Shared Top Border

The Natural Resources Conservation Service (NRCS)

WILDLIFE HABITAT INCENTIVES PROGRAM (WHIP)

Fiscal Year 2004 Implementation Checklist
Application Deadline February 27, 2004, 3:00 p.m.

"This checklist shall be used by NRCS employees to guide each WHIP applicant through the application, funding, and reimbursement process. The documents referenced are available on the internet at the NRCS- http://www.hi.nrcs.usda.gov/programs/whip.html. Farm Bill form 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." Hawaii website: http://www.pia.nrcs.usda.gov/programs/whip.html. Farm Bill form 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.

____






____
  1. Assist the potential applicant in deciding if they want to apply for WHIP by describing and showing the FY-2004 WHIP Highlights handout, Ranking Criteria, and Practice Component Cost List. Continue if they decide to apply.
     
  2. Complete the Application for Long-Term Contracted Assistance, (AD-1153.pdf), as follows:
  ____







____






____




____





____
  1. 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 (five year minimum). 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. February 27, 2004.
     
  2. 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.
     
  3. 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).
     
  4. Forward a copy of the proof of control of the land, and the original signed form AD-1153 to Terrell Erickson, NRCS State Biologist, postmarked by March 5, 2004. Keep a photocopy of Form AD- 1153 and the proof document for the Field Office client file. DC forwards a complete list of WHIP FY04 applicants to FSA CED postmarked by March 5, 2004.
     
  5. If the ownership criteria are not met, DCs must send a certified notification letter (with return receipt requested) to the applicant postmarked by March 12, 2004. Offer the applicant 30-day appeal rights in the letter. Cc a copy of the letter to Terrell Erickson.
     
____






____






____


____



____


____


____
  1. Complete HI-SCIMS Applicant Information for USDA Programs form and submit to Field Office SCIMS designee for data entry by March 15, 2004.
     
  2. Make certain applicant has a tract number assigned by FSA. Have the landowner complete the Highly Erodible Land Conservation (HELC) and Wetland Conservation (WC) Certification form (AD-1026) with FSA. You must have the landowner sign the Request for Certified Wetland Determination or Delineation form (CPA-38). Have the landowner complete and return the Payment Eligibility Average Adjusted Gross Income (AGI) Certification Form (CCC-526) to your county FSA office by March 27, 2004.
     
  3. 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 Erickson. This site visit can occur at the same time as the 1026 Technical Determination. You will make the AD-1026 Technical Determination in the field. Preliminary Technical Determinations must be developed by the District Conservationist and a Certified Return Receipt Requested letter must be sent to the participant (see AD-1026 Example Letter).
     
  4. Complete a WHIP FY04 Ranking Criteria Worksheet for the project.
     
  5. Prepare an offer by completing the Conservation Plan Schedule of Operations (forms AD-1155 and AD- 1155A) in ProTracts as follows:
  ____





____




____
  1. Complete form AD-1155 items 1-28 (or 1 through 29-33 if plan is for 6-10 years), ensuring a management practice is included for the life of the contract; participant reviews items included on the form. This form must be accompanied by form AD-1155A.
     
  2. 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.
     
  3. Have the Participant(s) acknowledge receipt of the conservation plan and form AD-1155 and agree 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. The District Conservationist reviews and certifies technical adequacy by signing and dating the AD-1155A, items 36A and B.
____
  1. In consultation with the Local Work Group, review the applications (forms AD-1153), the Ranking Criteria Worksheets, and Conservation Plan Schedule of Operations (AD-1155 and AD-1155A), and make recommendations for funding. Send the Ranking Criteria Worksheets, Conservation Plan Schedule of Operations (AD-1155 and AD-1155A) and funding recommendations to Terrell Erickson for final statewide ranking and funding by 3:00 p.m. April 23, 2004. Terrell Erickson will notify you regarding funding by April 30, 2004. Have your DC send a Certified Return Receipt Requested letter to each applicant, postmarked by May 7, 2004, notifying him or her of funding approval or non-approval (see WHIP manual, part 517.78, appendix A). In the approval letter, advise the client not to start work until the Long-Term Agreement (form AD-1154) is signed and a Wildlife Habitat Development Plan (WHDP) is mutually agreed upon. For those applicants not approved for funding, offer 30-day appeal rights. Cc a copy of the letter(s) to Terrell Erickson. For those applicants approved for funding, continue with the process.
     
