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Idaho Bulletin 300-8-11

November 26, 2007

SUBJECT:  LTP - Environmental Quality Incentives Program (EQIP)

TO:   All Employees, NRCS, Idaho

Purpose. To rescind Idaho Bulletin 300-8-8 and to establish policy and procedure for second-level obligation approval for Farm Bill contracts

Expiration Date.  September 30, 2008

Background:

Due to potential conflicts in persons selecting applications funding and obligating funds to contracts, a separation between these duties was implemented via Idaho Bulletin 300-8-8.  Beginning December 1, 2007, a secondary approval in Fund Manager will be required for contract obligation. This change removes the need to separate application selection and contract obligation duties.

Effective December 1, 2007 new procedures for obligation of funds to contracts will be required in order for a second-level approving official to obligate funds to District Conservationist signed Farm Bill contracts.  This includes the Environmental Quality Incentives Program (EQIP) and Wildlife Habitat Incentives Program (WHIP) at this time.

Second-level approving officials shall authorize the obligation of funds in FFIS/Fund Manager after confirming the following:

  • The participant/vendor and NRCS signatures are on the obligating document
  • The accounting information is on the obligating document
  • There are beginning and ending dates (performance period) on each obligating document
  • The dollar amount being entered in the system is the same as the dollar amount indicated on the obligating document
  • The completeness and accuracy of the information provided by the recipients; that is the individual signing has the authority to sign.

Action #1:

Bulletin 300-8-8 is rescinded.  Beginning immediately, District Conservationist’s may select applications for funding. 

Action #2: 

Beginning on December 1, 2007, in order for EQIP and WHIP contract obligations to be made, District Conservationists will take the following actions AFTER they have signed the contract documents in Protracts.

  1. Transmit one copy of the CPA-1202 signature page containing the participant’s signature(s).  The District Conservationist’s electronic signature will be verified in Protracts.
  2. Transmit a copy of a legal document that provides proof of authority for the applicant to sign for any business or entity.  This is specifically covered in section 512.21 of the contracting manual.  In general, this may be a copy of the corporate charter, bylaws, court orders of appointment, trust agreement, last will and testament, or articles of partnership clearly designating who has signature authority for the entity or joint operation.  More detail is available in the contracting manual

Action #3:

Modifications that obligate additional funds to an existing contract must be approved by a second-level approving official.  The only exception is the addition of funds added due to an increase in extent using the “change” function during practice certification.  These additions if less than $1,000 may be processed without second-level authorization. 

For general modifications, District Conservationists will take the following actions AFTER they have obtained the signature of the authorized individual(s) on the CPA-1156 and the modification has been approved by the District Conservationist.

  1. Transmit a copy of the current CPA-1156 including signature page with the authorized producer’s signature.  The District Conservationist’s electronic signature will be verified in Protracts.
  2. Transmit a copy of a legal document that provides proof of authority for the applicant to sign for any business or entity.  This is specifically covered in section 512.21 of the contracting manual.  In general, this may be a copy of the corporate charter, bylaws, court orders of appointment, trust agreement, last will and testament, or articles of partnership clearly designating who has signature authority for the entity or joint operation.  More detail is available in the contracting manual. 

If copies of the legal documents for signature authority have been previously sent in during original contract obligation (2008 contracts), it is not necessary to submit the materials a second time for modifications unless signature authority has changed on the contract through a modification.

Materials should be sent by either FAX or U.S. mail to the Financial Management Division, Natural Resources Conservation Service, 9173 W.  Barnes Dr., Suite C, Boise, Idaho 83709.  A cover sheet should be included that contains the subject line “Farm Bill Contract Obligation Authority Documents”.  The fax number for the Financial Management Division is 208-685-6918.

Questions on this bulletin should be submitted to Bob Bartholomew, Assistant State Conservationist – Programs at 208-378-5703 or by email at bob.bartholomew@id.usda.gov or Mary Goode, Budget Officer at 208-378-5713 or by email at mary.goode@id.usda.gov.



/s/
RICHARD SIMS
STATE CONSERVATIONIST     

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