who was paid.
  • It may be a business, merchant, or professional service provider that you bought something from. For example, NW Graphics, T-Mobile, Office Depot, or Anna’s Accounting. Please enter each payee as a separate expense line in the table.
  • If market employee or a contractor’s time, then please enter the name of the person who was paid. Please enter each person paid as a separate expense line in the table.

Description of Expense and How used for Food Access:

  • This is where you briefly describe what the expense was and how the activities, supplies or work completed contributed to food access programs at your farmers market.
  • Please be specific enough to show that the time or materials were supporting food access programs in some way.

Do I need to submit receipts?

For the purposes of this Invoice and reimbursement, you do not need to include receipts with the Invoice. You can submit a completed and signed Invoice on its own. Please also include a current W-9.

However, you are required to have and save all back up documentation for each expense for 3 years. The WSFMA may request this documentation at any time and will do so if we are audited by SNAP-Ed or USDA. We recommend saving all back up documentation in a folder or file and label it “Save until October 1, 2026. “

For staff or contractor time, please save any timesheets, time reports, or invoices for the appropriate dates. A monthly Profit and Loss statement that itemizes each person may also work.

Total Hours or % FTE (Full Time Equivalent):

If you are requesting reimbursement for staff or contractor, we need to record the number of hours if an hourly employee for the date(s) listed. If the employee is exempt, then we need the % of Full Time Equivalent (FTE) that the person dedicated to food access work. 100% of FTE is 40 hours a week. So, if someone was spending 20% FTE on food access work, that works out to 8 hours a week (i.e., 8 is 20% of 40 hours).

  • The % FTE can be for whatever time period is listed in the “Date” (e.g., a week, multiple weeks, a month)
  • There is no need to list the hourly rate or salary of any employee or contractor.
  • Be sure to list the gross pay, not the net.

Amount ($):

This is the total amount paid to the Merchant or Employee/Contractor for the expense that is listed in this row.

  • Please use exact amount ($100.00 or $550.50).
  • Please list one “Payee” per row.

Total:

This is the Total of all the expenses you have listed in Part 2. If your Total is over $1,000, that is fine. However, only up to $1,000 will be reimbursed. Please double check the addition of all expenses.

Part 3: Attestations

Part 3 is a list of four attestations that confirm the information you’ve provided and that you will retain all back up documentation for 3 years.

[ Initials ] I attest that each expense was used towards promoting the FMNP, SNAP and SNAP Market Match programs at the [Name of Farmers Market(s)] and not used for general farmers market operations.

[ Initials ] After personal review and using a suitable means of verification for the total effort expended, I certify that the time and effort described here for [Staff Names Listed] is accurate to the best of my knowledge.

[ Initials ] I agree to ensure that the [Name of Farmers Market Organization(s)] will retain back up documentation for 3-years or until September 30, 2026. This documentation will be provided upon request in the case of an audit from the USDA.

[ Initials] I confirm that I am currently an authorized representative of the [Name of Farmers Market Organization].

Part 4: Signature

Part 4 is giving us your signature showing that you are responsible and accountable for this Invoice.

Please print, sign, scan, and email to us as PDF. You may also use a digital signature if you have one.

Next: Submit!

Please email the invoice and a current W-9 to info@wafarmersmarkets.org no later than September 15.

Checklist:

[  ]  Invoice information on where to send the check is correct and complete.
[  ]  Invoice expenses are clearly for food access work that your farmers markets has done to support SNAP, SNAP Market Match, and WIC/Senior FMNP.
[  ]  Invoice expenses are between dates of June 1 and September 15, 2023.
[  ]  Invoice expenses are correctly totaled.
[  ]  Invoice attestations are initialed, backup documents are filed, and Invoice is signed.
[  ]  A current W-9 is also attached.

WHAT HAPPENS NEXT?

The WSFMA will review each Invoice to make sure it is in compliance with the funding guidelines. If information is missing or we have questions, we will reach out to get clarification before the deadline. Our goal is to process Invoices with 10 business days. If you have any questions or need help, please contact Hannah Duffany at (206) 706-5198 or info@wafarmersmarkets.org

Thank you!

Without your hard work, thousands of shoppers would not be able to use their SNAP, SNAP Market Match, and WIC or Senior FMNP benefits at farmers markets. Likewise, hundreds of farmers and other food vendors would not be receiving $4.7 million in sales. We know these programs are complex and a challenge to manage. Please know that your work, creative problem-solving, and caring customer-service make a huge difference!