Oklahoma Bulletins - FY 2008

Title 250 - Financial Management

All FY 2008 bulletins expire on Sep 30, 2009

The following attachments may require Acrobat Reader, MS Excel, MS Word or MS PowerPoint

Individual Title 250 Bulletins

OK 250-8-1 FNM – FY2008 Continuing Resolution

Purpose: To inform NRCS employees of possible budget issues for FY08.

Expiration Date: September 30, 2009

In light of a continuing resolution and unknowns regarding FY08 budget, Oklahoma NRCS will impose the following actions.

Travel/Training

• All travel requests to attend meetings will be considered on a case by case basis. All travel must be approved in advance. Requests should be submitted to Sam Hankins, SAO. The State Conservationist, along with input from the State Leadership Team, will review requests and make authorization determinations.
• All training which includes any travel expenditures that have not been previously approved (before the date of this bulletin) will be cancelled or rescheduled.

Purchases

• Government Purchase Card Holders (PCMS) can resume use of the Government Purchase Card to make purchases and/or payments up to $250.00.
• Equipment replacement will be limited to meeting critical agency responsibilities. Purchases necessary to maintain a safe and healthy workplace, (i.e., vehicle tires, broken chairs, etc.) should be purchased as needed. Requests greater than $250.00 should be submitted through the appropriate ASTC (Field Operations) before submitting to Sam Hankins, SAO, excluding the following items: postage, maintenance supplies for printers, copiers, and/or fax machines (i.e., toner cartridges, drums, etc.).
• Supplies should be purchased conservatively to meet agency needs. Purchasers should plan orders in advance and utilize mandatory source suppliers, i.e., Boise Cascade/Office Max, UNICOR, GSA Advantage, etc., as referenced in OK Bulletin 120-8-2, dated 10/1/07.

Time Charges/Program Activity

• To the extent possible, employees should accelerate and focus on implementation of EQIP, both prior year contracts and assisting with new contracts.
• An apportionment was received for the Conservation Security Program (CSP) that only addresses administering existing contracts. No guidance has been provided on making payments or modifications as it relates to existing CSP contracts. This guidance will be provided once it is made available by the agency. Until this guidance is known, no time charges or work related to CSP should be completed or anticipated.
• No apportionment has been received to use technical assistance funds for CRP, Continuous CRP, or CREP. All work related to these activities are to be discontinued until further notice. The CRP will remain inactive in WebTCAS until an apportionment is received. The Notice CRP-571 is attached.
• The agency has not received an apportionment for the following: Farm and Ranch Lands Protection Program (FRPP), Ground and Surface Water Conservation Program (GSWC), Grassland Reserve Program (GRP), Wetlands Reserve Program (WRP), and Wildlife Habitat Incentives Program (WHIP). Employees are to continue to provide customer assistance for prior year contracts, but are not to accept new applications. You should continue to record your time in WebTCAS to the appropriate program for accountability purposes, limit time charges to that necessary to service the program (15 minute increments).
• No time charges or work should be charged to WF-08, current funding is tied to prior year contracts only; which Oklahoma currently does not have.

During this period of uncertainty about our full Fiscal Year 2008 funding level, you are directed to limit your spending to essential/critical obligations and expenditures needed to carry out mission critical tasks. The agency has also instituted a Hiring Freeze as of October 3, 2007. Any exceptions to the hiring freeze must be approved through the Regional Assistant Chief (RAC).

/s/

RONALD L. HILLIARD
State Conservationist

DIST: AE

Attachment: Notice CRP-571

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OK 250-8-2 FNM – CRP Allocations

Purpose: To inform NRCS employees of availability of TA for CRP.

Expiration Date: September 30, 2009

On October 16, 2007, the NRCS received a partial apportionment from the Office of Management and Budget for the Conservation Reserve Program (CRP) technical assistance. Actual allocations will be made to states within a few days.

Effective immediately, employees may now work on CRP, Continuous CRP, and CREP activities. Technical assistance activities for CRP should be consistent with the existing agreement with the Farm Services Agency.

CRP will be activated in WebTCAS in the near future to allow for charging time to CRP.

/s/ Gary O'Neill (Acting for)

RONALD L. HILLIARD
State Conservationist

DIST: AE

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OK 250-8-3 FNM – Annual National Meeting of the Society for Range Management

Purpose: To inform employees of the upcoming annual meeting of the Society for Range Management (SRM), the location, and criteria for attendance.

Expiration Date: September 30, 2009

ACTION REQUIRED BY: DECEMBER 5, 2007

The annual National meeting of the Society for Range Management will be held in Louisville, Kentucky, on January 26-31, 2008. The meeting this year is being held jointly with the American Forage and Grassland Council (AFGC). Employees planning to attend should submit their request in accordance with guidelines in the General Manual, Title 250, Part OK406(e).

Information regarding the meeting, such as registration and the agenda can be found at the Society for Range Management website at www.rangelands.org.

