FNS
Reauthorization

What You Need to Know

What is FNS reauthorization?

FNS requires EBT authorized merchants to go through a reauthorization process approximately every five years. If you applied to offer EBT at your retail location about five years ago, or if you have recently received a letter from FNS regarding reauthorization, you may find some of the following resources helpful. Below are resources that may help your situation.

FNS Reauthorization FAQs

How often do I need to reauthorize my SNAP license?

If you are an authorized retailer, you are required to submit a Supplemental Nutrition Assistance Program (SNAP) reauthorization approximately every five years.

If your business has changed locations, owners, closed or has not been reauthorized within the last five years, call the SNAP Retailer Service Center at 877.823.4369.

  1. Your store will receive a reauthorization letter from FNS.
    • The letter contains a unique identification number to use in your reauthorization application. You will have only 30 days to complete it.
  2. Visit the FNS website to fill out your reauthorization application.
    • After receiving your unique identification number, visit the FNS website to fill out your application. You will need to update any or all of the information on your initial application form.
  3. Submit additional documentation.
    • After you submit your online application, the USDA will ask you to submit additional documentation. The documentation requested can change from store to store. Requested documentation may include:
      • an affidavit stating that the current owners/officers/members of your store are not involved with any previously disqualified SNAP persons and reporting any criminal convictions and/or license revocations
      • a copy of all of your store’s current business licenses
      • your store’s bank information and signature card
      • federal, personal and business tax returns
      • invoice records or sales records
  4. Be prepared for a USDA site visit.
    • USDA may require a site visit as part of the reauthorization process. Site visits are not normally scheduled in advance. Upon their arrival, the site visit contractors should identify themselves to the store manager and obtain the manager’s consent for the visit. The manager can contact the SNAP Retailer Service Center at 823.4369 if there are any questions or concerns about the site visit.
  5. If your store inventory does not meet current SNAP requirements, submit inventory records.
    • If the inspection shows that your store’s inventory does not meet current SNAP requirements, you may be given the opportunity to submit inventory records. You can provide supplier invoices and receipts from grocery purchases, or other records that show food purchases. The goal is to show that your store ordered/received a sufficient amount of required staple foods within 21 days prior to the store visit.
  6. After USDA evaluates your revenue and inventory, they will issue a decision letter.
    • If your store is reauthorized, the process ends. If your store is denied SNAP reauthorization, you have the right to appeal. Under some circumstances you can re-apply immediately, but some situations may require you to wait six months or longer.

FNS has up to 45 days from the date a completed application is received to make a decision.

A merchant may be tagged as high risk following an on-site store inspection. If it was determined that your store failed to satisfy the stocking requirements in Criterion A or the sales requirements in Criterion B, you might be tagged as high risk.  If this occurs, you will be unable to reapply for SNAP authorization for a minimum of six months, which can be harmful to many businesses.

  • Criterion A
    • A store must have 3 stocking units of 3 different varieties for each staple food category on a continuous basis. For 2 staple food categories, there must be at least 1 perishable variety. Most stores are authorized under Criterion A.

FNS Reauthorization Criterion | goEBT - EBT, Credit/Debit Processor

  • Criterion B
    • A store must have more than 50% of its total gross retail sales from the sale of staple foods. Specialty stores, like butcher shops, are often authorized under Criterion B.

FNS Reauthorization Criterion | goEBT - EBT, Credit/Debit Processor

If the USDA decides to withdraw your license to participate in SNAP as an authorized retailer, they will notify you through a package delivered by UPS. If you received a letter on the withdrawn status of your application or a denial letter, you should take the following steps:

Is the denial or withdrawal permanent?

  • If it is, you should submit an appeal.
  • If the denial is not permanent, determine if your store can survive for the reapplication period.  If SNAP sales account for the majority of your sales, you should file an administrative review.  You must file an administrative review request within 10 days from the date you receive the decision letter.
 
