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Common Management and Operating Provisions 1-CM

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FSA
HANDBOOK

Common Management and Operating Provisions

To access the transmittal page click on the short reference

For All FSA Offices

SHORT REFERENCE

1-CM
(Revision 3)

UNITED STATES DEPARTMENT OF AGRICULTURE
Farm Service Agency
Washington, DC 20250

Common Management and
Operating Provisions
1-CM (Revision 3)

Amendment 82

Approved by: Acting Deputy Administrator, Farm Programs

Amendment Transmittal
A Reason for Amendment
Paragraph 5 has been added to include policy for Nationwide Customer Service.

TC
1, 2

9-9-24

Page Control Chart
Text

Exhibit

1-5
1-6 (add)

Page 1

Table of Contents
Page No.
Part 1

Basic Provisions
1
2
3
4
5
6-21

Part 2

Overview ..............................................................................................................
Managing Operations for Final or Closing Dates for Enrollment, Applications,
Filings, Etc., and Using Registers ........................................................................
Using Appointment Process .................................................................................
Receipt for Service or Denial of Service .............................................................
Nationwide Customer Service .............................................................................
(Reserved)

2-1
2-2
2-7
2-11

Crop Data Table File Download
63
Program Announcement Process .........................................................................
64
KC-ITSDO Download Process ............................................................................
65
County Office Download Process ........................................................................
66
Verifying Downloaded Values ............................................................................
67-75 (Reserved)

9-9-24

1-3
1-4.9
1-5
1-6

Accessing and Updating County Data Table
22
Overview ..............................................................................................................
23
Revising and Updating County Data Table Maintenance Screen MAA10001 ...
24
Revising and Updating County Data Table Maintenance Screen MAA10501 ...
25
(Reserved)
26
Message Screen MAA10005 and County Table Screen MAA11002 .................
27-62 (Reserved)

Part 3

1-1

1-CM (Rev. 3) Amend. 82

3-1
3-2
3-3
3-6

TC Page 1

Table of Contents (Continued)
Page No.
Part 4

Crop Data Table Maintenance
76

Overview .............................................................................................................

Section 1

Accessing Crop Table Maintenance

77
Access Crop Table Maintenance ........................................................................
78-80 (Reserved)
Section 2

4-1

4-2

(Withdrawn--Amend. 39)

81-83 (Withdrawn--Amend. 39)
84-95 (Reserved)
Section 3
96-100
101-103
Section 4

(Withdrawn--Amend. 51)
(Withdrawn--Amend. 51)
(Reserved)
(Withdrawn--Amend. 51)

104
(Withdrawn--Amend. 39)
105-108 (Withdrawn--Amend. 51)
109, 110 (Reserved)

11-14-11

1-CM (Rev. 3) Amend. 51

TC Page 2

Table of Contents (Continued)
Page No.
Part 5

Transaction Log File
111
County Office Requirements ...............................................................................
112-120 (Reserved)

Part 6

5-1

General Rules for Identifying Numbers

Section 1

Producer Identifying Numbers

121
Requirements and Purpose...................................................................................
122
Obtaining ID Number ..........................................................................................
123
(Withdrawn--Amend. 23)
124
Recording Information for Native Americans .....................................................
125
ID Numbers for Land Owned by Federal Government Agencies .......................
126
(Withdrawn--Amend. 39)
127
IRS Identifying Number ......................................................................................
128
Bankruptcy ID Number........................................................................................
129
Receivership ID Number .....................................................................................
130
(Withdrawn--Amend. 51)
131-140 (Reserved)
Section 2

6-5
6-7
6-10
6-11
6-12

Customer and Employee Name and Address File

141
Accessing Name and Address From SCIMS .......................................................
142
Accessing Name and Address From AS/400 Menu MACI00 .............................
143-152 (Reserved)

11-14-11

6-1
6-2

1-CM (Rev. 3) Amend. 51

6-41
6-51

TC Page 3

Table of Contents (Continued)
Page No.
Part 7

Adding Name and Address Records to SCIMS

Section 1

Data Migration

153
Migration From AS/400 to SCIMS......................................................................
154
Potential Duplicate Customers.............................................................................
155
Potential Duplicate Report ...................................................................................
156
Potential Duplicate Resolution ............................................................................
157-163 (Reserved)
Section 2

Screen Flow

164
Screen Flow for Customer Search Options ..........................................................
165-174 (Reserved)
Section 3

7-41
7-46
7-48
7-56
7-62
7-62.3
7-62.5
7-62.5
7-62.7
7-62.8

Automated Procedure for Modifying Records

191
Modifying Customer Data in SCIMS ..................................................................
192
Duplicate Customer .............................................................................................
193
SCIMS Error Reports...........................................................................................
193.5 SCIMS Transmission Sequence Error Report .....................................................
194
Adding or Changing TIN in SCIMS ....................................................................
195
Unlinking Customer in SCIMS............................................................................
196
Changing Entity Types ........................................................................................
197
SCIMS to Name and Address Update Report......................................................
198
Documenting Customer Data Changes in BP ......................................................
199
Documenting Customer Declared Race, Ethnicity, and Gender Data .................
200-206 (Reserved)

2-18-15

7-21

Automated Procedures for Adding Records

175
Customer Search in SCIMS .................................................................................
176
Adding Customers to SCIMS ..............................................................................
177
Entering Customer Core Data for an Individual ..................................................
178
Entering Customer Core Data for a Business ......................................................
178.5 Establishing an Estate in SCIMS .........................................................................
178.6 Establishing LLC’s in SCIMS .............................................................................
178.7 Establishing Irrevocable Trusts in SCIMS ..........................................................
178.8 Establishing a Revocable Trust in SCIMS...........................................................
178.9 Establishing Unknowns in SCIMS ......................................................................
179
Additional Customer Entries................................................................................
180-190 (Reserved)
Section 4

7-1
7-3
7-4
7-6

1-CM (Rev. 3) Amend. 64

7-101
7-101
7-104
7-105
7-105
7-107
7-109
7-111
7-114
7-118

TC Page 4

Table of Contents (Continued)
Page No.
Part 8

Changing or Viewing Name and Address Record
207
Producer Selection Screen MACI1001 ...............................................................
208
Individual Basic Data Screen MACI2001 ..........................................................
209
Supplemental Data Screen MACI2501 ...............................................................
210
Additional Supplemental Data Screen MACI3001 .............................................
211
Changing or Viewing Application Use Flags Screen MACI3501 ......................
212
Changing or Viewing Spouse Supplemental Data Screen MACI4001 ..............
213-222 (Reserved)

Parts 9-11

(Reserved)

223-275
Part 12

(Reserved)

Transmissions

276
KC-ITSDO Name and Address Files ..................................................................
277
Transmissions to KC-ITSDO ..............................................................................
278
KC-ITSDO Processing ........................................................................................
279
Missing Counties Report .....................................................................................
280-290 (Reserved)
Part 13
Section 1

12-1
12-2
12-4
12-6

Menu MACI00, Options 3 and 4
Name and Address Reports

291
Accessing Name and Address Reports ...............................................................
292
Printing Incomplete Name and Address Records ...............................................
293
Printing Farm Loan Programs Borrowers With Multiple “Y” FLP Flags ..........
294
(Withdrawn--Amend. 49)
295
ZIP+4 Processing ................................................................................................
296
ZIP+4 Non-Updated Address Report MAB072-R001 .......................................
297-304 (Reserved)
Section 2

8-1
8-4
8-7
8-12
8-14
8-18

13-1
13-2
13-2
13-3
13-6

(Withdrawn--Amend. 51)

305
(Withdrawn--Amend. 51)
306-315 (Reserved)

11-14-11

1-CM (Rev. 3) Amend. 51

TC Page 5

Table of Contents (Continued)
Page No.
Part 14
316

Addition and Deletion of Counties
Overview .............................................................................................................

Section 1

Adding and Deleting a County at the State Office Level

317
Adding a County to the State Office Automated System ...................................
318
Deleting a County From the State Office Automated System ............................
319-329 (Reserved)
Section 2

Section 1

(Reserved)

Signatures and Authorizations
Signature Requirements

676
Signatures ............................................................................................................
677
Minor’s Signature ...............................................................................................
678
Individuals and Cosigners ...................................................................................
679
Facsimile Signatures for COC’s and CED’s .......................................................
680
(Withdrawn--Amend. 75)
681
Signatures for UCC-1’s, Deeds, and Similar Documents ...................................
682-690 (Reserved)

7-29-21

14-25
14-28
14-30

(Reserved)

343-675
Part 25

14-2
14-5

Adding and Deleting a County at the County Office Level

330 Establishing a County on the County Office Automated System .......................
331
Building Price Support Files ...............................................................................
332
Deleting a County From the County Office Automated System ........................
333-342 (Reserved)
Parts 15-24

14-1

1-CM (Rev. 3) Amend. 75

25-1
25-4
25-7
25-8
25-15

TC Page 6

Table of Contents (Continued)
Page No.
Part 25

Signatures and Authorizations (Continued)

Section 2
691-696
697-706
Section 3

(Withdrawn--Amend. 23)
(Withdrawn--Amend. 23)
(Reserved)
General Rules of Authority

707
708
709
710
711

Policy on Evidence of Authority and Signature Limitations ...............................
25-59
Individual .............................................................................................................
25-68
General Partnership ..............................................................................................
25-70
Joint Venture ........................................................................................................
25-73
Corporations, Limited Partnerships, Limited Liability Partnerships,
Limited Liability Companies and Other Similar Entities ....................................25-74.6
712
Sole Proprietor .....................................................................................................
25-78
713
Estate, Trust, Conservatorship, or Guardianship .................................................
25-79
714
Bankruptcy and Receivership ..............................................................................
25-82
715
Federal, State, County, or Municipal Office and Public Schools ........................
25-83
716
Churches and Charitable Organizations...............................................................
25-85
717
Indian Tribal Ventures and BIA ..........................................................................
25-86
718-727 (Reserved)

7-17-09

1-CM (Rev. 3) Amend. 40

TC Page 7

Table of Contents (Continued)
Page No.
Part 25

Signatures and Authorizations (Continued)

Section 4

Power of Attorney and Rules on Authority

728
Policy for Powers of Attorney .............................................................................
25-105
728.5 Signature Requirements for Powers of Attorney ................................................. 25-110.5
729
Policy for Incompetent Individuals ...................................................................... 25-110.8
729.4 Policy for Incapacitated Individuals .................................................................... 25-110.9
729.5 Policy for Limited Case Waivers ......................................................................... 25-110.12
729.6 Policy for Active Military Duty Personnel ..........................................................
25-111
730
FSA-211 Authority ..............................................................................................
25-113
731
Representatives for Certain Commodity Buyers .................................................
25-114
732
Telephone Notification for Certain Commodity Buyer Representatives .............
25-115
733
Bankruptcy or Foreclosure Authority ..................................................................
25-116
734
Management Service Agencies ............................................................................
25-117
735-744 (Reserved)
Section 5
745-749
Section 5.5

(Withdrawn--Amend. 5)
(Withdrawn--Amend. 5)
FSA Responsibilities Regarding NRCS Customers

750
MOA Between FSA and NRCS ...........................................................................
751
SCIMS..................................................................................................................
752
Farm Records .......................................................................................................
753
FSA Subsidiary Responsibilities..........................................................................
754 Action ..................................................................................................................
755-759 (Reserved)
Section 6
760-771
772-775

4-12-13

25-118
25-119
25-120
25-121
25-122

(Withdrawn--Amend. 59)
(Withdrawn--Amend. 59)
(Reserved)

1-CM (Rev. 3) Amend. 59

TC Page 8

Table of Contents (Continued)
Page No.
Part 26
Section 1

Special Payment Provisions
Dead, Missing, or Incompetent Persons

776
777
778
779

Overview ..............................................................................................................
Order of Precedence of Representatives ..............................................................
Offset Provisions..................................................................................................
Responding to Requests for Payments Due Persons Who Have Died,
Disappeared, or Have Been Declared Incompetent .............................................
780
Completing SF-1055 for Payments Due Other Producers ...................................
781-790 (Reserved)

Section 2

28-1

Fraud Provisions

821
Actions That Defeat Program Purpose ................................................................
822
Reporting Known or Suspected Violations of Criminal Statute ..........................
823
Suspension and Debarment Producer List ...........................................................
824-870 (Reserved)

5-7-18

27-1
27-3

Typewritten Checks

813
Policy Regarding Typewritten Checks ................................................................
814-820 (Reserved)
Part 29

26-31

Linkage

801
Linkage Requirements .........................................................................................
802
Waiving Eligibility for Assistance .......................................................................
803-812 (Reserved)
Part 28

26-4
26-7

Attachment of Payments

791
Attachment of Program Payments .......................................................................
792-800 (Reserved)
Part 27

26-1
26-2
26-3

1-CM (Rev. 3) Amend. 72

29-1
29-2
29-4

TC Page 9

Table of Contents (Continued)
Page No.
Part 30
Section 1

Controlled Substance Violations
Policy Regarding Procedures

871
Policy ..................................................................................................................
872-881 (Reserved)
Section 2

30-1

Eligibility of Other Persons

882

Spouses, Minor Children, Relatives, General Partnerships, Tenants,
Sharecroppers, and Landlords..............................................................................
883
Corporations, Trusts, and Limited Partnerships ..................................................
884-893 (Reserved)
Section 3

Cooperating With Law Enforcement

894
Policy ..................................................................................................................
895-904 (Reserved)
Section 4

30-53
30-54

State and County Codes, Abbreviations, and Community Property States

917 State and County Codes and State Abbreviations................................................
918
Codes for CMA, LSA, and NSCP .......................................................................
919
Abbreviations and Acronyms ..............................................................................
920
Community Property States .................................................................................
921-930 (Reserved)

1-15-02

30-41

Collection and Reporting Requirements

905
Collections ...........................................................................................................
906
Reporting Violations ............................................................................................
907-916 (Reserved)
Part 31

30-21
30-22

1-CM (Rev. 3) Amend. 1

31-1
31-1
31-2
31-3

TC Page 10

Table of Contents (Continued)
Page No.
Part 32

Facility Name and Address File

931 General Information .............................................................................................
932 Adding Records ...................................................................................................
933 Displaying Basic Data..........................................................................................
934 Changing Basic Data............................................................................................
935 Deleting Records ..................................................................................................
936 Changing ID Number, ID Type, or Facility Code ...............................................
937 Reactivating Deleted Records ..............................................................................
938-949 (Reserved)
Part 33

Socially Disadvantaged, Limited Resource, Beginning, and Veteran Farmer
Certifications

950 Certification Policy ..............................................................................................
951-975 (Reserved)
Part 34
Section 1

Payments to Producers Identified as Deceased Report

1021
6-9-23

34-1
34-2
34-6

Payments to Producers Identified as Deceased in FY 2014 and Subsequent Years
Web Database

1001 Reviewing the Payments to Producers Identified as Deceased Report
(RPT-I-00-CM-11-1) ...........................................................................................
1002 County Review Action .........................................................................................
1003 County Review, “Search and Enter Review” Action...........................................
1004 Death Master File (DMF) Record County Review ..............................................
1005 Reason Codes and Identifiers...............................................................................
1006 County Reports ....................................................................................................
1007 State Approval Review Progress .........................................................................
1008 State Approval Action..........................................................................................
1009 Death Master File (DMF) Record State Review..................................................
1010 (Withdrawn-Amend. 69)
1011 State Reports ........................................................................................................
1012-1020 (Reserved)
Part 35

33-1

Payments to Producers Identified as Deceased in FY 2014 and Subsequent Years

976 Payments to Individuals Identified as Deceased Report (RPT-I-00-CM-11-1)...
977 Instructions for Required Reviews and Record Corrections................................
978 Review Results and Followup Actions ................................................................
979-1000 (Reserved)
Section 2

32-1
32-4
32-8
32-10
32-13
32-15
32-16

34-61
34-65
34-68
34-71
34-73
34-75
34-79
34-83
34-86
34-88

Using Unauthorized Forms and Documents
Unauthorized Forms, Documents, and Policy .....................................................
1-CM (Rev. 3) Amend. 80

35-1

TC Page 11

Table of Contents (Continued)
Exhibits
1
Reports, Forms, Abbreviations, and Redelegations of Authority
2
Definitions of Terms Used in This Handbook
3
Menu and Screen Index
4-9
(Reserved)
10
IRS Information About EIN’s
11
Recording Business Types
11.4 Completing AD-2017
11.5 SCIMS Security Officers
12
Conversion Chart
12.5-12.10
(Withdrawn--Amend. 45)
13
SF-256, Self-Identification of Disability
14-49 (Reserved)
50
Forms and Documents Not Approved for Electronic Signatures
51
Signature Authority/Power of Attorney Questions and Answers
52-59 (Reserved)
60
FSA-211, Power of Attorney and FSA-211A, Power of Attorney Signature Continuation
Sheet
61
(Withdrawn--Amend. 5)
62
Non-FSA Power of Attorney Certification
63-99 (Reserved)
100 State Codes and State Abbreviations
101 State and County Codes and Counties
102 Approved Abbreviations and Acronyms
103 Approved Facility Types and Codes
104
USPS Abbreviations for SCIMS Name and Address Records
105-124 (Reserved)
125 Review of Payments to Individuals Identified as Deceased Report (RPT-I-00-CM-11-1)
in FY 2011 and Subsequent Years

3-3-23

1-CM (Rev. 3) Amend. 78

TC Page 12

Par. 1
Part 1
1

Basic Provisions

Overview
A Handbook Purpose
This handbook contains common management and operating provisions for program
management activities, functions, and automated applications.
B Public Information
Follow instructions in 2-INFO, paragraph 69 to make determinations on providing requested
producer name and address lists to the public.
C Related Handbooks
FSA handbooks related to common management are:
 1-AFIDA for foreign person procedure
 15-AO for county and community persons
 16-AO for State and county organization and administration
 25-AS for record keeping requirements
 3-BU for State and county administrative and program funds
 3-CM for farm records
 5-CM for common payment limitation provisions
 1-CMA for CMA and LSA procedures
 2-CP for acreage reporting procedures
 6-CP for HELC and WC procedures
 1-CRP for Agricultural Resource Conservation Program procedures
 1-DCP for DCP procedures
 2-DCP for DCP automation procedures
 1-FI for fiscal management procedures
 58-FI for claim and receivable procedures
 62-FI for reporting data to IRS
 2-INFO for information available to the public
 2-IRM for computer backups and storage
 1-PL for payment limitation procedures
 2-PL for entity file and joint operation procedures
*--3-PL for web-based subsidiary files (2008 and prior years)
 3-PL (Rev. 1) for web-based subsidiary files (2009 and subsequent years)--*
 4-PL for payment limitation procedure.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 1-1

Par. 1
1

Overview (Continued)
D Sources of Authority
Authority for this handbook is in:
 Commodity Credit Corporation Charter Act, as amended
 Food Security Act of 1985
 Federal Agriculture Improvement and Reform Act of 1996
 Food, Conservation, and Energy Act of 2008
*--Agricultural Act of 2014.--*

4-8-14

1-CM (Rev. 3) Amend. 62

Page 1-2

*--2

Par. 2
Managing Operations for Final or Closing Dates for Enrollment, Applications, Filings,
Etc., and Using Registers
A Final or Closing Date
[7 CFR 718.10] Time limitations.
Whenever the final date prescribed in any of the regulations in this title for the
performance of any act falls on a Saturday, Sunday, national holiday, State holiday on
which the office of the county or State Farm Service Agency committee having primary
cognizance of the action required to be taken is closed, or any other day on which the
cognizant office is not open for the transaction of business during normal working
hours, the time for taking required action shall be extended to the close of business on
the next working day. Or in case the action required to be taken may be performed by
mailing, the action shall be considered to be taken within the prescribed period if the
mailing is postmarked by midnight of such next working day. Where the action
required to be taken is with a prescribed number of days after the mailing of notice, the
day of mailing shall be excluded in computing such period of time.
If the final date or deadline falls on a:


workday, the date shall apply



day on which the applicable County Office is not open for business during normal
workhours, extend to COB the next workday.

When computing the final or closing date, exclude the day of mailing if the action required is
within a prescribed number of days after the notice is mailed.
B Action Performed by Mail
Consider an action to have been taken within the prescribed period if the final or closing date
falls on a:



workday and the mail displays a USPS postmark no later than that day
nonworkday and the mail displays a USPS postmark no later than the next workday.

Do not view postage meter date-stamping as acceptable evidence of date of mailing. For
mail displaying a postage meter date-stamp, the actual date of receipt in FSA minus
7 calendar days for mailing will be used to determine reasonableness. Exceptions to this can
be reviewed and approved by CED and DD.--*

7-23-15

1-CM (Rev. 3) Amend. 68

Page 1-3

Par. 2
Managing Operations for Final or Closing Dates for Enrollment, Applications, Filings, Etc.,
and Using Registers (Continued)
C Action Performed at FSA Office
Actions performed at the FSA office are considered performed or filed the day the document:
•
•

is signed in the County Office
was delivered in person in the FSA office.

*--Note: County Offices will date stamp documents that are delivered in person to the FSA
office and use that date stamp date as the official recording date reflecting official
physical receipt of that document.
D Requesting Approval to Use a Register
If individual program provisions or FSA directives do not specifically state that a register is
prohibited, County Offices may request to use a register to accommodate persons attempting
to signup, report, or file when heavy traffic and workload or computer failure makes
processing customers and their prescribed forms by the program signup deadline impracticable
or impossible. In these instances, County Offices may request to use a register. The request
will be made prior to the program signup deadline from the County Office to the SED through
the DD.
Example: One week prior to the program signup deadline it is apparent to the County Office,
that they will not be able to process all customer requests and appointments
scheduled before the program signup deadline. The County Office will submit a
written request, with DD concurrence, to the SED.
Note: SED’s may delegate to a State Office employee the authority to approve the use of
registers.
E Register Appointment and Completion Deadline
SED’s will ensure appointments are scheduled no more than 3 weeks after a program signup
deadline unless otherwise specified by DAFP. SED’s are responsible for establishing the
deadline within the 3 week timeframe and for managing appointments to ensure that the
register brings orderly and timely completion of tasks that were intended to be completed by
the program signup deadline. The orderly completion should be as soon as possible given the
constraints, resources, and time required to accomplish the program signup, filing, enrollment,
etc.
The register completion deadline is 30 days after the final scheduled appointment date. This
deadline allows a producer to provide program and eligibility documentation that could not be
completed during their register appointment. All necessary documentation will be submitted
by this register completion date.
If DAFP chooses to impose a different date for appointments or register completion, SED’s
will be notified.--*
6-7-22

1-CM (Rev. 3) Amend. 77

Page 1-4

Par. 2
Managing Operations for Final or Closing Dates for Enrollment, Applications, Filings, Etc.,
and Using Registers (Continued)
F Using Registers
*--If using a register is approved by SED or representative, according to subparagraph D, the
customer must request to be placed on a register by the actual program signup deadline using
any of the following means:
•
•
•
•
•

e-mail
FAX
mail
telephone
visiting the County Office.

Registers are not an extension of a program signup deadline. Rather, they are a means by
which customers can be determined to have met the program signup deadline by contacting
FSA to indicate their intention of applying by the deadline. The customer, whose name is on
the register, may represent their self, an operation(s) they have a share in, or any person or
operation(s) they have signature authority for at the appointment.
The register is considered closed on the first day following the program signup deadline. The
CED will sign the register below the last customer on the list and provide a copy to the SED or
the SED’s representative within 3 working days according to paragraph 676.
County Offices do not have responsibility or authority to add customer names to the register
unless the County Office is contacted no later than the program signup deadline. It is the
responsibility of the customer (or someone on their behalf) to contact FSA and provide
sufficient information to be added to the register no later than the program signup deadline.--*

6-7-22

1-CM (Rev. 3) Amend. 77

Page 1-4.5

Par. 2
Managing Operations for Final or Closing Dates for Enrollment, Applications, Filings, Etc.,
and Using Registers (Continued)
G Using Registers in Approved County Offices
*--County Offices approved for using a register will:
●

enter the date the County Office was contacted to place the customer’s name on the
register and document the method by which the County Office was contacted

•

schedule an appointment for the customer no later than the register appointment deadline
allowing adequate time by register completion date to process all prescribed forms and
obtain required signatures
Examples: The program signup deadline is March 15. The customer requests to be on the
register for ARCPLC before close of business on March 15, scheduling an
appointment for March 22 to elect and enroll. The customer’s appointment is
held on March 22, but additional signatures are still required. The customer has
until the register completion deadline to provide all the signatures.
The acreage report deadline is July 15. The customer requests to be on the
register to complete their FSA-578 before close of business on July 15,
scheduling an appointment for July 22. During the appointment, the customer
fails to provide crop reporting information for several farms. Any acreage
reports filed after the appointment date are considered late filed.

•

ensure that the customer dates each form with the date it is filed and cross-reference the
form filing date to the register.
Example: The program signup deadline is July 15 and the customer requested to be on the
register and stated that they have picked up 4 more farms. The FSA-578 is
subsequently completed and signed by the customer on July 23. The date on
the FSA-578 is July 23 and the date the FSA-578 was filed is noted on the
register. As a reminder any farm records changes must be completed according
to 10-CM.

Unless specifically prohibited by individual program policy, County Offices approved for
using a register can accommodate customers seeking to file or apply in any administrative or
physical county. In such instances, the County Office approved for using a register will
coordinate with the appropriate physical or administrative County Office (as applicable).
County Offices will follow appropriate program directives, for example 1-ARCPLC,
2-ARCPLC, etc., for entering approval dates in the system.--*

6-7-22

1-CM (Rev. 3) Amend. 77

Page 1-4.6

Par. 2
Managing Operations for Final or Closing Dates for Enrollment, Applications, Filings, Etc.,
and Using Registers (Continued)
H Register Requirements
*--The following information is the minimum information that will be included on the register.
SED’s have authority to require additional items as needed.
•

Customer name.
Notes: This will be the name of the person who will be present during the appointment.
This is sufficient to allow the customer listed on the register to complete the
program action for any operation in which they have an ownership interest or for
any person or operation for which they have signature authority. For example,
Tom Jones can complete the program action for his individual operation, Jones
Farms, and his shared ownership operation, Tom and John Jones Farms.
This is not sufficient to allow for other producers with a share interest when a
separate application or contract is required for that other producer. For example,
Tom is on the register; Joe is landowner and has an interest in the crop. Tom does
not have signature authority for Joe, and a separate application is required for each
producer. Because Tom is on the register, Joe’s application is not considered
timely filed after the deadline.--*
***

6-7-22

•

Date of Contact.

•

Contact Method.

•

Contact Accepted By (initials of the employee who the customer contacted in person, by
telephone, by fax, by mail, or by email).

•

Information provided by the producer to prepare for appointment, for example ARC/PLC
election decision, producer shares, farm changes, etc.

•

Appointment date and time.

•

The date the completed forms were provided by the customer even if they are received
after the appointment date.

•

Initials of the employee who received the completed documents--*

1-CM (Rev. 3) Amend. 77

Page 1-4.7

Par. 2
Managing Operations for Final or Closing Dates for Enrollment, Applications, Filings, Etc.,
and Using Registers (Continued)
H Register Requirements (Continued)
***
Following is an illustration of a register established for acreage reporting

*--Note: For this example, the entry is sufficient for Jones Farms, Tom and John Jones Farms,
and anyone else Tom Jones has signature authority for.
The illustration is for example purposes only. If program policy has different register
requirements that program policy will be followed.
I

“In Progress” Applications
“In Progress” applications are applications that were started or initiated in the software before
the deadline but are still not complete. “In Progress” applications are not considered to have
met the register requirement.
Note: If a customer with an “In Progress” application requests to be on the register on or
before the program signup deadline, the application will be considered timely filed if
all required actions are completed by the customer on or before the register completion
deadline.

Registers for Collections
Cash collections greater than $100 are no longer accepted for any program. As a result, a
customer may be placed on a register if they owe more than $100 and come into the office on
the program deadline day, expecting to pay in cash, to allow them to get the collection paid.--*

6-7-22

1-CM (Rev. 3) Amend. 77

Page 1-4.8

Par. 3

Using Appointment Process
A Policy

County Offices are encouraged to use appointments to enable customers to meet signature
*--deadlines and to file necessary program documents unless a register is used according to
paragraph 2. When a register is used, appointments are required beginning immediately
after the County Office is granted authority to use a register. Customers that do not
complete all required actions on or by their register appointment date, are considered to have
late filed the application, report, or action as required by the deadline.
Customers that contact or visit the County Office without an appointment will be given an
appointment or processed accordingly. Customers must not be turned away because they do
not have an appointment.--*
B Advantages
Properly handled, the appointment process:
•

permits County Offices to prepare for the customer’s visit

•

eliminates the need for customers and staff to waste time with lines and for customers to
have to make multiple trips to the County Office

•

improves public relations

•

provides a more businesslike atmosphere.

C Cautions
County Offices that use the appointment process must:

12-20-21

•

ensure that the rules for appointments are well publicized

•

give every customer an equal opportunity and chance to make an appointment

•

give priority to servicing appointments without ignoring walk-in traffic

•

schedule appointments so that enough time is allowed at the end of signup to reschedule
producers who had to cancel.

1-CM (Rev. 3) Amend. 76

Page 1-4.9
(and 1-4.10)

Par. 4
4

Receipt for Service or Denial of Service
A Providing a Receipt for Service or Denial of Service
*--FSA employees will, on request, provide AD-2088 when any inquirer, applicant, or--*
customer seeks information or requests any benefit or service.
IF the request is made…
in person
by telephone, FAX, email, or mail

THEN AD-2088 must be provided…
at the time of the request.
to the requestor the next workday.

B Example of AD-2088
The following is an example of AD-2088.