Requests should be submitted through appropriate supervisory channels, using the OK-FNM-1, Meeting Attendance Request form and the Travel Information Sheet. All requests must be delivered to Becka Redding at the State Office by December 5th for consideration and approval by the State Conservationist. The following attendance categories will receive approval consideration on a "Government Time/Government Expense" basis, subject to availability of travel funds:

• National SRM Officer or Board Member
• National Chairperson of SRM Committee
• Recipient of an Award
• Presentation or Poster Presentation (with prior approval)
• Technical Training required for performance of duties

Other SRM members will receive approval consideration for attendance on a "Government Time Only" basis. All approvals will be based on workload and budget constraints. Travel authorizations will be issued for employees who are approved for government expense. Those employees will need to provide a copy of the approved OK-FNM-1 and the Travel Information Sheet to the appropriate OA/Secretary for processing a travel authorization.

/s/ Gary O'Neill (Acting for)

RONALD L. HILLIARD
State Conservationist

DIST: AE

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OK 250-8-4 FNM – Availability of Online FNM Information and Forms

Purpose: To inform employees of availability of online FNM Information and Forms.

Expiration Date: September 30, 2009

Policy and information on Financial Management (FNM) topics are now available on the Oklahoma employee intranet at the following address: http://www.ok.nrcs.usda.gov/intranet/fnm/index.html.

Topics include:

• Timekeeping
• Overtime/Compensatory Time
• Travel
• Relocation
• Travel Card Usage
• Miscellaneous Purchases
• Purchase of Food with Appropriated Funds
• Vehicle Use including use of NRCS vehicles by other agencies

Commonly used FNM forms are also available under the Financial Management link on the Oklahoma employee intranet. Any questions or requests for additional information should be sent to Financial Management.

/s/ J. Chris Stoner (Acting for)

RONALD L. HILLIARD
State Conservationist

Dist: AE

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OK 250-8-5 FNM – Annual OACD Meeting – February 24–26, 2008

Purpose: To furnish guidelines on attendance at the subject meeting.

Expiration Date: September 30, 2009

ACTION REQUIRED BY: JANUARY 25, 2008

This bulletin is to notify employees of the upcoming Oklahoma Association of Conservation Districts (OACD) meeting set for February 24 – 26, 2008, at the Reed Center in Midwest City. Attendance at this meeting will be limited to State Leadership Team, DC’s, TRC’s, and RC&D Coordinators. District conservationists and/or Coordinators may attend on government time/government expense provided at least two or more members of the conservation district board or RC&D Council they assist have registered to attend. Any other possible attendees outside of these groups will be approved on a case-by-case basis. Authorization for travel expenses and per diem is limited to those employees outside a 90-mile radius of Oklahoma City (official duty station or residence, whichever is less). Employees within this 90-mile radius will be reimbursed for registration fees and POV mileage, if needed.

The Reed Center is located at I-40 and Sooner Road. The Sheraton Midwest City Hotel, which is connected to the Reed Center itself, will serve as the headquarters hotel.

NRCS employees are to make reservations at one of the satellite hotels, all within 100 yards of the conference center, which includes the Hawthorne Inn at 405-737-7777, Holiday Inn Express at 405-736-1000, and the Hampton Inn and Suites at 405-732-5500. Smoking rooms are available at the Hawthorne Inn. Both the Sheraton and Hampton Inns are smoke free. The cut-off date for reservations is January 25, 2008. The rooms are set up under the Oklahoma Association of Conservation Districts Annual Meeting block.

Any changes or cancellations must be made directly with the hotel.

Allowable expenses for employees authorized to attend the meeting on government time and government expense fall into two categories:

1. For employees in travel status (outside 90 mile radius), the M&IE rate for Oklahoma City/Midwest City is $49.00 per day. The selected hotels honor the lodging rate of $81.00 per night. Receipts for lodging are required and should be itemized.

   a. In the Remarks block on the travel voucher, please state, “Unable to obtain meals elsewhere without being absent from essential formal discussions of the meeting.” Employees should deduct $13.00 for lunch and $24.00 for dinner from M&IE.

   b. Mileage for POV will be limited to 12.5 cents per mile.

   c. Registration fee and banquet/luncheon fees should be claimed under miscellaneous on travel vouchers. (Receipt is required).

2. Employees NOT in travel status, but whose attendance is authorized on government time/government expense and attendance at special meal function is required:

   a. Employees can claim reimbursement for the registration fee and POV mileage at 12.5 cents per mile, if necessary, on an SF-1164 Claim for Reimbursement. These claims should be submitted to your zone Office Assistant or state office support so they can obtain the appropriate signature/approval and forward to FNM for payment. (Receipt for registration is required.) This item includes employees within a 90 mile radius of the Biltmore Hotel.

   b. Employees should include a statement on the SF-1164 stating they were not free to obtain meals elsewhere without being absent from essential formal discussions of the meeting.

For employees in travel status (outside 90 mile radius), attach Travel Information Sheet to the FNM-1 Meeting Attendance Request sent to your supervisor. For employees not in travel status, only an FNM-1 Meeting Attendance Request should be sent to their supervisor.

