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                                                                                                            November 16, 2010

Subject: MGT – Direct Charge Budgeting

Purpose. To provide new information on timekeeping requirements.

Expiration Date. September 30, 2011

Fiscal Year 2011 will be a transition year for NRCS as it relates to direct charge budgeting. This fiscal year the Office of Management and Budget (OMB) provided NRCS with a single “Farm Bill” allocation verses separate allocations for each Farm Bill programs. NRCS will be using the new Activity Based Costing (ABC) data as well as WebTCAS charges for the first six months of FY2011 to demonstrate to OMB that we have sufficient information to operate with a single “Farm Bill” allocation. Our ultimate goal is to reduce the administrative burden of tracking the various Farm Bill Funds in budgeting and direct charge processes.

In order to effectively use WebTCAS for this purpose, it is imperative that the following is done:

  1. Effective immediately each employee is required to note actual hours on their timesheet.    This means “donated” hours by “exempt” employees must be reflected in the “actual/extra hours” worked rows in WebTCAS.
    1. NRCS in Maine compensates all eligible employees for extra hours worked, but we are aware that employees do donate hours. If “exempt” employees choose to donate time without compensation, they should note the hours in the “actual/extra hours” worked rows in WebTCAS. Please do not include “donated” hours in the “hours worked” displayed in the top portion of WebTCAS.
    2. “Non-exempt” employees should not be showing any “donated” hours. “Non-exempt” employees must be compensated for extra hours and approval is required for that compensation (i.e., overtime or compensation time in lieu of overtime).

A direct charge budget will be forthcoming in December 2010. In the meantime, if you are concerned about funds available for a program that tends to have a small Technical Assistance (TA) allocation or intermittent allocation (i.e., EWP, FPE, ECP, etc.). Please contact your supervisor to determine whether work can be charged to that particular program.

Contact. If you have questions or concerns, please contact Kyle Bolduc, Financial Officer at 207-990-9556 or email or Pauline Paré, ASTC for Operations at 207-990-9554 or email

/s/  Juan C. Hernandez

State Conservationist