9-9-24

1-CM (Rev. 3) Amend. 82

Page 1-5

Par. 5
*--5

Nationwide Customer Service
A Policy
Nationwide Customer Service allows users to perform services for customers on a
nationwide basis from 1 location, eliminating the customer’s need to visit multiple offices
when performing program signup and reporting activities. Unless otherwise stated in the
program handbook for which Nationwide Customer Service activities are being performed,
the guidance in this paragraph will be applicable to all Nationwide Customer Service
activities.
B Using Nationwide Customer Service
If using Nationwide Customer Service, the following actions must be completed by the office
performing Nationwide Customer Service activities (transmitting office).
Step
Action
1
While working with the customer, contact the County Office that Nationwide
Customer Service is being performed for (receiving office) to ensure that all
necessary documents are properly generated.
2
Notify the receiving office of the actions completed and inform them specifically of
which documents are being transmitted to their office.
3
Scan and review the documents, for legibility and completeness, that are being
transmitted to the receiving office.
4
Transmit the scanned and reviewed documents to the receiving office by email unless
another transmittal method, such as Box or OneSpan, is agreed upon by the
transmitting and receiving offices.
5
Maintain the documents according to 32-AS.
Note: If a legible scan cannot be achieved, make a copy of the documents and mail the
original documents to the receiving office.
The receiving office must complete all of the following:
•

review received documents for legibility and completeness

•

respond by email to the transmitting office by COB the following workday that the
documents have been successfully received

•

maintain the documents according to 32-AS.

Note: If a legible scan was not achieved by the transmitting office and the documents were
mailed, upon receiving the original documents in the mail, notify the transmitting
office by COB the following workday that the documents were successfully
received.--*
6-21

9-9-24

(Reserved)

1-CM (Rev. 3) Amend. 82

Page 1-6

Par. 22
Part 2

Accessing and Updating County Data Table

22 Overview
A
Introduction

B
Contents of the
County Data
Table

This part describes the type of County data and how to access the County data
table.

The County data table contains both basic and specific information about a County
Office. The contents of data in this file consist of the following levels of
information:
C
C

1-15-02

County Office data
County control numbers.

1-CM (Rev. 3) Amend. 1

Page 2-1

Par. 23
23 Revising and Updating County Data Table Maintenance Screen MAA10001
A
Purpose

County Data Table Maintenance Screen MAA10001 allows users to revise and
update County Office data.

B
Accessing Screen
MAA10001
Step
1

Begin on Menu FAX250 and use this table to access Screen MAA10001.

What to Enter
“3” or “4”

Result
IF...

THEN...

“3” is entered

Application Selection Menu FAX07001 will be
displayed.

“4” is entered

Office Selection Menu FAX09002 will be
displayed.

applicable county

Application Selection Menu FAX07001 will be displayed.

“9”

Menu MA0000 will be displayed.

“1”

Menu MAA000 will be displayed.

“1”

Screen MAA10001 will be displayed.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 2-2

Par. 23
23 Revising and Updating County Data Table Maintenance Screen MAA10001 (Continued)
C
Example of
Screen
MAA10001

Following is an example of Screen MAA10001.
073-F RANSOM
UPDATE
MAA10001
County Data Table Maintenance
Version: AE16 02/09/2001 14:44 Term G2
------------------------------------------------------------------------------SERVED STATE/COUNTY
CODES: 38073
NAME: RANSOM
SERVED COUNTY PRINT NAME
RANSOM COUNTY FSA
PAYROLLING ST/COUNTY
CODES: 061078
P.O. BOX 193
FIRST LINE MAILING ADDRESS
SECOND LINE MAILING ADDRESS
MAILING CITY:
LISBON
STATE: ND ZIP CODE: 58054 0193
FIRST LINE SHIPPING ADDRESS
701 MAIN ST
SECOND LINE SHIPPING ADDRESS
SHIPPING CITY: LISBON
STATE: ND ZIP CODE: 58054 0193
CED NAME:
JIM SMITH
COMMERCIAL PHONE: 701 683 - 5832
FTS PHONE: 000 - 0000
CONGRESSIONAL DISTRICT: 01
MAIL PERMIT FIRST CLASS:

Cmd7-End

D
Entering Data
on Screen
MAA10001

Enter (U)pdate, (N)ext Screen

Screen MAA10001 will display data previously recorded.
The fields are described in this table. PRESS “Field Exit” to advance from field to
field. Entries in all fields are required unless otherwise indicated.

Field

Field
Length

Served State/County:
C
C

MAIL PERMIT THIRD CLASS:

What to Enter
System entry from the control file loaded through
Option 2 on Menu FAX250.

Codes
Name

Served County Print Name

Full County Office name of the served county.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 2-3

Par. 23
23 Revising and Updating County Data Table Maintenance Screen MAA10001 (Continued)
D
Entering Data
on Screen
MAA10001
(Continued)

Field

Field
Length

Payrolling State/County Codes

The State, county, and Check Digit codes for the
payrolling office. Entry required.

P.O. Box

The post office box number. Entry optional.

What to Enter

Note: Make an entry in this field or the First Line
Mailing Address field, but not both.
First Line Mailing Address

Complete mailing address. This may be Rural Route
number and box, or street address. Entry optional.
Note: Make an entry in this field or P.O. Box field,
but not both.

Second Line Mailing Address
26

Entry optional. Use this field when mailing address
consists of 2 lines.

Mailing City

The city name.

Mailing State

The State 2-digit abbreviation.

ZIP Code

The full 9-digit ZIP Code.

First Line Shipping Address

Entry optional when there is an entry in First Line
Mailing Address.

Entry required when there is an entry is the
P.O. Box field.

Second Line Shipping Address

Entry optional. Use this field when shipping address
consists of 2 lines.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 2-4

Par. 23
23 Revising and Updating County Data Table Maintenance Screen MAA10001 (Continued)
D
Entering Data
on Screen
MAA10001
(Continued)

Field

Field
Length

What to Enter

Shipping State

Entry required when an entry is made in “First Line
Shipping Address” field.

Shipping ZIP Code

Entry required when an entry is made in “First Line
Shipping Address” field.

CED Name

County Executive Director’s format name; i.e.,
first, middle initial, last.

“Vacant”, if the CED position is vacant.

Commercial Telephone

3-digit area code and 7-digit number. Entry optional.
Note: An entry must be in either this field or the
“FTS Phone” field.

FTS Phone

7-digit FTS number. Entry optional.
Note: An entry must be in either this field or the
“Commercial Telephone” field.

Congressional District

Entry optional. Congressional district number, only if
the entire county is in 1 congressional district.

Mail Permit First Class

Entry optional. For counties with first-class permits:
C
C

Mail Permit Third Class
Next Screen

“1”, presort
“2”, first-class only.

Field defaults to “N”. Change to “Y”, if county has a
bulk mailing permit.
System entry giving the name of the next screen to be
displayed.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 2-5

Par. 23
23 Revising and Updating County Data Table Maintenance Screen MAA10001 (Continued)
E
Updating Data
on Screen
MAA10001

F
Exiting From
Screen
MAA10001

1-15-02

To update changes made on Screen MAA10001, ENTER “U” and PRESS
“Enter”. Validations will be performed when the (U)pdate option is taken.
C

Edit error messages will be displayed on the screen. All errors must be
corrected before the County Data Table will be updated.

After all corrections are made, to update the County Data Table, ENTER “U”
and PRESS “Enter”.

On Screen MAA10001, do either of the following:
C
C

PRESS “Cmd7” to return to Menu MAA000
ENTER “N” and PRESS “Enter”. Screen MAA10003 will be displayed.

1-CM (Rev. 3) Amend. 1

Page 2-6

Par. 24
24 Revising and Updating County Data Table Maintenance Screen MAA10501
A
Purpose

B
Accessing Screen
MAA10501

C
Example of
Screen
MAA10501

County Data Table Maintenance Screen MAA10501 allows users to revise and
update additional County Office data.

Access Screen MAA10501 by entering “N” for “next screen” on
Screen MAA10001.

Following is an example of Screen MAA10501.
Common Provisions
County Data Table Maintenance

DEAFSMITH
Version: AD47 08/31/1998

10:27

MAA10501
Term D1

COUNTY SITE DATA TABLE
Farm Loan Manager:
FAX Telephone Number

JIM MILLER
111 111-1111

Cmd7-End, Cmd3-Previous

Enter-Continue

Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 2-7

Par. 24
24 Revising and Updating County Data Table Maintenance Screen MAA10501 (Continued)
D
Entering Data on
Screen
MAA10501

Screen MAA10501 will display data previously recorded.
The fields are described in this table. PRESS “Field Exit” to advance from field to
field. Entries in all fields are required unless otherwise indicated.

Field

Field Length

Farm Loan Manager

FAX Telephone Number

E
Updating Data
on Screen
MAA10501

F
Exiting From
Screen
MAA10501

What to Enter
C

Farm Loan Manager’s first name, middle initial, and
last name

“Vacant”, if the position is vacant.

the FAX number for the County Office.

To update changes made on Screen MAA10501, PRESS “Enter”.
Note: An error message will be received unless an entry is made in each field.

On Screen MAA10501, PRESS:
C
C
C

“Cmd7” to return to Menu MAA000
“Cmd3” to return to Screen MAA10001
“Enter”, and Screen MAA11002 will be displayed.

25 (Reserved)

1-15-02

1-CM (Rev. 3) Amend. 1

Page 2-8
(through 2-10)

Par. 26
26 Message Screen MAA10005 and County Table Screen MAA11002
A
Purpose

County Data Table Maintenance Screen MAA10005 is a message screen. The
message instructs County Office to sign off of all terminals, before pressing
“Enter”.
County Offices shall only use this procedure when County control numbers are
required.

B
Accessing Screen
MAA10005

C
Example of
Screen
MAA10005

On Screen MAA10003, ENTER “N” for next screen and PRESS “Enter” to
display Screen MAA10005.

Following is an example of Screen MAA10005.
021-PINAL
DISPLAY
MAA10005
County Data Table Maintenance
Version: AB39 12/28/90 13:25 Term X5
------------------------------------------------------------------------------COUNTY TABLE

MAKE SURE ALL TERMINALS ARE SIGNED OFF BEFORE
PRESSING THE ENTER KEY. THE NEXT SCREEN
REQUIRES EXCLUSIVE USE OF CERTAIN FILES
BEFORE IT CAN BE DISPLAYED. IT WILL TAKE SOME
TIME BEFORE THE NEXT SCREEN IS DISPLAYED.

Cmd7-End, Cmd3-Previous

D
Initiating County
Control Number
Procedure

Enter-Continue

On Screen MAA10005, PRESS “Enter” to execute the County control number
procedure. Screen MAA11001 will be displayed.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 2-11

Par. 26
26 Message Screen MAA10005 and County Table Screen MAA11002 (Continued)
E
Screen
MAA11002

Screen MAA11002 will display County control numbers for farm, tract, temporary
ID, and reconstitution used internally by the automated system.
These numbers cannot be modified. They are increased by the computer as
additional records are created.
Following is an example of Screen MAA11002.
021-PINAL
DISPLAY
MAA11002
County Data Table Maintenance
Version: AB39 12/28/90 13:25 Term X5
------------------------------------------------------------------------------COUNTY TABLE
COUNTY CONTROL NUMBERS
FARM
TRACT
TEMPORARY ID
RECON

713
4967
393
10000

Cmd7-End, Cmd3-Previous

F
Exiting Screen
MAA10005 or
MAA11002

On Screen MAA10005 or MAA11002, do either of the following:
C
C

PRESS “Cmd7” to return to Menu MAA000
PRESS “Cmd3” to return to previous screen.

27-62 (Reserved)

1-15-02

1-CM (Rev. 3) Amend. 1

Page 2-12

Par. 63
Part 3

Crop Data Table File Download

63 Program Announcement Process
A
Background

Following is the process when the annual program is announced for a crop or
other decisions made, which change 1 or more values or flags in the crop data
*--or payment parameter table.--*
C

A national notice will announce the decisions.

The applicable values or flags will be entered in KC-ITSDO and downloaded
to County Offices.

B
KC-ITSDO
Action

*--KC-ITSDO shall ensure that national crop data or payment parameter table is
updated and processed according to paragraph 65.--*

C
State Office
Action

State Offices shall ensure that download file is * * * processed according to
Information Bulletins.

D
County Office
Action

County Offices shall ensure that download file is * * * processed according to
paragraph 65.

12-18-02

1-CM (Rev. 3) Amend. 7

Page 3-1

Par. 64
64 KC-ITSDO Download Process
A
Introduction

B
Crop Data
Tables

The purpose of this paragraph is to provide instructions to KC-ITSDO for
downloading crop data tables to County Offices through State Offices.

KC-ITSDO shall:
C*--update the national crop data or payment parameter table with values--*

provided from the National Office

C
Reports

12-18-02

inform all State Offices of the download through the Information Bulletin
system including any special instructions

download the prepared files to all State Offices

monitor the progress of the downloaded files to State and County Offices.

KC-ITSDO shall report any problems with a download to the National Office.

1-CM (Rev. 3) Amend. 7

Page 3-2

Par. 65
65 County Office Download Process
A
Introduction

B
Crop Data
Tables

The purpose of this paragraph is to provide instructions for receiving and
processing downloaded crop data tables * * *.

County Offices shall receive and process downloaded crop data tables from
KC-ITSDO * * * according to the following table.

Step

Action

Follow any special instruction identified through the
Information Bulletin system, which informs user of the
download taking place and method of download.

IF download is by...

THEN...

telecommunications

file will be received automatically, if
sent on a regular transmission day.
***

Result
Ensures correct download
of file or files and action
required from County
Office.
File will be received
during end-of-day
transmission process at
scheduled communication
time.
Continued on the next page

12-18-02

1-CM (Rev. 3) Amend. 7

Page 3-3

Par. 65
65 County Office Download Process (Continued)
B
Crop Data
Tables
(Continued)
Step
3

Action
IF processing file or files
received by...

Result

THEN...

telecommunications during
end-of-day processing

No action is required, because
start-of-day processing will
automatically process file or files.

telecommunications during
the day

go to step 4.

File or files will be
processed.

To process file or files received during the day, do the following.
Step

FAX07001

ENTER “9”, “Common Provisions”.

Menu MA0000 will be
displayed.

MA0000

ENTER “1”, “County Office Table Files
Maintenance”.

Menu MAA000 will be
displayed.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 3-4

Par. 65
65 County Office Download Process (Continued)
B
Crop Data
Tables
(Continued)
Step
4
(Cntd)

Action

Step

MAA000

12-18-02

To process 1 of the downloaded files,
ENTER:
C

“3”, “Load National Crop Data For
Tobacco”

“4”, “Load National Crop Data For
Program Crops”

Result

The message, “IS THE
NATIONAL CROP DATA
TABLE TO BE LOADED
FROM (D)ISK OR
D(I)SKETTE Enter required
parameter”, will be displayed.

***

*--Note: Select (D) as data is
no longer provided
using diskettes.--*

***

Menu MAAA00 will be
displayed.

“7”, “Print Crop Table For
Program Crops”

***

ENTER “D” if the file is received by
telecommunications during the day.

Downloaded file is processed.
Print applicable report for
verification, according to this
part.

1-CM (Rev. 3) Amend. 7

Page 3-5

Par. 66
66 Verifying Downloaded Values
A
Purpose

B
Verifying
Downloads

The purpose of this paragraph is to provide reference for reviewing, updating, and
*--printing crop data or payment parameter tables.--*

Verify downloaded values according to Part 4 for program crops.

67-75 (Reserved)

12-18-02

1-CM (Rev. 3) Amend. 7

Page 3-6

Par. 76
Part 4
76

Crop Data Table Maintenance

Overview
A Introduction
*--This part covers procedure for accessing, updating, and printing crop or payment parameter
tables.
The payment parameter file contains program parameters specific to the direct and
counter-cyclical program payments.--*
The crop data table file contains values, flags, and program parameters specific to the
production flexibility crop programs for wheat, feed grains, cotton, and rice.
The values and flags for these crops are used to control the operation of application software,
particularly the payment process. They permit the software to be changed quickly to reflect
program decisions.

12-18-02

1-CM (Rev. 3) Amend. 7

Page 4-1

Par. 77
Section 1 Accessing Crop Table Maintenance
77

Access Crop Table Maintenance
A Introduction
This paragraph provides steps for accessing the crop records for 1996 and later years.
B Accessing Crop Tables
To access the crop or payment parameter tables from Menu MAAB00 for:


tobacco or 2001 peanuts:
 ENTER “1”, “Program Crop Table”, to display Screen MAA00401
 ENTER “Program Crop Table Year” to display Screen HCA010-00
***



2002 and later years DCP crops, ENTER “4”, “Direct Payments Parameter File”, or
ENTER “6”, “Counter Cyclical Payments Parameter File”.
***

78-80 (Reserved)
Section 2 (Withdrawn--Amend. 39)
81-83 (Withdrawn--Amend. 39)
84-95 (Reserved)
Section 3 (Withdrawn--Amend. 51)
96-100

(Withdrawn--Amend. 51)

101-103

(Reserved)
Section 4 (Withdrawn--Amend. 51)

104

(Withdrawn--Amend. 39)

105-108

(Withdrawn--Amend. 51)

109, 110 (Reserved)

11-14-11

1-CM (Rev. 3) Amend. 51

Page 4-2

Par. 111
Part 5
111

Transaction Log File

County Office Requirements

A
Introduction

B
Saving the
Transaction Log
Files

When a change or addition is made to name and address or basic farm and
producer files, the transaction is recorded on the transaction log file. This file
provides an audit trail that may be used to review specific updates or additions that
have occurred on the automated files.

The automated AS/400 requires the user to save the transaction log files:
C
C
C

during the first start of day/end of day process every January and June
if less than 10,000 blocks of contiguous disk space are available
if the transaction log file is filled to capacity.

Use this table to perform a proper save of the transaction log files.
Step

Action

PRESS “Enter” on Screen MXA00Exx, Audit Trail/Transaction Log, to advance to
Screen MXA00E04.

Using the information on Screen MXA00E04, label the tape, “Transaction Log for (enter date
and sequence number)”.

Load the tape to be initialized.

Enter the requested information and PRESS “Enter” to begin the tape initialize and tape save
procedures. Screen MXA0505 will be displayed.

If the message, “The previous attempt at saving the Transaction Log files was not successfully
completed. Please save the Transaction Log Files now”, is displayed during the save process,
it may be caused by either of the following.
IF...

THEN...

the transaction log files are too large to fit
on 1 tape

return to step 1 to initialize extra tapes.

another problem exists

consult the State computer specialist or
contact the National Help Desk for assistance.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 5-1

Par. 111
111

County Office Requirements (Continued)

C
Tape Storage

112-120

1-15-02

Store the properly labeled tapes in off-site storage according to 2-IRM,
paragraph 172.

(Reserved)

1-CM (Rev. 3) Amend. 1

Page 5-2

Par. 121
Part 6

General Rules for Identifying Numbers

Section 1 Producer Identifying Numbers
121

Requirements and Purpose
A Producer Identifying Number
The Internal Revenue Code requires recipients of program payments to provide identifying
numbers to USDA, so that payments can be correctly credited to participants’ total earnings
and reported to IRS. Except as provided in paragraph 124, make payments to producers who
have provided a permanent ID number that IRS and SSA recognize as valid. Do not make
payments using temporary ID numbers.
Note: See Exhibit 10 for additional information about EIN’s.
B Need for Separate ID Numbers
Entities that are not required by IRS to have separate ID numbers, such as LLC’s with
1 member and revocable trusts * * * may be required to obtain EIN’s to differentiate
payments.
*--Notes: If customers use their personal Social Security number for an entity, such as a
1 member LLC or revocable trust, that same Social Security number shall not be--*
entered in SCIMS for the respective customer as an individual, nor shall they receive
monetary benefits from FSA as an individual using their personal Social Security
number in the same year.
***
*--FLP customers using a personal Social Security number for a past or current loan,
must obtain EIN for an entity, including 1 member LLC revocable trusts.--*

4-2-09

1-CM (Rev. 3) Amend. 39

Page 6-1

Par. 122
122

Obtaining ID Number
A Obtain ID Number
Follow guidelines in 1-PL to determine the proper identifying number. Instructions in this
table provide additional guidance and clarification for obtaining and using identifying
numbers in certain cases.
Note

See Exhibit 10 for additional information about EIN’s.
*--IRS will only issue a new EIN to a same business name if the existing entity is
dissolved and a new entity is established. If the customer cannot provide
documentation from IRS to confirm their business name and EIN, the County Office
shall request that the customer contact IRS to obtain letter 147C as evidence to
validate the entity name if there is any uncertainty.--*

Condition
Person Signing
as an Agent



U.S. Territories, 
Possessions, and
Trusts


Action
Obtain the Social Security number, EIN, or IRS identifying number
for the producer. Obtain the agent’s ID number or assign a
temporary ID number.
The superintendent or authorized BIA representative may sign all
program documents as an agent for entities on tribal and allotted
lands. Issue payments to BIA with the Indian entity as the producer,
using BIA number according to paragraph 124.
Obtain producer’s Social Security number, EIN, or IRS identifying
number before making producer payments. Inform producers that
payments will not be reported to IRS.
Obtain information for determining whether a person is a resident of
Puerto Rico from:
U.S. INTERNAL REVENUE SERVICE
255 PONCE DE LEON AVE STOP 28
HATO REY PR 00917-1900.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 6-2

Par. 122
122

Obtaining ID Number (Continued)
A Obtain ID Number (Continued)
Condition
Action
Corporation,
Obtain EIN of entity and stockholders, partners, beneficiaries, or heirs
LLC, Limited
*--according to 1-PL and 4-PL.
Partnership,
valid
Irrevocable
Trust and Estate
Revocable Trust Obtain TIN (SSN or EIN) as applicable.
and One
Member LLC
Note: During the lifetime of the grantor of a receivable trust, and while
the grantor is serving as trustee of his or her revocable trust, the
grantor’s SSN may be used as the revocable trust’s TIN unless
otherwise required by State law.--*

8-3-10

1-CM (Rev. 3) Amend. 47

Page 6-2.5
(and 6-2.6)

Par. 122
122

Obtaining ID Number (Continued)
A Obtain ID Number (Continued)
Condition
Joint Payees

Action
Use either of the following ID numbers:
•
•

an employer ID number for the joint payees
a Social Security number.

Note: Require payees to indicate which payee’s Social Security number
will be used. The number must meet the following conditions:
•

for husband and wife, either the husband’s or wife’s number is
acceptable

•

Husband and
Wife

for adult and minor, only the adult’s number is acceptable.
Community Property States
IF...
THEN...
either the husband or wife is on the enter both husband and wife in the
deed
farm producer file and the name and
address file.
Note: Enter only the individual
whose name is on the deed in
the farm producer file when
documentation is provided
showing the property is
separate.
either spouse is an operator, tenant, enter both spouses on the name and
or sharecropper
address file but only enter the spouse
who is an operator, tenant, or
sharecropper in the farm producer
file.
both claim an interest other than
ownership in the farming operation

1-15-02

1-CM (Rev. 3) Amend. 1

Page 6-3

Par. 122
122

Obtaining ID Number (Continued)
A Obtain ID Number (Continued)
Condition
Husband and
Wife
(Continued)

Multiple
Identifications

Nonresident
Aliens

123

Action
Noncommunity Property States
IF...
THEN...
both husband and wife are on the
record both husband and wife as
deed
owners in the farm producer file
and the name and address file.
only the husband or wife is on the
record only the individual whose
deed
name is on the deed in the farm
producer file and name and address
file.
both the husband and wife have an enter both husband and wife in the
interest other than ownership in
farm producer file and the name
the farming operation
and address file.
either spouse is an operator,
record only the individual with an
tenant, or sharecropper
interest in the farming operation in
the farm producer file and name
and address file.
If a person has both a Social Security number and an employer ID
number:
•
•
•
•

obtain both numbers
record both numbers in SCIMS
record the 2 numbers as a combined entity.
Obtain permanent ID numbers from nonresident alien producers
before issuing any payments. See 62-FI, Part 5 for instructions on
nonresident alien income tax.

•

“Nonresident alien” for income tax withholding, and in the current
software, is the same as “foreign individual”. * * *

(Withdrawn--Amend. 23)

11-23-05

1-CM (Rev. 3) Amend. 23

Page 6-4

Par. 124
124

Recording Information for Native Americans
A Native Americans Represented by BIA’s
BIA regional offices service various individual Native Americans or groups of Native
Americans.
Note: This paragraph applies only to individual Native Americans or groups of Native
Americans on tribal and allotted lands. See subparagraph B for additional
information on Indian Tribal Ventures.
Individual Native Americans or groups of Native Americans represented by BIA shall be
recorded in SCIMS as a business with no tax ID. The entity type shall be “Indians
Represented by BIA”. County Offices shall ensure:


the group of Native Americans represented by BIA with no ID number is recorded in
farm and tract maintenance as the operator and/or owner of the farm, as applicable



the group of Native Americans represented by BIA with no ID number is added to
applicable program contract or application

*--BIA with ID number ending in 6810 shall not be added to any farm, tract, or program
contract or application.
When program benefits are issued to Native Americans by BIA, the payment will be issued
to ID number ending in 6810. This is an internal process and County Office intervention--*
is not required during the payment process.
B Native Americans Not Represented by BIA’s
Indian Tribal Ventures not represented by BIA must provide a permanent ID number to
receive program benefits. Indian Tribal Ventures shall be recorded in SCIMS with an entity
type of “Indian Tribal Venture”.
Note: Individuals of Native American descent that are not part of an Indian Tribal Venture
shall be recorded in SCIMS using their Social Security number only if they are
applying for monetary program benefits.

11-14-11

1-CM (Rev. 3) Amend. 51

Page 6-5
(and 6-6)

Par. 125
125

ID Numbers for Land Owned by Federal Government Agencies
A Federal Government Land
This table lists the ID numbers for land owned by Federal Government Agencies that
currently reside on the SCIMS database.
Agency

5-12-11

***
Bureau of Land Management
Bureau of Reclamation
Farm Service Agency

ID Number
***
999991101
999991102
999991103

Note: This ID number is not to be used for payment purposes including
assignments to FSA. The tax identification number for FSA, CCC,
as indicated in 62-FI, subparagraph 47 C (Step 2), should be used
with the “E” ID type for all FLP assignments.
US Forest Service
United States Army-Army Corps of Engineers
US Navy-US Marine Corps
United States Air Force
US Fish and Wildlife Service
Bureau of Prisons
National Park Service
Nat’l Aeronautics and Space Administration
Agricultural Research Service
Department of Energy
Federal Deposit Insurance Corp
Tennessee Valley Authority
Small Business Association
US Department of Interior
Department of Justice

999991104
999991105
999991106
999991107
999991108
999991109
999991110
999991111
999991112
999991113
999991114
999991115
999991116
999991117
999991118

1-CM (Rev. 3) Amend. 49

Page 6-7

Par. 125
125

ID Numbers for Land Owned by Federal Government Agencies (Continued)
A Federal Government Land (Continued)
Agency
US Dept Housing Urban Development
EFP
Disaster Share Balance
Internal Revenue Service
Rural Development Agency
Department of Veterans Affairs
Commodity Credit Corporation
Federal Aviation Administration
Federal Grain Inspection Service

ID Number
999991119
999991200
999991210
999991211
999991212
999991213
999991214
999991215
999991216

Restrictions: County Offices are restricted from updating the following customer data fields
for all ID numbers listed in this table:





“Business Name”
“Business Type”
“ID Number”
“Tax ID Type”.

Changes to these fields are restricted to the National Office only.
Note: The Agency titles agree with the titles used in the SCIMS customer database.
B ID Type for Federal Government
Using the drop-down menu, select “Federal” as the ID type for ID numbers entered for
Federal Government Agencies except BIA.
C Business Type for Federal Government
Using the drop-down menu, select “Federal owned” as the business type for Federal
Agencies.
D Obtaining ID Numbers
Contact State Offices for assistance in obtaining ID numbers from the Common Provisions
Branch, PECD for Federal Government Agencies not listed in subparagraph A.
126

4-2-09

(Withdrawn-Am. 39)

1-CM (Rev. 3) Amend. 39

Page 6-8

Par. 127
127

IRS Identifying Number
A IRS Identifying Number
The IRS-assigned identifying number is composed of 9 numeric digits and has an ID type
of “I”. The first digit is always “9”.
Use these IRS-assigned numbers in the same way as Social Security numbers.
Producers who are non-resident aliens and ineligible to obtain a Social Security (ID type “S”)
number, may be issued an IRS-assigned number (ID type “I”) to process FSA payments.
Note: See 1-PL for foreign person eligibility determinations.
B Obtaining IRS Identifying Numbers
To obtain an IRS tax ID number, the producer shall:



complete IRS form W-7 and return it and any required supporting documents to IRS
report IRS-assigned identifying number to the County Office.

Note: As a service to producers, County Offices may want to obtain a supply of IRS form
W-7 by calling their local IRS office. Order only what is needed, since usage is
minimal. Nationally, FSA uses an average of 30 forms per year.

4-2-09

1-CM (Rev. 3) Amend. 39

Page 6-9
(and 6-10)

Par. 128
128

Bankruptcy ID Number

A
ID Number

B
New ID Number

C
Name and
Address File

D
Farm Producer
File

E
2 ID Numbers
for a Producer

F
Succession in
Interest

1-15-02

ID numbers are used to control payment limitation and for IRS reporting.

A producer in a bankruptcy status may be issued a new employer ID number in the
bankruptcy action. If a new ID number is issued, use the new ID number for FSA
payments, and select an entity type code for the entity. See Exhibit 11 for a list of
entities and entity type codes.

When entering the new ID number in SCIMS, County Offices shall ensure that
they enter “Debtor” or “imposition” followed by the business name.

The new “Debtor” or “imposition” ID must also be added to the applicable farm or
farms in the farm producer file for the ID to receive benefits as a successor on the
farm or farms.

For a producer using a Social Security number and an employer ID number, or a
pre-petition and post-petition ID number, consider the 2 numbers as a combined
entity for payment limitation purposes. This includes cases in which the producer
is continuing operations after filing bankruptcy.

Because the current software does not recognize a bankruptcy, consider the
change from a Social Security number to an employer ID number as a succession
in interest in the system.

1-CM (Rev. 3) Amend. 1

Page 6-11

Par. 129
129

Receivership ID Number

A
Purpose

ID numbers are used:
C
C

B
New ID Number

to control payment limitation
for IRS reporting.

When a receiver is appointed by a court order, and is given the right to receive
FSA payments:
C

the receivership must obtain a new employer ID number

use the new ID number for FSA payment purposes

an entity type code must be selected for the entity. See Exhibit 11 for a list of
entities and entity type codes.

If a receiver is appointed without the right to receive payments, the receiver can
sign for the individual according to paragraph 708.