 

If you did not receive or are unable to find your reauthorization letter with your unique Reauthorization Customer Number and password, it is possible you will need to wait for the expiration of your FNS authorization and apply again. However, you should call the SNAP Retailer Service Center at 877.823.4369 as soon as possible to confirm your next steps.

If your store fails to meet FNS requirements, this can result in involuntary withdrawal from the program. Some reasons for involuntary withdraw due to not meeting category A and B might include:
  • Not keeping proper stock of staple foods in each of the 4 categories
  • Not meeting staple food sales requirements
  • Not submitting required documentation
  • Not stocking the appropriate number of perishable items
In the event your store is denied, you do have the right to appeal that decision. Review the EBT stocking requirements to help you fully understand category A + B so you can get back on track.

A Store Owner's Guide to EBT
Stocking Criteria from FNS

This resource will help existing SNAP retailers understand the FNS stocking criteria required to continue to accept EBT at their stores. To ensure SNAP recipients have ample access to staple foods, the Food and Nutrition Services requires that SNAP retailers stock a specific selection of items.

Review the Criteria

Need help with the SNAP reauthorization
process after involuntary withdraw?

The FNS reauthorization process generally includes at least two letters from FNS and an automated call reminder before withdrawal, but business owners are busy and often these letters or phone calls are not received. This can result in involuntary withdrawal from the program.

The below resources will help you navigate the SNAP reauthorization process so you can get back to accepting EBT sales at your store.

Step 1

Your store will receive a
reauthorization letter from FNS.

The letter contains a unique identification number to use in your reauthorization application. You will have only 30 days to complete it. If you did not receive or are unable to find your reauthorization letter with your unique Reauthorization Customer Number and password, it is possible that you will need to wait for the expiration of your FNS authorization and apply again. However, you should call the SNAP Retailer Service Center at 877.823.4369 as soon as possible to confirm your next steps.

Step 2

Visit the FNS website
to fill out your
reauthorization application.

After receiving your unique identification number, visit the FNS website to fill out your application. You will need to update any or all of the information on your initial application form.

Step 3

Submit additional documentation.

After you submit your online application, the USDA will ask you to submit additional documentation. The documentation requested can change from store to store. Requested documentation may include:

contract and pen

Qualifying affidavit

an affidavit stating that the current owners/officers/members of your store are not involved with any previously disqualified SNAP persons and reporting any criminal convictions and/or license revocations

License and Store

Business licenses

a copy of all your store’s current business licenses

bank building

Tax returns

federal, personal and business tax returns

tax form

Bank information

your store’s bank information and signature card

invoice

Financial records

invoice records or sales records

Step 4

Be prepared for a USDA site visit.

USDA may require a site visit as part of the reauthorization process. Site visits are not normally scheduled in advance. Upon their arrival, the site visit contractors should identify themselves to the store manager and obtain the manager’s consent for the visit. The manager can contact the SNAP Retailer Service Center at 877.823.4369 if there are any questions or concerns about the site visit.

Step 5

If your store inventory does not meet current SNAP requirements, submit inventory records.
If the inspection shows that your store’s inventory does not meet current SNAP requirements, you may be given the opportunity to submit inventory records. You can provide supplier invoices and receipts from grocery purchases, or other records that show food purchases. The goal is to show that your store ordered/received a sufficient amount of required staple foods within 21 days prior to the store visit.

Step 6

After USDA evaluates your revenue and inventory, they will issue a decision letter.

If your store is reauthorized, the process ends. If your store is denied SNAP reauthorization, you have the right to appeal. Under some circumstances you can reapply immediately, while under others you may have to wait six months or longer.

FNS has up to 45 days from the date a completed application is received to make a decision. If your business has changed locations, owners, closed or has not been reauthorized within the last five years, call the SNAP Retailer Service Center at 877.823.4369.

Need help with your FNS reauthorization?

One of our agents would be happy to assist you if you have any additional questions. You can send us a message or call us at 800.921.1271. One of our friendly representatives would be happy to assist you.
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