If you have questions, please contact your zone Office Assistant or the appropriate state office secretary.

/s/

RONALD L. HILLIARD
State Conservationist

DIST: AE

Attachments: Registration Form, Forms SF1164, OK-FNM-1, Travel Information Sheet

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OK 250-8-6 FNM – FY2008 Initial Budget Allocation

Purpose: To inform NRCS employees of FY08 initial budget allocation and impacts associated with budget.

Expiration Date: September 30, 2009

Oklahoma has received our FY08 initial budget allocation. The attached table shows this allocation, as compared to 2006 and 2007 initial allocations and final obligation levels. As you can see, the FY08 initial allocation is significantly lower than the two previous year’s level. Early analysis of this budget indicates a deficit of approximately $2.5 million. This will require the development of a deficit reduction plan that will identify possible ways of addressing this deficit. This will impact the way we do business, until this deficit is resolved. It is my full intentions of addressing this budget deficit through means other than Reduction in Force (RIF) or Furlough actions.

The Consolidated Appropriations Act, signed by President Bush, on December 26, 2007, (FY2008 Omnibus Appropriations) provides authority for the Farm and Ranch Lands Protection Program (FRPP), Ground and Surface Water Conservation (GSWC), Wildlife Habitat Incentives Program (WHIP), Grassland Reserve Program (GRP), and Conservation Reserve Program (CRP) through March 15, 2008. Therefore, allocations for these programs must be obligated no later than March 15, 2008, and do not reflect levels consistent with a full years funding. Depending on actions from Congress related to a new Farm Bill, these programs allocations could change after March 15, 2008.

In light of the FY08 budget deficit, Oklahoma NRCS will impose the following actions.

Travel/Training/Vehicle Usage

• All travel requests to attend meetings will be considered on a case by case basis. All travel must be approved in advance. Requests should be submitted to Sam Hankins, SAO. The State Conservationist, along with input from the State Leadership Team, will review requests and make authorization determinations. Travel must be associated with activities critical to completing agency mission or supporting vital partnership activities.
• All training which includes any travel expenditures that have not been previously approved (before the date of this bulletin) will be cancelled or rescheduled.
• In attempt to reduce fuel and travel expenses, utilize car pooling when possible, especially when traveling to meetings or events; and drive 2WD vehicles when 4WD vehicle is not needed.

Purchases

• Government Purchase Card Holders (PCMS) can resume use of the Government Purchase Card to make purchases and/or payments up to $250.00.
• Equipment replacement will be limited to meeting critical agency responsibilities. Purchases necessary to maintain a safe and healthy workplace, (i.e., vehicle tires, broken chairs, etc.) should be purchased as needed. Requests greater than $250.00 should be submitted through the appropriate ASTC (Field Operations) before submitting to Sam Hankins, SAO, excluding the following items: postage, maintenance supplies for printers, copiers, and/or fax machines (i.e., toner cartridges, drums, etc.).
• Supplies should be purchased conservatively to meet agency needs. Purchasers should plan orders in advance and utilize mandatory source suppliers; i.e., Boise Cascade/Office Max, UNICOR, GSA Advantage, etc., as referenced in Bulletin OK120-8-2, dated 10/1/07.

Filling Vacant Positions

• No vacant positions will be advertised (from the date of this bulletin) or filled until the deficit has been addressed.

Time Charges/Program Activity

• As previously mentioned, the agency has received an apportionment for the following: Farm and Ranch Lands Protection Program (FRPP), Ground and Surface Water Conservation Program (GSWC), Grassland Reserve Program (GRP), Conservation Reserve Program (CRP), and Wildlife Habitat Incentives Program (WHIP). Employees are to continue to provide customer assistance for prior year contracts, and are now able accept new applications. You should continue to record your time in WebTCAS to the appropriate program for accountability purposes, limit time charges to that necessary to service the program (15 minute increments).
• TA dollars for the Wetland Reserve Program (WRP) is extremely limited. Employees should limit time charges to that necessary to service the program (15 minute increments). In addition, any travel time associated with this program should be charged to CTA program.

The FY2008 budget is going to create challenges and uncertainty throughout the year. I would ask you to limit your spending to essential/critical obligations and expenditures needed to carry out mission critical tasks. Our budget deficit coupled with our tremendous workload and smaller work force will require us to work more efficiently and utilize a team approach where possible. Several of you may be asked to take on additional or different work tasks during this deficit period. I would ask you to accept these challenges and continue to strive for providing the best level of assistance as possible. Thanks for your continued hard work and positive attitude; the Oklahoma Conservation Team continues to lead the Nation in delivering quality conservation to private landowners.

/s/

RONALD L. HILLIARD
State Conservationist

DIST: AE

Attachment: Budget Allocation Table

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OK 250-8-7 FNM – 2008 Soil and Water Conservation Society (SWCS) Annual Conference

Purpose: To provide information to employees about the 2008 conference.