C
Name and
Address File

D
Farm Producer
File

For the name and address file, identify the producer by his or her name followed by
the word “Receivership”. The address should be the address of the
court-appointed receiver.

If the receiver is given the right to receive FSA payments, the new “receivership”
ID must be added to the applicable farm or farms in the farm producer file.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 6-12

Par. 129
129

Receivership ID Number (Continued)
E Two ID Numbers for a Producer
Consider the Social Security number for the original producer and the employer ID number
for the receivership as a combined entity for payment limitation purposes.
F Succession in Interest
Because the current software does not recognize a receivership, consider the change from a
Social Security number to an employer ID number as a succession in interest in the system.
G Refer to OGC
Orders appointing a receiver may vary greatly as to what the receiver is to receive.

130



Carefully examine these orders to ensure that they cover profits or proceeds of the crops
or land involved in FSA programs.



In all cases where there is any doubt, County Offices shall refer copies of the “Order
Appointing a Receiver” to OGC through the State Office for advice.

(Withdrawn--Amend. 51)

131-140

11-14-11

(Reserved)

1-CM (Rev. 3) Amend. 51

Page 6-13
(through 6-40)

Par. 141
Section 2 Customer and Employee Name and Address File
141

Accessing Name and Address From SCIMS
A Purpose
Customer and core data is stored in a central database maintained by ITSD-ADC known as
SCIMS. Accessing the name and address for adding, inactivating, reactivating, or viewing
customer core data requires accessing SCIMS through the Intranet.
Only authorized USDA Service Center personnel may access SCIMS to add, delete, update,
or view customer core data.
*--Note: Only permanent USDA Service Center employees are authorized to access SCIMS.
Requests for exceptions for temporary employees or non-USDA personnel must be
submitted in writing to the National SCIMS Security Officer.--*
After a customer’s core data has been entered in SCIMS and a legacy link has been
established, the core data will download to the AS/400 name and address files in the county
where the legacy link has been established.
Note: If a legacy link is not established, the core data will reside only in SCIMS.
B Definitions
Customer core data means name and address data that has been determined to be used by at
least 2 of the agencies in the Service Center.
Authorized user means USDA Service Center employees who have been certified to have
received sufficient training commensurate with their requested role in the use of SCIMS on
AD-2017 by their respective agency’s State or County SCIMS Security Officer and have
been processed through FSA security operations by their respective agency’s State SCIMS
Security Officer.

4-27-07

1-CM (Rev. 3) Amend. 29

Page 6-41

Par. 141
141

Accessing Name and Address From SCIMS (Continued)
C Requesting Access to SCIMS Through FSA Security Operations
Service Center employees shall request access to SCIMS through their respective agency
State SCIMS Security Officer (Exhibit 11.5).
Note: CED’s and NRCS AC’s shall request SCIMS access for their respective employees
by sending completed AD-2017’s to their agency State SCIMS Security Officer.
CED or AC, as applicable, shall sign and date AD-2017, items 12A and 12B to certify
that employee has been adequately trained.
State SCIMS Security Officers shall be responsible for requesting access to SCIMS for their
respective employees. Requests shall be submitted to FSA Security Operations through the
State Security Liaison Representative on AD-2017 by completing the required entries
according to Exhibit 11.4.
*--Notes: AD-2017 will also be used for requesting PYBC and SMR change authority--*
(Exhibit 11.4).
See Exhibit 11.5 for a list of State SCIMS Security Officers for FSA, NRCS, and
Rural Development.
AD-2017:
 is required and is the only official form for requesting access to SCIMS and requests for
*--PYBC and SMR update authority
Note: National Office approval is required for PYBC and SMR authorizations. PYBC
and SMR requests shall be FAXed to the Common Provisions Branch Chief at--*
202-720-0051. These requests shall not be FAXed to FSA Security Operations.


is required to certify that users have received adequate training commensurate with their
requested access role



shall be FAXed to FSA Security Operations when both requesting access and revoking
access to SCIMS

*--Notes: The FSA Security Operations FAX number is 877-828-2051.--*
AD-2017’s for temporary employees shall also include a copy of written
authorization from the National SCIMS Security Officer.

2-8-13



shall be maintained by the respective State SCIMS Security Officer



shall be used to document “Revocation of Authority” by completing Part C.

1-CM (Rev. 3) Amend. 58

Page 6-42

Par. 141
141

Accessing Name and Address From SCIMS (Continued)
D Accessing SCIMS
SCIMS applications shall be accessed through IE using CCE equipment. Open IE, type
http://intranet.fsa.usda.gov/fsa in the address field, and PRESS “Enter”.
Note: NRCS employees will use the My NRCS web site to access SCIMS. The My NRCS
web site is located at https://my.nrcs.usda.gov/nrcs.aspx. On the Homepage,
CLICK “Field Office Tools” tab and then select the “Customers” SCIMS link.
E FSA’s Intranet Homepage
FSA’s Intranet Homepage will be displayed. CLICK “FSA Applications” and CLICK
“SCIMS” under Common Application Menu.
*--

Note: If users have multiple Internet Explorer sessions or tabs open while working in the
SCIMS application, SCIMS data can inadvertently be affected. Users shall not open
multiple Internet Explorer sessions or tabs in an Internet Explorer session while
working within the SCIMS application.--*
11-14-11

1-CM (Rev. 3) Amend. 51

Page 6-42.5
(and 6-42.6)

Par. 141
141

Accessing Name and Address From SCIMS (Continued)
*--E FSA’s Intranet Homepage (Continued)
USDA’s eAuthentication Warning Screen will be displayed. CLICK “Continue”.

--*
***

5-14-07

1-CM (Rev. 3) Amend. 30

Page 6-43

Par. 141
141

Accessing Name and Address From SCIMS (Continued)
F eAuthentication Login Screen
After users CLICK “Continue” on the eAuthentication Warning Screen, the eAuthentication
Login Screen will be displayed as follows.
*--

Enter eAuthentication user ID and password and CLICK “Login”.
If the user does not have authority to access SCIMS, the following screen will be displayed.
Contact State SCIMS Security Officer for assistance.

--*

2-1-10

1-CM (Rev. 3) Amend. 45

Page 6-44

Par. 141
141

Accessing Name and Address From SCIMS (Continued)
F eAuthentication Login Screen (Continued)
If the user does not have an eAuthentication account, the following screen will be displayed.
Follow the instructions on the screen.

5-14-07

1-CM (Rev. 3) Amend. 30

Page 6-45

Par. 141
141

Accessing Name and Address From SCIMS (Continued)
F eAuthentication Login Screen (Continued)
*--Once a user has successfully completed the eAuthentication Login and cleared the SCIMS
security profile, the software shall default to the SCIMS Customer Search Page as follows.
IF the user is…
associated with a single
Service Center
associated with multiple
Service Centers
a State Office employee
a National Office
employee
not assigned to a
specific office

THEN the Customer Search Page will default to…
user’s respective State, County, and Service Centers linked to
county
Service Center and respective County with the lowest numbered
organizational unit within user’s respective State.
Service Center and respective County with the lowest numbered
organizational unit within user’s respective State.
State, Service Center, and respective County with the lowest
numbered organizational unit within the entire SCIMS database.
the following error message:
“According to your security profile you do not have an assigned
office ID in EAS. Please contact your State SCIMS security
officer per 1-CM, Exhibit 11.5.”

Note: Service Center drop-down menu shall default to respective FSA Service Center 1st,
as applicable.
After successful login to SCIMS, the following Customer Search Page will be displayed. See
paragraph 175 for customer search instructions.--*

5-14-07

1-CM (Rev. 3) Amend. 30

Page 6-46

Par. 141
141

Accessing Name and Address From SCIMS (Continued)
F eAuthentication Login Screen (Continued)
*--

--*
When exiting SCIMS, always click either “Exit SCIMS” or “Logout of eAuth” at the top of
the screen.
Note: Never exit SCIMS from the “Close Box” (Red “X” in the upper right-hand corner of
the screen on the blue Microsoft Internet Explorer blue banner) or clicking the
*--“Home” button on the tool bar. Exiting from the “Close Box” or “Home” button may
lock-out other users from accessing the last customer accessed for up to 1 hour. If--*
SCIMS is inadvertently exited from the “Close Box” or “Home” button, user shall
immediately re-access the applicable record and click either “Exit SCIMS” or
“Logout of eAuth” at the top of the screen.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 6-47
(through 6-50)

Par. 142
142

Accessing Name and Address From AS/400 Menu MACI00
A Introduction
Menu MACI00 provides options to changing and creating records for transmitting producer
and employee name and address records.
Note: The customer must first be added through SCIMS.
B Accessing Software
From Menu FAX250, access Menu MACI00 according to the following table.
Step
Menu
1 FAX250
2
3
4

Action
ENTER “3” or “4”, “Application Processing”, as applicable, and PRESS
“Enter”.
FAX09002 Enter the appropriate county, if applicable, and PRESS “Enter”.
FAX07001 ENTER “9”, “Common Provisions”, and PRESS “Enter”.
MA0000 ENTER “2”, “Producer Name and Address Maintenance”, and PRESS
“Enter”. Menu MACI00 will be displayed.

C Example of Menu MACI00
Following is an example of Name/Address Selection Menu MACI00.
*--

11-14-11

1-CM (Rev. 3) Amend. 51

--*
Page 6-51

Par. 142
142

Accessing Name and Address From AS/400 Menu MACI00 (Continued)
D Adding or Changing Data
Follow this table to add or change data.
Option
“1”, “Change or
View”
“2”, “Select for
Individual Record
Transmission”

Display
Screen MACI1001
will be displayed.
Screen MAB01001
will be displayed.

Use of Option
Change or view supplemental
name and address data.
Transmit individual name and
address record to KC-ITSDO.

Reference
Part 8

Note: Only use upon request
from KC-ITSDO.
“3”, “Name/Address Menu MAB100 will Access name and address reports. Part 13,
Reports”
be displayed.
Section 1
*--“5”, “Update
Menu MABPRT01 Enter printer ID and PRESS
Part 13,
Zip+4 and Print
will be displayed.
“Enter” to print the report.
Section 1--*
Zip+4 Reports”
143-152

11-14-11

(Reserved)

1-CM (Rev. 3) Amend. 51

Page 6-52

Par. 153
Part 7 Adding Name and Address Records to SCIMS
Section 1 Data Migration
153

Migration From AS/400 to SCIMS
A Introduction
As part of the deployment of SCIMS, FSA name and address records from all counties were
uploaded to KC-ITSDO for processing. During processing, the name and address records
were converted to the SCIMS format and used to populate the SCIMS database.
B Initial Migration and Conversion
During migration from the AS/400 to SCIMS, certain name and address data was validated
for correctness, and if necessary, converted to the SCIMS format. Exhibit 12 shows:



the name and address fields that were converted during migration to SCIMS
an explanation of the change.

C Duplicate Customers
Screening for duplicate customer records that reside in the same or more than 1 county was
performed during the initial processing. Records that were identified as duplicate were
reconciled, if possible, and downloaded to each county where the record resided. Duplicates
*--that could not be reconciled were flagged as potential duplicates and were reconciled by--*
Service Center personnel.
***

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-1

Par. 153
153

Migration From AS/400 to SCIMS (Continued)
D Supplemental Data
Supplemental data resides on the local AS/400 and is not accessible through SCIMS. This
data can only be accessed and changed in the AS/400 by the County Office that enters the
data.
See paragraphs 207 through 212 for entering or updating supplemental data.

4-15-04

1-CM (Rev. 3) Amend. 14

Page 7-2

Par. 154
154

Potential Duplicate Customers
A SCIMS Potential Duplicate Process
*--SCIMS customer records are compared to determine whether the customer has potential--*
duplicate records. The potential duplicate process compares customer data that matches
other customers, but is not determined an exact match. Not all customers identified as
potential duplicates will be duplicates.
Counties shall keep in mind that properly resolving duplicates is a very important
process in the success of SCIMS.
B Individual Counts
Individual customer data is compared to other individual customers to determine whether the
following data matches:





last name
first name
suffix
5-digit ZIP Code.

C Business Criteria
Business customer data is compared to other business customers to determine whether the
following data matches:



business name
5-digit ZIP Code.

D Identification Number Criteria
*--In a separate comparison, SCIMS compares individuals and businesses to determine--*
whether only the ID number matches regardless of any other criteria.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-3

Par. 155
155

Potential Duplicate Report
A Accessing the Potential Duplicate Report
The Potential Duplicate Report lists all potential duplicates that have been identified for
*--every County Office, as well as an option to list potential duplicates for all Service Centers
within a State. The Potential Duplicate Report is on the SCIMS web site and can be
generated and printed as many times as necessary until all duplicates have been resolved.
The potential duplicate’s resolution process should be completed as soon as possible through
the FSA State SCIMS Security Officer according to paragraph 156.--*
***
County Offices shall access and print the Potential Duplicate Report for their county
according to the following.
Step
Action
1
Access SCIMS web site according to paragraph 141.
2
On the Customer Search Page, CLICK “Potential Duplicate Report”.
3
*--Select applicable State and Service Center or all Service Centers within a State--*
for Potential Duplicate Report.
4
CLICK “Generate Report”.
5
At the bottom of the report, CLICK “Print This Page”.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-4

Par. 155
155

Potential Duplicate Report (Continued)
*--A Accessing the Potential Duplicate Report (Continued)

--*
B Examples of the Potential Duplicate Report
This is an example of the Potential Duplicate Report that the county will be dispatched.
*--

--*
***
2-1-10

1-CM (Rev. 3) Amend. 45

Page 7-5

Par. 156
*--156 Potential Duplicate Resolution
A Resolving Potential Duplicates in SCIMS
When potential duplicate records are encountered in SCIMS, a message will be displayed
advising the County Office user that if the user wants to resolve the potential duplicate,
contact the FSA State SCIMS Security Officer to resolve the potential duplicate. County
Offices shall contact the respective FSA State SCIMS Security Officer listed in Exhibit 11.5
and request that the FSA State SCIMS Security Officer review the potential duplicate or
duplicates in question and resolve accordingly.
FSA State SCIMS Security Officers shall:


review SCIMS potential duplicate records as requested by County Offices and resolve
accordingly



contact the National Office for assistance as necessary.

The FSA State SCIMS Security Officer shall also review weekly SCIMS Potential Duplicate
Active Records Reports and work with County Offices to resolve recorded potential
duplicates.
Note: Resolving a duplicate record incorrectly may result in the customer’s record being
permanently removed when merged. ITSD-ADC cannot reset the record.--*

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-6

Par. 156
*--156 Potential Duplicate Resolution (Continued)
B Resolving Duplicate Responsibilities
County Offices and FSA State SCIMS Security Officers:


shall work with other County Offices listed on the report and respective FSA State
SCIMS Security Officers to ensure proper resolution of potential duplicate customers--*



may print a list of customers in which they are the control county according to 2-PL,
paragraph 129.

The following outlines who has primary responsibility for resolving duplicate customers
*--listed on their report through FSA State SCIMS Security Officer or Officers.--*
IF the potential duplicate customer on the
report is in...
only 1 county
more than 1 county and there is a control county
for the customer
more than 1 county, but is not multi-State, and
there is not a control county for the customer
more than 1 county and State, and there is not a
control county for the customer

5-12-11

THEN the duplication shall be
*--resolved by the FSA State SCIMS
Security Officer for the...--*
county where the duplicate resides.
control county.
county with the lowest county code.
county with the lowest State and county
code.

1-CM (Rev. 3) Amend. 49

Page 7-7

Par. 156
*--156 Potential Duplicate Resolution (Continued)
C FSA State SCIMS Security Officer Action to Resolve Duplicate Customers in SCIMS
After contacted by the County Office to resolve duplicate records in SCIMS, the FSA State
SCIMS Security Officer shall take corrective action according to the following table.
Note: If a FSA State SCIMS Security Officer experiences problems trying to resolve a
duplicate customer, contact PECD, CPB at 202-720-5172 for assistance in resolving
the duplicate. Resolving a duplicate improperly may result in the customer’s record
being permanently removed when merged. ITSD-ADC cannot reset the record. The
FSA State SCIMS Security Officer should select “Cancel” and resolve the duplicate
at a later time if sufficient information is not available to properly resolve the
duplicate.--*
Step

Action

Result

Access the customer’s record that will
be kept according to paragraph 175.

When more than 5 records exist to be
merged, users shall ensure that the
selected customer record that needs to
be preserved is used as the master in
the final merge and not before. The
master record should be left as
unchecked as all the other records are
merged.

The user will be notified that the customer has
potential duplicates. The user will be asked, “Do
you want to resolve duplicate at this time?”
When performing this procedure, new name and
address tax ID’s will be created and deleted as you
merge them. The first merge keeps a tax ID of
555555555, the other records’ tax ID’s are
attempted to be deleted, and a new record added
with 555555555. The 555555555 is eventually
deleted when the final merge with the correct
master record with tax ID 123456789 is completed.

Note: When the first set of records
are merged, the subsequent set
will display with the master
record at the bottom and
should be left unchecked.
The user must select “OK” to resolve
the duplicates when prompted or select
“Cancel” to access the customer’s
record.
Select each customer that has been
determined to be a duplicate by
clicking on the box marked “Merge”,
and CLICK “OK”.

The selected customer and potential duplicates will
be displayed.

The user will be asked, “Are you sure you want to
merge these customers?”



Select “OK” to merge customers.
Select “Cancel” to return to merge page.

If “OK” was selected, selected customer or
customers will be merged with the customer that
has been selected to keep.
Note: The customer not selected is still flagged as
a Potential Duplicate so that the customer
can be merged or resolved by selecting that
record. It will then be displayed with the
record resolved previously on the bottom.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-8

Par. 156
156

Potential Duplicate Resolution (Continued)
D Correcting Customer Records
After resolution of a potential duplicate, County Office personnel may need to correct the
customer’s farm records. Since the resolution process will merge customers into 1, any
merged TIN that was active on a farm or in a program will need to be deleted in farm
records. If the merged TIN’s were not active on a farm or in a program, then the merge
process will automatically move TIN to “Delete” status.
Note: Notify NRCS before undertaking this activity to determine impact on NRCS
programs, if applicable.
E Not Resolving Potential Duplicates for Federal Government Agencies and BIA’s
FSA State SCIMS Security Officers shall not resolve potential duplicates for Federal
*--Government agencies, as well as BIA’s listed with the TIN ending in 6810.--*

157-163

11-14-11

(Reserved)

1-CM (Rev. 3) Amend. 51

Page 7-9
(through 7-20)

Par. 164
Section 2
164

Screen Flow

Screen Flow for Customer Search Options

A
Screen Flow
Chart

The following is a screen flow chart for adding a customer or an employee to the
name and address file in the AS/400.
Access SCIMS through the Intranet according to
paragraph 141.

Search for a customer by type of customer and by
name, tax ID, or other according to:
C
C

subparagraph 175 D for the selected site
subparagraph 175 E for a national search.

If customer is located on the SCIMS database, add to
county’s name and address file by selecting:
C

program participation according to
subparagraph 179 H

legacy link according to subparagraph 179 I.

If customer cannot be located in the SCIMS database,
add according to paragraph 176 or 178.

165-174

1-15-02

(Reserved)

1-CM (Rev. 3) Amend. 1

Page 7-21
(through 7-40)

Par. 175
Section 3 Automated Procedures for Adding Records
175

Customer Search in SCIMS
A Purpose
To prevent duplicate entry of customer core data, SCIMS requires a search for the customer
*--before adding the customer to the database. Users shall conduct a National search for both
businesses and individuals and also for all active and inactive customers.--*
B Accessing SCIMS
Access SCIMS according to paragraph 141 to do a customer search.
C Search Criteria
Search for a customer by both of the following:


1 of the following types:








individual
business
both (default)
active (default)
active and inactive

any of the following criteria:


name:





5-12-11

starts with
exact match (default)
last or business name
first name

1-CM (Rev. 3) Amend. 49

Page 7-41

Par. 175
175

Customer Search in SCIMS (Continued)
C Search Criteria (Continued)


tax ID:
 ID number
 ID type
 whole ID
*--last 4 digits of ID
Note: The last 4-digit search does not function for “National Search”.--*



other




common name
ZIP Code
telephone number.

After entering the search criteria, CLICK “Search”.
To clear the page of entered data, CLICK “Reset”.
Notes: Searching by an initial or the first few letters of a name will locate all names starting
with that letter or letters. For example, entering “mi” in the “First Name” field will
locate “Michael” as well as “Mike”.
The search process is sensitive to spaces in a name. For example, searching for the last name
of “De Jong” will not locate “DeJong”.
D Customer Search in Local Service Center
Search for a customer at the local Service Center level first. When using broad search
criteria, such as the last name of Jones, a maximum of 100 customers with similar matching
data will be displayed. If necessary, refine the search criteria to narrow the search.
If the customer is not found in the local Service Center, perform the search by selecting
either of the following:



8-22-06

“All Service Centers” in the Service Center drop-down menu
“National Search”.

1-CM (Rev. 3) Amend. 25

Page 7-42

Par. 175
175

Customer Search in SCIMS (Continued)
E National Customer Search
When the user selects “National Search” and enters sufficient search data for the customer,
SCIMS searches all name and address records on file in the database for the customer. The
same criteria used for a State and local search is used for the national search.
Note: When using broad search criteria, such as the last name of Jones or the same ZIP
Code, a maximum of 100 customers with similar matching data will be displayed. If
the customer is not located, the user shall enter additional customer data to attempt to
locate the customer before adding.
F Example of SCIMS Customer Search Screen
This is an example of the SCIMS Customer Search Screen.
Note: User may search by specific “County” and/or “Service Center”. To perform a State
search, user must select “All Counties” and “All Service Centers” for the State.
*--

--*
To view the details of the selected Service Center, CLICK “Service Center Details”. The
following data will be displayed:




2-1-10

site name
site address
agencies serviced by the Service Center
telephone number.
1-CM (Rev. 3) Amend. 45

Page 7-43

Par. 175
175

Customer Search in SCIMS (Continued)
F Example of SCIMS Customer Search Screen (Continued)
The Customer Search Page provides the following options:






“SCIMS Home”
“About SCIMS”
“Help”
“Handbooks”
“Exit SCIMS”







“Logout of eAuth”
“Potential Duplicate Report”
“Customer Data Listings”
“Search”
“Reset”.

Note: As additional SCIMS options are developed, they will be accessed by clicking the
applicable option.
When exiting SCIMS, always click either “Exit SCIMS” or “Logout of eAuth” at the top of
the screen.
Note: Never exit SCIMS from the “Close Box” (Red “X” in the upper right-hand corner of
the screen on the blue Microsoft Internet Explorer blue banner) or clicking the
*--“Home” button on the tool bar. Exiting from the “Close Box” or “Home” button may
lock-out other users from accessing the last customer accessed for up to 1 hour. If--*
SCIMS is inadvertently exited from the “Close Box” or “Home” button, user shall
immediately re-access the applicable record and click either “Exit SCIMS” or
“Logout of eAuth” at the top of the screen.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-44

Par. 175
175

Customer Search in SCIMS (Continued)
G Example of SCIMS Search Customer Search Results Screen
This is an example of the SCIMS Search Customer Search Results Screen. In the “Common
Name” column, click the customer’s name to access.
*--

--*
H Example of No Records Available Screen
This is an example of the No Records Available Screen.
*--

--*
From this page, the user may elect to add a new customer or return to the Search Page.
Note: Search criteria from previous search will be displayed on Customer Search Page
when user elects to search again.
***
2-1-10

1-CM (Rev. 3) Amend. 45

Page 7-45

Par. 176
176

Adding Customers to SCIMS
A Purpose
Customer data that is not in the SCIMS database shall be added according to this paragraph
and paragraphs 177 through 179. Sufficient customer core data is required to add a
customer. If sufficient data is not entered, a download to the AS/400 name and address files
will not occur.
B Type of Customer
The customer shall be added as either of the following:



“Individual”
“Business”.

This is an example of the Add Customer Screen.
*--

--*

2-1-10

1-CM (Rev. 3) Amend. 45

Page 7-46

Par. 176
176

Adding Customers to SCIMS (Continued)
C Entering Identification Data
Screens for adding a customer are different depending upon whether the add customer
selection is “Individual” or “Business”.
The optional and required fields for core customer data for:



an individual are described in paragraphs 177 and 179
a business are described in paragraphs 178 and 179.

*--Note: Required fields for core customer data are marked with an asterisk.--*
Service Centers shall obtain sufficient information about the customer to create a complete
record for downloading to the AS/400.
Obtaining information that is considered optional about the customer is encouraged as long
as the customer is willing to provide the information. In no case is the optional data required,
except as noted for FLP customers.

4-15-04

1-CM (Rev. 3) Amend. 14

Page 7-47

Par. 177
177

Entering Customer Core Data for an Individual
A Selecting an Individual
This is an example of the Add A New Individual Customer Screen.

After selecting an individual, the following information may be added.
Field
Tax ID

Required

Valid Entry
Customer’s Social Security number, EIN, or TIN; required if the
customer wants to receive monetary benefits. If an ID number is
not entered and the customer is linked to a county, a customer ID
will be assigned by SCIMS.
*--Notes: Changing and deleting tax ID’s is restricted to FSA
State SCIMS Security Officers.
Tax ID’s for FLP customer shall not be changed
without notifying FLP. See subparagraph 179 G about
identification of FLP customers.

Tax ID
Type

Last Name
First Name
5-12-11

X
X

Assigned core customer ID will not be displayed in--*
SCIMS.
IF an ID number THEN click the drop-down menu to
is…
select…
entered
“IRS Number” or “Social Security Number”.
not entered
“No Tax Id”.
Customer’s last name.
Customer’s first name.
1-CM (Rev. 3) Amend. 49

Page 7-48

Par. 177
177

Entering Customer Core Data for an Individual (Continued)
A Selecting an Individual (Continued)
Field
Required
Valid Entry
Name Suffix
Use the drop-down menu to select 1 of the following suffixes:

ZIP Code

 “JR”
 “SR”
 “I”
 “II”
 “III”
 “IV”
 “V”
 “DDS”
 “DVM”
 “MD”.
The customer’s ZIP Code is required (for mailing address).
*--Note: To add a new customer with a foreign address that--*
contains alphanumeric characters in the ZIP Code, a
5-digit number using the County Office’s respective
ZIP Code will initially have to be entered to continue
to the Enter Customer Data Page. The “ZIP Code”
field will not accept alphanumeric characters.

After the data in this subparagraph is entered, CLICK “Add”. To clear the fields entered
without adding, CLICK “Reset”.
If a “potential duplicate” message is received, see paragraph 192 for resolving the potential
duplicate.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-49

Par. 177
177

Entering Customer Core Data for an Individual (Continued)
B Entering Additional Customer Data
Customer information entered on the previous page is brought forward to the Customer
Information Screen. Additional customer data is entered according to the table in this
subparagraph. Sufficient customer data should be entered to easily identify the customer.
*--The following is an example of the Customer Information Screen for customers with
“Citizenship Country” of:


“United States” or “Territories of the United States”



other than “United States” or “Territories of the United States”.

--*
The options on the navigation bar at the top of this page may be used to access the
information sections described in paragraph 179. Clicking “Bottom” will take the user to the
very bottom of the page where the “Submit” and “Reset” buttons are located as described in
subparagraph 179 K.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-50

Par. 177
177

Entering Customer Core Data for an Individual (Continued)
B Entering Additional Customer Data (Continued)
The following table lists additional customer data elements. Some entries are required to
create the core data in SCIMS.
Field
Common
Name

Required

Valid Entry
The common name will download to the AS/400.
Examples:

Note: If left blank, the customer’s first name, middle initial,
and last name and suffix will default. However, the
common name can be changed.
Individuals may be changed to a business with a Social Security
number for only the following:

Customer
Type

Middle Name
Gender
Gender
Determination
Code

Robert Smith is known as Bob Smith.
Jerry Saar DBA Saar Ranch.

X
X

• LLC’s (paragraph 178.6)
• revocable trusts (paragraph 178.8).
Enter either the customer’s complete middle name or an initial.
Use the drop-down menu to select the gender of the customer.
To indicate how the gender of the customer was determined,
use the drop-down menu to select either of the following:
•

“Customer Declared” indicates verbal information directly
from the customer or submission by the customer on a
standard disclosure form

*--Note: See paragraph 199.--*
•
Citizenship
Country

“Employee Declared” indicates an unsubstantiated
judgment or information obtained through a third party.
The citizenship of the customer:
•

defaults to “United States”

•
Veteran

may be changed by selecting a country from the drop-down
menu.
The veteran status of the customer:
•
•

defaults to “Unknown or N/A”
may be changed by selecting from the drop-down menu.
Note: An entry of “Y” or “N” is required for FLP
customers.

4-4-12

1-CM (Rev. 3) Amend. 55

Page 7-51

Par. 177
177

Entering Customer Core Data for an Individual (Continued)
B Entering Additional Customer Data (Continued)
Field
Receive
Mail
Indicators

Required

Valid Entry
The receive mail indicators:
•

default to blank

• shall be checked according to the following, if item:
•

4 A is checked “Yes” on the customer’s AD-2047, check
the applicable agency indicators from which the customer
wants to receive USPS mail

•

4 B is checked “Yes”, on the customer’s AD-2047, check
the applicable agency indicators from which the customer
wants to receive general e-mails * * * and ensure that the email address is recorded according to subparagraph 179 F

*--Note: Customers who have checked “No” for item 4 B, but
have checked item 4 C “Yes” will automatically be
signed up for GovDelivery. At this time, the
customer must unsubscribe from GovDelivery if
they do not wish to receive GovDelivery e-mails.--*
•

4 C is checked “Yes”, on the customer’s AD-2047, check
the applicable agency indicators from which the customer
wants to receive sensitive producer and farm information
e-mails, check “Electronically” option, and ensure that the
customer’s e-mail address is recorded according to
subparagraph 179 F.

Notes: Sensitive e-mail includes, but is not limited to,
FSA-476DCP, FSA-156EZ, etc.

Limited
Resource
Producer

The “Receive Mail Indicators”, “Electronically” option
applies only to FSA programs.
To indicate the limited resource producer status, use the drop-down
menu to select 1 of the following:
•
•
•

“Yes”
“No” (default)
“Unknown”.

Note: See Exhibit 2 for definition of “limited resource producer”
before updating this field.

