Skip

Maine Bulletin No. ME 300-11-2

 

                                                                                                                October 27, 2010
 

Subject: LTP - Approval of Modifications to Conservation Program Contracts in ProTracts

Purpose. To relay Maine NRCS policy for Conservation Program Contract modification approval.

Expiration Date. September 30, 2011

Background. To accommodate the process for Conservation Program Contract modifications under the recently changed ProTracts permission role assignments, the ASTC for Programs or the Management Analyst for Programs will review and approve all contract modifications.

Explanation. The ProTracts Contract Management for Pending Actions module will be monitored daily to determine if there are modifications awaiting approval. The ASTC for Programs or Management Analyst for Programs will review all modifications awaiting approval at that time and take the necessary action to approve or cancel the modifications.

The requirement for submitting the Modification Checklist (released as an Exhibit in CPM-440, Part 512, Subpart J, Section 512.90 via Maine Supplement ME-3, dated July 2006) is suspended.

The process for modification review and approval for Maine NRCS will be as follows:

  • Minor Contract Changes: Those that do not require the participant's signature, per policy outlined in CPM-440, Part 512, Subpart F-Contract Administration:
    • Field Office staff initiates a contract modification in ProTracts and submits for approval.
      NOTE: Follow CPM-440, Part 512, Subpart F-Contract Administration guidance for supporting documentation in regards to minor changes.
    • State Office modification approvers will review the justification for the modification in the Approved Modification screen, and if the situation is clearly stated and reasonable, will approve the modification.
    • If the narrative is not clear, the State Office Modification Approver will not approve, but "Unsubmit for Approval" and ask that the justification be more complete.
  • Contract Modifications: Those that require the participant�s signature, per policy outlined in CPM-440, Part 512, Subpart F-Contract Administration:
    • Field Office staff initiates a contract modification in ProTracts and presents the NRCS-CPA-1156, along with any required supporting documentation, to the District Conservationist for a technical adequacy review.
      NOTE: Follow CPM-440, Part 512, Subpart F-Contract Administration guidance for supporting documentation in regards to contract modifications.
    • District Conservationist completes a technical adequacy review and manually signs the NRCS-CPA-1156, Revision of Plan/Schedule of Operations or Modification of a Contract.
    • Field Office staff obtains the required participant signature(s) on the NRCS-CPA-1156.
    • Field Office staff completes the modification in ProTracts by entering the participant signed date and submits the modification for approval.
    • The Field Office scans the NRCS-CPA-1156 into the contract's Field Office share drive payment folder, as well as any supporting documentation (exception: a NRCS-CPA-13 can be obtained in ProTracts after it has been approved by the District Conservationist.
    • The State Office modification approvers will review the reason narrative for the modification, and if there are no questions, will approve the modifications.
    • If there are questions regarding the modification, the State Office Modification Approver will contact the District Conservationist to determine if the modification can be approved as is, if the justification narrative needs clarification, or if the modification must be canceled.
  • Contract transfers, adding or deleting participants, or changing payment shares: Per policy outlined in CPM-440, Part 512, Subpart F-Contract Administration, use the NRCS-CPA-152 form for these types of modifications and follow this process:
    • Field Office staff provides the form to the participant or participant's executor in an event of a participant's death and advise the new participant to make an appointment with the Farm Service Agency to establish or update records.
    • The District Conservationist reviews the completed NRCS-CPA-152 form and any required supporting documentation. If the modification is ready for approval, the District Conservationist initials and dates in the NRCS Approving Official block to certify concurrence.
      NOTE: Follow CPM-440, Part 512, Subpart F-Contract Administration guidance for supporting documentation in regards to contract modifications of this type.
    • The Field Office staff initiates the modification in ProTracts, adding the date that the participant(s) signed the form in the Participant Signed date area, and submits the modification for approval in ProTracts.
    • The Field Office staff scans the completed NRCS-CPA-152 form and any supporting documentation (i.e., signature authority) into the contract payment folder on the Field Office share drive.
    • The State Office modification approvers will review the modification, and if there are no questions, will approve it.
    • If there are questions regarding the modification, the State Office Modification Approver will contact the District Conservationist to determine if the modification must be canceled and if there needs to be further documentation or if the modification can be approved as is.

Contact. If you have questions or need further information, please contact Bill Yamartino, ASTC for Programs at 207-990-9100 x3, or email bill.yamartino@me.usda.gov.  


/s/  Juan C. Hernandez

JUAN C. HERNANDEZ
State Conservationist





< Back to Maine Bulletins 2011