Expiration Date: September 30, 2009

ACTION REQUIRED BY: MAY 7, 2008

The 2008 Soil and Water Conservation Society (SWCS) Annual Conference will be held in Tucson, Arizona, July 26-30, 2008. The conference is focusing on the following topics: Soil Resources, Management and Conservation; Water Resources and Management; Conservation in Urban Settings; Adaptive Management of Conservation Efforts; Conservation Education; Conservation Tools and Technologies; and Conservation and Environmental Policy and Program Design. The 2008 areas of special interest are Hydrology, Climate Change, and the Bio-economy.

Additional information is available on the SWCS Website: http://www.swcs.org/en/conferences/2008_annual_conference/

If you would like to seek approval to attend this conference, please send an OK-FNM-1 through the appropriate supervisory channels, reaching my office no later than May 7, 2008. Due to a tight budget for FY08, there will be limited approval given. As in the past, attendance approval for Government Time/Government Expense will be considered based on the following:

• National Officer
• Receiving a Scholarship
• Invited Speaker

A block of rooms has been reserved by SWCS at the Starr Pass Marriott in Tucson. Reservations may be made online through the Starr Pass Web site, http://www.jwmarriottstarrpass.com/ or by calling 520.792.3500. The deadline for the room block is June 30, 2008. Lodging reservations need to be made by the traveler and any cancellations also need to be handled by the appropriate individual.

All approvals will be based on workload and budget constraints. If you would like to attend at Government Time/Personal Expense, requests should be sent using the above instructions for consideration.

/s/

RONALD L. HILLIARD
State Conservationist

DIST: AE

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OK 250-8-8 FNM – National Organization of Professional Hispanic NRCS Employees (NOPHNRCSE) 16h Annual Training Conference, July 7-11, 2008

Purpose: To inform employees of upcoming conference.

Expiration Date: September 30, 2009

ACTION REQUESTED BY MAY 29, 2008

The National Organization of Professional Hispanic NRCS Employees (NOPHNRCSE) will host its 16th Annual Training Conference from July 7-11, 2008, in Wisconsin, at the Madison Concourse Hotel, One West Dayton Street, Madison, Wisconsin. The Hispanic Emphasis Program Managers will have their annual training in conjunction with this conference. For more information on the conference, please go to the website at: http://www.nrcs.usda.gov/intranet/hispanic/

Justification to attend this meeting at government time/government expense is listed below. These categories will receive consideration for approval on a “Government Time/Government Expense” basis, subject to availability of travel funds:

• Special Emphasis Program Manager Training
• Receiving a Scholarship
• Invited Speaker

Rooms must be reserved by June 7, 2008, and when reserving a room, be sure to mention you are part of the NOPHNRCSE to receive the group rate. The phone number for the hotel is 800-356- 8293. It is suggested that you make reservations if you would like to attend the meeting. If for any reason you have to cancel your reservations, or are not approved to attend and do not wish to go on personal expense, the reservations would then need to be cancelled by the employee.

Requests for attendance approval should be sent through the regular supervisory channels before reaching my office for final approval no later than May 29, 2008. A list of attendees will be compiled and forwarded to national headquarters.

/s/

RONALD L. HILLIARD
State Conservationist

Dist: AE

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OK 250-8-9 FNM – Compensatory Time

Purpose: To provide Natural Resources Conservation Service employees with new policy for compensatory time.

Expiration Date: September 30, 2009

Based on policy issued by the Office of Personnel Management (OPM) there have been changes made to the time limits for using earned regular compensatory time off. National Headquarters (NHQ) plans on amending the General Manual (GM) with agency policy soon to reflect these changes.

• Compensatory time earned in Pay Periods 1 through 9 of 2007 (January 7 – May 12, 2007) will need to be used according to previous policy. Any regular compensatory time earned during these pay periods will need to be used by Pay Period 26 of 2008 (December 21, 2008 – January 3, 2009).

• Compensatory time earned during Pay Period 10 of 2007 (May 13 – May 26, 2007) and after will follow the new policy. Any regular compensatory time earned during this pay period and after will expire 26 pay periods after it is earned.

If regular compensatory time is not used up within the time frames above, employees are entitled to a lump sum payment at the overtime rate at which it was earned.

Travel compensatory time earned policy will remain the same. Any travel compensatory time will expire 26 pay periods after it is earned. If travel compensatory time is not used up within this time frame it will be removed and the employee is not entitled to payment.

If you have questions regarding the above information, please contact Merrie Roach, FNM.

/s/

RONALD L. HILLIARD
State Conservationist

DIST: AE

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OK 250-8-10 FNM – The National American Indian/Alaska Native Employee Association (AIANEA) and the Asian Pacific Islander Organization (APIO) Training Conference

Purpose: To provide attendance information to NRCS employees for the AIANEA/APIO

Expiration Date: September 30, 2009

ACTION REQUIRED BY: JUNE 21, 2008

The American Indian/Alaska Native Employee Association (AIANEA) and Asian Pacific Islander Organization (APIO) will host a joint training conference August 11-15, 2008, in Spokane, Washington. The focus of the training will be job skills, personal development, and career enhancement. The agency encourages employees to take advantage of the professional enhancement opportunities through training and resources available. The conference agenda is not available at this time but other meeting information is available at the following websites: http://www.apio.org or http://www.aianea.com.

