GUIDELINE #1
IMPLEMENTING FARM BILL CONTRACTS

USDA Farm Bill program contracts are awarded to program participants who have the highest ranked projects based on identified local natural resource needs and their ability to address program intent.

The following information is provided to help program participants successfully implement their contracts under the Environmental Quality Incentives Program (EQIP), Wildlife Habitat Incentives Program (WHIP), Grassland Reserve Program (GRP), and Conservation Security Program (CSP).

A. Implementing Practices

• Program participants may begin work to implement their approved practices after they have received official written notification of contract approval.
• Work done PRIOR to notification will NOT be eligible for cost-share reimbursement, unless the program participant requests and receives a waiver from the State Conservationist of the Natural Resources Conservation Service (NRCS) before any work begins.
• Materials, such as pipe and barbed wire, may be purchased prior to notification and are eligible for cost-share reimbursement.

• Practice designs and specifications from the local NRCS field office or certified Technical Service Provider in order to ensure the effectiveness of the practice and to qualify for cost-share reimbursement payments.
• Conservation Plan developed with assistance from the local NRCS field office or certified Technical Service Provider, and approved by the local Soil and Water Conservation District.
• Comprehensive Nutrient Management Plan developed with assistance from the local NRCS field office or certified Technical Service Provider, and approved by the Hawaii State Department of Health for projects that install animal waste management practices.
• Federal, State, and/or County easements and permits as needed to implement practices.

B. Completing Practices

• Program participant should contact their local NRCS field office to schedule a field inspection when a practice is completed.
• NRCS will conduct an inspection to determine if the practice was implemented in accordance with practice designs and specifications.
• Approved practices must be completed and reported by September 30th in the year they were scheduled, unless otherwise specified.
• If additional time is required to implement the practice, it is the program participant’s responsibility to submit a written request with justification for a time extension to the District Conservationist at their local NRCS field office before the practice expiration date.

C. Requesting Payment

• Complete the appropriate “Payment Application Form” for their program (see table at bottom of the page)
• Submit “Payment Application Form” to their local NRCS field office along with:
• Expense statements,
• Receipts, and
• Other documentation of expenses for the practice.
• Refer to the following documents for additional information:
• Guideline #2 - Documenting Expenses
• Guideline #3 - Eligible Practice Expenses

D. Determining Payment Levels

• NRCS will review all submitted documentation of expenses.
• NRCS will calculate cost-share reimbursement payments based on the cost-share rate (%) and the eligible practice-related expenses, not to exceed the dollar amount approved on the contract.

E. Receiving Cost-share Payment

• Cost-share payments will be directly deposited in the account specified by the program participant.
• IRS Form 1099-G will be distributed to program participants when a payment is issued.

F. Maintaining Practices

• Installed practices must be maintained for a specified number of years, or the program participant may be required to refund all or part of the cost-share payment received (see table below.)