1. The Cashier fills out the voucher information including

  • Date
  • Retailer’s seven-digit FNS number
  • Transaction amount
  • Retail store name & address
  • Cardholder’s name & EBT card number.
    **Please note that the transaction amount cannot be altered after the authorization call.

2. Once the voucher is filled out, it must be authorized by calling the Retailer Help Desk for your state (find the number here) in order to ensure there are enough funds in the cardholder’s EBT account for the transaction. It is very important not to dispense any goods to the cardholder until the Authorization Code is acquired.

During this call you will need to provide the following information:

  • Program Type: Food Stamps/SNAP
  • Voucher Type: Purchase/Return
  • FNS Number
  • Card Number
  • Voucher Number
  • Transaction Amount

At this point, a hold is placed on the cardholder’s EBT account for the amount of the transaction, until the voucher is cleared in order for the retailer to be reimbursed.

3. Once the transaction has been authorized, the customer service representative will issue an Authorization Code. It is very important to write this Authorization Code on the voucher, and both the retailer and cardholder need to sign the voucher.

After the Authorization Code has been noted on the voucher and the voucher has been signed by both parties, goods can then be dispensed to the cardholder. The cashier should then give the cardholder the top copy (white) of the manual voucher, and retain the bottom copy for the retailer’s records for at least 6 months.

However, if the purchase is denied, it is not possible to finish completing the manual voucher. If the purchase is denied because of Non-Sufficient Funds (NSF), you will need to call the Retailer Help Desk for your state (find the number here). The Customer Service Representative will provide directions for completing the purchase. There are two options:

  • The EBT cardholder can pay the difference between the amount of the purchase and the amount available in the SNAP benefit account.
  • The EBT cardholder can reduce the amount of the purchase to a total equal to or less than the account balance. The total purchase amount on the manual voucher cannot exceed the amount of benefits available in the EBT Cardholder’s SNAP benefit account.

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