Justification to attend this meeting at government time/government expense is listed below. These categories will receive consideration for approval on a “Government Time/Government Expense” basis, subject to availability of travel funds:

1. National Officer
2. Receiving a Scholarship
3. Invited Speaker

Reservations can be made from now until July 10, 2008, at the Mirabeau Park Hotel and Convention Center, North 1100 Sullivan Road, Spokane Valley, Washington. 99037. Reservations must be made by July 10th in order to guarantee the Federal lodging rate. Phone numbers for the hotel are – 866.584.4674 (toll free) or 509.924.9000 (direct). When making reservations, please mention the group code APIO/AIANEA.

Requests for attendance approval should be sent through the regular supervisory channels before reaching my office for final approval no later than June 21, 2008. A list of attendees will be compiled and forwarded to national headquarters and employees/supervisors will be notified.

/s/

RONALD L. HILLIARD
State Conservationist

DIST: AE

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OK 250-8-11 FNM – Relocation Income Tax Claims

Purpose: To remind employees who received relocation reimbursements during calendar year 2007 to file a Relocation Income Tax (RIT) claim

Expiration Date: September 30, 2009

The National Finance Center (NFC) is processing Relocation Income Tax (RIT) Allowance Claims. Employees who claimed reimbursement for transfer of duty station expenses in calendar year 2007 and were paid Withholding Tax Allowance (WTA) by NFC to offset tax withholdings, must file a RIT claim.

RIT claims must be filed by travelers no later than August 31 of the year in which the Form W-2 that included the WTA payments was received. Employees who fail to file will be billed for the WTA received and may have the amount deducted from salary payments. A RIT claim is not necessary this year if the only relocation vouchers the employee filed in 2007 was a 2006 RIT claim.

The NFC will compute the RIT, subtract the WTA payments that were made in 2007, and pay the employee the difference. When the WTA payments made to the employee exceed the RIT due, NFC will bill the employee.

When filing a RIT claim, employees must submit form AD-1000, Claim for Relocation Income Tax Allowance, together with a copy of your 2007 W-2 form and a signed AD-616R, Travel Voucher (Relocation), to Financial Management for approval. If you filed a joint return in 2007 and your spouse had income as well, a copy of your spouse’s W-2 or Schedule SE (1040) for self employment must also be attached.

Forms may be found at the following website:

http://www.ok.nrcs.usda.gov/intranet/fnm/transfer_online/index.html

If there are any questions concerning this process, please contact Financial Management.

/s/

RONALD L. HILLIARD
State Conservationist

DIST: AE

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OK 250-8-12 FNM – Attendance Requests for the All-Oklahoma Chapter of Soil and Water Conservation Society (SWCS) Annual Meeting – June 19-20, 2008

Purpose: To provide information about the meeting and proper procedures regarding attendance approval.

Expiration Date: September 30, 2009

ACTION REQUIRED BY: JUNE 13, 2008

The 2008 Annual Meeting of the Oklahoma Chapter of the Soil and Water Conservation Society will be held at the Noble Foundation in Ardmore, Oklahoma. The early efforts of the Noble Foundation focused on education and encouraging area farmers and ranchers to be mindful of land stewardship and resource conservation. Today, the Foundation continues influencing agriculture by exploring and improving production agriculture techniques and advancing plant science through research and discovery. There will be a tour of farm and research facilities, Thursday and Friday. Officers for 2008-2009 will be announced at the chapter business meeting and they will discuss the past year’s chapter activities and plans for next year. Attached are the meeting agenda and registration form.

The following attendance categories will receive consideration for approval on a “Government Time/Government Expense” basis, subject to availability of travel funds:

• State SWCS Officer and Board Member
• Receiving an Award
• Presenting a Topical Paper

Other NRCS employees may be nominated to attend the meeting in the “Government Time/Personal Expense” category. Attendance will be approved or disapproved based on the justification provided. Approvals will be contingent on budgetary constraints and, as with other travel in FY-08, will be limited. The following attendance categories will be considered for approval on a “Government Time/Personal Expense” basis:

• SWCS Member

Requests should be submitted to your supervisor using the OK-FNM-1, Meeting Attendance Request form. Supervisors concurring with these requests must forward the form to the appropriate SLT supervisor for further approval as soon as possible. Travel Authorizations will be issued for employees who are approved for government expense. Those employees will need to provide a copy of the approved OK-FNM-1 to the appropriate support staff for processing a travel authorization.