10-28-13

1-CM (Rev. 3) Amend. 61

Page 7-52

Par. 177
177

Entering Customer Core Data for an Individual (Continued)
B Entering Additional Customer Data (Continued)
Field
Resident
Alien

Required

Valid Entry
Indicate the resident alien status according to the following.
For customers with “Citizenship Country” of:


“United States” or “Territories of the United States”, select
“N/A” (default)



other than “United States” or “Territories of the United
States”, select:
 “Yes”
 “No” (default) for other.

*--Notes: “Yes” shall only be checked if the customer
possesses and presents a valid Permanent Resident
Card or Resident Alien Card (Form I-551).

Inactive
Customer
Indicator

See 4-PL for additional information about foreign
person identification.--*
To indicate activity status of customer, use the drop-down
menu to select either of the following:



active record
inactive record.

11-14-11

1-CM (Rev. 3) Amend. 51

Page 7-52.5

Par. 177
177

Entering Customer Core Data for an Individual (Continued)
B Entering Additional Customer Data (Continued)
Field
Inactive
Customer
Indicator
(Continued)

Required

Valid Entry
*--Important: Before inactivating a record, it must be
determined that the customer:


has no outstanding or future payments
pending, nor has ever been paid by FSA
directly or been attributed payments as
members of a joint operation or entity



is not, nor ever has been an FLP customer
Note: FLP customers shall never be
inactivated.



is not an NRCS customer with outstanding
payments or active contracts
Note: County Offices need to coordinate
any updates in SCIMS for NRCS
customers with NRCS before
making changes.



will more than likely not be eligible to
apply for after-the-fact disaster programs,
SURE, etc.



is presently not recorded on a farm



is not in the System 36 entity file as an
entity or joint operation, is not in the
System 36 entity file as a member of an
entity or joint operation, or is not a
combined producer in the web-based
combination system.

When a customer is inactivated in SCIMS, all legacy links
must be deleted. If the customer has multiple legacy links, all
County Offices linked to the customer must be contacted and
they must concur with the deletion of their respective legacy
link and inactivation before taking any action.--*

11-14-11

1-CM (Rev. 3) Amend. 51

Page 7-52.6

Par. 177
177

Entering Customer Core Data for an Individual (Continued)
B Entering Additional Customer Data (Continued)
Field
Prefix

Required

Valid Entry



Defaults to “None”.
Use the drop-down menu to select 1 of the following:







Note: This data is required for FLP customers.
 Defaults to “None”.
 Use the drop-down menu to select 1 of the following:

Suffix

Legal Name

“DR”
“MISS”
“MR”
“MRS”
“MS”
“REV”.

*--X--*

 “JR”
 “SR”
 “I”
 “II”
 “III”
 “IV”
 “V”
 “DDS”
 “DVM”
 “MD”.
Indicates that the First Name, Middle Name, and Last Name of
the individual have been verified to be their legal name.
Do not change legal name if they were ever FLP customers
without consulting FLP.
*--Check applicable “Yes” or “No” box.
Notes: “Yes” shall only be checked if the customer has
completed CCC-10, FSA-2001, or FSA-2301.--*

Birth Date

11-14-11

Legal name indicator does not download to AS/400
name and address record.
If the customer volunteers their birth date, enter the date in the
“MM/DD/YYYY” format.

1-CM (Rev. 3) Amend. 51

Page 7-53

Par. 177
177

Entering Customer Core Data for an Individual (Continued)
B Entering Additional Customer Data (Continued)
Field
Required
Valid Entry
Birth Date
To indicate how the birth date of the customer was determined,
Determination
use the drop-down menu to select either of the following:
Code
 “Customer Declared” indicates verbal information directly
from the customer or submission by the customer on a
standard disclosure form


“Employee Declared” indicates an unsubstantiated
judgment or information obtained through a third party.
To indicate the marital status of the customer, use the dropdown menu to select 1 of the following:

Marital Status








Voting
District

Note: This information is required for FLP customers.
To indicate the congressional district of where the customer
resides:



Language
Preference

select a State from the drop-down menu
enter the 2-digit voting district.

To determine the 2-digit voting district, access
http://www.house.gov/writerep. Enter the applicable State
and ZIP Code. In the case of a P.O. Box address, use the ZIP
Code of the customer’s physical location, not the post office.
Use the drop-down menu to select either of the following:




11-14-11

“Divorced”
“Married”
“Separated”
“Single”
“Unknown N/A” (default)
“Widow(er)”.

“English” (default)
“Other”
“Spanish”.

1-CM (Rev. 3) Amend. 51

Page 7-54

Par. 177
177

Entering Customer Core Data for an Individual (Continued)
B Entering Additional Customer Data (Continued)
Field
Employee
Type

Required
Valid Entry
X
Use the drop-down menu to select 1 of the following:


“Not an Employee” (default)



“Business Associate” of an FSA/NRCS employee



“Close Relative” of an FSA/NRCS Service Center employee such
as, uncle, aunt, nephew, or niece



“Family Member” of an FSA/NRCS Service Center employee
such as, wife, husband, son, or daughter, including minor children



“FSA Employee/Producer”, including DD’s, State Office
employees, SED, and STC



“NRCS Employee/Producer”, including NRCS AC and NRCS
State Conservationist



“Service Center Employee”, including employees of other Service
Center agencies.
Notes: All FSA and NRCS employees who receive program
benefits from either FSA or NRCS or both agencies are
required to be recorded in SCIMS.

Ethnicity

Ethnicity
Determination
Code

Ensure that employee type is changed when customer’s
status changes.
Use the drop-down menu to select either of the following:
 “Hispanic or Latino”
 “Not Hispanic or Latino”.
To indicate how the ethnicity of the customer was determined, use the
drop-down menu to select either of the following:


“Customer Declared” indicates verbal information directly from
the customer or submission by the customer on a standard
disclosure form
*--Note: See paragraph 199.--*



“Employee Declared” indicates an unsubstantiated judgment or
information obtained through a third party.

Note: The determination code must be the same as the determination
code entered in “race”.

4-4-12

1-CM (Rev. 3) Amend. 55

Page 7-55

Par. 178
178

Entering Customer Core Data for a Business
A Selecting a Business
This is an example of the Add Business Customer Screen.
*--

After the selection of a business, the following information may be added.
Field
Tax ID

Required

Valid Entry
Business’ Federal TIN; required if the business wants to receive
monetary benefits. To record Federal agencies as landowners, use the
ID numbers in subparagraph 125 A.
Note: If the Federal agency is not listed in subparagraph 125 A,
follow subparagraph 125 D.
--*

2-1-10

1-CM (Rev. 3) Amend. 45

Page 7-56

Par. 178
178

Entering Customer Core Data for a Business (Continued)
A Selecting a Business (Continued)
Field
*--Tax ID
Type--*

Required

Valid Entry
IF an ID
number is…
entered

THEN click the drop-down menu to select…
1 of the following:





“Employer ID”
“Federal”
“Social Security”.

Note: The only businesses that can be loaded with a
Social Security number are the following:




Business
Name
***
Business
Type

LLC’s (paragraph 178.6)
revocable trusts (paragraph 178.8).

For CMA or LSA, ID type must be “employer ID”.
not entered
“No Tax Id”.
The business’ name is required.

***
Select the business type from the drop-down menu.
Notes: The business type selected will download to AS/400 an entity
type.
See Exhibit 11 for the entity type codes.

ZIP Code

For CMA or LSA, business type must be “Corporation”.
The business’ ZIP Code is required.
Note: To add a customer with a foreign address that contains
alphanumeric characters in the ZIP Code, the County Office’s
respective ZIP Code will initially have to be entered to
continue to the Enter Customer Data Page. The “ZIP Code”
field will not accept alphanumeric characters.

After the data in this subparagraph is entered, CLICK “Add”. To clear the fields of data
entered without adding, CLICK “Reset”.
If a “potential duplicate” message is received, see paragraph 192 for resolving the potential
duplicate.

4-2-09

1-CM (Rev. 3) Amend. 39

Page 7-57

Par. 178
178

Entering Customer Core Data for a Business (Continued)
B Entering Additional Business Data
Business information entered on the previous page is brought forward to the Business
Information page. Additional customer data is entered according to the table in this
subparagraph. Sufficient customer data should be entered to easily identify the customer.
This is an example of the Business Information page.
*--

--*
The options on the navigation bar at the top of this page may be used to access the
information sections described in paragraph 179. Clicking on “Bottom” will take the user to
the very bottom of the page where the “Submit” and “Reset” buttons are located as described
in subparagraph 179 K.

8-22-06

1-CM (Rev. 3) Amend. 25

Page 7-58

Par. 178
178

Entering Customer Core Data for a Business (Continued)
B Entering Additional Business Data (Continued)
The following table lists additional customer data elements. Some entries are required to
create the core data in SCIMS.
Field
Required
Valid Entry
Common Name
This will default to the business name, but may be changed.
Customer Type
The only businesses using a Social Security number that can
be changed to an individual are:

Business Prior1

• revocable trust
• limited liability company.
The user cannot update.

Business Prior2

Note: The Business Prior 1 is updated each year at rollover
with the previous year’s value.
The user cannot update.

Gender

Gender
Determination
Code

Note: The Business Prior 2 is updated each year at rollover
with the Business Prior 1 value.
Indicate the business owner’s gender by using the drop-down
menu to select 1 of the following:
• “Org Other”
• “Org/Fem Owned”
• “Org/Male Owned”
• “Unknown”.
To indicate how the gender of the business owner was
determined, use the drop-down menu to select either of the
following:
•

“Customer Declared” indicates verbal information directly
from the customer or submission by the customer on a
standard disclosure form
*--Note: See paragraph 199.--*

•

“Employee Declared” indicates an unsubstantiated
judgment or information obtained through a third party.
Note: The Determination Code is a required entry if
“Gender” is entered.

4-4-12

1-CM (Rev. 3) Amend. 55

Page 7-59

Par. 178
178

Entering Customer Core Data for a Business (Continued)
B Entering Additional Business Data (Continued)
Field
Required
Valid Entry
Receive
The receive mail indicators:
Mail
Indicators
• default to blank
• shall be checked according to the following, if item:
•

4 A is checked “Yes” on the customer’s AD-2047, check
the applicable agency indicators from which the customer
wants to receive USPS mail

•

4 B is checked “Yes”, on the customer’s AD-2047, check
the applicable agency indicators from which the customer
wants to receive general e-mails * * * and ensure that the
e-mail address is recorded according to subparagraph 179 F

*--Note: Customers who have checked “No” for item 4 B, but
have checked item 4 C “Yes” will automatically be
signed up for GovDelivery. At this time, the
customer must unsubscribe from GovDelivery if they
do not wish to receive GovDelivery e-mails.--*
•

Notes: Sensitive e-mail includes, but is not limited to,
FSA-476DCP, FSA-156EZ, etc.
The “Receive Mail Indicators”, “Electronically” option
applies only to FSA programs.
*--Must be left blank for CMA, DMA, or LSA.--*

10-28-13

1-CM (Rev. 3) Amend. 61

Page 7-60

Par. 178
178

Entering Customer Core Data for a Business (Continued)
B Entering Additional Business Data (Continued)
Field
Voting
District

Required
Valid Entry
X
To indicate the congressional district of where the majority of
the business’ farming interests are situated:



select a State from the drop-down menu
enter the 2-digit voting district.

To determine the 2-digit voting district, access
http://www.house.gov/writerep. Enter the applicable State and
ZIP Code.
Note: Voting district is an optional entry for the following
business types:

Limited
Resource
Producer

Originating
Country

 business with “originating country” other than U.S.
 news media
 public body
 other.
To indicate the limited resource producer status, use the dropdown menu to select 1 of the following:




“Yes”
“No” (default)
“Unknown”.

Note: See Exhibit 2 for definition of “limited resource
producer” before updating this field.
The country of origin for the foreign entity:



defaults to “United States”
may be changed by selecting a country from the drop-down
menu.

Note: A foreign entity is a corporation, trust, estate, or other
similar organization, that has more than 10 percent of its
beneficial interest held by individuals who are not:

10-24-13



citizens of the U.S.



lawful aliens possessing a valid Alien Registration
Receipt Card (Form I-551)



see 1-PL, subparagraph 236 A



see 4-PL, subparagraph 108 A.

1-CM (Rev. 3) Amend. 60

Page 7-60.5

Par. 178
178

Entering Customer Core Data for a Business (Continued)
B Entering Additional Business Data (Continued)
Field
Inactive
Customer
Indicator

Required

Valid Entry
To indicate activity status of customer, use the drop-down menu to select
either of the following:



“active record”
“inactive record”.

Notes: Active record must have at least 1 active program participation
and at least 1 active address. FSA program participation must
have at least 1 legacy link.
Inactive record must have all active program participation deleted
and inactive customer program participation must be added. FSA
program participation must have all legacy links deleted.
“Inactive date” will display date and time customer’s inactive
record was established below the “inactive customer indicator”.
SCIMS customers may only be inactivated by FSA State SCIMS
Security Officers.
Important: Before inactivating a record, it must be determined that the
customer:
 has no outstanding or future payments pending, nor has
ever been paid by FSA directly or been attributed
payments as members of a joint operation or entity
 is not, nor ever has been an FLP customer
Note:

FLP customers shall never be inactivated.

 is not an NRCS customer with outstanding payments or
active contracts
Note:

County Offices need to coordinate any updates in
SCIMS for NRCS customers with NRCS before
making changes.

 will more than likely not be eligible to apply for after-thefact disaster programs, SURE, etc.
 is presently not recorded on a farm
 is not in the System 36 entity file as an entity or joint
operation, is not in the System 36 entity file as a member
of an entity or joint operation, or is not a combined
producer in the web-based combination system.
When a customer is inactivated in SCIMS, all legacy links must be deleted.
If the customer has multiple legacy links, all County Offices linked to the
customer must be contacted and they must concur with the deletion of
their respective legacy link and inactivation before taking any action.

10-24-13

1-CM (Rev. 3) Amend. 60

Page 7-60.6

Par. 178
178

Entering Customer Core Data for a Business (Continued)
B Entering Additional Business Data (Continued)
Field
Ethnicity

Ethnicity
Determination
Code

Required

Valid Entry
To indicate the business owner’s ethnicity, use the drop-down
menu to select either of the following:
 “Hispanic or Latino”
 “Not Hispanic or Latino”.
To indicate how the ethnicity of the customer was determined,
use the drop-down menu to select either of the following:


“Customer Declared” indicates verbal information directly
from the customer or submission by the customer on a
standard disclosure form
Note: See paragraph 199.



“Employee Declared” indicates an unsubstantiated
judgment or information obtained through a third party.

Note: The determination code:

10-24-13



is a required entry if “Ethnicity” is entered



must be the same as the determination code entered
in “Race”.

1-CM (Rev. 3) Amend. 60

Page 7-61

Par. 178.5
178.5 Establishing an Estate in SCIMS
A Purpose
Estates shall be loaded in SCIMS as a business, using only a Federal EIN.
Notes: Using a decedent’s Social Security number is not consistent with IRS requirements
for estates.
One of the first duties of a personal representative, such as executor, administrator,
etc., of a decedent is to apply for an EIN for the estate. It is the responsibility and
duty of the personal representative of the estate to provide the EIN acquired for the
estate to all parties of interest. Go to http://www.irs.gov/pub/irs-pdf/p559.pdf,
page 2, “personal Representative/Duties” for additional information.
Estates may be loaded in SCIMS without TIN’s; however, they will not be eligible to be paid
until they obtain EIN.
B Loading an Estate in SCIMS
When entering an estate in SCIMS, Service Centers shall enter the estate’s name as it appears
on court documents presented by the executor/administrator of the estate.
Notes: If a deceased customer is currently loaded in SCIMS as an individual with a Social
Security number, the record shall not be updated and used by the estate. A complete
new record shall be loaded in SCIMS as a business for the estate and submitted.
Records that exist in SCIMS for the deceased customer as an individual must be
inactivated and unlinked from the database according to subparagraph 178 B
and paragraph 195 respectively.

10-24-13

1-CM (Rev. 3) Amend. 60

Page 7-62

Par. 178.6
178.6 Establishing LLC’s in SCIMS
A Purpose
LLC’s shall be loaded in SCIMS using either of the following:



a customer’s Social Security number (1 member LLC’s only)
a Federal EIN.

Notes: If a customer is a 1-member LLC using their personal Social Security number for
LLC, that same Social Security number shall not be entered in SCIMS for the
respective customer as an individual, nor shall they receive monetary benefits from
FSA as an individual or a member of another entity using their personal Social
Security number.
If a customer is currently recorded in SCIMS as an individual using their Social
Security number, the current record shall be updated to the 1 member LLC. If the
customer subsequently decides to resume operating as an individual or obtains EIN
for LLC, the existing record shall be updated back to an individual and a new record
established in SCIMS for LLC with EIN, as applicable.
Important:

If the customer participates in FLP, consult with FLP staff before making
changes in SCIMS.

B Loading LLC in SCIMS
When entering a new or updating an existing LLC in SCIMS, Service Centers shall enter the
customer’s name as it appears on the LLC’s operating agreement.
LLC should be entered in SCIMS as a business customer with a Federal EIN, Social Security
number, or no TIN.

10-24-13

1-CM (Rev. 3) Amend. 60

Page 7-62.3

Par. 178.6
178.6 Establishing LLC’s in SCIMS (Continued)
B Loading LLC in SCIMS (Continued)
Notes: If no TIN was entered in SCIMS, a customer ID number will be assigned. Customer
ID numbers will not be eligible to receive payments.
*--The entity/joint operation file software does not allow LLC using a Social Security
number to be loaded as a member of an entity or joint operation because the software
is expecting to find members of the entity. But LLC’s using a Social Security number
do not have members.
To be able to load the entity or joint operation in the System 36, changes to the
SCIMS record for LLC using a Social Security number will be allowed when all of
the following conditions apply:




LLC is a member of an entity or joint operation receiving payments
LLC is not required to obtain EIN according to this paragraph
LLC did not obtain EIN.

If these conditions are met, County Offices shall make the following changes to the
SCIMS record for LLC using a Social Security number:


change the SCIMS “Customer Type” from a business to an individual
Note: This will also change the business type to “Unknown/None of the above/
Not applicable” for the current year. If a change to a prior year is
required, the State Office specialist with authority to change the prior year
business code will have to change the business type for the applicable
prior year.



enter the “Last Name” and “First Name” of the individual



enter the “Common Name” for the individual



enter “Gender” and “Gender Determination” of the individual.

Note: Under no circumstances shall the ID type for a Social Security number in
SCIMS be changed to EIN. The ID type in SCIMS shall always reflect
the true ID type of the ID number entered for the producer.
Notify the producer that because LLC is using a Social Security number and LLC is a
member of an entity or joint operation, FSA has to treat it as an individual. All
documents received from FSA will make it appear as though payments were issued to
the individual, not LLC. If that is not acceptable, producers will need to obtain a
Federal EIN for LLC.--*

11-14-11

1-CM (Rev. 3) Amend. 51

Page 7-62.4

Par. 178.7
178.7 Establishing Irrevocable Trusts in SCIMS
A Purpose
Irrevocable trusts shall be loaded in SCIMS using a Federal EIN.
B Loading an Irrevocable Trust in SCIMS
When entering a new or updating an existing irrevocable trust in SCIMS, Service Centers
shall enter the irrevocable trust’s name as it appears on the trust documents.
The irrevocable trust should be entered in SCIMS as a business customer with a Federal EIN
or no TIN.
Note: If no TIN was entered in SCIMS, a customer ID number will be assigned. Customer
ID numbers will not be eligible to receive payments.
178.8 Establishing a Revocable Trust in SCIMS
A Purpose
Revocable trusts shall be loaded in SCIMS:



using a Federal EIN or Social Security number, if applicable, or no TIN
selecting “Revocable Trust” as the business type.

B Loading a Revocable Trust in SCIMS
When entering a new or updating an existing revocable trust in SCIMS, Service Centers shall
enter the revocable trust by using the trust’s name as it appears on the trust documents.
The revocable trust should be entered in SCIMS as a business customer with a Federal EIN,
Social Security number, or no TIN.
Notes: If no TIN was entered in SCIMS, a customer ID number will be assigned. Customer
ID numbers will not be eligible to receive payments.
During the lifetime of the grantor of a revocable trust, and while the grantor is serving
as trustee of his or her revocable trust, the grantor’s Social Security number may be
used as the revocable trust’s TIN unless otherwise required by State law.
If customers elect to use their personal Social Security number for a revocable trust,
that same Social Security number shall not be entered in SCIMS for the respective
customer as an individual or member of another entity, nor shall they receive
monetary benefits from FSA, as an individual using their personal Social Security
number.

11-14-11

1-CM (Rev. 3) Amend. 51

Page 7-62.5

Par. 178.8
178.8 Establishing a Revocable Trust in SCIMS (Continued)
B Loading a Revocable Trust in SCIMS (Continued)
*--If a customer is currently recorded in SCIMS as an individual using their Social
Security number, the current record shall be updated to the revocable trust. If the
customer subsequently decides to resume operating as an individual or obtains EIN
for the revocable trust, the existing record shall be updated back to an individual and
a new record established in SCIMS for the revocable trust with EIN.
Exception:

A husband and wife revocable trust using 1 of the spouses’ Social
Security numbers and previously recorded in SCIMS as an individual
using that spouse’s Social Security number may be updated upon death
of that spouse to the surviving spouse’s Social Security number.--*

C IRA’s
IRA may only be considered an eligible program participant as a trust if the Regional
Attorney determines the account:



has full function as a trust
is owner of the land on which program benefits are requested.

Note: Consultation and approval of Regional Attorney is required before any determinations
of eligibility.

11-14-11

1-CM (Rev. 3) Amend. 51

Page 7-62.6

Par. 178.9
178.9 Establishing Unknowns in SCIMS
A Purpose
There are instances when County Offices do not know who is the owner of a farm/tract of
land. If owners/operators are unknown, County Offices shall do thorough research to ensure
that the owner/operator is unknown. If the owner/operator is determined to be unknown,
County Offices shall record the “unknown” owner/operator in SCIMS as an “unknown”.
B Recording an “Unknown” in SCIMS
Record the “unknown” in SCIMS as follows:


use the administrative county name for the unknown customer’s “first name”



use the State abbreviation for the last name



use the administrative County Office address for all “unknowns”



follow procedure in 3-CM to add the “unknown” to the farm and remove the previous
owner.

Notes: County Offices shall only establish 1 unknown with the administrative county and
State abbreviation as the name. This creates 1 customer ID. The same customer ID
will be used for all unknown owners and/or operators.
Unknown customers are not to be entered in SCIMS with any reference to or use of
the word “Delete”, and any records previously recorded or migrated from the
System 36 referencing “Delete” shall be changed to “Unknown” according to this
paragraph.
***

4-2-09

1-CM (Rev. 3) Amend. 39

Page 7-62.7

Par. 179
179

Additional Customer Entries
A Introduction
The following subparagraphs detail customer information to enter for individual or business
customers.
After the addition of information in each of the following sections, the Customer Information
page will be redisplayed.
B Race Type
Race information for a customer is added by clicking “Add” in the Race Type section.
Multiple races may be entered by clicking “Add” for each additional race type.
*--

--*

2-1-10

1-CM (Rev. 3) Amend. 45

Page 7-62.8

Par. 179
179

Additional Customer Entries (Continued)
B Race Type (Continued)
Race is required for an individual. Enter at least 1 race from the following table. Race may
be entered for a business, but it is not required.
Note: The determination code is required if an entry is made in “Race”.
Race
American Indian or
Alaska Native

Asian

Black or African
American
Native Hawaiian or
Other Pacific Islander
White

Definition
A person having origins in any of the original peoples of North,
South, or Central America, and who maintains cultural
identification through tribal affiliation or community recognition
(includes Aleuts and Eskimos).
A person having origins in any of the original peoples of the Far
East, Southeast Asia, or the Indian Subcontinent (including Japan
and the Philippines).
African American indicates a person having origins in the black
racial groups of Africa.
A person having origins in any of the original peoples of the
Hawaiian Islands, Guam, or Samoa.
A person having origins in any of the original peoples of Europe,
North Africa, or the Middle East.

The user shall select from either of the following options to show how the race was
determined:


“Customer Declared” indicates verbal information directly from the customer or
submission by the customer on a standard disclosure form

*--Note: See paragraph 199.--*


“Employee Declared” indicates an unsubstantiated judgment or information obtained
through a third party.

Note: The determination code must be the same as the “Ethnicity” determination code.
To retain the entered data, CLICK “OK”. To return to the Customer Information Page and
not retain the entered data, CLICK “Cancel”.

4-4-12

1-CM (Rev. 3) Amend. 55

Page 7-63

Par. 179
179

Additional Customer Entries (Continued)
C Disability Information
Information concerning the customer’s disability may be added by clicking “Add” in the
Disability Information section. Multiple disabilities may be entered by clicking “Add” for
each additional disability.
Disability information is:



not required for a customer
required for an FSA or Federal Service Center employee.

If the customer provides disability information, the user shall select disability information
from the drop-down menu. See Exhibit 13 for SF-256.
*--

--*

2-1-10

1-CM (Rev. 3) Amend. 45

Page 7-64

Par. 179
179

Additional Customer Entries (Continued)
C Disability Information (Continued)
The user shall select from either of the following determination options to show how the
disability was determined:


“Customer Declared” indicates verbal information directly from the customer or
submission by the customer on a standard disclosure form

*--“Employee Declared” indicates an unsubstantiated judgment or information obtained--*
through a third party.
Note: Disability information does not apply to a business customer.
To retain the entered data, CLICK “OK”. To return to the Customer Information Page and
not retain the entered data, CLICK “Cancel”.

4-15-04

1-CM (Rev. 3) Amend. 14

Page 7-65

Par. 179
179

Additional Customer Entries (Continued)
D Address Information
Address information for the customer:



is a required entry
shall be added by clicking “Add” in the Address Information section.

Note: Users shall enter the administrative County Office address for the customer, if the
customer's address is unknown.
The customer must have at least 1 valid current address. Multiple addresses may be entered
by clicking “Add” for each additional address.
*--

--*

2-1-10

1-CM (Rev. 3) Amend. 45

Page 7-66

Par. 179
179

Additional Customer Entries (Continued)
D Address Information (Continued)
Address information shall be entered according to the following table.
Field
Required
Valid Entry
Information Line
This field is used if the “Delivery Address Line” field has a
secondary name or c/o.
Example: SCIMS Farms
c/o Jerry Davis
1500 Hawthorne Court
Manly VA 20110
“c/o Jerry Davis” is entered in the “Information
Line” field.
Note: “Information Line” data will be sent to the
AS/400.
***

4-15-04

***

1-CM (Rev. 3) Amend. 14

Page 7-67

Par. 179
179

Additional Customer Entries (Continued)
D Address Information (Continued)
Field
Delivery
Address
Line

Required
X

Valid Entry
This line identifies the delivery address for the customer using 1 of the following:





PO Box XXX
RR X Box XXX
HC X Box XXX
street address and apartment number.

Note:

The “Delivery Address Line” and the “Last Line (Post Office)” of addresses
should be completely standardized using USPS standard abbreviations and/or as
shown in the current USPS ZIP+4 File.

Example:

Foreign
Address
Line

BILL GREY
(Recipient Line)
C/O ABC GRAIN INC
(Information Line-Optional)
1500 E MAIN AVE STE 201
(Delivery Address Line)
SPRINGFIELD VA 22162-1010
(Last Line (Post Office))
Enter either of the following only if the address includes a foreign country or military
address (such as APO or FPO):



foreign country
*--

Note:



military address.
*--

Note:

2-1-10

--*
Make no entries in “City”, “State”, or “ZIP Code” fields.

--*
Replace the foreign city with APO or FPO and the State name with AA,
AE, or AP followed by the applicable special ZIP Code. Make no entries
in "City", "State", or "ZIP Code" fields.

1-CM (Rev. 3) Amend. 45

Page 7-68

Par. 179
179

Additional Customer Entries (Continued)
D Address Information (Continued)
Field

Required

Current
Address

Valid Entry
Check this box if the customer has indicated this address as the current
address.
Notes: An individual may have multiple addresses, but can have only
1 current address.

City
State
ZIP Code

X
X
X

A business may have multiple addresses and multiple current
addresses.
Enter a city name.
Select a State from the drop-down menu.
Enter the:




first 5 digits of the ZIP Code
last 4 digits of the ZIP Code, if known.

Notes: The ZIP Code can be obtained from the USPS web site at
http://www.usps.com/zip4/.

Country

Mailing
Address

*--To add a new customer with a foreign address that contains--*
alphanumeric characters in the ZIP Code, a five digit number using
the County Office's respective ZIP Code will have to be entered to
continue to the Enter Customer Data Page. The ZIP Code block will
not accept alphanumeric characters.
The country:
 defaults to “United States”
 may be changed by selecting a country from the drop-down menu
 select "UNKNOWN" from the drop-down menu for military addresses.
Check this box if the address is the customer’s mailing address.
Note:

Shipping
Address
Street
Address
Carrier
Route
Contact
Person

A customer may have multiple mailing addresses if mail is received
in different locations.
Check this box if the address is the customer’s shipping address.

Note: A customer may have multiple shipping addresses.
Check this box if the address is the customer’s street address.
Note: A customer may have multiple street addresses.
Enter the alphanumeric code assigned by USPS. The carrier route can be
obtained from the USPS web site at http://www.usps.com/zip4/.
Enter applicable contact person's name.
Note:

This field is only available for business customers and is entered and
displayed only on the USDA-SCIMS add or update pop-up screen.

To retain the entered data, CLICK “OK”. To return to the Customer Information Page and
not retain the entered data, CLICK “Cancel”.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-69

Par. 179
179

Additional Customer Entries (Continued)
E Phone Number
Information about the customer’s telephone numbers may be added by clicking “Add” in the
Number box. Multiple telephone numbers may be entered by clicking “Add” for each
additional telephone number.

Telephone information shall be entered according to the following table.
Field
Number

Required

Valid Entry
Enter area code and 7-digit number without spaces or dashes.
Notes: The telephone number will not be sent to AS/400. Update
AS/400 with the current telephone number.

