WILDLIFE HABITAT INCENTIVES PROGRAM (WHIP)

Fiscal Year 2003 Soil COnservationist / Planners Checklist
Application Deadline January 24, 2003, 3:00 p.m.

This checklist shall be used by NRCS planners to guide each WHIP applicant through the application, funding, and reimbursement process. Farm Bill forms and instructions can be found at the web site: http://forms.sc.egov.usda.gov/eforms/formsearchservlet. Instructions can be printed out for the participant, or if on-line, move the cursor over the center of a blank item and instructions will appear.

____ ____	Assist the potential applicant in deciding if he/she wants to apply for WHIP by describing and showing the WHIP Highlights handout (FY03 WHIP Highlights.doc) and the FY 2003 Labor and Equipment Rates/List of Practice Components/Hold Down Rates (FY03 Cost Lists HI.xls). Continue if person decides to apply. Complete the Application for Long-Term Contracted Assistance, (AD-1153.pdf), as follows:
	____ ____ ____ ____ ____	Have applicant complete items A, C, D, 1-5, and 6a-6b signature(s) and date(s). Have the applicant submit proof of control of the land for the term of the contract, (a minimum five years). Deadline for applicants to complete their portion of form AD-1153 and submit proof of control of the land to the NRCS Field or State Office is 3:00 p.m. January 24, 2003. Complete B (check NRCS box), 6 (enter NRCS), 7-7d (evaluate the land, state how it meets the ownership criteria, and check appropriate box), and 9 (enter NRCS). Item 7d. "other" can include, but is not limited to: real estate tax statement, land contract, legal corporation ownership proof, or copy of a lease. After A-D, 1-7d and 9 are completed and ownership criteria are met, have the NRCS authorizing official for your office (delegated by the State Conservationist) complete 9a (signature and date). Forward a copy of the proof of control of the land, and the original signed form AD-1153 to Terrell Kelley, NRCS State Biologist, postmarked by February 7, 2003. Keep a photocopy of Form AD-1153 and the proof document for the Field Office client file. e. If the ownership criteria are not met, DCs must send a certified notification letter to the applicant postmarked by February 14, 2003. Offer the applicant 30-day appeal rights in the letter. Cc a copy of the letter to Terrell Kelley.
____ ____ ____ ____ ____ ____ ____	Complete B (check NRCS box), 6 (enter NRCS), 7-7d (evaluate the land, state how it meets the ownership criteria, and check appropriate box), and 9 (enter NRCS). Item 7d. "other" can include, but is not limited to: real estate tax statement, land contract, legal corporation ownership proof, or copy of a lease. In consultation with the applicant, conduct a site evaluation, determine land eligibility, make habitat assessment and needs determination. You may request assistance from a wildlife resource agency or Terrell Kelley. This site visit can occur at the same time as the 1026 Technical Determination. Complete a Ranking Criteria Worksheet (FY03 WHIP Ranking Criteria.doc) for the project. Prepare an offer by completing the FY03 Contract Support Document (FY03 Contract Support Doc.xls). In consultation with the Local Work Group, review the applications (forms AD-1153), the Ranking Criteria Worksheets, and FY03 Contract Support Documents, and make recommendations for funding. Send the Ranking Criteria Worksheets, Contract Support Documents, funding recommendations and completed Payment Eligibility Average Adjusted Gross Income (AGI) Certification Forms CCC-526 to Terrell Kelley for final statewide ranking and funding by 3:00 p.m. April 25, 2003. Terrell Kelley will notify you regarding funding by May 2, 2003. Have your DC send a certified letter to each applicant, postmarked by May 9, 2003, notifying him or her of funding approval or non-approval (see WHIP manual, part 517.78, appendix A). In this letter, advise the client not to start work until the contract is signed and a Wildlife Habitat Development Plan (WHDP) is mutually agreed upon. For those applicants not approved for funding, send a certified letter, return receipt requested, and offer 30-day appeal rights. Cc a copy of the letter(s) to Terrell Kelley. For those applicants approved for funding, continue with the process. Assist Participant in developing a WHDP, which will be part of the Conservation Plan. Use FOTG standards and specifications (or prescriptions, if necessary), the FY 2003 Labor and Equipment Rates/List of Practice Components/Hold Down Rates (FY03 Cost Lists HI.xls) and FOTG standards and specifications when developing the Plan. Complete the Conservation Plan Schedule Of Operations, (forms AD-1155.pdf and AD-1155A.pdf) (in toolkit) as follows:
	____ ____ ____	Complete form AD-1155 items 1-28 (or 1 through 29-33 if plan is for 6-10 years); participant reviews items included on the form. This form must be accompanied by form AD-1155A. Complete form AD-1155A items 1-5, 7, 9, 10B, 14-18 (or 14 through 19-23, if the plan is for 6-10 years) and items 24-28 (or 24 through 29-33 if the plan is for 6-10 years). This form must be accompanied by form AD-1155. Have the Participant(s) acknowledge receipt of the conservation plan and form AD-1155 and agrees to comply with the terms thereof by signing form AD-1155A, item 35A (and 35C and 35E if applicable). On line 35B (and 32D and 32F if applicable) the participant(s) should enter the date they signed the agreement.
