Farmers' Market Initial Training

Illinois Farmers' Market Nutrition Program

Farmer Training

2021 - 2023 Season

Acronyms & Definitions

The next group of slides provide some definitions of common words used with the program and explanations of some of the most common acronyms you will see as an authorized Farmers' Market Vendor.

Authorized Farmer

An individual farmer who has an executed contract with IDHS for the current farmers' market season to sell eligible foods to Senior and WIC FMNP customers.

AAA

Area Agencies on Aging - Under the direction of the Illinois Department on Aging, these agencies have the primary task of planning and coordinating services and programs for older adults in their respective areas across the state.

Applicant

A person who submits in writing, electronically, verbally, or through a designated representative a request to participate in the FMNP.

Current Participants

Those persons to whom assistance, services, or benefits are provided by a FMNP Program.

Eligible Foods

Locally grown, fresh, nutritious, unprepared, fruits, vegetables, and cut herbs (honey for Seniors only).

Executed Contract

A contract between the Illinois Department of Human Services and an authorized farmer/grower in a participating county that has been reviewed, agreed upon, and signed by both parties.

FMNP

Farmers' Market Nutrition Program

SFMNP

Senior Farmers' Market Nutrition Program provides fresh, unprepared, locally grown fruits, vegetables, cut herbs and honey to senior participants and expands the awareness, use of, and sales at farmers' markets and roadside stands.

WFMNP

WIC Farmers' Market Nutrition Program provides fresh, unprepared, locally grown fruits, vegetables and cut herbs to WIC participants and expands the awareness, use of, and sales at farmers' markets and roadside stands.

FNS

Food and Nutrition Services - An agency of the U.S. Department of Agriculture.

Farmers' Market

A permanent location, often outdoors, where two or more independent growers gather to sell produce and goods to the public.

Grower

A farmer who grows produce for purchase from the public.

IDHS

Illinois Department of Human Services Provides state residents with streamlined access to integrated services, especially those who are striving to move from welfare to work and economic independence, and others who face multiple challenges to self-sufficiency.

IDoA

Illinois Department on Aging - Serves and advocates for older Illinoisans and their caregivers by administering quality and culturally appropriate programs that promote partnerships and encourage independence, dignity, and quality of life through Planning and Services areas managed by an Area Agency on Aging.

Ineligible Foods

Food items which may not be purchased with FMNP checks.

Locally Grown

Grown within the state of Illinois or the six contiguous states.

Potential participants

Those persons who may be eligible to receive FMNP benefits and services but have not applied.

Proxy

Individual authorized by a participating FMNP Senior or WIC client to act on their behalf.

Roadside Stand/Farm Stand

A permanent location dedicated to the sale of a grower's produce and goods to the public that is under the ownership of one grower, a partnership of growers, or a not-for- profit cooperative.

USDA

United States Department of Agriculture

WIC

Special Supplemental Nutrition Program for Women, Infants and Children.

Dates/Timeline 2021-2023

Illinois WFMNP / SFMNP Season

July 10th - October 31st

July	August	September	October	November
10th 1st day for participants to use checks	31st Last day for farmer to submit a Farmer Application to participate in current season		31st Last day for participants to use checks	30th Last day for farmer to deposit FMNP checks in current season

Providing Fresh Fruits and Vegetables

The value of fresh fruits and vegetables has been recognized in the Dietary Guidelines for Americans, issued jointly by U.S. Department of Health and Human Services and the U.S. Department of Agriculture, and by the U.S. Surgeon General and the National Academy of Sciences. Consumers need to eat more fruits and vegetables for optimum health and well-being; about five cups per day are currently recommended for most Americans.

Program Administration

The U.S. Department of Agriculture administers the programs through its Food and Nutrition Service (FNS). In 1988, Congress authorized a three-year demonstration project to test the concept in ten states. The success of the demonstration project led Congress to enact the WIC Farmers' Market Nutrition Act of 1992 (P.L.102-314), creating a permanent program within the agency.

The Illinois Department of Human Services (IDHS) Bureau of Family Nutrition administers the WIC FMNP and IDHS works collaboratively with the Illinois Department on Aging to administer the Senior FMNP. For additional information regarding FMNP, call 217-782-2166.