/s/

RONALD L. HILLIARD
State Conservationist

Attachments: Agenda & Registration Form

DIST: AE

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OK 250-8-13 FNM – Oklahoma Grazing Lands Conservation Association (OGLCA) Annual Grazing Lands Conference

Purpose: To provide information about the 7th Annual Oklahoma Grazing Lands Conference

Expiration Date: September 30, 2009

The 7th Annual Oklahoma Grazing Lands Conference will be held August 7-8 at the Clarion Conference Center in Oklahoma City. The OGLCA Conference, Grazing Lands Dollar$ and Sense, provides a great opportunity for producers to develop their skills in grassland related subjects. This year’s emphasis is on livestock management, including topics related to cattle, sheep and goats.

Employees are encouraged to advertise the meeting in their work area, and provide copies of the registration information (attached) to interested cooperators upon request. A news release and poster are also included for local use.

Attendance by NRCS employees at Government Time/Government Expense or Government Time/Personal Expense must be requested on the OK-FNM-1 form. Requests for Government Time/Government Expense should be submitted to your supervisor using a travel information sheet. Supervisors concurring with these requests must forward the forms to the appropriate SLT supervisor for further approval. All requests must be approved by the State Conservationist and must arrive in my office by July 18th, 2008. Registration for those approved will be sent in and paid from the state office and employees will be notified. Employees not approved for government expense will have to submit their registration separately by the deadline and pay required registration.

Those employees requiring a travel authorization must provide a copy of the approved OK-FNM- 1 to the appropriate support individual for processing. Registration fees and related travel costs will be approved based on availability of travel funds and approval of the State Conservationist. Once again, registration fees for employees approved to attend will be paid through the state office.

Questions concerning the conference can be directed to Steve Glasgow at 405.742.1235.

/s/

RONALD L. HILLIARD
State Conservationist

Attachments: Registration Form, News Release, Poster

DIST: AE

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OK 250-8-14 FNM – New Web-Based Travel System - GovTrip

Purpose: To provide information on implementation of new travel system and request completion of AD-1143 by employees for authorization to access the system.

Expiration Date: September 30, 2009

ACTION REQUIRED BY: IMMEDIATE ACTION REQUIRED

ACTION REQUIRED BY ALL EMPLOYEES: In order to access the new mandatory GovTrip webbased travel system beginning July 7, 2008, each employee is required to complete and submit to FNM the attached AD-1143, Corporate Systems Access Request Form. Please fill out the yellow highlighted sections per attached instructions, sign, date, and forward to the appropriate SLT supervisor no later than July 10, 2008. Completed AD-1143 forms must be received by Financial Management before July 15, 2008. NHQ has requested these access forms be returned quickly because each NRCS employee nationwide must be granted authority within each e-Authentication login user ID before they can access the GovTrip system.

AD-1143’s for employees traveling during the transitional period of July 3 through July 30 must be submitted to Financial Management by June 20, 2008.

On July 7, 2008, several USDA agencies, including NRCS, will begin using a new web-based travel system called GovTrip for all temporary duty travel. This new system will automate and tie together several steps in the travel process, including the travel authorization request and preparation and processing of the travel voucher.

This new system will make the paper forms AD-202 and AD-616 obsolete; use the e-authentication login to access the system; optionally transmit payments for non-M&IE expenses to federal travel credit card accounts; and deposit EFT reimbursement for out-of-pocket expenses into the employee’s payroll bank account.

Using GovTrip, travel arrangers will generate electronic travel authorizations which will be digitally signed and routed to the appropriate reviewers and approvers to obtain their digital signatures. The electronic travel authorization will be used for making airline reservations and ticketing flights; and for making lodging and rental car reservations (if required and authorized), as well serving as the template for processing vouchers for reimbursement.

More information will be sent out at a later date. If there are any questions concerning this process, please contact Financial Management.

/s/

RONALD L. HILLIARD
State Conservationist

Attachments: AD-1143, Instructions

DIST: AE

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OK 250-8-15 FNM – NRCS Transition to GovTrip for Travel

Purpose: To provide information on the transition to the new travel system, GovTrip.

Expiration Date: September 30, 2009

Beginning July 7, 2008, all temporary duty (TDY) travel for NRCS employees will be authorized, vouchered, and approved for payment online in GovTrip. The National Finance Center (NFC) Travel (TRVL) system will no longer be used to process any TDY travel vouchers that do not have a travel authorization already processed and released at NFC. NFC will not allow the processing of any new travel authorizations after June 27th due to transition to the GovTrip system. If you have TDY travel scheduled to start prior to July 15, 2008, that is NOT already covered by a single trip authorization, you should request a special travel authorization through your usual approval chain immediately. The forms for travel authorization (AD 202) and travel vouchers (AD 616) will no longer be used.