____	Complete the Long-Term Agreement, (form AD-1154.pdf) as follows:
	____ ____	Complete A (check NRCS box), C-E, 1a (enter Natural Resources Conservation Service), 1b (state who the NRCS Authorizing Official for your office is, as appointed by the State Conservationist), 1c (enter month, day, and year the contract or agreement extends through, as determined by the date in 6b), 3a (enter NRCS), 3b (enter NRCS), and 6 (enter NRCS). Attach the following to form AD-1154:
			____ ____ ____ ____	Attachment A - WHIP General Contract Provisions (General Provisions AD-1154.pdf) (WHIP Manual 517.102). Give participant the option to complete Item IX.B Attachment B - Plan or Schedule of Operations (AD-1155 and AD-1155A). Attachment C - WHIP Special Provisions (Special Provisions AD-1154.pdf) (WHIP Manual 517.103). Complete 13A and 13B. The first blank in 13A will be the participant listed on the AD-1154, item 4 and the second blank will be either the participant or designated assignee(s) authorized to sign the Application for Payment, form AD-1161. The first blank in 13B will be the participant listed on the AD-1154, Item 4 and the second blank will be either the participant or designated assignee(s) authorized to sign the Modification of a Contract, form AD-1156. Attachment D - Property Location Map on a named USGS quadrangle with the project boundary delineated and the TMK overlaid.
	____ ____ ____ ____ ____		The NRCS Authorizing Official for your office, (appointed by the State Conservationist) must review the completed AD-1154 form, sign and date 6a and 6b. The Participant(s) must read the agreement terms contained on form AD-1154, Attachments A-D, and if they agree, complete items 4-5d and 7a-11d (as applicable). If item 4 is an organization, corporation, etc. (not an individual), then have the designated signatory print their name above their signature in item 4c. NOTE: The same person(s) that signed the AD-1155A must sign the AD-1154. The signed contract, WHDP (as part of a conservation plan), and all designs and job sheets which conform to FOTG standards and specifications must be provided to the client prior to conservation practice implementation. Make copies of forms AD-1155A (signed and dated by the participant, District Conservationist, and Conservation District) and AD-1155 (attached to the AD-1154, see Item 11, below) for your office and the client and send the original AD-1154 with Attachments A-D (which include the AD 1155 and AD-1155A) to Terrell Kelley, State Biologist, at the State Office, postmarked by June 30, 2003. Keith Harada, Contract Specialist at the State Office, will assign a contract number to forms AD-1154, AD-1155, and AD-1155-A and notify you of that number.
____	After the AD-1154 and AD-1155A have been signed complete an Endangered Species Act (ESA) Section 7 Consultation as follows:
	____ ____		Follow instructions on NRCS Biology Technical Note No. 10, Hawaii Natural Heritage Data Query Procedure. Create a map and table of all listed Threatened and Endangered species found in the project area. Using the information from 11.a., draft a Section 7 Consultation Letter to the USFWS (Section7.doc). Mail two color copies of the map and table to Terrell and E-mail draft letter to her for the State Conservationist's review and signature. A copy will be sent back to you to send to applicant.