Program Availability

Please refer to the insert which lists participating counties approved for the current season.

• WIC local agencies distribute the WIC FMNP checks to eligible Illinois WIC recipients.
• Illinois Area Agencies on Aging and other Authorized IDHS partners distribute Senior FMNP checks to eligible Illinois Senior Citizens over 60 years of age.

Becoming an Approved Farmer

All Farmers who wish to participate in the program must complete the steps outlined in the next slides.

Application Process

• Farmer completes the Farmer Application Form and returns to IDHS
• IDHS reviews Farmer Application Form
• Application deadline is August 31st to participate in the current season

Contractual Process

• If Farmer Application Form is approved, an IDHS contract is mailed to the farmer. If application is not approved, a letter will be mailed to the farmer.
• Farmer reads, signs and returns the contract to IDHS
• IDHS signs contract resulting in the fully executed contract

Authorized Farmer Package

• Farmer is activated in IDHS database and will be sent an Authorized Farmer Packet by Postal Mail which includes:
  • One copy of the fully executed contract to the farmer
  • Two copies of the FMNP sign for display
  • One rubber stamp with the assigned Farmer I.D. number

Authorized Farmer

• Contact local WIC office to schedule a face-to-face or online video conference/virtual online training
• Displays FMNP sign at the market or roadside stand
• Begins accepting current FMNP Checks
• Stamps Farmer I.D. number on the front of each check and endorse the back of each check
• Deposits check(s) at local bank on a weekly basis

When a farmer has received the Authorized Farmer Package, the farmer can now accept WIC and Senior Farmers' Market checks and deposit or cash the checks at their bank using the correct Farmer ID number located on the first page of their contract. Farmers are responsible for any changes to program policies and will be notified at the address on file.

• Additional rubber stamps are the responsibility of the farmer. Contact the Bureau of Family Nutrition at (217) 782-2166 for information on ordering additional stamps.
• Farmers participating in the FMNP must have grown a portion of the produce sold to WIC FMNP and Senior FMNP participants. Individuals, who exclusively sell produce grown by someone else, such as wholesale distributors, cannot be authorized to participate.
• Farmers who have never had a FMNP contract must read the Farmer Training Manual and receive training either face-to-face or online video conference/virtually before accepting FMNP checks.
• Farmers who have participated in FMNP in the past must read the training manual each year at a minimum. Individuals assisting a farmer with sales must be familiar with the manual and program guidelines.

Accepting Checks

The FMNP checks should not be accepted until the farmer has received the Authorized Farmer Packet and completed the face-to-face or online video conference/virtual training.

FMNP Sign

During business hours, authorized farmers must display official FMNP color-coded signage with the statement "Farmers Market Checks Accepted Here" informing participants that FMNP checks are accepted. Color coded signage will be unique to the season(s) and is subject to change each FMNP season. For Farmer inquiries about proper season sign color, or to receive additional signs contact staff at IDHS by calling (217) 782-2166 or by writing to the address in your contract.

Cash, Change, Credits, & Refunds

• FMNP checks shall never be exchanged for cash.
• Change, credits, or refunds shall never be given to a participant using FMNP checks.
• Prices should be clearly marked to assist FMNP participants in using the full value of the checks.
• Prices of fruits, vegetables and herbs sold to FMNP participants must not exceed prices to the general public for the same food item.
• FMNP participants may only receive fresh, locally grown fruits, vegetables and/or cut herbs in exchange for FMNP checks. Seniors may also receive approved forms of honey.
• FMNP authorized farmers are prohibited from cashing FMNP checks accepted by a non-authorized farmer or exchanging checks for money.
• Sales tax must not be charged on any items purchased with FMNP checks nor can the sales tax be included in the purchase price of items purchased with the FMNP checks.

