Information for Restaurant Owners

Overview

The Restaurant Meals Program (RMP) allows some Supplemental Nutrition Assistance Program (SNAP) households to use their Electronic Benefits Transfer (EBT) card to buy prepared meals at participating restaurants. This program is designed to serve SNAP recipients who may not have access to food preparation or storage resources or may be unable to prepare meals for themselves.

Restaurants with more than 50% of total gross retail sales that come from the sale of hot or cold prepared foods intended for immediate consumption may apply. If your restaurant is interested in participating in RMP, complete the RMP interest form. Upon submitting a completed interest form, restaurants will be contacted by the New York State Office of Temporary and Disability Assistance (OTDA) and receive an agreement document.

What is the Restaurant Meals Program?

RMP allows some SNAP households to use their EBT card to buy prepared meals at participating restaurants. The program is available to people aged 60 or older, and their spouses; individuals with disabilities, and their spouses; as well as those experiencing homelessness.

OTDA, along with the United States Department of Agriculture (USDA) Food and Nutrition Service (FNS) manage the program in New York State. Local departments of social services offices identify and designate eligible households.

Can my restaurant participate in RMP?

For the purpose of RMP, restaurants are businesses in which more than 50% of total gross retail sales come from the sale of hot or cold prepared foods intended for immediate consumption. Restaurants wanting to participate in RMP will need to enter into an agreement with OTDA and acquire federal authorization to accept SNAP benefits. In addition, participating restaurants must:

• Abide by the rules and regulations of USDA regarding SNAP benefit acceptance and redemption.
• Comply with all applicable federal, state, and local laws, regulations, and/or orders throughout the duration of participation in the program.
• Have a current public health operating permit and general liability insurance.
• Provide a 10% discount off all eligible menu items for SNAP EBT customers.
• Collect payment from customers via their SNAP EBT cards.
• Not include a service gratuity in the cost of the meals or accept SNAP benefits as payment of a gratuity.
• Not charge a sales or meals tax to any eligible customer who uses SNAP benefits to purchase a meal.
• Not accept SNAP benefits for the purchase of alcoholic beverages or any nonfood item.
• Install EBT equipment and/or software from an EBT certified processor. Restaurants must be available to service RMP customers within 60 calendar days of notification from OTDA acknowledging USDA-FNS authorization.
• Must be handicap accessible.
• Display RMP decal, provided by OTDA, on the restaurant's door or window to inform of the business's participation in the program.
• Surrender immediately all EBT equipment, software and/or hardware to the appropriate EBT vendor upon termination of the agreement with OTDA, or the revocation of authorization by USDA-FNS.

What steps must I take for my restaurant to participate in RMP?

Restaurants interested in participating in RMP must:

1. Complete an online RMP interest form. Upon submitting a completed interest form, restaurants will be contacted by OTDA and receive an agreement document.
2. Complete, sign and return the agreement to OTDA. When finalized, OTDA will return fully executed agreement to the applying restaurant. Upon receipt of the agreement, restaurants must request federal authorization to accept SNAP benefits.
3. Complete the USDA FNS 252-2 form.
4. Submit the form and a copy of the signed OTDA agreement to USDA FNS. Restaurants should mail their complete application package to:
   
   Retailer Service Center
   USDA Food and Nutrition Services
   PO Box 7228
   Falls Church, VA 22040
5. Once federal approval is granted, submit a copy of the USDA FNS approval letter to OTDA.
6. Obtain the necessary equipment to process EBT card transactions. See SNAP EBT Third Party Processor (TPP) Information for Retailers. Upon notifying OTDA that the necessary equipment has been purchased and in place, restaurants will be provided with a participating restaurant RMP window decal.
7. Display the RMP window decal in a publicly visible location (e.g., door or window).

For more information on obtaining federal authorization to accept SNAP benefits visit: USDA FNS Restaurant Meals Program website.

How long does it take to become a participating RMP restaurant?

The entire process to become a participating RMP restaurant takes approximately 60 to 90 days.

Are there any fees restaurants must pay to participate in RMP?