____	After the AD-1154 and AD-1155A have been signed, give the client Form SF 3881, ACH Vendor/Miscellaneous Payment Enrollment Form (SF-3881.pdf) which is completed as follows:
	____ ____		Complete the following items in the The "Agency Information" section. Federal Program Agency: USDA - Office of the Chief Financial Officer - NFC ACH Format: check CCD+ Address: PO Box 60000, New Orleans, LA 70160 Contact Person Name: NFC Miscellaneous Payments Section Telephone Number: (800) 421-0323 After completing the above, give form SF 3881, with instructions, to the participant and make sure they know that completion of this form is necessary so that they can be established as a vendor and reimbursement payments can be made directly to their bank account. It is the participant’s responsibility to complete the “Payee/Company Information” section, take the form to their financial institution to have the "Financial Institution Information" section completed and signed, and then they mail the completed form to the agency and address shown in the “Agency Information" section. The participant may call 1-800-421-0323 for assistance in completing the form.
____ ____	Ensure participant begins implementing the cost-share conservation practices agreed to in their WHDP and AD-1155 AND AD-1155-A contract. At least one cost-shared practice must be started within one year of the last signature date on the contract. Refer to the WHIP Manual and Hawaii Bulletin No. HI-300-0-5 dated February 7, 2000, for additional guidance about contract modifications and payments. Explain the reimbursement process to the client, as described in item 14, below. Give participant an Application for Payment form (AD-1161.pdf) and a copy of the Documentation of Expenses handout (Documenting Expenses.doc) and review instructions with client. The AD-1161, is completed as follows:
	____ ____ ____ ____ ____ ____ ____		The Participant(s) follows instructions on the Documentation of Expenses handout and submits itemized invoices which include a description of activity, material, labor (including dates and hours worked) or equipment cost for each practice requiring reimbursement. Itemized invoices can be made on the attached computer spreadsheet, the Client's letterhead, or a blank piece of paper. Photocopies of receipts should be submitted in the same sequence that they are listed on the itemized invoice and be attached to the appropriate invoice. The Participant(s) completes items 2, 3, 4, 7, 8.A-8.J, 9.A-9.J, 11.A-11.C, 11.H, 11.J, 12.A-12.F, and 12.G-12.L. Item 10 is calculated from totaling column J. After the producer completes these items, the signed original should be returned to you. Review the itemized invoices with totals for the labor and materials being invoiced, making sure that there are photocopies of receipts attached (in order listed on invoice) to document expenses claimed, and checks that the invoiced items are organized and correct. Complete form AD-1161 items 1 (check NRCS box), 5, 6 (Hawaii County - 15001, Honolulu County - 15003, Kauai County - 15007, Maui County 15009), 11.D ( enter the amount of the participant's debt to the federal government), 11.E (enter the amount of the state or federal aid granted to the participant, 11.F (enter the amount of the other assistance paid to the participant), 11. G (enter the amount to be disbursed to the participant), 11.K-11.N, 12B, and 12H, when necessary Have the original AD-1161 items 13A and 13B signed by the FSA County Committee Representative and returned to you. The Designated Conservationist for your office, (appointed by the State Conservationist) certifies that the AD-1161 (item 11.G.) is correct and practices specified in the AD-1161 were implemented according to NRCS Standards and Specifications by signing and dating, items 14.A. and 14.B. on the original AD-1161. Mail the completed original AD-1161 (with the appropriate signatures and dates in items 12-14) with itemized invoices of labor and material charges and copies of receipts attached, to Terrell Kelley, State Biologist. Keep photocopies of the AD-1161, itemized invoices, and copies of receipts in the client file.
____	If a contract modification is necessary, complete a Contract Modification form (AD-1156.pdf) and get it approved before proceeding. The client must request an extension in writing to Terrell Kelley before the deadline if they are unable to complete a scheduled practice on time. Assist participant in making contract modifications and complete a Revision of Plan/Schedule of Operations or Modification of Contract, form AD-1156 as follows:
	____ ____ ____ ____		Complete items 1-32. Have participant review items 1-32 and if they approve, have them sign items 33A and B (also 33C-F if applicable). The District Conservationist signs and dates 34A and B. Keep a copy and submit original to Terrell Kelley at the State Office for review and then forward to Keith Harada, Contracting Officer at the State Office, for final approval, signature, and date (items 34C and D). A copy of the approved or disapproved form AD-1156 should be sent back to you, for the client file.
____ ____	Document approved modifications and completion of practices in PRMS and Toolkit. Conduct annual Status Reviews and complete a Status Review form, (NRCS-LTP-13.pdf) items 1-8 and have the Designated Conservationist sign and date 9-9a by September 30, each year, until the end of the contract. Keep the original in the cooperator’s file and send a copy to Terrell Kelley at the State Office.