DEFINITIONS:

• GovTrip – A paperless system by which travel authorizations can be generated, airline reservations made, and travel vouchers filed electronically. Travel requests, authorizations, and vouchers are routed electronically for approval and routing to NFC for payment.
• Travel Preparers/Arrangers – Section secretaries, Zone Office Assistant, and Financial Management Staff who prepare travel authorizations and book airline travel.
• Travel Reviewer – Usually the same as the Travel Preparer/Arranger. The Reviewers check travel vouchers for accuracy and sign electronically. If the Reviewer finds an error, the voucher will be returned electronically to the traveler for correction.
• Travel Approver – Appropriate SLT member, or his/her designee, who certifies travel vouchers for payment.
• Official Travel – Trip for which a travel voucher will be filed.

ALL EMPLOYEES:

GovTrip can be accessed at the following website: http://www.govtrip.com/govtrip/site/index.jsp Please save this website as a favorite site for future reference. Employees will use their E-Authentication to log into GovTrip. In order to access GovTrip, you must have completed and submitted form AD-1143, as instructed in Oklahoma Bulletin 250-8-14.

FIRST TIME USING GOVTRIP:

If the red banner does not say ‘Department of Agriculture”, select "Change Edition" from choices at the top of the web page and select Department of Agriculture from the listing. Find Department of Agriculture, check the box to remember and set version. If there is a pop up blocker message line at the top of the screen, click the X on the right side to allow messages.

All employees will need to check their name, phone number, home address, and credit card information. Do not make changes to any other field. Doing so may delay travel authorizations, travel vouchers, and/or reimbursement. Where the emergency contact has Cassandra Sites, the Budget Officer for NRCS, leave her name. This is the emergency contact for GovTrip, and not the employee’s emergency contact.

Go to the Reference Library listed on the left side of the screen and print out the instructions for “Creating a Voucher from an Authorization” shown in a PowerPoint under Reference Library on the GovTrip home page.

Employees are encouraged to do the Web-Based Training: http://www.govtrip.com/govtripWBT/basics/basics_index.htm before using GovTrip.

AUTHORIZATIONS:

IT IS OKLAHOMA POLICY THAT EMPLOYEES DO NOT ENTER THEIR OWN AUTHORIZATIONS. AUTHORIZATIONS CAN ONLY BE ENTERED BY THE PREPARERS.

There will no longer be an “Unlimited Open” for travel authorizations; therefore, each trip will need its own travel authorization. Agency policy states that all official travel must be authorized prior to its start. It remains the employee’s responsibility to ensure that a travel authorization is in place prior to beginning travel. Travelers should continue to request prior approval for travel for meetings, conferences, and training, both instate and out of state, as before. Once the traveler has received approval, the Meeting Attendance Request and Travel Information Sheet should be sent to their Preparer, keeping a copy for themselves to be filed with their receipts.

Because site visits do not require the Meeting Attendance Request; a copy of the approved Travel Information Sheet should be given to the Preparer to input an authorization before the travel.

The employee can still reserve their own lodging; however, all airline travel and car rentals must be booked by the Preparer through GovTrip when the authorization is processed.

NOTE: Actual subsistence, including lodging costs exceeding per diem rate, can no longer be authorized at the state level. Requests must be submitted in writing with justification for approval by the Chief.

TRAVEL VOUCHERS are prepared by the employee by logging into GovTrip. Please refer to “Creating a Voucher from an Authorization” guidance you have printed out from the GovTrip reference library.

Every employee must complete his own travel voucher by correcting the amounts to the expenses incurred during travel. The travel voucher will show the amounts in the authorization.

If an authorization is not listed, contact your Preparer. If an expense was not entered into the authorization, it can be added to the voucher with an explanation.

All Documentation and Receipts will be handled as instructed on page 7 of the PPT. If the receipts are not 8 ½ x 11, they must be taped to a page that size for faxing. The Meeting Attendance Request Approval and Travel Information Sheet will be faxed in also. Within 5 to 10 minutes of faxing, there will be a link for viewing the receipts. The receipts do not need to be sent to the Reviewer or the Approver. Additional information for receipts imaging are attached.

The fees for booking air travel will automatically be added by GovTrip. GovTrip will also list a $13.50 TAV FEE that is their charge for processing the voucher. Payment is made directly to GovTrip when the voucher is approved.

Miscellaneous expenses, such as conference fees (i.e., registration), office supplies, training fees, shipping costs, conference/meeting rooms, and light refreshments are not travel expenses. They may not be authorized or paid through the travel system. They will be reimbursed on the SF-1164.

Any questions concerning the Travel Voucher should be directed to your Reviewer or Merrie Roach in Financial Management.

PAYMENT

When the payment is certified, the traveler’s government travel card will be paid directly for the lodging, airfare, and any GovTrip expenses will be paid directly to GovTrip. The remaining balance of the travel voucher will be EFT deposited in the traveler’s checking account. Meals charged to the travel card will not be paid through GovTrip, so the traveler is still responsible for any balance on his government travel card to be paid by the due dates.

Hopefully the transition to the new system will not be complicated. Everyone will be learning this together so please be patient with this transition.

/s/

RONALD L. HILLIARD
State Conservationist

Attachment

DIST: AE

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OK 250-8-16 FNM – Fiscal Year Closeout for 2008

Purpose: To transmit guidelines for year end close out.