Redeeming Checks

• In the event a problem occurs with reimbursement, the farmer should contact FMNP staff at IDHS Bureau of Family Nutrition directly at (217) 782-2166.
• WIC or Senior participants may redeem FMNP checks only with an authorized contracted farmer or his or her representatives at a market or roadside stand for the purchase of eligible foods.
  • Checks issued to WIC participants are clearly marked "WIC."
  • Checks issued to seniors are clearly marked with the word "Senior."
• Contracted authorized farmers participating in the FMNP shall not refuse to accept properly presented FMNP checks in exchange for eligible foods and shall offer FMNP participants the same courtesies as other market and roadside stand customers.
• The farmer should total the cost of the produce selected and inform the FMNP participant of the total.
• If the total price of the produce selected is not the same as the value of the check, the FMNP participant may:
  • pay the amount over the value of the check.
  • select additional produce to bring the purchase total to the value of the check.
  • accept the produce selected at less than the check value.
  • no change may be given if the amount of purchase is less than the full value of the check.
• The FMNP participant gives the farmer the appropriate number of checks to pay for the produce.
• FMNP participants must use the checks between July 10 and October 31 of the year they are issued.
  • Only checks from the current year may be accepted. Checks from prior years will not be reimbursed.
  • Check color and dates are changed annually to assist in assessing if they are current.
  • More than one check can be used to purchase allowable items.
• All FMNP checks will reflect the "First Day" and "Last Day" to use by dates and the "Farmer Must Deposit by" date.
• All of the following must be completed to allow for proper payment:
  • The Farmer's 4-digit ID number must be stamped clearly, in black ink, in the box on the front of each check.
  • The back of the check must be endorsed, in black ink.
  • The endorsement must match the farmer name or business name provided on the Application Form.
• All redeemed checks must be deposited in the farmer's bank account by the "Farmer Must Deposit by" date of the year that they are issued.
• Checks will be routed from the Farmers' first bank of deposit, through the Federal Reserve System, then routed to the IDHS Contracted Bank where it will be processed as a debit against the State of Illinois' account. Funds will be deposited into the Farmers' first bank of deposit. The IDHS contracted Bank information and routing number will be displayed on the checks.
  • Checks arriving at the bank on or after December 1 will not be paid.

Eligible Foods

• Only fresh, unprocessed, locally grown fruits, vegetables, cut herbs and eligible forms of honey shall be purchased with FMNP checks.
  • Locally grown shall mean that the product was grown in Illinois or the six contiguous states (Iowa, Indiana, Kentucky, Michigan, Missouri, and Wisconsin).
• For Seniors only, honey is allowed as follows:
  • comb, cut comb, liquid, naturally crystallized, kosher, wild, organic, unflavored honey sticks (see list of eligible foods below).
    • Honey in any form is not allowable for WIC participants.

Eligible Fresh Vegetables

Eligible Fresh Fruits

Honey (Senior Only)

Ineligible Foods

• Prohibited purchases with FMNP checks shall include but are not limited to:
  • Fresh fruits and vegetables grown outside of Illinois and its contiguous states
  • Processed food items such as jams/jellies, juices/ciders, canned vegetables, baked goods, and fruit pies
• Other ineligible items shall include:

Equal Opportunity and Protection from Discrimination

The State of Illinois operates the WIC and Senior FMNP in full compliance with Title VI of the Civil Rights Act of 1964.

All FMNP participants must be treated with the same courtesy as any other market or roadside stand customer. In accordance with Federal law and U.S. Department of Agriculture policy, the WIC Farmers' Market Nutrition Program and the Senior Farmers' Market Nutrition Program must not discriminate against anyone of a prohibited base.

Signs of Discrimination

Civil Rights complaints may appear to be the same as a Program complaint: slow service, rudeness, and excessive requirements; but if an individual alleges it is because they fall under one of the protected classes: race, color, national origin, age, sex (including gender identity and sexual orientation), and disability, or reprisal, or retaliation for prior Civil Rights activity, it becomes a Civil Rights complaint.

Handling Discrimination Complaints

Any potential or current FMNP participant or farmer who feels she/he has been discriminated against because of race, color, national origin, sex, age, disability, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA may file a complaint within 180 days of the alleged discriminatory action.

Training & Monitoring

Training

1. Farmers new to the program must receive face-to-face or online video conference/virtual training prior to accepting checks.
2. Farmers identified as high risk will be monitored annually.

Monitoring Reviews

State Agency representatives will make visits to markets and/or roadside stands during the months of operation to identify any problems or misunderstandings as well as determine if farmers or FMNP participants may need additional guidance. The monitor is there to offer face-to-face training during this visit as well.

Penalties for Abuse

Farmers identified and documented as having abused the program will be sanctioned. A sanction schedule follows.

