SNAP Online’s onboarding process is led by the USDA’s Food and Nutrition Administration (FNA), which oversees SNAP retailers. It has several steps, some of which can be complex.
Introduction
SNAP Retailers should be aware that every new SNAP Online application will trigger a reauthorization of the retailer’s brick & mortar store(s), regardless of how recently the store was authorized or reauthorized. As part of the reauthorization process, retailers will be required to submit detailed information regarding inventory and sales to the Food & Nutrition Administration (FNA, formerly FNS) and will be subject to an in-store inspection. Once the reauthorization request is sent by FNA, retailers have 30 days to complete the process, including submission of any additional documentation required by FNA, such as identification documents and business licenses. After a retailer submits their reauthorization materials, FNA has 45 days to complete its review and issue a decision.
Communication with retailers from FNA throughout the SNAP Online application process will happen through the SNAP Online mailbox (SM.FN.SNAPOnline@usda.gov), or for automated emails, from RetailerNotification@usda.gov. We suggest adding these email addresses to your contacts to prevent them from being filtered into a spam folder.
Expansion of an existing SNAP Online operation to additional eCommerce platforms does not include a reauthorization requirement.
We encourage all retailers interested in applying for SNAP Online to contact us for assistance navigating the process and completing the required steps.
Application and Onboarding Phase
Step 1
Submit an Interest Email
The first step in the SNAP Online application process is submission of an “interest email” to FNA’s SNAP Online mailbox (SM.FN.SNAPOnline@usda.gov). Once a retailer sends this email, the reauthorization process is triggered and must be completed by the retailer or they risk losing their SNAP brick & mortar authorization.
The SNAP Online interest email should contain the following content:
- The retailer should express interest in accepting SNAP Online.
- If the retailer is a SNAP authorized brick & mortar retailer, they must provide their brick & mortar SNAP retailer authorization number(s)
- If the retailer is an Online Only retailer, they should indicate that in the email. For Online Only retailers, FNA will follow up with a request for additional information.
- If the retailer has a brick & mortar location that is not yet authorized to accept SNAP, they must complete the SNAP Retailer application process before applying to accept SNAP online. See: https://www.fns.usda.gov/snap/retailer/apply-to-accept
Step 2
Submit Authorization Materials
For brick & mortar retailers, a “SNAP Internet Retailer Reauthorization Package” email will be sent by FNA in response to the interest email. The requirement for Reauthorization applies to every SNAP Online application, regardless of when the retailer was originally authorized or last reauthorized. A retailer has 30 days to respond. A response is required from retailers once the reauthorization process has been triggered.
The Internet Retailer Reauthorization Package includes three attachments:
- Authorization spreadsheet – collecting store, inventory, sales and eCommerce information
- Certification & Signature statement requiring a WET signature from every owner (meaning the document is printed, signed by hand and scanned for digital submission to FNA).
- Waiver package – signed by one owner – a digital signature ok for this one
Notes:
- Each brick & mortar location in a banner or ownership structure will be reauthorized, including a store inspection.
- Copies of all business licenses must be provided to FNA as part of the reauthorization process (e.g., lottery, alcohol, tobacco).
- A copy of the current ‘business filing’ that identifies all owners must be submitted.
- All of the requested materials and documentation must be submitted to FNS in ONE email with a specific subject line as detailed in the email from FNA.
- Email communications from FNA related to the reauthorization and the SNAP Online application will be sent to one email address for the retailer only – the email provided by the retailer on their auth spreadsheet. FNA will not be doing “reply all” for other cc’d addresses (e.g. the retailer’s eCommerce platform, or SEMTAC) or emailing more than one contact per business.
Step 3
FNA Sends your Internet Retailer Welcome Package
After the Reauthorization is completed/approved, FNA will send the retailer the “FNA Online Purchasing Welcome Package” email. This is an auto-generated email which includes the retailer’s new Internet Retailer (IR) SNAP authorization number, as well as instructions about next steps, and three attachments:
- Retailer Test Scenarios (Excel document)
- SNAP Online Onboarding Information (pdf document)
- Internet Retailer Fraud Mitigation Letter (pdf)
The Welcome Package instructs the retailer to contact their selected TPP/PIN solution to finalize their SNAP Online contract and to provide the TPP with the retailer’s IR SNAP authorization number. Once setup with the TPP is complete, the TPP should confirm to the retailer by email, and the retailer should notify FNA (SM.FN.SNAPOnline@usda.gov) including a copy of the email from the TPP. (Note that the Welcome Package email says that TPPs are notifying FNA when setup is complete, but for most TPPs this is no longer the case.)
The SNAP Online Onboarding Information document includes many important details and it is critical for retailers to review this document carefully. Details are included about the requirement to submit a Business Requirements Document to FNA, which applies only to retailers who are developing a custom solution for SNAP Online or who are using an eCommerce platform that is launching SNAP Online for the first time.
Step 4
Testing
Once the TPP setup is finalized and FNA has been notified, the retailer will enter the testing phase. FNA will send instructions for obtaining test cards, if applicable. Retailers will perform SNAP online test transactions in their eCommerce system using test scripts provided by FNA and live, funded EBT Cards provided by the applicable state’s EBT office. You’ll perform this phase of testing without FNA involvement and send FNS the results when all test scenarios have been completed successfully.
Next, FNA testers use the same EBT cards to perform the same test scenarios to confirm that all of the SNAP Online requirements are being met. If FNA discovers issues during the testing phase, they’ll ask you to resolve them before you launch SNAP Online functionality, or shortly thereafter, depending on the severity of the issue. FNA will let you know when you’ve passed the testing phase.