Extension
11-14-11

*--The same telephone number may be entered for multiple
telephone number “types”.--*
Enter extension number, if applicable.
1-CM (Rev. 3) Amend. 51

Page 7-70

Par. 179
179

Additional Customer Entries (Continued)
E Phone Number (Continued)
Field
Type

Required
Valid Entry
X
Use the drop-down menu to select 1 of the following:










This field is required if a telephone number is entered.
Select the State from the drop-down menu.

Location State

Note: This may be helpful if the customer has telephone
numbers in different States.
Select the county from the drop-down menu.

Location
County

Country

Primary Phone

“Barn”
“Business”
“Cellular”
“Data”
“Fax”
“Home”
“TDD”
“Video”.

Note: This may be helpful if the customer has telephone
numbers in different counties.
The country where the telephone number is located:



defaults to “United States”



may be changed by selecting a country from the drop-down
menu.

This field is required if a telephone number is entered.
Check this box if the telephone number is the primary telephone
number for the customer.
This field is required if a telephone number is entered.
*--Notes: An individual may have multiple telephone numbers,
but can have only 1 primary telephone number.

Unlisted

A business may have multiple phone numbers and
multiple primary telephone numbers.--*
Check this box if the telephone number is unlisted.

To retain the entered data, CLICK “OK”. To return to the Customer Information Page and
not retain the entered data, CLICK “Cancel”.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-71

Par. 179
179

Additional Customer Entries (Continued)
F E-Mail Address
Information about the customer’s e-mail address may be added by clicking “Add” in the
E-Mail Address section. Customers may have several e-mail addresses. Multiple e-mail
addresses may be entered by clicking “Add” for each additional e-mail address.
*--

--*

2-1-10

1-CM (Rev. 3) Amend. 45

Page 7-72

Par. 179
179

Additional Customer Entries (Continued)
F E-Mail Address (Continued)
E-mail address information shall be entered according to the following.
Field
Required
Valid Entry
E-mail Address
Enter the e-mail address for the customer.
Type
X
Use the drop-down menu to select either of the following:



Primary

“Business”
“Home”.

This field is required if an e-mail address is entered.
Check this box if this e-mail address is the primary e-mail
address for the customer.
This field is required if an e-mail address is entered.
*--Notes: An individual may have multiple e-mail addresses,
but can have only 1 primary address.
A business may have multiple phone numbers and
multiple primary e-mail addresses.--*

To retain the entered data, CLICK “OK”. To return to the Customer Information Page and
not retain the entered data, CLICK “Cancel”.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-73

Par. 179
179

Additional Customer Entries (Continued)
G Customer Notes
This option allows for entering notes about the customer to be entered. Customer notes are
optional. Service Centers may use this section to record any pertinent information about the
customer that is necessary or could be useful, such as the following:
 date address was changed
 date the customer inquired about a program
 date the customer was in the Service Center
 special needs of the customer
 date legacy link was added or deleted.
***
Note: The maximum number of characters and spaces that can be entered is 225. As many
notes as needed can be added.

To retain the entered data, CLICK “OK”. To return to the Customer Information page and
not retain the entered data, CLICK “Cancel”.

11-14-11

1-CM (Rev. 3) Amend. 51

Page 7-74

Par. 179
179

Additional Customer Entries (Continued)
H Program Participation
Program Participation is used for recording the interest a customer has with an agency within
the Service Center. Data in this section will be expanded as additional phases and programs
are implemented.

*--

--*
If the customer has interest in more than 1 county serviced by a Service Center, only
1 program participation record has to be established for the Service Center under the
applicable program.

11-14-11

1-CM (Rev. 3) Amend. 51

Page 7-75

Par. 179
179

Additional Customer Entries (Continued)
H Program Participation (Continued)
Program Participation record and correct Servicing Organization must match for all newly
added and existing records, for the record to be updated. If the records do not match, the
following screen will be displayed with error messages to alert users of the mismatched data.
*--

--*
User shall research mismatched data and correct the records by deleting and/or adding
records, as necessary, to clear the error message and update the record.
Note: If mismatched records are related to a multi-county customer, user shall consult with
applicable County Offices before adding and/or deleting records.

2-1-10

1-CM (Rev. 3) Amend. 45

Page 7-76

Par. 179
179

Additional Customer Entries (Continued)
H Program Participation (Continued)
Add information to this section according to the following table. All Program Participation
data is required.
Field
Program

Valid Entry
Identify why the customer is being added to SCIMS by using the drop-down menu to
select 1 of the following:








“Non-AG NRCS Customer”
“Inactive Customer”
“Technical Service Provider”
“Non County FSA Customer”
“RD Customer”
“AG NRCS Customer”
*--“Farm Loan Program Customer”
 “FSA Customer”.
Notes:

State
County Serviced

“Farm Loan Program Customer” may be added by any user with update
authority; however, may only be deleted by FSA State SCIMS Security
Officers.--*

“FSA Customer” must be selected for a download to AS/400 to occur.
Identify the State where the customer is participating by selecting the State from the
drop-down menu.
Identify the county where the customer is participating by selecting the county from
the drop-down menu.
Note:

Organization Name
General Program
Interest

“State Office” has been added to the top of the county drop-down menu for
Financial Services use.
Identify the Service Center organization where the customer is participating by
selecting the Service Center site from the drop-down menu.
Identify the interest a customer has by using the drop-down menu to select 1 of the
following:

 “Has interest in the program”
 “Does not have interest in the program”
 “Unknown”.
Current Participant

Identify if the customer is a current participant by using the drop-down menu to select
1 of the following:

 “Application Made”
 “Currently Enrolled and Participating”
 “Not Currently Participating”.
To retain the entered data, CLICK “OK”. To return to the Customer Information page and
not retain the entered data, CLICK “Cancel”.
Note: The Program Participation and the Legacy Link State and county must match for the
record to be updated.
11-14-11

1-CM (Rev. 3) Amend. 51

Page 7-77

Par. 179
179

Additional Customer Entries (Continued)
H Program Participation (Continued)
The General Program Interest code must be in sync with the Current Participant code or the
following Warning Screen will be displayed.
*--

--*

2-1-10

1-CM (Rev. 3) Amend. 45

Page 7-78

Par. 179
179

Additional Customer Entries (Continued)
I

Legacy Link
The legacy link is used to direct the customer’s core data to the appropriate AS/400 for use
by specific programs. All FSA customers must be linked to at least 1 State and county.
*--

--*
Add information to this section according to the following table. All legacy link data is
required.
Field
State

County

Check One
2-1-10

Valid Entry
Identify the State where the customer’s record should be downloaded to by
selecting from the drop-down menu. The default is the State corresponding
to the Service Center selected according to subparagraph 141 F.
Identify the county where the customer’s record should be downloaded to by
selecting from the drop-down menu. The default is the county corresponding
to the Service Center selected according to subparagraph 141 F.
Note: “State Office” has been added to the top of the drop-down menu for
Financial Services’ use.
Identify the customer’s address that should be linked with the State and
county selected.
1-CM (Rev. 3) Amend. 45
Page 7-79

Par. 179
179

Additional Customer Entries (Continued)
I

Legacy Link (Continued)
Before creating a legacy link, review and make any modifications to the customer’s core
data.
For any customer with:


1 address, that address should be linked to each county in which the producer participates



multiple addresses, an address must be linked to each county in which the producer
participates.
Note: In some cases, different addresses may be linked to different counties. The
customer must specify which address is to be directed to each Service Center.

If a linked address is:



modified, the updated address will be sent to each Service Center it is linked
deleted, the legacy link must be deleted also.

To retain the entered data, CLICK “OK”. To return to the Customer Information Page and
not retain the entered data, CLICK “Cancel”.
Note: FSA Program Participation records and corresponding Legacy Link records must
exist for all newly added and existing records, for the record to be updated. If
corresponding records do not exist, the following screens will be displayed with error
messages to alert users of the missing data.
*--

--*

2-1-10

1-CM (Rev. 3) Amend. 45

Page 7-80

Par. 179
179

Additional Customer Entries (Continued)
I

Legacy Link (Continued)
*--

--*
User shall research missing data and add or delete FSA Program Participation records and
Legacy Link records as necessary to clear the error message and update the record.
Note: If missing corresponding records are related to a multi-county customer, user shall
consult with applicable County Offices before adding or deleting records.--*

2-1-10

1-CM (Rev. 3) Amend. 45

Page 7-81

Par. 179
179

Additional Customer Entries (Continued)
J

Option to Modify or Delete a Record
In each section of the Customer Information Page and the Business Information Page,
existing records can be modified or deleted. To:
 change data in a specific record, CLICK “Modify”, correct the data, and CLICK “OK”
 clear entered changes, CLICK “Cancel”; the changes will not be retained
 delete a record, CLICK “Select for Deletion”.
Note: A confirmation dialog box will be displayed. CLICK:



“OK” to delete the record
“Cancel” to retain the record.

K Submitting Data to SCIMS

..
CLICK:


“Submit” to:




retain new data entered
retain modified data
delete the selected record

Note: When users CLICK “Submit”, a series of validations will be processed and core
data that is stored in the name and address files on the AS/400 will be
downloaded to the AS/400 in all Service Centers where the customer is linked. If
the validations are not met, appropriate error messages will be displayed at the top
of the Customer Information page or Business Information page, as applicable.


“Reset” to:




180-190

6-22-07

clear data entered
clear modified data
not delete the record selected.

(Reserved)

1-CM (Rev. 3) Amend. 31

Page 7-82
(through 7-100)

Par. 191
Section 4 Automated Procedure for Modifying Records
191

Modifying Customer Data in SCIMS
A Introduction
Modifications to customer core data must be made in SCIMS. Customer information added
to SCIMS according to the paragraphs 177 through 179 must be modified through SCIMS.
Changes to customer core data will be downloaded to all FSA AS/400’s that the customer is
linked.
B Accessing Customer in SCIMS
Access SCIMS according to paragraph 141. Perform a search for the customer according to
paragraph 175.
C Core Data Modifications
After locating the customer, modify the customer’s core data by:
•
•
•

selecting the section to modify
clicking “Modify”
making changes to data described in paragraph 179.

Modify the data and CLICK “Submit” to update the changes. Core data that is stored in the
name and address files on the AS/400 will be downloaded to the AS/400 in all Service
Centers that the customer is linked.
192

Duplicate Customer
A Purpose
Customer core data needs to be entered only 1 time in SCIMS. To prevent duplicate entries
of customers, the software makes every attempt to identify the customer before the user adds
a customer.
B Exact Match
If a customer already resides in SCIMS, the user will be notified when a tax ID and ID type
have been entered that match a customer currently in SCIMS. The message will alert the
user that the customer is already in SCIMS and adding the customer will result in duplicate
entries.

1-15-02

1-CM (Rev. 3) Amend. 1

Page 7-101

Par. 192
192

Duplicate Customer (Continued)
C Similar Match
When attempting to load a customer with similar data, the system will prompt the user that
the customer may be a duplicate entry. The user must determine whether the data is the same
customer before adding the customer.
For an individual, the software will compare the following for potential duplicates:
• last name
• first name
• suffix
•*--ID/type--*
• ZIP Code.
For a business, the software will compare the following for potential duplicates:
•
•
•
•

12-12-08

business name
business type
ID/type
ZIP Code.

1-CM (Rev. 3) Amend. 38

Page 7-102

Par. 192
192

Duplicate Customer (Continued)
D Error Messages for Potential Duplicate Customers
If the customer’s data entered on the Add Customer Screen matches a customer already in
the SCIMS database, 1 of the messages in the following table will be displayed. The user
must determine whether adding the customer will result in duplicate customers on the
SCIMS database. Before adding the customer, use the following table to determine whether
the customer will result in a duplicate customer.
Action
IF the customer
being added is... THEN...
a duplicate
select the duplicate
customer who is displayed.
not a duplicate
CLICK “Add” to add the
new customer.

Message
“The customer
entered will result
in a potential
duplicate with
another customer
on the database”
“The customer
entered already
exists in the
database and
would result in a
duplicate
customer”

Reason for Message
The customer data
entered on the Add
Customer Screen
matches a customer in
the SCIMS database
who has similar data.
The customer data
entered on the Add
Customer Screen
matches a customer
with the same data
already on the
database.

“The tax
identification of
the customer
entered is already
in the database”

*--The tax ID number/ a duplicate
type entered on the
Add Customer Screen
already exists in the
not a duplicate
database.

a duplicate
not a duplicate

Note: Duplicate tax ID
numbers and
types are now
blocked from
being entered in
SCIMS.--*

12-12-08

1-CM (Rev. 3) Amend. 38

select the duplicate
customer who is displayed.
determine whether
information for the
customer is correct. If the
customer is not the same,
CLICK “Add” to add the
new customer.
*--click on the common
name displayed to view the
details of the customer.--*
determine whether
incorrect information has
been entered for 1 of the
customers.
Note: The same tax ID
cannot be used
for more than
1 customer. The
user must resolve
the customer’s ID
number.

Page 7-103

Par. 193
193

SCIMS Error Reports
A Introduction
An error report will print on the AS/400 system printer to notify the Service Center when a
*--SCIMS to AS/400 name and address error has occurred. The report will print if a--*
customer’s data in SCIMS has been changed and is not allowed to be changed in the AS/400
name and address record. Refer to paragraphs 194 through 196 for an explanation of the
errors and corrective action.
B Example of Report
This is an example of the SCIMS to Name and Address Update Report.
*--

--*

7-5-02

1-CM (Rev. 3) Amend. 4

Page 7-104

Par. 193.5
193.5 SCIMS Transmission Sequence Error Report
A Introduction
The SCIMS Transmission Sequence Error Report will print on the AS/400 system printer to
notify the Service Center when an out-of-sequence error condition occurs while processing a
SCIMS transmission. Out-of-sequence conditions commonly occur in the following
circumstances:


when the files that SCIMS generates are not processed in the correct order or 1 file is
skipped during processing



if files are created on more than 1 server for the same State and county because multiple
customers are being updated at the same time.

B Reporting Out-of-Sequence Conditions
Out-of-sequence conditions should correct themselves within a few minutes. However, if an
out-of-sequence condition does not correct itself within 10 minutes, the Service Center
should report the problem to their respective State Office SCIMS Security Officer.
C SCIMS Security Officer Action
SCIMS Security Officers shall report out-of-sequence conditions that do not correct
themselves to the Help Desk.
*--194 Adding or Changing TIN in SCIMS--*
A Introduction
SCIMS allows changing or adding TIN for a customer who is established in SCIMS. The ID
number will be added in all counties’ AS/400 name and address file where the customer is
linked.
*--B Adding or Changing TIN’s
To add a customer’s ID number, access the customer in SCIMS according to paragraph 175.
After the customer has been selected, the user may add TIN by entering the new ID number
in the “Tax ID” field.
Only FSA State SCIMS Security Officers are authorized to change or delete an existing TIN.
County Offices shall contact the FSA State SCIMS Security Officer to request changing or
deleting TIN
When a customer’s TIN is added or changed, SCIMS attempts to change the ID number in--*
all counties where the customer is linked.

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-105

Par. 194
194

Changing or Adding TIN in SCIMS (Continued)
C Notification of Changed ID
If the incorrect ID cannot be deleted from the AS/400 because the customer is active in a
county where the ID is linked, the message, “ID has been changed but cannot be deleted
from Name and Address because the ID is still active in a program.” will print on the
system printer.
The following table outlines actions that will be required when an ID number is changed.
IF the customer is...
not active in any county’s:


entity file

THEN...
Action
The County Office will not
 the changed ID will be
added to the AS/400 name receive a report. No action is
required.
and address file



farm records



program that would
prevent the ID from
being deleted
active in any county’s:

the previous ID will be
moved to “Deleted” status
by KC-ITSDO.



all counties where the ID
is active will be notified
by report that the ID has
been changed, but cannot
be deleted until made
inactive



both ID’s will be
maintained on the AS/400
name and address file
until the original ID is
made inactive.



7-5-02



entity file



farm records



program that would
prevent the original ID
from being deleted

1-CM (Rev. 3) Amend. 4

The County Office or
Offices where the original ID
is active shall take action to
make the original ID inactive
according to
*--paragraph 197.--*

Page 7-106

Par. 194
194

Changing or Adding TIN in SCIMS (Continued)
D Payment to an Incorrect ID Number
If an incorrect ID number has been used and payments have been issued using the incorrect
number, immediately change the ID number according to subparagraphs B and C. Future
payments shall be issued to the correct ID number. * * *
*--Note: Only FSA State SCIMS Security Officers are authorized to change or delete an
existing TIN. County Offices shall contact the FSA State SCIMS Security Officer to
request changing or deleting TIN.--*

195

Unlinking Customer in SCIMS
A Introduction
When it is no longer necessary to have a customer in the County Office’s AS/400 name and
address record, the customer’s legacy link should be deleted. The customer will be moved to
“Pending Delete” status in the county’s AS/400 if the customer is eligible to be unlinked.
B Deleting Legacy Link
To unlink a customer from a County Office, the customer must be eligible to be unlinked.
To be eligible, the customer must be inactive in the County Office that is to be unlinked.
Areas where the customer may be active include, but are not limited to:





accounting
contracts
entity files
farm loan programs

*--Notes: Only FSA State SCIMS Security Officers are authorized to delete an existing legacy
link. County Offices shall contact the FSA State SCIMS Security Officer to request
deleting legacy links.
Notify NRCS before undertaking this activity to determine impact on NRCS
programs, if applicable.--*

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-107

Par. 195
195

Unlinking Customer in SCIMS (Continued)
B Deleting Legacy Link (Continued)


farm records
Note: Records cannot be unlinked in SCIMS when the customer is still active on a farm
in Farm Records. The following message will be displayed.



loans.

After the customer is made inactive in all programs and records in the County Office, unlink
the customer in SCIMS according to the following.
Step
1
2
3
4
5
6
7
8
9

Action
Perform a search of the customer in SCIMS according to subparagraph 175 C.
Select the customer to unlink from the Search Results Screen.
Select the Legacy Link section.
CLICK “Select for Deletion” field for the State and county link record to be deleted.
Answer the deletion confirmation prompt.
Select the Program Participation section.
CLICK “Select for Deletion” field in the Program Participation record for the State
and county that was deleted in the Legacy Link section.
Answer the deletion confirmation prompt.
CLICK “Submit” to submit the changes to SCIMS.
Notes: When producer is linked to other counties, the County Office should be able
to submit at this point. In cases where the producer is only linked to the
1 county, the County Office needs to add back a “Program Participation”
entry. When adding a “Program Participation” entry back in, select “Inactive
Customer” with your State, county, and Service Center. When “Inactive
Customer” is selected, “General Program Interest” and “Current Participant”
fields will be unavailable to access. Do not add back the NRCS record.
County Offices can now submit this record.
*--Only FSA State SCIMS Security Officers are authorized to delete an existing
legacy link. County Offices shall contact the FSA State SCIMS Security
Officer to request deleting the legacy link.--*

5-12-11

1-CM (Rev. 3) Amend. 49

Page 7-108

Par. 195
195

Unlinking Customer in SCIMS (Continued)

C
Notification of
Unlinking in
SCIMS

If a customer is unlinked in SCIMS and cannot be deleted, the message, “ID has
been unlinked in SCIMS, but cannot be deleted from the AS/400 Name and
Address file because it is associated with the following:", will print on the
system printer.
See paragraph 197 for an explanation of conditions that prevent the customer from
being deleted in the AS/400 name and address file.

D
Relinking
Customer
Unlinked in
SCIMS
196

Relink the customer in SCIMS that should not have been unlinked, according to
paragraph 179.

Changing Entity Types

A
Introduction

B
Changing
Business Type of
Customer

*--Changes to a customer’s business type are allowed in SCIMS. The business--*
type will be changed in all County Offices where the customer is linked. The
business type displays in the AS/400 as “Entity Type”.

To change the business type of a customer, the customer must first be deleted in
the current year entity or joint operation file. Entity files shall not be deleted for
CY-1 or CY-2. Refer to 1-PL for policy on when to make an entity change.
Continued on the next page

4-15-04

1-CM (Rev. 3) Amend. 14

Page 7-109

Par. 196
196

Changing Entity Types (Continued)

C
Notification of
Entity Type
Change

If the business type is changed in SCIMS and the customer is active in the current
year entity file, a message will print in every County Office that is linked to the
customer and has the customer in the entity file. The message will alert them that
the entity type has been changed. The message, “Please change the SCIMS
Entity Type back. ID is Active on Permitted Entity file.” will print on the
system printer.
The following table outlines actions that will be required when an entity type is
changed.
IF the entity type...

THEN the...

should have been
changed

customer must be deleted
from the current year
entity or joint operation
file and re-entered with
the correct entity type.

Action
Delete and re-enter the
customer from the current
year entity file according to
2-PL in all County Offices
where the customer is
linked.
Note: This must be
coordinated with
other County Offices
where the customer is
linked.

was changed in error

business type must be
changed back in SCIMS.

Change the business type in
SCIMS back to match the
entity type in the entity or
joint operation file.
Note: This must be
coordinated with
other County Offices
where the customer is
linked.

7-5-02

1-CM (Rev. 3) Amend. 4

Page 7-110

Par. 197
*--197 SCIMS to Name and Address Update Report
A Introduction
When a customer’s tax identification number is changed or a customer is unlinked in SCIMS,
an attempt is made by KC-ITSDO to move the old record to “Delete” status in the AS/400
name and address file for the legacy link county. If the customer’s record cannot be moved
to “Delete” status, the county will receive a SCIMS to Name and Address Update Report.
The report will identify the reasons why the customer cannot be moved to “Delete” status
and the actions the county needs to take.
B Reasons a Customer’s Record Cannot Be Deleted
When KC-ITSDO attempts to move to “Delete” status a customer that has been changed or
unlinked in SCIMS, 1 or more of the following messages may be received. Counties shall
take necessary actions to allow the record to be deleted. Some conditions that are listed
require no action because participation in the program determines when the record is eligible
to be deleted.
The message will only be received when the initial update is submitted in SCIMS and will
not be received again unless another update is submitted through SCIMS. If the county does
not take the necessary actions when the message is received and the customer is not updated
in SCIMS again, the customer will not be moved to “Delete” status and will remain in
“Pending Delete” status indefinitely.
Example: The County Office accesses a customer’s record in SCIMS and changes the tax
identification from “No Tax ID” to a permanent ID number. When the changed
record is sent back to the customer’s legacy link county’s AS/400 name and
address file, it becomes a new record for the customer. An attempt is made by
KC-ITSDO to move the old record to “Delete” status. If the County Office has
not removed the temporary tax ID from all farms, the county will receive a
message that the customer cannot be deleted because the ID is active on a farm
and the temporary ID record will be moved to “Pending Delete”. If the county
does not remove the old ID from the farm, the old ID will remain in “Pending
Delete” indefinitely. The county will not be notified again unless a change is
made in SCIMS to the customer’s record.--*

7-5-02

1-CM (Rev. 3) Amend. 4

Page 7-111

Par. 197
197

SCIMS to Name and Address Update Report (Continued)
C Messages and Actions
If a report is received, 1 or more of the following messages may be included. The county
shall make necessary corrections to allow the record to be deleted.
*--Note: These messages are generated when a customer ID has been changed in SCIMS, but
the customers previous ID is still active on the AS400 and cannot be deleted because
of reasons listed in the following table.
Message
Active Producer

Reason for Message
Customer was associated with a farm in None.
the previous 2 years as an operator,
owner, or OT.

Action

Note: Customers must be inactive on
all farms for 2 complete
rollovers to be moved to
“Deleted” status.
Active on a Farm Customer is currently active on at least Remove the customer from all
1 farm as owner, operator, or OT.--*
farms that he/she is associated
with.
CY Permitted
Customer is currently in the CY Entity Delete customer from the CY
Entity File
or Joint Operation file.
Entity or Joint Operation file.
Combined Entity Customer is combined with another
Delete customer from the
File
customer.
Combined Entity File.
***
***
***
*--Note: If a SCIMS to Name and Address Update Report prints with any of the above
messages, then the customer is placed in a “Pending Delete” status.--*

8-22-06

1-CM (Rev. 3) Amend. 15

Page 7-112

Par. 197
197

SCIMS to Name and Address Update Report (Continued)
C Messages and Actions (Continued)
Message
Reason for Message
Action
Farm Loan Customer filed an application *--Leave “Y” flag in place if customer ever
Programs for FLP loan.
filed an application for FLP loan, regardless of
whether the customer is still participating or
ever participated in FLP.--*
Loans
Customer had a price support None.
loan within the last 6 months.
Price Support runs a monthly edit to reset
customers who have had no loan activity for
6 months and their outstanding balance is zero.
Note: LDP’s keep the IND-DEL-LOAN flag
active for 1 year and 9 months.
CRP
This flag is currently not
Ensure that producer has no active CRP
being checked when flagging participation when flagging for deletion.
a producer for deletion.
Accounting Customer’s flag is set to “Y” If the flag is no longer applicable, reset the flag
in 1 of the following:
to “N”. ITSD-ADC periodically runs edits to
correct these.
 direct deposit
 claims
 receivables.
Note: If a SCIMS to Name and Address Update Report prints with any of these messages,
then the customer is placed in a “Pending Delete” status.

4-2-09

1-CM (Rev. 3) Amend. 39

Page 7-113

Par. 198
198

Documenting Customer Data Changes in BP
A Customer Data Changes
All * * * customer data changes made shall be documented by the Service Center employee
making the change according to the following.
IF the request for changes is
made…
in person
by telephone

by mail or FAX

by trusted data source including:


change of address notification
from customer or USPS

THEN Service Center employee shall complete
AD-2047 according to subparagraph C and…
request that customer verify changes and sign and date
items 8A and 8 B.
complete blocks necessary to document the changes
and enter requester’s name in item 8A (requester’s
signature is not required).
complete blocks necessary to document the changes,
enter requester’s name in item 8A (requester’s
signature is not required), and attach hard copy of
mailed or FAXed request to AD-2047.
attach copy of data source to AD-2047. Only Part A,
items1A and Part B shall be completed (requester’s
signature is not required).

 “911” county-wide address
changes
*--Notes: If item 4 C is checked “Yes”, the customer is agreeing to receive sensitive e-mails
from FSA. Update BP to indicate the customer has agreed by checking the “Receive
Sensitive Emails” check box in the BP Record, Emails tab.
See applicable FLP directives for information about limitations on using e-mails to
communicate with FLP customers.--*
B Maintenance
All AD-2047’s and related documentation shall be filed according to 25-AS, Exhibit 22 in
file ADP-5 SCIMS and maintained for a period of 10 years.

2-18-15

1-CM (Rev. 3) Amend. 64

Page 7-114

Par. 198
198

Documenting Customer Data Changes in SCIMS (Continued)
C Example of AD-2047
The following is an example of AD-2047.
*--

--*

2-18-15

1-CM (Rev. 3) Amend. 64

Page 7-115

Par. 198
198

Documenting Customer Data Changes in SCIMS (Continued)
C Example of AD-2047 (Continued)
*--

--*

2-18-15

1-CM (Rev. 3) Amend. 64

Page 7-116

Par. 198
198

Documenting Customer Data Changes in SCIMS (Continued)
C Example of AD-2047 (Continued)
*--

--*

2-18-15

1-CM (Rev. 3) Amend. 64

Page 7-117

Par. 199
*--199 Documenting Customer Declared Race, Ethnicity, and Gender Data
A OMB-Approved Forms
OMB has approved the following forms to collect race, ethnicity and gender data:








AD-2035
AD-2106
FSA-2001
FSA-2211
FSA-2212
FSA-2301
FSA-2683.

No other forms may be used to collect race, ethnicity, or gender data.
B Collecting Race, Ethnicity, or Gender Data
This table provides procedure for handling race, ethnicity, or gender data.
IF the race, ethnicity, or
gender data is provided…
verbally

on AD-2035

on AD-2106

on FSA-2001, FSA-2211,
FSA-2212, FSA-2301, or
FSA-2683

THEN Service Center employee will…
complete AD-2047 by recording the name, address, and race,
ethnicity, or gender data in block 11. Update the race,
ethnicity, or gender data in SCIMS as “Customer Declared”
and file according to subparagraph 198 B.
update the race, ethnicity, or gender data in SCIMS as
“Customer Declared”, file a copy of AD-2035 in the
participants “PE-2, Producer Eligibility” folder, and submit
the original AD-2035 according to Minority Farm Register
procedure.
update the race, ethnicity, or gender data in SCIMS as
“Customer Declared” and file the completed AD-2106 in the
participants “PE-2, Producer Eligibility” folder.
update the race, ethnicity, or gender data in SCIMS as
“Customer Declared” and file according to FLP procedure.
--*

4-4-12

1-CM (Rev. 3) Amend. 55

Page 7-118

Par. 199
*--199 Documenting Customer Declared Race, Ethnicity, and Gender Data (Continued)
C Example of AD-2106
The following is an example of a completed AD-2106.

--*
200-206
4-4-12

(Reserved)
1-CM (Rev. 3) Amend. 55

Page 7-119

Par. 207
Part 8
207

Changing or Viewing Name and Address Record

Producer Selection Screen MACI1001

A
Purpose

B
Accessing Screen
MACI1001

C
Example of
Screen
MACI1001

Screen MACI1001 allows users to select a customer or employee whose
supplemental data needs changing or viewing.

When users select option “1” on Menu MACI00, Screen MACI1001 will be
displayed.

Following is an example of Screen MACI1001.
000-XXXXXXXXXXXX
CHANGE
MACI1001
Name/Address - File Maintenance
Version: XXXX XX/XX/XX
XXXX Term XX
------------------------------------------------------------------------------Producer Selection
To select a Producer please
input one of the following.
Last Four Digits of ID XXXX
ID Number XXX-XX-XXXX Type X
Last Name XXXXXXXXXXXXXXXXXX

Cmd7-End

Enter-Continue

Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 8-1

Par. 207
207

Producer Selection Screen MACI1001 (Continued)

D
Entries on
Screen
MACI1001

Follow 1 of these procedures to select a producer.
Field

Entry

Last Four Digits of ID

Enter the producer’s last 4 digits of the ID
number.

ID Number and Type

Enter the producer’s:
C
C

Last Name

E
“Last Four Digits
of ID” Field

full ID number
ID type.

Enter the producer’s last name or part of the
last name.

If the “Last Four Digits of ID” field was entered, follow this table.
IF...

THEN...