Schedule of Program Abuses and Sanctions

Acceptance of FMNP checks for non-local fruits or vegetables

Offense	Sanction / Duration	Payment Withheld
1st	Education / Training	No
2nd	Warning	Yes
3rd	Suspension / 60 days	Yes
Additional	Suspension / 1 year	Yes

Acceptance of FMNP checks for food items other than fruits or vegetables

Offense	Sanction / Duration	Payment Withheld
1st	Warning	Yes
2nd	Suspension / 60 days	Yes
Additional	Suspension / 1 year	Yes

Charging the FMNP customer more than the price to the general public for the same food item

Offense	Sanction / Duration	Payment Withheld
1st	Education / Training	No
2nd	Warning	Yes
3rd	Suspension / 60 days	Yes
Additional	Suspension / 1 year	Yes

Exchange or refund of foods purchased with FMNP checks for cash, or non-FMNP eligible food, or other items

Offense	Sanction / Duration	Payment Withheld
1st	Warning	Yes
2nd	Suspension / 60 days	Yes
Additional	Suspension / 1 year	Yes

Acceptance of checks after the expiration date

Offense	Sanction / Duration	Payment Withheld
All	Check payment refused	Yes

Acceptance of checks for food not yet received (e.g., rain checks, IOU's)

Offense	Sanction / Duration	Payment Withheld
1st	Suspension 60 days	Yes
Additional	Suspension / 1 year	Yes

Acceptance of FMNP checks in exchange for cash or nonfood items from participant or from another farmer

Offense	Sanction / Duration	Payment Withheld
All	Suspension / 1 year	Yes

Acceptance of FMNP checks without having a signed contract to participate in the program

Offense	Sanction / Duration	Payment Withheld
1st	Check payment refused	Yes
2nd	Suspension / 1 year	Yes

Refused State Agency representative reasonable access to market or roadside stand premises, personnel, redeemed checks on hand, or other records pertinent to the Program during business hours.

Offense	Sanction / Duration	Payment Withheld
1st	Suspension / 60 days	N/A
2nd	Suspension / 1 year	N/A

Failure to comply with Civil Rights Law (e.g., discrimination due to race, color, national origin, sex, gender identity, sexual orientation age, disability or reprisal)

Offense	Sanction / Duration	Payment Withheld
1st	Suspension / 60 days	N/A
2nd	Suspension / 1 year	N/A

Definitions Related to Civil Rights

Discrimination

Any distinction of one person or a group of persons from others, intentionally, by neglect, or by the effect of actions or lack of actions based on race, color, national origin, age, sex (including gender identity and sexual orientation), disability or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

Complaint

A verbal or written allegation of discrimination which indicates that any FMNP is administered or operated in such a manner that it results in disparity of treatment or services being provided to persons or groups of persons because of their protected basis.

Complainant

A person or group of persons who allege discrimination in the delivery of program benefits or services by a State agency, local agency, or other sub-recipient.

Civil Rights

The nonpolitical rights of a citizen; the rights of personal liberty guaranteed to U.S. citizens by the 13th and 14th Amendments to the U.S. Constitution and by acts of Congress.

Disability

A physical or mental impairment that substantially limits one or more of an individual's major life activities, having a record of such impairment, or being regarded as having such impairment.

Investigation

Formal gathering of facts by the appropriate Office of Civil Rights (OCR) or other authorized government agency or private contractor that will refute or substantiate an allegation of discrimination.

Limited English Proficiency (LEP) Persons

Individuals who do not speak English as their primary language and who have a limited ability to read, speak, write, or understand English. Recipients of Federal financial assistance have a responsibility to take reasonable steps to ensure meaningful access to their programs and activities by person(s) with limited English proficiency.

Preliminary Inquiry

An informal gathering of information that will refute or substantiate an allegation of discrimination.

Noncompliance

The finding that any civil rights requirement, as interpreted by regulations, has not been satisfied.

Program Compliance Reviews

An evaluation procedure used to determine if State agencies, local agencies, and other sub-recipients are administering and operating FNS programs in accordance with program and civil rights regulations, instructions, policies, and guidance.

This completes the training requirement for all new Farmers' Market Vendors for 2022

If you have any questions, you may reach out to the DHS Office at 217-782-2166.

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