  2. Assist Participant in developing a WHDP, which will be part of the Conservation Plan. Use FOTG standards and specifications (or prescriptions, if necessary) and the WHIP 2004 Practice Component Cost List when developing the Plan.
     
  3. Complete the Long-Term Agreement, (form AD-1154) as follows:
  ____







____
  1. 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).
     
  2. Attach the following to form AD-1154:
    ____



____


____










____

 
  1. Attachment A - WHIP General Contract Provisions (General Provisions AD-1154.pdf) (WHIP Manual 517.102). Give participant the option to complete Item IX.B
     
  2. Attachment B - Plan or Schedule of Operations (AD-1155 and AD-1155A).
     
  3. 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.
     
  4. Attachment D - Property Location Map on a named USGS quadrangle with the project boundary delineated and the TMK overlaid.
  ____




____







____




____







____
  1. 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.
     
  2. 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.
     
  3. 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.
     
  4. 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 Erickson, State Biologist, at the State Office, postmarked by July 2, 2004.
     
  5. 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.
____
  1. After the AD-1154 and AD-1155A have been signed complete an Endangered Species Act (ESA) Section 7 Consultation as follows:
  ____





____
  1. 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.
     
  2. 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.
____
  1. 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:
  ____






____
  1. 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
     
  2. 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.
____









____
  1. Ensure written compliance with Section 106 Historic Properties and that the Environmental Evaluation is completed and included in participant’s WHDP.
     
  2. Ensure participant begins implementing the cost-share conservation practices agreed to in their WHDP and AD-1155 AND AD-1155-A plan. 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 15, below.
     
  3. Give participant an Application for Payment (form AD-1161) and a copy of Guidelines 1, 2 and 3 for Implementing Contracts, Documenting Expenses, and Eligible Practice Expenses and review instructions with client.

    The AD-1161, is completed as follows:
  ____










____




____





____







____



____






____
  1. The Participant(s) follows instructions on the Guideline 2 Documenting 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.
     
  2. 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.
     
  3. 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 check that the invoiced items are organized and correct.
     
  4. 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.
     
  5. Have the original AD-1161 items 13A and 13B signed by the FSA County Committee Representative and returned to you.
     
  6. 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.
     
  7. 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 Erickson, State Biologist. Keep photocopies of the AD-1161, itemized invoices, and copies of receipts in the client file. The Assistant Administrative Officer or their designated official signs item 15 as the Certifying Officer.
____
  1. If a contract modification is necessary, complete a Revision of Plan/Schedule of Operations or Modification of Contract (form AD-1156) and obtain signed approval before proceeding. The client must request an extension in writing to Terrell Erickson before the deadline if they are unable to complete a scheduled practice on time. Assist participant in making contract modifications and completing form AD- 1156 as follows:
  ____



____


____





____
  1. 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).
     
  2. The District Conservationist signs and dates 34A and B.
     
  3. Keep a copy and submit original to Terrell Erickson 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).
     
  4. A copy of the approved or disapproved form AD-1156 should be sent back to you, for the client file.
____


____
  1. Document approved modifications and completion of practices in PRS, Toolkit, and ProTracts.
     
  2. Conduct annual Status Reviews with the client and complete a Status Review (form NRCS-LTP-13), items 1-8a. Have the Designated Conservationist sign and date 9-9a. Have the client sign and date 10 and 10a. This should be done 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 Erickson at the State Office.