Action

only 1 ID number on Screen MACI2001
the name and address will be displayed.
file matches the entry
more than 1 ID
number on the name
and address file
matches the entry

Screen MACR0801
will be displayed.

Select the producer.
Result:

Screen MACI2001
will be displayed.

Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 8-2

Par. 207
207

Producer Selection Screen MACI1001 (Continued)

F
“ID Number and
Type” Field

If the “ID Number and Type” field was entered, follow this table.
IF...

THEN...

only 1 ID number and
ID type on the name
and address file
matches the entry

Screen MACI2001
will be displayed.

more than 1 ID
Screen MACR0801
number and ID type on will be displayed.
the name and address
file matches the entry

G
“Last Name”
Field

H
Summary

1-15-02

Action

Select the producer.
Result:

Screen MACI2001
will be displayed.

If the “Last Name” field was entered, follow this table.
IF...

THEN...

only 1 last name on
the name and address
file matches the entry

Screen MACI2001
will be displayed.

more than 1 last name
on the name and
address file matches
the entry

Screen MACR0801
will be displayed.

Action

Select the producer.
Result:

Screen MACI2001
will be displayed.

Users can make changes to supplemental data or view the producer’s name and
address record.

1-CM (Rev. 3) Amend. 1

Page 8-3

Par. 208
208

Individual Basic Data Screen MACI2001

A
Purpose

B
Example of
Screen
MACI2001

After a producer has been selected on Screen MACI1001, Screen MACI2001 will
be displayed. Screen MACI2001 allows the user to view name and address data
for a customer that was downloaded from SCIMS. In addition, the user may add
supplemental data for the customer.

Following is an example of Screen MACI2001.
355-NUECES
Change
MACI2001
Name and Address - File Maintenance
Version: AE28 08/30/2001 15:50 Term F1
-----------------------------------------------------------------------------Individual Basic Data

ID Number 452-84-3028
Name for Mail

ID Type

Name Type I

Entity Type CY
01
CY-1 01
CY-2 01

MARY Z NEMEC

Last Name
NEMEC

First Name
MARY

Mailing Address:

1st Line
2nd Line

Second Name
Z

C/O CLARNECE HAECKER
RR 1 BOX 45H
State TX
Zip Code

City
CIBOLO
City-Province Foreign Country
Telephone
000 000 0000
Receive Mail
Other Phone 000 000 0000
Sex
1
Race
Employee
Handicap Type
COC and LAA

Cmd7-End, Cmd3-Previous, Cmd13-More Data

Suffix

Car-Rt R001
78108 9501

Eligible to Vote
Farm Loan Customer
Committee Member or CED
Required Spot Check

N
N
N

(U)pdate, Enter-Continue

Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 8-4

Par. 208
208

Individual Basic Data Screen MACI2001 (Continued)

C
Entering
Supplemental
Data on Screen
MACI2001

Enter supplemental data for the customer according to the following table.

Field

Description

Eligible to Vote

Each record containing “Y” in the “Eligible to
Vote for Committee Member” field is printed
when the election ballot’s print option is selected,
regardless of the “receive mail” flag.

Entry
For individuals and
businesses, ENTER:
C
C

“Y” if eligible
“N” if ineligible.

Note: For CMA or LSA,
must be “N”.
Farm Loan
Customer

Indicates that the customer is a farm loan
customer.

For individuals and
businesses, ENTER:

Defaults to “N” for newly created records.

“Y” if a farm loan
customer

Changes to “Y” if the customer is a farm loan
customer.

“N” if not a farm loan
customer.

Note: The following fields must have been
entered in SCIMS before changing to “Y”:
C
C
C

Committee
Member or CED

“Name Prefix”
“Veteran Status”
“Marital Status”.

For current committee members only.

Enter 1 of the following:

Notes: An entry of COC or STC results in the
individual being a required spot check.

C
C
C

“COC”
“CMC”
“STC”.

The customer must be designated as an
employee.

1-15-02

For current COC or CMC alternates.

ENTER “ALT”.

For CED in the County Office where employed.

ENTER “CED”.

For the advisor.

ENTER “ADV”.

1-CM (Rev. 3) Amend. 1

Continued on the next page
Page 8-5

Par. 208
208

Individual Basic Data Screen MACI2001 (Continued)

C
Entering
Supplemental
Data on Screen
MACI2001
(Continued)
Field

Description

Required Spot
Check

System sets flag to “N”. If the producer is a
current FSA employee, spouse or minor child of
an employee, current STC or COC member, or
spouse or minor child of a member, the flag is
required to be set to “Y”.
Note: For an FSA employee, SCIMS will set
the flag to “Y”.

Entry
C

For individuals and
businesses, change to “Y” for
required spot checks.

For individual MQ review
and committee members,
change to “T”.

Note: See 15-AO and 2-CP.
COC and LAA

The “COC and LAA” field is 2 characters.

The first entry in the field is the COC
number for the county associated with the
producer.

The second entry in the field is LAA
associated with the producer.

Acceptable data for both fields can be found
in the LAA file. See 15-AO, Part 3,
Section 4 for further information.

Enter COC and LAA for the
producer according to 15-AO,
Part 3, Section 4.

Note: Do not update the “COC and LAA”
field until the LAA file is updated
through LAA data maintenance
according to 15-AO, Part 3,
Section 4.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 8-6

Par. 208
208

Individual Basic Data Screen MACI2001 (Continued)

D
Updating Data
Entered on
Screen
MACI2001

Update supplemental customer data entered on Screen MACI2001 according to
the following table.

IF all fields on Screen MACI2001
are...

THEN...

correct and no additional customer
data needs to be added

ENTER “U” and PRESS “Enter”.

correct and additional customer
data needs to be added

PRESS “Enter”.

incorrect

C
C
C

E
Exiting From
Screen
MACI2001

209

move the cursor directly over the incorrect entry
enter the correct entry
PRESS “Enter” or ENTER “U” to update.

On Screen MACI2001, do either of the following:
C
C

PRESS “Cmd3” to return to Screen MACI1001
PRESS “Cmd7” to return to Menu MACI00.

Supplemental Data Screen MACI2501

A
Purpose

After pressing “Enter” on Screen MACI2001, Screen MACI2501 will be
displayed. Screen MACI2501 allows the user to enter additional supplemental
data for the customer.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 8-7

Par. 209
209

Supplemental Data Screen MACI2501 (Continued)

B
Example of
Screen
MACI2501

Following is an example of Screen MACI2501.
223-HOPKINS
Change
MACI2501
Name and Address - File Maintenance
Version: AE24
8/07/2001 11:13
Term F2
---------------------------------------------------------------------------------------Supplemental Data
ID Number

449-66-2234

Name for Mail

NONE

Spouse ID Type

DON J FALK

ID Type S
Spouse ID

Foreign Person
Lawful Alien

N
N

Beef Producer
Dairy Producer
Dairy Termination
Honey Producer

N
N
N
N

Spouse Auth To Sign
FOIA
Foreign Person Tax Rate
Refuse Payment
Direct Deposit
Deceased Person
Incompetent Person
Minor Person
Missing Person
MQ Review Member
Referendum Member

Cmd7-End, Cmd3-Previous

C
Entries on
Screen
MACI2501
Field
Spouse ID

N
N
.00
N
N
N
N
N
N
N
N

(U)pdate, Enter-Continue

The following table describes the fields and flags on Screen MACI2501.

Description
This is a 9-digit field.

Entry
Enter the spouse’s 9-digit number.

Note: The spouse’s ID must be in
the name and address file.
Spouse ID Type

This is the spouse’s ID type that is
on the name and address file.

Enter 1 of the following:
C
C
C

“S” if a Social Security number
“T” if a temporary number
“I” if an IRS-assigned number.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 8-8

Par. 209
209

Supplemental Data Screen MACI2501 (Continued)

C
Entries on
Screen
MACI2501
(Continued)
Field

Description

Entry

Spouse Auth
To Sign

This is a 1-character field
set to “Y”.

Enter either of the following:
C

“Y” when the spouse ID is entered

“N” when written notification denying authority
has been provided to the County Office, or the
producer is not married. See subparagraph 707 B.

FOIA

This is a 1-character field
set to “N”. If the entity
being processed is
considered a business,
rather than an individual,
or is a COC or CMC
member, see 2-INFO.

ENTER “Y”, if applicable.

Foreign Person
Tax Rate

This is a 3-character field.
If the “foreign person”
flag is set to “Y”, enter
the decimal tax rate.

Enter the tax rate from 62-FI.

Refuse
Payment

This is a 1-character field
set to “N”.

ENTER “Y” if the producer refuses payment for all
programs. When set to “Y”, document the reasons in
the producer’s file.
Example of What
to Document:

Direct Deposit

This is a 1-character field
set to “N”.

“Refuse payment” flag has been
set to “Y” for an invalid
number.

ENTER “Y” if the producer wants payments to be
made directly to established accounts in financial
institutions.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 8-9

Par. 209
209

Supplemental Data Screen MACI2501 (Continued)

C
Entries on
Screen
MACI2501
(Continued)
Field

Description

Entry

Beef Producer

This is a 1-character field set to “N”.

ENTER “Y”, if applicable.

Dairy Producer

This is a 1-character field set to “N”.

ENTER “Y”, if applicable.

Dairy Termination

This is a 1-character field set to “N”.

ENTER “Y”, if applicable.

Honey Producer

This is a 1-character field set to “N”.

ENTER “Y”, if applicable.

Deceased Person

This is a 1-character field set to “N”.

Incompetent
Person

This is a 1-character field set to “N”.

Note: Change flags through fiduciary
software.

Minor Person

This is a 1-character field set to “N”.

Missing Person

This is a 1-character field set to “N”.

MQ Review
Member

This is a 1-character field set to “N”.

Referendum
Member

This is a 1-character field set to “N”.

ENTER “Y”, if applicable, according to
15-AO.

Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 8-10

Par. 209
209

Supplemental Data Screen MACI2501 (Continued)

D
Accessing Screen
MACI3001

Follow this procedure to access Screen MACI3001.
IF all fields on
Screen MACI2501 are...

THEN...

correct

PRESS “Enter”.
Result:

incorrect

E
Exiting From
Screen
MACI2501

1-15-02

Screen MACI3001 will be displayed.

move the cursor directly over the incorrect
entry

enter the correct entry

PRESS “Enter”.

On Screen MACI2501, do either of the following:
C
C

PRESS “Cmd3” to return to Screen MACI2001
PRESS “Cmd7” to return to Menu MACI00.

1-CM (Rev. 3) Amend. 01

Page 8-11

Par. 210
210

Additional Supplemental Data Screen MACI3001

A
Purpose

B
Example of
Screen
MACI3001

After pressing “Enter” on Screen MACI2501, Screen MACI3001 will be
displayed. Screen MACI3001 allows the user to enter additional supplemental
data about the customer.

Following is an example of Screen MACI3001.
355-NUECES
Change
MACI3001
Name and Address - File Maintenance
Version: AE25 08/09/2001 10:08 Term G2
------------------------------------------------------------------------------Additional Supplemental Data
ID Number

449-66-3028

ID Type

Name for Mail

Tobacco Stabilization ID Number
Alien Controlled Paymt Limitation
Foreign Controlled - AFIDA

DON J FALK

000000
N
N

Cmd7-End, Cmd3-Previ

Mailing List 1
Mailing List 2
Mailing List 3
Mailing List 4
Mailing List 5
Mailing List 6
Mailing List 7
Mailing List 8

N
N
N
N
N
N
N
N

(U)pdate, Enter-Continue

Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 8-12

Par. 210
210

Additional Supplemental Data Screen MACI3001 (Continued)

C
Entries on
Screen
MACI3001

The fields and flags for Screen MACI3001 are described in this table.

Field

Description

Entry

Tobacco
Stabilization ID
Number

This will be used in flue-cured
tobacco processing.

Enter the producer’s ID number
assigned by flue-cured stabilization.

Alien Controlled
Paymt Limitation

This is a 1-character flag defaulted to
“N”. See 1-PL, paragraph 236.

ENTER “Y” for entities that have
more than 10 percent of their
beneficial interest held by individuals
who are foreign persons.

Foreign Controlled AFIDA

This is a 1-character flag defaulted to
“N”. See 1-AFIDA.

ENTER “Y”, if applicable.

Mailing Lists 1
Through 8

Mailing lists 1 through 8 can be used
with shell documents. See 3-CM.

D
Exiting From
Screen
MACI3001

1-15-02

To exit from Screen MACI3001, do either of the following:
C
C

PRESS “Cmd3” to return to Screen MACI2501
PRESS “Cmd7” to return to Menu MACI00.

1-CM (Rev. 3) Amend. 1

Page 8-13

Par. 211
211

Changing or Viewing Application Use Flags Screen MACI3501

A
Purpose

B
Accessing Screen
MACI3501
C
Example of
Screen
MACI3501

Screen MACI3501 displays all of the applications with which the producer is
associated.

PRESS “Enter” on Screen MACI3001 to display Screen MACI3501.

This is an example of Screen MACI3501.
XXX-X.
XXXXXXXXXXXXXXXXX
Change
MACI3501
Name and Address - File Maintenance
VERSION OOOO
OOOOOOOO OOOOO
TERM OO
----------------------------------------------------------------------------------Application Use Flags
ID Number & Type

355 35 5555

Agricultural Conservation Program
Conservation Reserve Program
Other Conservation Program
Fiduciary
Producer
Active
Multi-County
Combined
Assigned Payment
Claims
Other Agency Claims
Cmd7-End

Name for Mail
Y
Y
Y
N

SANDRA L DENNY
Commodity Loan
Livestock Feed Program
Farm Loan Program
Power of Attorney

Current Year
Y
N
N

Previous Year
Y
N
N

N
N
N

Bankruptcy
Joint Payee
Receivables

Cmd3-Previous

N
Y
Y
Y

5-CM
Y
N
N

(U)pdate, Enter-Continue

N
N
N
U

Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 8-14

Par. 211
211

Changing or Viewing Application Use Flags Screen MACI3501 (Continued)
D Flags Set Through Application Processing
The application use flags for the fields in this table are set through application processing and
cannot be changed by the user. All fields are 1 character and will be set to “Y” or “N”.
Field
Application That Sets Flag
Agricultural Conservation Program
CRES software
Commodity Loan
Price support software
Conservation Reserve Program
CRP software
Livestock Feed Program
LFP software
Other Conservation Program
CRES software
Farm Loan Program
FLP software
Fiduciary
Fiduciary software
Power of Attorney
Power of attorney software
Active Producer flag is “Y” when the ID number is
Subsidiary software.
active on the farm producer file or the permitted entity
file for the:
Note: Current year and previous
year fields are subsidiary
years, not crop years.
 Current Year
 Previous Year.
***
***
Multicounty Producer flag is “Y” when the ID is an
active producer in more than 1 county, including
cooperatives and loan servicing agents, for the:
 Current Year
 Previous Year.
***
Combined Producer for:
 Current Year
 Previous Year.
***

5-12-11

1-CM (Rev. 3) Amend. 49

Page 8-15

Par. 211
211

Changing or Viewing Application Use Flags Screen MACI3501 (Continued)
E User Changes
The application use flags for the fields in this table can be changed by the user. All fields are
1 character.
Field
Assigned Payment
Bankruptcy
Claims

Joint Payee

1-15-02

Flag Setting
“Y” when customer has
CCC-36 on file.
“N”
Claims software will set to
“Y” when producer has claim
due FSA or CCC.
Set to “Y” if producer has
CCC-37 on file.

Action
ENTER “N” when customer no
longer has CCC-36 on file.
ENTER “Y” if customer has
bankruptcy on file.
ENTER “N” when the producer no
longer has a claim on file according
to 58-FI.
ENTER “N” when producer no
longer has CCC-37 on file.

1-CM (Rev. 3) Amend. 1

Page 8-16

Par. 211
211

Changing or Viewing Application Use Flags Screen MACI3501 (Continued)

E
User Changes
(Continued)
Field

Flag Setting

Other Agency Claims

"N"

Action
ENTER "Y" for:
C

a producer with an other
agency claim on file

processing setoffs on
INTPEN payments due a
producer or vendor.

***
Receivables

F
Updating Record

Receivable software will set to
"Y" if producer has receivable
on file.

ENTER "N" when producer no
longer has receivable on file
according to 58-FI.

After all changes are made, ENTER "U" to update the record. Screen MACI6001
will be displayed as follows.
355-NUECES
Change
MACI6001
Name and Address - File Maintenance
Version: AE33 11/16/2001 11:00 Term F4
------------------------------------------------------------------------------

ID Number 450-53-1234
ID Type
S

Name for Mail LISA SCHROEDER

Name/Address Record Has Been Updated
Press Enter To Continue

4-15-04

1-CM (Rev. 3) Amend. 14

Page 8-17

Par. 212
212

Changing or Viewing Spouse Supplemental Data Screen MACI4001

A
Purpose

Screen MACI4001 allows users to change supplemental data or view basic data
for a spouse.

B
Accessing Screen
MACI4001

C
Example of
Screen
MACI4001

If a spouse ID was entered on Screen MACI2501, Screen MACI4001 will be
displayed.

This is an example of Screen MACI4001.
999-R TRAINING COUNTY
Change
MACI4001
Name and Address - File Maintenance
Version: AC52 01/03/95 10:59 Term D5
------------------------------------------------------------------------------Spouse Basic Data
ID Number 222-11-0255
Name for Mail

ID Type

Name Type I

KIM FRANKLE

Last Name
FRANKLE

First Name
KIM

Mailing Address:

1st Line
2nd Line

Second Name

P O BOX 111

City
MARKET
State AL
City-Province Foreign Country
Telephone
000 000 0000
Receive Mail
Other Phone 000 000 0000
Sex
2
Race
_
Employee
Handicap Type
COC and LAA

Zip Code
N

1-15-02

35666 5555

Eligible to Vote
Farm Loan Customer
Committee Member or CED
Required Spot Check

Y
N
N

Enter-Continue

(Reserved)
Parts 9-11

223-275

Suffix

Car-Rt B007

Cmd7-End, Cmd3-Previous, Cmd13-More Data

213-222

Entity Type CY
01
CY-1 01
CY-2 01

(Reserved)

1-CM (Rev. 3) Amend. 1

Page 8-18

Par. 276
Part 12
276

Transmissions

KC-ITSDO Name and Address Files

A
Name and
Address
Database
Contents

B
Database
Purpose

1-15-02

KC-ITSDO maintains a name and address database that contains:
C

essentially the entire name and address record for all producers and facilities
recorded in County files

other flags created by KC-ITSDO from CAD- and NASS-uploaded records.

The name and address database is used for:
C

subsidiary file processing

providing data to other USDA agencies

responding to FOIA requests from Congress, private individuals, and
organizations

preparing CCC-1099-G’s.

1-CM (Rev. 3) Amend. 1

Page 12-1

Par. 277
277

Transmissions to KC-ITSDO

A
Updates

B
County Office
Transmissions

Changes to the name and address file will generate transmission to KC-ITSDO for
processing.

Name and address updates are automatically transmitted to KC-ITSDO. The
system will:
C

start a new transmission cycle to transmit name and address records at the
completion of each transmission cycle
Note: When the download is received from KC-ITSDO, the system will
automatically queue and send the next upload.

C
KC-ITSDO
Processing

establish a control record with the count of records for each transmission

keep a record of each transmission by system date.

A transmission file is sent to KC-ITSDO for processing by County transmission.
The transmission file contains:
C
C

a control record with the number of records that are transmitted
the updated name and address records since the last transmission.

Note: Subsidiary files are transmitted at the same time as the name and address
file.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 12-2

Par. 277
277

Transmissions to KC-ITSDO (Continued)

D
Control Record

The control record is used for KC-ITSDO to:
C

balance each County transmission file to the County transmission control
record to ensure that no records are lost during transmission

keep a record of Counties that have not transmitted

lock out transmissions to:
C
C

E
Update Database

1-15-02

allow KC-ITSDO sufficient time to process all updates
avoid receipt of duplications of the updates by KC-ITSDO

remove lockout to allow the next transmission of name and address updates

retransmit name and address and subsidiary file records, if necessary, because
of a transmission problem or disk crash.

The transmissions update the database that updates the KC-ITSDO file.

1-CM (Rev. 3) Amend. 1

Page 12-3

Par. 278
278

KC-ITSDO Processing

A
Purpose

B
In-Balance

KC-ITSDO will balance each County transmission file to the County control
record that was created in the County Office to ensure that no records are lost
during transmission.

If the record count received by KC-ITSDO is in-balance with the transmission
control record, the following will occur:
C

KC-ITSDO will accumulate the records received in the transmission until it is
time to process

County Offices will be allowed to update records in name and address file
while lockout is in effect

the control record will:
C

be displayed during start-of-day processing with the message, “The County
Transmission File is IN-BALANCE for XXXXX County”

remove lockout to allow transmissions.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 12-4

Par. 278
278

KC-ITSDO Processing (Continued)

C
Out-of-Balance

If the record count received by KC-ITSDO is out-of-balance with the County
control record, KC-ITSDO will immediately, after receiving the control record:
C

reject the entire transmission without updating KC-ITSDO name and address
file

return the control record to the transmitting County, requesting retransmission.
Note: The control record will:

D
Downloading
Subsidiary Files

1-15-02

be displayed during start-of-day processing with the message, “The
County Transmission File is OUT-OF-BALANCE Retransmit Files
Immediately”

remove lockout for retransmission

after retransmission, lock out further name and address
transmissions until a control record is received

allow County Offices to update records in name and address file
while lock out is in effect.

After the file is transmitted, it takes about 1 week to receive the download of
subsidiary files from KC-ITSDO.

1-CM (Rev. 3) Amend. 1

Page 12-5

Par. 279
279

Missing Counties Report

A
Purpose

The “Missing Counties Report” identifies Counties that have not transmitted their
name and address updates for the week shown on the report.

B
State Office
Action

State Offices shall review this report weekly. Notify the applicable County to
retransmit their name and address updates.

C
Diagram

This diagram is an example of Report KCMO-MKP300R1.

KCMO-MKP300R1
STATE: 01-ALABAMA

U.S. DEPARTMENT OF AGRICULTURE
FARM SERVICE AGENCY
KANSAS CITY MANAGEMENT OFFICE

JOB NO: 070695001

07-06-95

PAGE 1

MISSING COUNTIES REPORT

280-290

1-15-02

ST/CTY
CODE

COUNTY NAME
ABBR

01 333
01 444
01 531
01 677

CALVERT
FRANKLIN
JEFFERSON
LIVINGSTON

PRIOR ACCEPTED TRANSMISSION
CROP
DATE
NO. REC
IN-BAL
YR
TRANS
TRANSMITTED FLAG

LAST CURRENT TRANSMISSION
CROP
DATE
NO. REC
IN-BAL
YR
TRANS
TRANSMITTED
FLAG

95
95
95
95

00
00
00
00

95-06-26
95-06-19
95-06-27
95-06-27

101
64
29
52

Y
Y
Y
Y

00-00-00
00-00-00
00-00-00
00-00-00

0
0
0
0

(Reserved)

1-CM (Rev. 3) Amend. 1

Page 12-6

Par. 291
Part 13 Menu MACI00, Options 3 and 4
Section 1 Name and Address Reports
291

Accessing Name and Address Reports
A Purpose
Menu MAB100 allows users to select specific Name and Address reports to print.
B Accessing Menu MAB100
When users take option “3” from Menu MACI00, Menu MAB100 will be displayed.
C Example of Menu MAB100
This is an example of Name/Address Report Menu MAB100.

1-15-02

1-CM (Rev. 3) Amend. 1

Page 13-1

Par. 292
292

Printing Incomplete Name and Address Records
A Purpose
This option allows County Offices to print a list of incomplete name and address records in
the County Offices.
B Accessing List
ENTER “2” on Menu MAB100. Report MAB010 will be generated.

293

Printing Farm Loan Programs Borrowers With Multiple “Y” FLP Flags
A Purpose
This option allows County Offices with multiple sets of county files on 1 AS/400 to print a
list of borrowers with an FLP flag of “Y” in more than 1 county on the system.
B Accessing Report
ENTER “3” on Menu MAB100. Report MAB174 will be generated.

294

(Withdrawn--Amend. 49)

5-12-11

1-CM (Rev. 3) Amend. 49

Page 13-2

Par. 295
*--295 ZIP+4 Processing
A
Background

KC-ITSDO has completed software that will:
C

validate customers’ address records to the USPS database to ensure that they
contain the USPS standardized address

update customers’ records that match the USPS database with ZIP+4.

KC-ITSDO began validating customer address records in SCIMS beginning
April 17, 2002. Customer address records that are changed during validation or
have ZIP+4 Code, carrier route, or bar code added will download to the
customers’ legacy counties the following day.
County Offices will not be notified of a change or addition to the customer’s
address record. A change or addition to the customer’s record will be received by
the county in the same method as if the customer had been accessed in SCIMS and
the change mode.
Once the ZIP+4 process has occurred in SCIMS, “MA Wssccc” transmission files
will be created and transmitted to each county where the customer’s address was
updated.
In addition, the software provides the following:
C
C
C
C
C

ZIP Code validation
addition of carrier route and validation
addition of delivery point bar code
address for standardization and validation
PS-3553 for use in bulk mailing.

Note: PS-3553 will be provided to County Offices in a notice upon completing
the validation process.

B
Purpose

This paragraph provides the following to County Offices:
C
C

procedure to process ZIP+4 records
instructions on correcting customers identified with incorrect addresses.--*
Continued on the next page

7-1-03

1-CM (Rev. 3) Amend. 12

Page 13-3

Par. 295
*--295 ZIP+4 Processing (Continued)
C
Customers in
SCIMS

D
Customers in the
Other Name and
Address File

E
Processing
Downloaded
Files

Validation for SCIMS customers will be processed on the SCIMS database by
KC-ITSDO. Updates to customers’ addresses to match the USPS database and to
add the ZIP+4 Code, carrier route, and bar code will automatically download to
legacy links identified for the customer. The updated records will be added to
legacy link counties’ AS/400 name and address record for the customer.

Customers that reside in the county’s AS/400 “Other Name and Address” file will
be uploaded to KC-ITSDO and processed. Customers’ address records that match
the USPS database will have their ZIP+4 Code, carrier route, and bar code added
to their record. After processing, KC-ITSDO will download the customer records
back to the county where originated.

After receiving the KC-ITSDO download, County Offices shall access the option
to process the download according to the following table.
Step
1

Action

Result

On Menu FAX07001,
ENTER “9” and PRESS
“Enter”.

Screen MA000001 will be displayed.

PRESS “Enter”.

Menu MA0000 will be displayed.

ENTER “2” and PRESS
“Enter”.

Menu MACI00 will be displayed.

ENTER “5” and PRESS
“Enter”.

Screen MABPRT01 will be displayed.

Select the printer to be used ZIP+4 updates will process and Report
for Report MAB072-R001 MAB072-R001 will automatically print.
and PRESS “Enter”.

The message, “File containing the ZIP+4
validation records is present on the
system. Process this file by selecting
Option 5 on Menu MACI00.”, will be
displayed.

--*
Continued on the next page

7-1-03

1-CM (Rev. 3) Amend. 12

Page 13-4

Par. 295
*--295 ZIP+4 Processing (Continued)
F
Records Updated
During
Validation

The validation software process will update customers’ address records from both
SCIMS and the AS/400 “Other Name and Address” file, which can be identified
during validation as incorrect.
Examples:

The County Office entered the customer’s record as:
Susan Smith
5200 Brentwood
St. Louis, Missouri 63140.
The USPS standardized address for this address is:
Susan Smith
5200 Brentwood Dr
Saint Louis, Missouri 63140-2727.

During validation, the address would be changed to reflect the USPS standardized
address. If the customer is a SCIMS customer, the change would be made on the
SCIMS database and downloaded to all legacy links identified for the customer.
The address will be updated in all counties’ AS/400 name and address records
where the customer’s legacy link exist.
If the customer is in the “Other Name and Address” file, the record will update in
the county’s AS/400 when the download is processed.

G
Records That
Could Not Be
Updated

Customer records from both SCIMS and “Other Name and Address” files that
could not be identified or were not updated with ZIP+4 will be listed on
Report MAB072-R001. Upon completing the download, Report MAB072-R001
will print that identifies customers from both SCIMS and “Other Name and
Address” files that did not pass the validation. County Offices shall correct these
addresses.
Report MAB072-R001 will:

7-1-03

identify the customer’s record with return codes indicating the major reason
that the customer record was not updated and the reason why

automatically print after ZIP+4 processing is complete.--*

1-CM (Rev. 3) Amend. 12

Page 13-5

Par. 296
*--296 ZIP+4 Non-Updated Address Report MAB072-R001
A
Report
MAB072-R001

Name and address records that contained errors and could not be updated with
the USPS standardized address list are listed on Report MAB072-R001.
Report MAB072-R001 lists return codes indicating the major reasons the record
could not be updated.
Note: To reprint Report MAB072-R001, select option 3, “Name/Address
Reports”, from Menu MACI00, and then select option 1, “Print ZIP+4
Non-Updated Report”, from Menu MAB100.

B
Correcting
Records
Identified on
Report
MAB072-R001

County Offices shall review Report MAB072-R001. Compare the return codes on
Report MAB072-R001 against the return codes in subparagraph E, and determine
corrections required to produce a valid address. Methods of obtaining a correct
mailing address may include, but are not limited to, the following:
C
C
C
C

C
Example of
Report
MAB072-R001

telephoning customers
contacting local postmasters
telephone directories
USPS website.

This is an example of Report MAB072-R001.