There are no fees associated with participation in RMP, however, participating restaurants are responsible for the cost of obtaining EBT compatible point-of-sale (POS) devices. If a restaurant already uses equipment that accepts credit/debit cards, they can contact their TPP to ask about adding EBT to their service. There may be additional expenses to integrate EBT into their current commercial POS equipment. See SNAP EBT TPP Information for Retailers to learn about acquiring the right EBT POS for a participating restaurant.

Can multiple restaurants with the same owner participate in RMP?

Yes, multiple restaurants (up to 10) owned by the same proprietor can participate in RMP. Only one agreement is required under the same ownership, however, all locations must be listed in the agreement. The USDA FNS 252-2 form, to request authorization to accept SNAP benefits, provides space to list three locations—additional sites must be attached separately, using the same format. Restaurants do not need to have the same name, just the same ownership.

What happens if a participating restaurant changes ownership or closes for business?

The restaurant owner must notify OTDA and USDA FNS when a restaurant changes ownership or closes. This ensures that the authorization is cancelled immediately because authorization to accept SNAP benefits is NOT transferable. If the new owner is interested in participating in RMP, they must sign an agreement with OTDA and request federal authorization to accept SNAP benefits.

Please send any questions regarding restaurant participation in RMP to: NYSRMP@otda.ny.gov.

How will RMP eligible SNAP customers know that our restaurant participates in the program?

Upon notifying OTDA that federal authorization to accept SNAP benefits was approved and the necessary POS equipment has been acquired, restaurants will be provided with a participating restaurant RMP window decal to display in a publicly visible location (e.g., door or window). In addition, RMP eligible SNAP recipients are directed to the OTDA RMP website for an up-to-date list of participating restaurants. In addition, RMP-eligible SNAP clients may receive information about their eligibility for RMP in their SNAP client notices.

How long does it take to be reimbursed for EBT card transactions?

Meals purchased with an EBT card are usually reimbursed within 48 hours. For more information about RMP related reimbursements, call the EBT Retailer Service Center number at (877) 823-4369.

How do restaurants know if a customer can purchase meals with SNAP benefits?

RMP eligible SNAP customers' cases will be updated to allow their EBT cards to be accepted at participating restaurants. If the customer is eligible and has sufficient funds in their SNAP account, the transaction will be approved. If the customer is ineligible or there are not enough funds available, the transaction will be declined.

Please note, EBT compatible POS devices do not provide information about SNAP customers' RMP eligibility. Households can check their own RMP eligibility status by visiting www.ebtEDGE.com and creating or logging into their account. If the household is creating a new ebtEDGE account, they will need their EBT card number, PIN, and an email address. Once logged into the home page, in the “Account Information” section, the cardholder will see a thumbs up icon with “Account is Restaurant Meal Program Eligible” if the household is eligible for the RMP. If the household is not eligible for the RMP, the “Account is Restaurant Meal Program Eligible” message will not appear in the “Account Information” section. Clients can also see the eligibility message for RMP on the ebtEDGE Mobile App.

Individuals who plan to use their EBT card to purchase a meal through RMP may receive a notice from their local department of social services informing them that they are eligible for RMP.

How can I assist a customer whose EBT card was declined?

SNAP EBT transactions will be declined for two reasons, (1) the household is not eligible for RMP, or (2) the household does not have enough available SNAP benefits to cover the cost of their meal. If a SNAP customer's transaction is declined, they are expected to purchase the meal with another form of payment (e.g., credit card or cash). Restaurants may direct customers to contact their local department of social services with any questions relating to RMP eligibility.

Can participating restaurants accept mixed transactions?

Yes. POS equipment enabled to accept EBT transactions can process both EBT SNAP and cash assistance benefits, as well as credit card transactions. However, RMP eligible customers must notify the restaurant of their intention to pay for their meal using a mixed transaction (e.g., combining SNAP and EBT cash assistance benefits, a credit card and/or cash). Please note, EBT cardholders may also purchase their meal using just cash assistance benefits.

Restaurants should contact their TPP to ensure their POS devices are enabled for these transaction