Expiration Date: September 30, 2009

Managing year-end procurements is essential for maintaining fund integrity. The following guidelines will be used to manage our funds in a responsible manner.

1. All cooperative agreements or amendments must be received by Administrative Services by July 31, 2008.
2. After July 31, 2008,no VISA purchases of any kind will be made at the field, watershed, or technical office levels. All other VISA purchases will be processed at the State Office level by the section secretaries, zone administrative assistant, and the administrative services staff through August 29, 2008. All purchase requests must be supported by an AD-700, have prior approval from Sam Hankins, State Administrative Officer, and funds availability verification from Financial Management.
3. After August 31, 2008, no VISA purchase of any kind will be made by the section secretaries or the zone administrative assistant. Only the administrative services staff will process VISA purchases. All emergency purchase requests must be supported by an AD-700, have prior approval from Sam Hankins, State Administrative Officer, and funds availability verification from Financial Management.
4. Each office, including state office staff, is required to submit form SCS-FNM-170, “Month-End Report of Unpaid Expenses” (attached), to the Financial Management staff on or before August 22, 2008. Include unvouchered expenses such as outstanding credit card purchases. Copies of receipts do not need to be submitted. Negative reports are required.
5. Every VISA purchase cardholder MUST reconcile by August 20, 2008. NO EXCEPTIONS.
6. Any business expenses made with personal funds should be submitted using OF-1129 or SF1164 for reimbursement prior to August 15, 2008. These forms can be found online under the “forms” link on the Oklahoma NRCS homepage.
7. FSA, RD, and ITS use of NRCS vehicles should be documented with trip ticket forms per Financial Management guidance on the Oklahoma NRCS homepage. All trip ticket forms for use of NRCS vehicles by other agencies should be sent to Financial Management by September 1, 2008.
8. Travel authorizations must be entered and approved in GovTrip by August 31, 2008. Travel vouchers must be entered and approved in GovTrip by September 10, 2008.

If you have any questions or need further information, please contact Financial Management.

/s/ J. Chris Stoner (Acting for)

RONALD L. HILLIARD
State Conservationist

DIST: AE

Attachments: Close Out List; OK-FNM-170

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OK 250-8-17 FNM – Attendance at the Oklahoma Section of the Society for Range Management (SRM) State Meeting

Purpose: To provide SRM members information about the meeting and proper procedures regarding attendance approval.

Expiration Date: September 30, 2009

ACTION REQUIRED BY: OCTOBER 1, 2008

The 2008 Annual Meeting of the Oklahoma Section of the Society for Range Management (SRM) will be held at the Wichita Mountains Wildlife Refuge near Lawton, Oklahoma, on October 29 and 30, 2008. This year’s meeting will be a joint session with the Oklahoma Chapter of The Wildlife Society. Day two of the meeting will be held at the Hackberry Flats Wildlife Refuge in Frederick, Oklahoma.

ed for employees by their office assistant or secretary, if needed. Requests must be received no later than October 1, 2008.

/s/ Gary O'Neill (Acting for)

RONALD L. HILLIARD
State Conservationist

DIST: AE

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OK 250-8-18 FNM – Oklahoma Association of Conservation Districts (OACD) Area Meetings November 2008

Purpose: To inform employees of OACD Area meetings and NRCS attendance protocol.

Expiration Date: September 30, 2009

1. Employees must complete a Meeting Attendance Request Form (OK FNM-1) and have it approved by their supervisor. Upon approval, NRCS employees should include their name and “Direct Bill” under Amount on the District’s registration form to be submitted to OACD. All approved State Office employees will provide their name to Becka Redding and one registration form will be submitted from the State Office.
2. Employees must sign registration at the meeting to ensure correct billing from OCC. A single payment will be made from the NRCS State Office for these registration charges approved for NRCS employees.
3. Employees should travel with district directors or drive government vehicles to these meetings when possible, in order to keep expenses to a minimum. There should not be any other travel expenses incurred for these meetings; however, there may be exceptions to this because of distance from meetings. If you will require overnight lodging, please work with your supervisor. If an employee must drive a POV, but will not incur other travel expenses, please complete Form SF-1164, available at the Oklahoma NRCS homepage under Forms.

Following are the locations and dates of the meetings. Links to individual meeting details are below.

• Area I - Cherokee - October 30, 2008
• Area II - Stillwater - November 12, 2008
• Area III - Wagoner - November 13, 2008
• Area IV - Weatherford - November 5, 2008
• Area V - McAlester - November 18, 2008

If you have questions regarding attendance at these meetings, please contact your supervisor for guidance.

/s/

RONALD L. HILLIARD
State Conservationist

Attachments: Area I Notice, Area I Registration, Area II Notice, Area II Registration, Area III Notice, Area III Registration, Area IV Notice, Area IV Registration, Area V Notice, Area V Registration

DIST: AE

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This Web page was last updated on Sep 24, 2008 09:56 CT