86'HSDUWPHQWRI$JULFXOWXUH3UHSDUHG00''<<
;;;&2817<1$0(;;;$JULFXOWXUH6WDELOL]DWLRQDQG&RQVHUYDWLRQ6HUYLFH
5HSRUW,'0$%5=,31RQ8SGDWHG$GGUHVV5HSRUW3DJH===
5HWXUQ&RGHV
*'6$6&==&
5HF(,8376,35
7\SH,'1XPEHU1DPH0DLOLQJ$GGUHVV&LW\67=LS&RGH15)7$737

6+$//5,&.%$'5,9(55'<25.&,7<6'++++++
6,59,1*67(9(0,/$05'%/$1.(7&,7<6'666666
))$506(59,&($*(1&<60,7+9,//(6'%%%%%%
(1'2)5(3257

--*
Continued on the next page

7-1-03

1-CM (Rev. 3) Amend. 12

Page 13-6

Par. 296
*--296 ZIP+4 Non-Updated Address Report MAB072-R001 (Continued)
D Headings for Report MAB072-R001
The headings for the return codes indicating the major reasons the record could not be
updated are shown in this table.
Heading
GEN
DIR
SUF

APT
STA
CST
ZIP
ZP4
CRT

Definition
General reason for the failure of the address match attempt
Directional mismatch
Suffix mismatch
Examples: ST, BLVD, etc.
Apartment does not match database
Standardized address does not match database
City/State does not match database
ZIP Code not available
ZIP+4 coding attempt failed
Carrier route coding attempt failed
--*

7-1-03

1-CM (Rev. 3) Amend. 12

Page 13-7

Par. 296
296

ZIP+4 Non-Updated Address Report MAB072-R001 (Continued)
E Interpreting Codes on Report MAB071-R001
Report MAB071-R001 is sorted by last or business name. Record types of “00” are customer
records that reside in SCIMS. County Offices must access SCIMS and correct the record.
Record types greater than “00” reside in the county’s AS/400 “Other Name and Address” file
and should be corrected by following paragraph 934.
County Offices shall use this table to identify why customers’ records on
Report MAB072-R001 were not updated.
Return
Code
A
B
C
D
H
L
M
N

Definition
Apartment number was missing or not found in the database and an apartment
level match was required.
Insufficient (or blank) address information to make a match.
The probability of the address match being correct exceeded an acceptable
level.
The directional code did not match the database.
House or box number was not found on this street.
The returned address was too long to be stored.
Multiple matches were found.
In the:


“DIR” column, directional was not found on input address but was present
on the database



“SUF” column, suffix was not found on input address but was present on
the database



O
S
X
Z
297-304

“APT column, an apartment was not found on input address but was present
on the database.
In the “GEN” column, “O” means an address could not be matched because of
the directional code.
Street name was not found on the database.
Records not updated because changes in the County Office record do not match
the KC-ITSDO mainframe-downloaded record.
ZIP Code was not found on the database.

(Reserved)
Section 2 (Withdrawn--Amend. 51)

305

(Withdrawn--Amend. 51)

306-315
11-14-11

(Reserved)
1-CM (Rev. 3) Amend. 51

Page 13-8

Par. 316
Part 14
316

Addition and Deletion of Counties

Overview

A
Introduction

This part covers instructions to State and County Offices for adding or deleting a
county in the automated system. These instructions shall be followed when:
C

a cooperative is approved to participate in the loan program or has been
removed from the approved list

County Offices are combined or decombined according to:
C
C

B
Definition of
County

C
PSD
Responsibility

1-15-02

16-AO
3-BU.

The term county means:
C

any county, parish, or administrative unit equivalent to a county

any price support cooperative approved by the Policy and Procedure Branch,
PSD.

PSD shall:
C

assign State and county codes when a cooperative is approved to participate in
the loan program

notify State and County Offices when a cooperative is to be removed from the
automated system.

1-CM (Rev. 3) Amend. 1

Page 14-1

Par. 317
Section 1
317

Adding and Deleting a County at the State Office Level

Adding a County to the State Office Automated System

A
Updating the
Master County
File

Update the Master File when notified by PSD that a cooperative is approved to
participate in the loan program.
Follow this table to update the Master County Office Name and Address File to
include the county.
Step

Action

ENTER “3”, “Application Processing”, on Menu FAX250. PRESS
“Enter”.

Select State on Office Selection Menu FAX09002. PRESS “Enter”.

ENTER “10”, “Other Programs/Administrative Processes”, on the
Application Selection Menu. PRESS “Enter”.

ENTER “1”, “Name and Address”, on Menu LAF010.
PRESS “Enter”.

ENTER “1”, “County Name and Address Maintenance”, on
Menu LAF020. PRESS “Enter”.

ENTER “1”, “Update Name and Address Data”, on Menu LAF030.
PRESS “Enter”.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 14-2

Par. 317
317

Adding a County to the State Office Automated System (Continued)

A
Updating the
Master County
File (Continued)

Step
7

Action
On Screen LAF002, enter:
C
C
C
C

State code
county code
check digit
county name.

PRESS “Field Exit”.
8

PRESS “Field Exit” through short name.

Enter 2-digit DD code, or PRESS “Field Exit”, if not applicable.

Enter the numeric State and county codes for the host County.
PRESS “Enter” twice.

Enter information, when applicable, for items 7 through 22. These
fields are self-explanatory.
Note: Items 14, 15, and 16 are required.

PRESS “Enter” to update County Name and Address File. PRESS
“Cmd7” to return to Menu LAF030.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 14-3

Par. 317
317

Adding a County to the State Office Automated System (Continued)

B
Final Steps to
Completing
Update

Use this table to complete the update.
Step

Action

ENTER “4”, “Maintain Automated County Flag/Remote Location
ID”, on Menu LAF030.

Enter the county name for the new site. PRESS “Enter” to advance to
the “Enter Access Mode” field.

ENTER “2” and PRESS “Enter”.

ENTER “Y” to flag new county as an automated county.
PRESS “Enter” twice.

1-15-02

PRESS “Cmd7” to end.

1-CM (Rev. 3) Amend. 1

Page 14-4

Par. 318
318

Deleting a County From the State Office Automated System

A
Deleting County
From Name and
Address File

State Offices shall use this table to delete a county from the State Office master
county name and address file when notified a county has been removed from the
approved list.
Note: State Offices need to ensure that the county has been deleted from the
county system before proceeding.

Step

Action

ENTER “3”, “Application Processing”, on Menu FAX250 and PRESS “Enter”.

Select State on Office Selection Menu FAX09002. PRESS “Enter”.

ENTER “10”, “Other Programs/Administrative Processes”, and PRESS “Enter”.

ENTER “1”, “Name and Address”, on Menu LAF010 and PRESS “Enter”.

ENTER “1”, “Name and Address Maintenance”, on Menu LAF020 and PRESS “Enter”.

ENTER “4” on Menu LAF030 and PRESS “Enter”.

Enter the county name and PRESS “Enter”.

ENTER “2” in the “Access Mode” field and PRESS “Enter”.

ENTER “N” and PRESS “Enter” twice.

PRESS “Cmd7”.

ENTER “1”, “Update Name and Address”.

Enter the numeric State and county codes to be deleted on Screen LAF002; the system fills
in remainder.

On command line on Screen LAF002, ENTER “D” and PRESS “Enter”.

ENTER “Y” to confirm deletion and PRESS “Enter”. Message is displayed that record has
been deleted. PRESS “Enter”.

PRESS “Cmd7” to end.

319-329

1-15-02

(Reserved)

1-CM (Rev. 3) Amend. 1

Page 14-5
(through 14-24)

Par. 330
Section 2
330

Adding and Deleting a County at the County Office Level

Establishing a County on the County Office Automated System

A
Establishing
Office Control
File

To establish the office control file, take the following steps when:
C
C

a cooperative is approved to participate in the loan program
a new County is to be added to the County automated system.
Step

Action

ENTER “2”, “Office Control File Maintenance”, on Menu FAX250
and PRESS “Enter”.

ENTER “1”, “Office Control Table Maintenance”, on
Menu FAX251 and PRESS “Enter”.

PRESS “Enter” on Screen FAX24001 until a blank screen is
displayed.

On Screen FAX24001, enter:
C
C
C

the State name and PRESS “Field Exit”
the county name and PRESS “Field Exit”
the State code, county code, and check digit.

ENTER “Y” for each applicable automated process. Use “Field
Exit” to advance through applications.

PRESS “Field Exit” to advance to the “File Maintenance Action”
field.

ENTER “A” to add county. PRESS “Enter”.

PRESS “Cmd3” to return to Menu FAX250.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 14-25

Par. 330
330

Establishing a County on the County Office Automated System (Continued)

B
Data Load

This table includes instructions for County Office data load.

Step

Action

ENTER “4”, “Application Processing”, on Menu FAX250 and PRESS “Enter”.

Enter the number for the county just loaded.

Estimate and enter the number of the following in the county:
C
C
C

farms
tracts
producers.

Estimate these numbers 15 percent higher than current counts to allow room for expansion.
After each estimate, PRESS “Field Exit”. When finished, PRESS “Enter”.
Note: If county being added is a cooperative, use:
C

10 for farms and tracts

a number 15 percent higher than number shown on list received from cooperative
for producers.

The system builds the files needed to load the data.
As the system works through the file-building process, messages will be displayed on the
screen.
When the system has completed the file-building process, the screen for entering the County
Data Table will be displayed automatically.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 14-26

Par. 330
330

Establishing a County on the County Office Automated System (Continued)

C
Loading the
County Data
Table

D
Entering Records
on the Name and
Address File

The County data table is used to load basic information. To enter data follow:
C
C

paragraphs 22, 23, and 24 for a cooperative county
paragraphs 22, 23, 24, and 26 for a combined county.

Follow paragraphs 175 through 179 to enter records onto the producer name and
address file.
Note: Name and address entries must be completed before building the price
support master files.

1-15-02

1-CM (Rev. 3) Amend. 1

Page 14-27

Par. 331
331

Building Price Support Files

A
Adding CMA or
LSA

A County Data Table record must be established according to paragraph 330
before building Price Support files according to this paragraph.
Before building Price Support files, the Accounting files for the new CMA/LSA
must be built in this manner:
C

contact the National Help Desk at 1-800-255-2434 to obtain a valid daily
Accounting Authorization Code for the current date

on Menu FAX250, select option 4, “Application Processing (Office Selection)”

on Menu FAX07001, select option 1, “Accounting”

on Accounting Main Menu AAA000, ENTER “AAABLD” on the command
line and PRESS “Enter”
Note: This builds Accounting files for the new CMA/LSA. The message,
“Building records for file Group ____”, where “B.”, “C.”, etc. records
appear in the blank, will be displayed. A second message, “Accounting
ANKMST01 Check Writing System Screen.” will be displayed.

the user will be prompted twice to enter the daily Accounting Authorization
Code, which is obtained from the National Help Desk
Note: This action will generate the following messages:
C

“Debts & Claims

“AAABLD Building Records for File Group ____”, where “B.”,
“C.”, etc. appears in the blank

“Successfully built Claims Purge Control File”

“SYS-3725, Options (0) Pause - - when ready enter 0 to
continue”.

AUK32810

Purge Control File Screen”

Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 14-28

Par. 331
331

Building Price Support Files (Continued)

A
Adding CMA or
LSA (Continued)

when entering “0” and pressing “Enter”, the user will be returned to
Accounting Main Menu AAA000
Note: PRESS “Cmd3” to exit, which displays Menu FAX250.

B
Steps for
Building Price
Support Files

after completing this subparagraph, follow subparagraph B to complete the
process.

Build price support files using this table.
Step

Action

ENTER “4”, “Application Processing”, on Menu FAX250 and
PRESS “Enter”.

ENTER “?”, “Cooperative County Number”, on Office Selection
Menu FAX09002 and PRESS “Enter”.

ENTER “13”, “Price Support”, from Application Selection
Menu FAX07001 and PRESS “Enter”.

PRESS “Enter” when Screen PKE00000 is displayed to create empty
price support master files.
Note: The process of building the files does not display any
messages and may take several minutes to finish.

1-15-02

After price support file build is complete, Menu PCA005 will be
displayed.

ENTER “23” to return to Menu FAX250.

1-CM (Rev. 3) Amend. 1

Page 14-29

Par. 332
332

Deleting a County From the County Office Automated System

A
Initializing
Diskettes

Before saving files to tape, use this table to initialize a minimum of 4 diskettes.

Step

Action

Place a tape in the tape drive.

ENTER “INIT” on a command line and PRESS “Help”.

Enter Volume ID and State and county codes, and PRESS “Field Exit”.
Example: “C20802”, when the State and county codes are 20802 for the county to be
deleted.

Do not change entry in “Owner ID” field. Bypass to “Initializing Function” field.

ENTER “FORMAT” and PRESS “Field Exit”.

ENTER “S1” and PRESS “Enter”.

B
Saving Files to
Diskette
Step

After diskettes are initialized to the appropriate State and county codes, use this
table to save the files to diskette.
Action

ENTER “SAVE” on a command line and PRESS “Help”.

ENTER “ALL” for name of file and PRESS “Enter”.

ENTER “1” for retention days and PRESS “Field Exit”.

ENTER “#SAVE” for name of files and PRESS “Field Exit”.

Enter State and county codes for volume ID, and PRESS “Field Exit”.
Example: “C20802” when these are the State and county codes for the county to be deleted.

Enter name of file group and PRESS “Field Exit”.
Example: “B” or appropriate county file group letter of the county to be deleted.

ENTER “S1” for location of file and PRESS “Field Exit”.

ENTER “AUTO” for automatic advance and PRESS “Enter”.
Continued on the next page

1-15-02

1-CM (Rev. 3) Amend. 1

Page 14-30

Par. 332
332

Deleting a County From the County Office Automated System (Continued)

C
Deleting From
Office Control
Table

County Offices shall use this table to remove the county from the County Office
Control Table.

Step

Action

ENTER “2”, “Office Control File Maintenance”, on Menu FAX250 and PRESS “Enter”.

ENTER “1”, “Office Control Table Maintenance”, on Menu FAX251 and PRESS “Enter”.

PRESS “Enter” until county to be deleted is displayed.

Move cursor to the “File Maintenance Action” field and ENTER “D” to delete. PRESS
“Enter”.

PRESS “Cmd3” to end.

D
Complete
Deletion From
County Office
Automated
System

County Offices shall use this table to complete deletion of County files from the
automated system.
Step

Action

ENTER “Delete” on a command line on Menu FAX250 and PRESS
“Help”.

ENTER “All” for name of file and PRESS “Field Exit”.

ENTER “F1” for location of file and PRESS “Enter”.

PRESS “Field Exit” through next entry.
Note: Do not PRESS “Enter” until file group is entered as shown in
step 5.

Enter name of file group to be deleted.
Example: ENTER “C” for County file group, if the County to be
deleted is the third county on the system.

333-342

PRESS “Enter”.

(Reserved)
Parts 15-24

343-675
1-15-02

(Reserved)

(Reserved)
1-CM (Rev. 3) Amend. 1

Page 14-31

Par. 676
Part 25

Signatures and Authorizations

Section 1 Signature Requirements
676

Signatures
*--A Signature Methods (Ink, Electronic and Digital)
Ink signatures are commonly referred to as “wet signatures”. A wet signature is where the
parties to the document write their names with their own hand on a paper document by ink
pen. This is the traditional method of signing.
Electronic signature is defined in the US Federal ESIGN Act as an electronic sound, symbol,
or process, attached to or logically associated with a contract or other record and executed or
adopted by a person with the intent to sign the record. It is the act of authenticating,
acknowledging or adopting an electronic transaction.
Common types of electronic signatures are faxed and scanned signatures, which are
signatures received through a fax machine and electronically scanned signatures, such as
signatures provided by e-mail or the Internet.
Digital signatures include an embedded “certificate of authority.” Digital signatures are
based on public key infrastructure and are a result of a cryptographic operation that
guarantees signer authenticity, data integrity, and nonrepudiation of signed documents.
Digital signatures use the digital certificate to validate the signer’s identity and cannot be
copied, tampered or altered. When a digital signature is used, the certificate indicates who
the person is and includes a date-and-time stamp to assure authenticity. Besides being easily
transportable, it can also add assurance that the content of the message or document that has
been sent is unchanged.
Note: Although the terms digital signatures and electronic signatures are sometimes used
interchangeably, they are not the same. Digital signatures are a very specific type of
electronic signature. Electronic signatures (e-signatures) that are not digital
signatures (such as those used in the Farm Business Plan), use a single-factor
authentication system, are not easily transportable, and do not provide the same level
of signature and document integrity as a digital signature.--*

7-29-21

1-CM (Rev. 3) Amend. 75

Page 25-1

676

Par. 676

Signatures (Continued)
*--B Acceptable Ink Signatures
All signatures shall be in ink or inerasable pencil. Following are acceptable ink
signatures.--*
IF the signature is...
written

THEN...
the written name shall be the name used for:

by mark

• tax reporting
• program purposes.
the mark must be witnessed by either of the following:
•
•

printed

other than in English
script

a person receiving no direct benefit from the action
FSA employee.

Note: Witness shall sign by the mark. See paragraph 678 for an
example.
the signature must be witnessed by either of the following:
•
•

a person receiving no direct benefit from the action
FSA employee.

illegible

Note: Witness shall sign by the signature.
the person accepting the signature shall:

***

• know the correct name of the person signing
• initial the document.
***

***

7-29-21

1-CM (Rev. 3) Amend. 75

Page 25-2

676

Par. 676

Signatures (Continued)
*--C Acceptable Electronic Signatures
The following are descriptions of acceptable electronic signatures.
•

If a traditional wet ink signature on a piece of paper is scanned into an electronic device,
the scanned version is regarded as an electronic signature. Likewise, if a picture is taken
of a document with a traditional wet ink signature, that is regarded as an electronic
signature.

•

Faxed and scanned signatures from producers shall be accepted for certain forms and
other documents, provided both of the following are met:
•

the applicable program form or other document is approved for faxed and scanned
signatures

•

all other applicable signature requirements are met.

Following are important considerations for faxed and scanned signatures.

7-29-21

•

The authority to accept faxed and scanned signatures does not alter existing authorities
for producers to execute transactions, such as power of attorney, fiduciary capacity, or
other approved signature authorities.

•

See Exhibit 50 for program forms and documents not approved for faxed and scanned
signatures.

•

Service Centers shall prioritize, and process faxed or scanned program forms, documents,
and information in the same manner as forms and documents received by mail or
delivered in person.

•

Faxed or scanned information shall not be given a higher or lower priority than
information received by mail or delivered in person.

•

Producers are responsible for the successful transmission and receipt of information
provided to the Service Center through telefacsimile or electronic transmission.--*

1-CM (Rev. 3) Amend. 75

Page 25-3

676

Par. 676

Signatures (Continued)
*--C Acceptable Electronic Signatures (Continued)
•

USDA is not responsible for any transmission failures or any other problems that prevent
the successful or timely receipt of information provided by producers through
telefacsimile transmission or electronic transmission.

•

The date and time printed by the fax machine or electronic device on the applicable
program form or document shall be used to determine whether program deadline and
filing date requirements are met.
Example: Producer signs and dates CCC-633 EZ on August 13, 2020. Service Center
receives faxed or electronic CCC-633 EZ on August 14, 2020. Provided all
eligibility requirements have been met, Service Center shall use the LDP rate
as of the date printed by the fax machine or electronic device on CCC-633 EZ
(August 14, 2020).

•

Service Centers shall not accept or approve any form or document received through
telefacsimile machine or electronic device if the date and time of the FAX cannot be
verified.

Note: The procedure about accepting faxed and scanned signatures in this handbook
applies only to FSA. Each Agency shall provide separate policy and procedure
about accepting faxed and scanned signatures.
D Acceptable Digital Signatures
The following are descriptions of acceptable digital signatures.
•

Agency officials when the official’s LincPass card is used.

•

Producers using Level-2 eAuthentication, when available for the specific document.

•

Producers using other authorized methods meeting the certificate of authority standards
confirming the authenticity of the signature.

OneSpan is an authorized method of digital signature. Box is a temporary agency solution,
beginning in 2020, for remotely collaborating with customers. It is not the official document
repository and documents should only be added temporarily to obtain a signature, then
promptly removed from Box to be stored in the Digital Records Management System and/or
printed to file according to agency policy. Box with OneSpan can be used to obtain a single
signature from an individual with signature authority or to obtain signatures on multiple
documents.--*

7-29-21

1-CM (Rev. 3) Amend. 75

Page 25-4

676

Par. 676

Signatures (Continued)
*--E General Guidance for All Signature Methods
The following apply to all 3 methods of signatures.
If the signature is by a married woman, then she shall sign:
•

her own given name
Examples:

•

Acceptable: Mrs. Mary Doe
Unacceptable: Mrs. John Doe

her spouse’s name only when signing:
•

as an attorney-in-fact
Example: John Doe by Mary Doe, Power of Attorney

•

in a fiduciary capacity.
Example: John Doe by Mary Doe, Conservator.

Many forms include or will include “By” and “Title/Relationship” in the applicable
signature boxes. An indicator, such as “by” or “for”, is not required for those forms;
however, the “Title/Relationship” box shall be completed accordingly for individuals
signing in a representative capacity. Instructions for completing those forms are included
in the applicable program handbook.
Note: A graphic image of a signature placed on a document and not verified by secure
software is generally discouraged because it is not enforceable unless accompanied
by an email or other contemporaneous evidence of the signer’s intent to accept the
agreement.--*

7-29-21

1-CM (Rev. 3) Amend. 75

Page 25-4.5

676

Par. 676

Signatures (Continued)
F Person Underage
See paragraph 677 for minor’s signature.
G Unacceptable Signatures
Altered signatures shall not be accepted, unless:
•
•

the person signing affixes a new signature
unusual circumstances warrant a hardship or limited case waiver.

Note: Signatures received with terminology such as “without prejudice”, “without
recourse”, or similar language, are not considered acceptable, as this is considered an
attempt to limit the terms of the form or document being signed.
H Notification of Policy for Spouses
Each year, County Offices shall notify all owners, operators, tenants, and sharecroppers of
the policy affecting spousal signatures. Notification will be through each of the following:
•
•

7-29-21

first County Office newsletter of FY
local news releases the beginning of FY.

1-CM (Rev. 3) Amend. 75

Page 25-4.6

677

Par. 677

Minor’s Signature
A General Rule for Minor’s Signature

*--When the eligible producer is a minor who is capable of signing and understanding,--*
County Offices shall obtain both of the following on the applicable program documents:
•
•

the eligible minor’s signature
the signature of 1 of the eligible minor’s parents.

Exceptions: A minor’s signature may be accepted without obtaining the signature of 1 of
the parents, if any of the following apply:
•

a right of majority has been conferred by court proceedings or statute

•

CCC-64 is provided to protect the Government from any loss for which
the minor would be liable if the minor were an adult

•

a financially responsible adult cosigns the loan note

•

the minor is obtaining an FLP youth loan and the parent’s signature is not
required according to FLP procedure.

By signing the applicable document, the parent is liable for the actions of the minor
with respect to the applicable program and may be liable for refunds, liquidated
damages, or other penalties assessed because of program violations on the part of the
minor regardless of whether the parents have an interest in the applicable program.

7-29-21

1-CM (Rev. 3) Amend. 75

Page 25-4.7

677

Minor’s Signature (Continued)

Par. 677

B Authorized Signatures
An authorized adult who is a court-appointed guardian may sign on behalf of a minor.
Note: See paragraph 713 for signature example for guardians.
C Distributing CCC-64
Distribute CCC-64 as follows:
•
•

7-29-21

the original in the appropriate program folder
copies to principal and sureties.

1-CM (Rev. 3) Amend. 75

Page 25-4.8

Par. 677
677

Minor’s Signature (Continued)

D
Completing
CCC-64

Complete CCC-64 according to this table.

Item
Number

Instructions

Enter County Office name, address, and telephone number.

Enter the applicable program name. Include program year if applicable.

Enter the effective date of the bond. This date must be on or before applicable
program documents are approved.

*--4(a)

Enter full name of principal.

4(b)

Enter full name of first surety.

4(c)

Enter full name of second surety, if applicable.

4(d)

Enter the total amount of bond.

4(e)

Enter the total amount of bond numerically.

4(f)-(h)

Enter the day, month, and year CCC-64 is signed.

5A and 5B

Principal must sign and enter address in items 5A and 5B, respectively.

5C and 5D

Witness to principal’s signature must sign and enter address in items 5C and 5D,
respectively.

6A and 6B

First surety must sign and enter address in items 6A and 6B, respectively.

6C and 6D

Witness to first surety signature must sign and enter address in items 6C and 6D,
respectively.

7A and 7B

Second surety, if applicable, must sign and enter address in items 7A and 7B,
respectively.

7C and 7D

Witness to second surety signature, if applicable, must sign and enter address, in
items 7C and 7D, respectively.

8 A, B, C,
and D--*

Enter name, address, and title of COC member signing certification in items 8 A, B,
and C, respectively. COC member must sign and date CCC-64. The certification
date must be:
C
C

after the date of the principal and sureties’ signatures
on or before the effective date of the bond.
Continued on the next page

3-18-03

1-CM (Rev. 3) Amend. 9

Page 25-5

Par. 677
677

Minor’s Signature (Continued)

D
Completing
CCC-64
(Continued)

This is an example of CCC-64.
*--

--*

3-18-03

1-CM (Rev. 3) Amend. 9

Page 25-6

Par. 678
678

Individuals and Cosigners

A
Signing as
Individual

When signing on one’s own behalf, the signature:
C

must agree with the name typed or printed on the form

may contain variations that do not cause the name and signature to be in
disagreement.

Note: When signing as a cosignor or agent, the same variations apply.
Following are examples of acceptable signatures.
Name on Document
John W. Smith

Acceptable Signature
John W. Smith
J. W. Smith
John Smith
J. Smith
J. Wilson Smith
John Wilson Smith

Mary J. Smith

Mary J. Smith
Ms., Mrs., or Miss Mary Smith
Mary Smith
M. J. Smith
Ms., Mrs., or Miss Mary J. Smith
Ms., Mrs., or Miss Mary Jane Smith
X (or other mark)
Mark of Mary J. Smith,
Lucille P. Jones, Witness

1-15-02

1-CM (Rev. 3) Amend. 1

Page 25-7

Par. 679
679

Facsimile Signatures for COC’s and CED’s

A
General
Authorization

Facsimile signatures for COC members and CED’s may be used on program forms
or other documents when:
C

the action indicated represents the results of previous actions that are
adequately documented

used as a means of decreasing routine burden on COC members and CED’s
without removing their identity.

*--Note: Only COC members and CED's may use facsimile signatures for the
purposes described in this paragraph.--*

B
Required
Documentation

When facsimile signatures are used, the County Office records shall clearly show
that the action represented was approved by COC or CED, as applicable, by:
C
C
C
C

signing basic source documents, such as allotment yields
initialing individual approval records that precede official notices
filing a statement covering a large number of issuances
making appropriate reference in COC minutes.
Continued on the next page

7-5-02

1-CM (Rev. 3) Amend. 3

Page 25-8

679

Facsimile Signatures for COC’s and CED’s (Continued)

Par. 679

C Approved Uses
Facsimile signatures may be used when the action represents information to individuals
containing previous approval action on:
•
•
•
•

notices of allotments, quotas, yields, or payment rates
notices of measured acreage, excess acreage, deficient acreage, or quota overmarketings
marketing cards
circular letters.

D Prohibited Uses
Facsimile signatures shall not be used on:
•
•
•
•
•
•
•
•
680

letters advising producers of determinations made on reconsideration requests or appeals
responses to inquiries to individual producers
individual reports
CCC-184
disbursement transaction statement
any issuance prohibited by handbook instructions or other directives
forms for any unusual or controversial case
contracts.

(Withdrawn--Amend. 75)

7-29-21

1-CM (Rev. 3) Amend. 75

Page 25-9
(through 25-14)

Par. 681
681

Signatures for UCC-1’s, Deeds, and Similar Documents
A Background
UCC-1, UCC-1F, a real estate deed, or any other form required by State law to transfer a
property interest to CCC requires special signature requirements. The examples given in this
paragraph have been developed to conform to State laws.
B Acceptable Signatures
The signature of an individual signing on behalf of another individual or entity shall consist
of both of the following:


an indicator, such as “by” or “for”, illustrating that the individual is signing in a
representative capacity



individual’s name, capacity, and name of the entity or individual for which they are
signing.

Following are examples of acceptable signatures on State financing statements, real estate
deeds, and other documents required to be filed in a State or county filing location.
Note: A husband and wife shall have FSA-211 on file to sign claim settlements on behalf of
the other (paragraph 707).
Number of Signatures
One signature for an individual
One signature for a corporation
Two or more signatures

Acceptable Signatures
Ralph Jones
Ralph Jones by Helen Jones
XYZ Corporation by Ralph Jones, President
 Ralph Jones
Alan Jones


Ralph Jones
Alan Jones by Ralph Jones



Ralph Jones
Alan Jones by Ralph Jones, Power Of Attorney



Ralph Jones
Alan Jones by Ralph Jones, Guardian

Notes: Other forms and authorized titles may be acceptable only if approved by DAFP.
*--DAFP forms include or will include “By” and “Title/Relationship” in the applicable
signature boxes. An indicator, such as “by” or “for”, is not required for the revised
forms; however, the “Title/Relationship” box shall be completed accordingly for
individuals signing in a representative capacity. Instructions for completing the
revised forms are included in the applicable program handbook.--*
682-690 (Reserved)
7-17-09

1-CM (Rev. 3) Amend. 40

Page 25-15
(through 25-34)

Par. 697
Section 2 (Withdrawn--Amend. 23)
691-696 (Withdrawn--Amend. 23)
697-706 (Reserved)

7-17-09

1-CM (Rev. 3) Amend. 40

Page 25-35
(through 25-58)

Par. 707
Section 3
707

General Rules of Authority

Policy on Evidence of Authority and Signature Limitations
A General Rule for Signature Authority
Nothing in this handbook, or 7 CFR Part 707, gives persons additional time in which to file
program applications, contracts, or other documents. Rather, this handbook discusses what
evidence is required before FSA will act on properly filed program instruments.
These provisions discuss persons who are signing in a representative capacity. Unless the
specific CCC or FSA program otherwise requires evidence of authority of persons signing in
a representative capacity, other than FSA-211, evidence of authority must be on file before
FSA will process any benefit or payment application for the person or legal entity involving
*--the representative signature. Only legal entities, not dissolved entities, have authority to sign
in a representative capacity, as provided in this section. In this context, benefit or--*
payment can include, but is not limited to, NAP Application for Coverage, ARCPLC
contract enrollment for a share greater than zero in either the contract or FSA-578, payment
applications, loan applications, MPP applications, LDP applications, CRP contracts, etc.
Evidence of authority is not required unless:
•

a benefit or payment is being requested for the person or legal entity for which the
representative is entering a signature on the form

•

FSA questions the representative’s authority to sign for whatever reason.

None of these provisions apply to persons signing under FSA-211. Follow paragraph 730.
County Offices must verify signature authority for all entities and joint operations requesting
benefits by reviewing checked box or boxes on forms:
•
•

CCC-902E, Part C, Column F
CCC-901, Part A, Column 5, as applicable.

Notes: Evidence of signature authority for individuals including spouses and minors has not
been revised. Procedure about evidence of authority of persons seeking payments on
behalf of deceased, disappeared, or persons declared incompetent appears in
paragraph 779.
The policy at paragraph 779 does not apply to:
•
•
•
•
•

representatives of cotton, rice, or peanut buyers (1-CM, paragraph 731)
FSFL Program
TTPP
MILC (producers participating in MILC only)
FLP’s.

Note: County Office employees must follow signature authority requirements in
applicable handbooks for these programs.
3-3-23

1-CM (Rev. 3) Amend. 78

Page 25-59

Par. 707
707

Policy on Evidence of Authority and Signature Limitations (Continued)
A General Rule for Signature Authority (Continued)
If the legitimacy of documents provided as evidence of authority to sign is questioned, FSA
will seek review from OGC. County Offices will:
•

forward copies of the documents to the State Office for review

•

refrain from issuing payments or further actions pending response from either the State
Office or, if the State Office deems it necessary, the Regional Attorney.

The following are examples of properly signed CCC-902E's for entities and joint operations.
•

Limited Liability Company (J&J LLC)

John A. Member

3-12-15

1-CM (Rev. 3) Amend. 65

Page 25-60

Par. 707
707

Policy on Evidence of Authority and Signature Limitations (Continued)
A General Rule for Signature Authority (Continued)
●*--Revocable Trust

I.M. Trustee

--*

7-17-09

1-CM (Rev. 3) Amend. 40

Page 25-61

Par. 707
707

Policy on Evidence of Authority and Signature Limitations (Continued)
A General Rule for Signature Authority (Continued)
●*--Corporation (Land Owner Only)

I.M. President
Notes: Only members selected in CCC-902E, Part C, Column F and/or CCC-901, Part A,
Column 5 shall be considered authorized to sign for the entity. County Offices are no
longer required to request and maintain evidence of signature authority such as
corporate charters, articles of organization, trust agreement, etc.
If an entity or joint operation requests that an individual other than an authorized
member be granted authority to act as an attorney-in-fact on behalf of the entity or
joint operation, FSA-211/211A shall be executed according to paragraphs 728 and
728.5, and Exhibit 60.
County Offices shall follow instructions in 4-PL for completing CCC-902E and
CCC-901.
County Office shall contact the State Office for guidance if there are concerns about
questionable member information provided on CCC-902E and/or CCC-901.--*

7-17-09

1-CM (Rev. 3) Amend. 40

Page 25-62

Par. 707
707

Policy on Evidence of Authority and Signature Limitations (Continued)
A General Rule for Signature Authority (Continued)
*--When a representative has signed a document on behalf of a person or legal entity requesting
a benefit or payment as discussed in this subparagraph, County Offices will verify that
signature authority is on file in the County Office before approving, acting on, or authorizing
benefits or payments specifically requested for the person or legal entity by the
representative. See subparagraph C for special rules for spouses. See paragraph 779 for--*
cases involving deceased persons or persons disappeared or declared incompetent.
Notes: Evidence of signature authority related to non-FSA/CCC forms and documents, such
as cash leases, is not required and does not have to be on file.
Before April 2, 2009, the following types of evidence for authorized signature may be
acceptable, if dated on or before the signature date. COC may require any of the
following for authentication:


presentation of the original document, such as corporate charter, bylaws, court
orders of appointment, trust agreement, last will and testament, articles of
partnership, articles of organization, operating agreements



FSA-211
Note: In cases where a principal has died, FSA-211 is no longer valid for
attorney signatures following the principal’s death.



notarization



an affixed official seal.

Example: Documentation, such as corporate charter, indicating who is authorized to
sign for a corporation must be on file in the County Office before County
Office may accept a signature on any program document for the
corporation.
County Offices finding prior actions on payment issuances on file shall not be
deemed as evidence of authority to sign.
*--County Offices will consider a signature of an individual acting in a representative--*
capacity to be valid, even though there was not a proper signature authority on file in the
County Office at the time the individual signed a contract, application, or other document in
a representative capacity, if all of the following apply:

3-12-15



the program contract, application, or other document was signed by the participant,
applicant, or authorized representative according to the contract or program’s rules



the individual signing the contract, application, or other document did not knowingly or
willfully falsify evidence of signature authority or the signature
1-CM (Rev. 3) Amend. 65

Page 25-63

Par. 707
707

Policy on Evidence of Authority and Signature Limitations (Continued)
A General Rule for Signature Authority (Continued)
*--if the contract, application, or document is requesting a benefit or payment according to
this subparagraph and documentation of signature authority, considered acceptable--*
according to this handbook, is submitted to the County Office indicating the individual
had authority to sign the contract, application, or other document in a representative
capacity on the day that signature was affixed on the contract, application, or other
document.
*--The County Office may require any person who is signing in a representative capacity and
who claims to have signature authority to:--*




provide ID
file a signature with the County Office
submit documents supporting the claim of authority.

*--Note: County Office has authority to exercise discretion on when to require evidence.--*
B Maintaining Documentation Before April 2, 2009
The entire document presented does not have to be maintained. However, all applicable
pages that identify the entity, pertinent authority, and any limitations, etc, must be
maintained.
Example: If the trust is represented to be an irrevocable trust, procedure in 1-PL requires
review of the trust agreement to determine if it contains a provision that would
result in the trust being considered a revocable trust for payment limitation
purposes. See 1-PL, subparagraph 362 B.

3-12-15

1-CM (Rev. 3) Amend. 65

Page 25-64

Par. 707
707

Policy on Evidence of Authority and Signature Limitations (Continued)
C Signature Authority for Spouses
Spouses:


may sign documents on behalf of each other for FSA and CCC programs in which either
has an interest, effective August 1, 1992, unless written notification denying a spouse this
authority has been provided to the County Office



shall not sign FSA-211 on behalf of the other



shall not sign on behalf of the other as an authorized signatory for partnerships, joint
ventures, corporations, or other similar entities
Exception:

Spouses may sign on behalf of each other for a husband/wife joint venture
with a permanent tax ID number and sole proprietorship, unless written
notification denying a spouse authority has been provided to the County
Office (subparagraph 710 F or 712 A, as applicable).

Notes: See paragraphs 709 through 711.
See applicable directives for acceptable spouse signatures for FLP loans.


must have a power of attorney on file or sign personally for claim settlements, such as
promissory notes.
Important:

A spouse’s authority to sign documents on behalf of the other spouse does
not:


override the FOIA/PA requirements of 5 U.S.C. 552 and 552A



entitle a spouse to review or receive Agency records of the other
spouse.

Note: See 2-INFO for more information about FOIA/PA requirements
and Agency records.
County Office shall not provide Agency records of a producer to that
producer’s spouse unless written authority to provide such records has
been provided to the County Office.
Example: Joe and Jane Black, husband and wife, may sign documents on
behalf of each other because no written notification denying
such authority has been provided to the County Office. Jane
Black has requested a copy of Joe Black’s Agency records.
County Office shall not provide the records to Jane Black
unless Joe Black provides the County Office written authority
to release the records to Jane Black.
7-17-09

1-CM (Rev. 3) Amend. 40

Page 25-65

Par. 707
707

Policy on Evidence of Authority and Signature Limitations (Continued)
D State and County Office Employees, and COC and STC Members
County Office and Federal employees * * *:


must not act as a power of attorney in the County Office where employed on behalf of
any person, including family members

*--Note: If COC or STC members act as attorneys for any persons or a legal entity, the
member must recuse themselves from acting on any document they signed as
attorney.--*


must not sign on behalf of a spouse in the County Office where employed



may in unusual situations such as a hardship case, make a written request to SED for
waiver
Note: If there is not a written waiver on file, employees cannot act on behalf of
participants.



are not limited from acting in a fiduciary capacity, such as:







guardian
administrator
conservator
executor
trustee
receiver.

E Limited Waiver of Signature Authority
Limited waiver of signature authority requirements may be granted to immediate family
members (paragraph 729.5).

6-2-15

1-CM (Rev. 3) Amend. 67

Page 25-66

Par. 707
707

Policy on Evidence of Authority and Signature Limitations (Continued)
F Entities Granted Signature Authority
Producers may grant entities, such as lending institutions, farm management companies, farm
management corporations, limited liability companies, or other similar entities, authority to
sign on their behalf.
Entities granted authority to sign for a producer must designate the individuals who are
authorized to sign for the entity using 1 of the following:
•

a letter signed by the entity’s officer who has authority to designate signature authority
for the entity

•

FSA-211 signed by the entity’s officer who has authority to designate signature authority
for the entity.

*--Note: An entity granted authority to sign for a producer may not designate signature
authority to an entity’s employee to sign on behalf of the producer, but only authorize
signature authority to sign on behalf of the entity.
Example: Jane White appoints the Nationwide Bank to act on her behalf as attorney-in-fact
on FSA-211. Joe Black, Nationwide Bank’s president, provides the Service
Center a letter naming the individuals who are authorized to sign for Nationwide
Bank. The individuals authorized to sign for Nationwide Bank may sign for
Nationwide Bank on behalf of Jane White, but they are not authorized to sign for
Jane White.--*
G FLP Resources
FLP directives regarding evidence of authority and signature limitations are available in
County Offices. FLP:
•
•

maintains copies of applicable entity documents
can assist in reviewing entity documents.

State Supplements to applicable FLP handbooks address signature requirements for entities
under State law. State Supplements to FLP handbooks are cleared according to 1-AS.
Therefore, County Offices will refer to the appropriate State Supplements before contacting
the Regional OGC with questions.

3-3-23

1-CM (Rev. 3) Amend. 78

Page 25-67

Par. 708
708

Individual
A Authorized Signatures
Use the following table to determine who may sign for an individual other than the individual
him/herself.
IF the person signing
for the individual is... THEN acceptable evidence of authority is...
a spouse
*--not required. See subparagraph 707 C.--*
1 of the following:
either of the following:
•
•
•
•
•
•

administrator
conservator
executor
guardian
trustee
receiver

•

on or after April 2, 2009, checked box or boxes on CCC-902E,
Part C, Column F and/or CCC-901, Part A, Column 5, as
applicable

•

before April 2, 2009, 1 of the following:
•
•
•
•
•

court orders of appointment with execution order
certificate or letter of administration
trust agreement
last will and testament
certified evidence of probate.

The evidence, except for a trust agreement, shall contain the
following:
•

signature of an officer of the issuing court

•

seal affixed by issuing court

•
an attorney-in-fact

certification by an officer of the issuing court that the evidence
of authority is in full force and effect.
a valid power of attorney signed by the grantor.
Notes: See Section 4 for power of attorney.
See paragraph 707 when the agent granted signature
authority is an entity.

11-14-11

1-CM (Rev. 3) Amend. 51

Page 25-68

Par. 708
708

Individual (Continued)
B Acceptable Signatures for Spouses
The signature of a spouse on behalf of the other will consist of both of the following:
•

an indicator, such as “by” or “for”, illustrating that the individual is signing in a
representative capacity

•

1 of the following:
•
•
•

name of individual signing in representative capacity
name of individual signing in representative capacity and name of spouse
name of individual signing in representative capacity followed by “spouse”.

C Spouse Signature Examples
Following are examples of signatures that may be accepted when one spouse signs on behalf
of the other spouse.
Name on Document
John R. Smith

John R. Smith
Sharon H. Smith

Acceptable Signatures
• by Sharon H. Smith
• John R. Smith by Sharon H. Smith
• by Sharon H. Smith, Spouse
• Sharon H. Smith for John H. Smith
*--Sharon H. Smith
John R. Smith by Sharon H. Smith--*
•

John R. Smith
Sharon H. Smith by John R. Smith

Notes: Other forms may be accepted only if approved by DAFP.
DAFP forms include or will include “By” and “Title/Relationship” in the applicable
signature boxes. An indicator, such as “by” or “for”, is not required for the revised
forms; however, the “Title/Relationship” box will be completed accordingly for
individuals signing in a representative capacity. Instructions for completing the
revised forms are included in the applicable program handbook.

3-3-23

1-CM (Rev. 3) Amend. 78

Page 25-69

Par. 709
709

General Partnership
A General Rules
*--Effective April 2, 2009, a general partnership shall provide member information on
CCC-902E and/or CCC-901. General partnerships shall check boxes on CCC-902E, Part C,
Column F and/or CCC-901, Part A, Column 5, as applicable, to establish signature authority.
Notes: In most States any member of a general partnership may sign for the general
partnership and bind all members unless the Articles of Partnership are more
restrictive. General partnerships shall only check “NO” in the signature authority
column if their intent is to restrict a general partner's authority to sign for the general
partnership.
Before April 2, 2009, a partnership must provide the Articles of Partnership. If no--*
Articles of Partnership are available, IRS documents such as Form 1065
(Schedule K-1) showing members and their respective shares may be used. A written
statement identifying all members and shares of the partnership and signed by all
members of the partnership may be used as acceptable documentation the first year
the partnership is in effect or if the membership of the partnership has changed and
the partnership has not filed any IRS forms.
Before July 20, 2004, certain properly executed affidavits may have been used as
evidence of signature authority. Properly completed affidavits on file before
July 20, 2004, shall continue to be honored as evidence of signature authority by State
and County Offices. Affidavits filed after July 18, 2001, must be witnessed by an
FSA employee or notarized to be considered acceptable.
Before November 20, 2006, general partnerships that did not have an individual
authorized to act on behalf of the general partnership could execute FSA-211 to
appoint an attorney-in-fact to act on behalf of the general partnership and bind all
members. FSA-211’s executed before November 20, 2006, according to these
instructions, shall continue to be honored as acceptable evidence of signature
authority by State and County Offices. The general partnership will be required to
provide additional documentation only if the structure and/or membership of the
general partnership changes.

7-17-09

1-CM (Rev. 3) Amend. 40

Page 25-70

709

General Partnership (Continued)

Par. 709

A General Rules (Continued)
Any member of a general partnership may sign for the general partnership and bind all
members unless the Articles of Partnership are more restrictive.
Note: This policy is adopted by FSA because the majority of States have laws that provide
for this; however, this is not the case for any other business enterprise.
A member of a general partnership may execute FSA-211 to appoint an attorney-in-fact to
act on behalf of the general partnership and bind all members, unless the Articles of
Partnership restrict member’s authority.
Note: Certain FSA and CCC forms, such as CCC-502’s, require each member’s individual
signature. Accordingly, each member or individual authorized by the members, must
sign such forms regardless of whether an individual has authority to act on behalf of
the general partnership.
Spouses shall not sign on behalf of each other as an authorized signatory for a partnership.
Individuals that are appointed as an attorney-in-fact for another individual shall not sign for
that individual as an authorized signatory for a partnership.
Example: John Smith is a member of ABC partnership. The articles of partnership provide
John Smith the authority to sign for the partnership and bind all members of the
partnership. John Smith’s spouse is not a member of the partnership and shall not
sign for John Smith as the authorized signatory for ABC partnership. John Smith
appointed Bill Brown as his personal attorney-in-fact on FSA-211. Bill Brown
shall not sign for John Smith as the authorized signatory for ABC partnership.

7-17-09

1-CM (Rev. 3) Amend. 40

Page 25-70.5
(and 25-70.6)

Par. 709
709

General Partnership (Continued)
A General Rules (Continued)
A spouse that is not a member of the partnership may sign on behalf of the other spouse’s
individual interest in a partnership, unless a written notification denying a spouse this
authority is provided to County Office. Individuals that are appointed as an attorney-in-fact
for another individual may sign for only that individual’s interest in a partnership.
Example: John Smith and Fred Brown have formed a general partnership called JF Farms.
Other than the 2 general partners, no other person has been authorized by
JF Farms to sign on behalf of the partnership. John’s wife, Sally Smith, may sign
as attorney-in-fact for John’s individual interest in the partnership. Sally may not
sign for the general partnership as she has not been authorized to sign.
A general partnership must have a permanent tax ID number to receive payments as a
partnership.
If a permanent tax ID number is not available, FSA doesn’t consider them a general
partnership. The individual may receive payments if they are requesting payments as
individuals and complete all supporting documentation as individuals.
B Examples of Signature Requirements for General Partnerships
Following are examples of signature requirements for general partnerships.
Example 1:
ABC General Partnership:
•
•

has a permanent tax ID number
is comprised of Jane Black, Bob Green, and Mike Brown.

Partnership papers are on file for ABC General Partnership and contain no specifications or
restrictions regarding signature authority.
ABC General Partnership is a producer on FSN 100 and elects to enroll FSN 100 in
2005 DCP. ABC General Partnership, not the individual members, shall be listed on
CCC-509.
Because there are no specifications or restrictions in the partnership papers, any 1 of the
partners (Jane Black, Bob Green, or Mike Brown) may sign CCC-509 on behalf of ABC
General Partnership and bind all members.

4-27-07

1-CM (Rev. 3) Amend. 29

Page 25-71

Par. 709
709

General Partnership (Continued)
B Examples of Signature Requirements for General Partnerships (Continued)
Example 2:
XYZ General Partnership:
•
•

has a permanent tax ID number
is comprised of John White, Jack Blue, and Mary White.

*--There are no partnership papers for XYZ General Partnership. However, IRS documents
have been provided, showing the members and their respective shares. In addition, all--*
members of XYZ General Partnership signed and executed FSA-211 appointing Mr. White
attorney-in-fact for XYZ General Partnership.
*--XYZ General Partnership is a producer on FSN 200 and elects to enroll FSN 200 in--*
2005 DCP. XYZ General Partnership, not the individual members, shall be listed on
CCC-509 * * *.
*--Because Mr. White is authorized to act for XYZ General Partnership, Mr. White can sign
CCC-509 on behalf of XYZ General Partnership. FSA-211 does not negate the provision of
subparagraph A. Either Jack Blue or Mary White would also have authority to sign the
CCC-509 on behalf of XYZ General Partnership.
Example 3:
LMB General Partnership:
•
•

has a permanent tax ID number
is comprised of Steve Gray, Tim Silvers, and Gary Gold.

Partnership papers are on file for LMB General Partnership, specifying that Gary Gold shall
sign all documents for LMB General Partnership.
LMB General Partnership is a producer on FSN 300 and elects to enroll FSN 300 in the 2005
DCP. LMB General Partnership, not the individual members, shall be listed on CCC-509.
Because there are specific restrictions in the partnership papers on file stating that Gary Gold
shall sign all documents for LMB General Partnership, only Gary Gold may sign the
CCC-509 on behalf of LMB General Partnership, which will bind all members.--*

11-20-06

1-CM (Rev. 3) Amend. 27

Page 25-72

Par. 709
709

General Partnership (Continued)
C Acceptable Signatures
The signature for an individual authorized to sign for a general partnership shall consist of
both of the following:


an indicator, such as “by” or “for”, illustrating that the individual is signing in a
representative capacity



1 of the following:




individual’s name
individual’s name and capacity
individual’s name, capacity, and name of partnership.

D Partnership Signature Examples
Following are examples of signatures that may be accepted for general partnerships.
Name on Document
John R. Smith & Sons, a Partnership
Smith & Roe Partnership






Jones and Smith, a Partnership




XYZ Company




Acceptable Signature
by George C. Smith
by George C. Smith, Partner
by John R. Smith
Smith and Roe Partnership, by John R. Smith,
Partner
by Richard H. Roe
Richard H. Roe, Agent for Jones and Smith, a
Partnership
by Richard Roe
XYZ Company by Richard Roe

Notes: Other forms and title may be accepted only if approved by DAFP.
*--DAFP forms include or will include “By” and “Title/Relationship” in the applicable
signature boxes. An indicator, such as “by” or “for”, is not required for the revised
forms; however, the “Title/Relationship” box shall be completed accordingly for
individuals signing in a representative capacity. Instructions for completing the
revised forms are included in the applicable program handbook.--*

4-2-09

1-CM (Rev. 3) Amend. 39

Page 25-72.5
(and 25-72.6)

Par. 710
710

Joint Venture
A General Rules
Effective April 2, 2009, joint ventures shall designate which members are authorized to sign
for the joint venture by checking applicable boxes on forms:
•
•

CCC-902E, Part C, Column F
CCC-901, Part A, Column 5.

All members must initial responses in column F and/or 5, as applicable.
Before April 2, 2009, all members of a joint venture were required to sign for the joint
venture unless an individual is authorized to act on behalf of the joint venture and bind all
members.
Joint ventures that do not have an individual authorized to act on behalf of the joint venture
may execute FSA-211 to appoint an attorney-in-fact to act on behalf of the joint venture and
bind all members.
Important:

When there is not an individual authorized to act on behalf of the joint
venture, all members of the joint venture must sign FSA-211. The members
of the joint venture are appointing an attorney-in-fact to act on behalf of the
joint venture, not the members of the joint venture as individuals.

Note: Certain FSA and CCC forms, such as CCC-502’s, require each member’s individual
signature. Accordingly, each member, or an individual authorized by the member,
must sign such forms regardless of whether an individual has authority to act on
behalf of the joint venture.
*--Joint ventures without a permanent ID number may execute the FSA-211 to appoint an
attorney-in-fact to act on behalf of the temporary joint venture and bind all members.--*
Spouses shall not sign on behalf of each other as an authorized signatory for a joint venture.
See exception in subparagraph 707 C for a husband/wife joint venture. Individuals that are
appointed as an attorney-in-fact for another individual shall not sign for that individual as an
authorized signatory for a joint venture.
Example: Jack Green is a member of JJJ Joint Venture. All members of JJJ Joint Venture
signed FSA-211 appointing Jack Green attorney-in-fact for the joint venture.
Jack Green’s spouse shall not sign for Jack Green as the authorized signatory for
JJJ Joint Venture. Jack Green appointed Bill Brown as his personal
attorney-in-fact on FSA-211. Bill Brown shall not sign for Jack Green as the
authorized signatory for JJJ Joint Venture.

9-20-16

1-CM (Rev. 3) Amend. 70

Page 25-73

Par. 710
710

Joint Venture (Continued)
A General Rules (Continued)
Spouses may sign on behalf of each other’s individual interest in a joint venture, unless a
written notification denying a spouse this authority is provided to County Office. Individuals
that are appointed as an attorney-in-fact for another individual may sign for that individual’s
interest in a joint venture.
Example: Jill White is a member of WW Joint Venture. No member of WW Joint Venture
is authorized to sign for the joint venture and bind all members; therefore, all
members must sign documents for the joint venture. Jill White’s spouse may sign
for Jill White’s individual interest in the joint venture. Jill White appointed
Mike Jones as her personal attorney-in-fact on FSA-211. Mike Jones may sign
for Jill White’s individual interest in the joint venture.
FSA payments may be issued to:
•

a joint venture with a permanent tax ID number

•

individual members of a joint venture, using the individual member’s ID numbers, when
the joint venture does not have a permanent tax ID number.

B Acceptable Evidence of Signature Authority
Use the following table to determine acceptable evidence of signature authority for a joint
venture.
IF the individual signing
for the joint venture is...
a member of the joint
venture

an agent

THEN acceptable evidence of authority is...
a valid power of attorney signed by all members of the joint
venture.
Note: Before July 20, 2004, certain properly executed
affidavits may have been used as evidence of
signature authority. Properly completed affidavits on
file before July 20, 2004, shall continue to be honored
as evidence of signature authority by State and
County Offices. Affidavits filed after July 18, 2001,
shall be witnessed by an FSA employee or notarized
to be considered acceptable.
a valid power of attorney signed by all members of the joint
venture.
Notes: See Section 4 for power of attorney.
See paragraph 707 when the agent granted signature
authority is an entity.

7-17-09

1-CM (Rev. 3) Amend. 40

Page 25-74

Par. 710
710

Joint Venture (Continued)
C Examples of Signature Requirements for Joint Ventures
Following are examples of signature requirements for joint ventures.
Example 1:
ABC Joint Venture:
•
•

has a permanent tax ID number
is comprised of Jane Black, Bob Green, and Mike Brown.

There are no documents that provide authority for any individual to sign for ABC Joint
Venture.
ABC Joint Venture is the owner and operator of FSN 1000 and elects to enroll FSN 1000 in
2005 DCP. ABC Joint Venture, not the individual members, shall be listed on CCC-509 with
100 percent share in all covered commodities on the farm.
Because no individual is authorized to act on behalf of ABC Joint Venture, Mrs. Black,
Mr. Green, and Mr. Brown must all sign CCC-509 for ABC Joint Venture.
Example 2:
XYZ Joint Venture:
•
•

has a permanent tax ID number
is comprised of John White, Jack Blue, and Mary White.

All members of XYZ Joint Venture signed and executed FSA-211 appointing Mr. White
attorney-in-fact for XYZ Joint Venture.
XYZ Joint Venture is owner and operator of FSN 2000 and elects to enroll FSN 2000 in
2005 DCP. XYZ Joint Venture, not the individual members, shall be listed on CCC-509 with
100 percent share in all covered commodities on the farm.
*--Because Mr. White is authorized to act for XYZ Joint Venture, only Mr. White is required--*
to sign CCC-509 on behalf of XYZ Joint Venture.

9-1-05

1-CM (Rev. 3) Amend. 22

Page 25-74.3

Par. 710
710

Joint Venture (Continued)
C Examples of Signature Requirements for Joint Ventures (Continued)
Example 3:
DEF Joint Venture:
•
•

does not have a permanent tax ID number
is comprised of Mike Smith, Jane Jones, and Tom Williams.

There are no documents that provide authority for any individual to sign for DEF Joint
Venture.
DEF Joint Venture is owner and operator of FSN 3000 and elects to enroll FSN 3000 in
2005 DCP. DEF Joint Venture is listed on CCC-509 with zero shares of the covered
commodities on the farm. The individual members shall be listed on CCC-509 with their
individual share of the covered commodities on the farm.
Note: Because DEF Joint Venture does not have a permanent ID number, payments cannot
be issued to the joint venture. When a joint venture does not have a permanent ID
number, payments must be issued to the individual members using their respective ID
numbers.
***
Each member (Mrs. Jones, Mr. Smith, and Mr. Williams) must sign for their individual
interest on CCC-509.
Example 4:
RST Joint Venture:
•
•

does not have a permanent tax ID number
is comprised of Larry Jackson, Sue Doe, and Lisa Green.

All the members of RST Joint Venture signed and executed FSA-211 appointing Mr. Jackson
attorney-in-fact for RST Joint Venture.
RST Joint Venture is owner and operator of FSN 4000 and elects to enroll FSN 4000 in
2005 DCP. RST Joint Venture is listed on CCC-509 with zero share of the covered
commodities on the farm. The individual members shall be listed on CCC-509 with their
individual share of the covered commodities on the farm.

11-23-05

1-CM (Rev. 3) Amend. 23

Page 25-74.4

Par. 710
710

Joint Venture (Continued)
C Examples of Signature Requirements for Joint Ventures (Continued)
Note: Because RST Joint Venture does not have a permanent ID number, payments cannot
be issued to the joint venture. When a joint venture does not have a permanent ID
number, payments must be issued to the individual members using their respective ID
numbers.
Each member (Mr. Jackson, Mrs. Doe, and Mrs. Green) must sign for their individual interest
on CCC-509.
D Acceptable Signatures
The signature for an individual authorized to sign for a joint venture shall consist of 1 of the
following:




individual’s name
individual’s name and capacity
individual’s name, capacity, and name of the joint venture.

Signatures shall also consist of an indicator, such as “by” or “for”, illustrating that the
individual is signing in a representative capacity.
E Joint Venture Signature Examples
The following are examples of signatures that may be accepted for joint ventures.
Name on Document
Bob and Bill Joint Venture



Jones and Smith Joint Venture 


Acceptable Signatures
by Joe Black
Joe Black for Bob and Bill Joint Venture
by Jim Smith
Mary Brown, Power of Attorney for Jones and Smith
Joint Venture

*--Note: DAFP forms include or will include “By” and “Title/Relationship” in the applicable
signature boxes. An indicator, such as “by” or “for”, is not required for the revised
forms; however, the “Title/Relationship” box shall be completed accordingly for
individuals signing in a representative capacity. Instructions for completing the
revised forms are included in the applicable program handbook.--*
F Husband and Wife Joint Ventures
Spouses may sign documents on behalf of each other for a husband and wife joint venture
with a permanent tax ID number, effective August 1, 1992, unless written notification
denying a spouse this authority has been provided to the County Office.

4-2-09

1-CM (Rev. 3) Amend. 39

Page 25-74.5

711

Par. 711
Corporations, Limited Partnerships, Limited Liability Partnerships, Limited Liability
Companies, and Other Similar Entities
A Authorization
*--Effective April 2, 2009, corporations, limited partnerships, limited liability partnerships, and
limited liability companies shall designate which officers, managers, or members are
authorized to sign for their respective entity by checking applicable boxes on forms:



CCC-902E, Part C, Column F
CCC-901, Part A, Column 5.

Before April 2, 2009, a copy of any of the following applicable documents would--*
authorize an officer, manager, member, or representative to sign:


the corporate charter, bylaws, articles of organization, operating agreement, or
partnership papers executed according to State law, that designates officers, members, or
managers as authorized signatories



resolution by the corporation’s board of directors, signed by the corporation’s secretary
or an officer other than the signatory being extended signature authority
Note: If the intent of the resolution is to extend signature authority to all officers of a
corporation, then all officers must sign the resolution.
Exception:

For a 1 person corporation, that person is authorized to sign for the
corporation by default if documentation, such as a corporate charter, is on
file in the County Office which both:


identifies the “one person”



validates that 100 percent of the corporation’s shares are held by that
“one person”.



signed corporate minutes



letter signed by an authorized representative of the entity designating who may sign for
the entity.
Note: This letter may only be used as valid documentation when the entity is not
receiving monetary benefits from FSA.
Example: XYZ Chemical Company contracts with producers to test their products on
special acreages on farms participating in DCP. There are instances when
these producers do not have 100 percent risk in all of the base acres. XYZ
Chemical Company then, has to be on CCC-509 for a share of the payments
even if they are ineligible or do not wish to receive the payments. XYZ
Chemical Company is required to sign CCC-509 and therefore, signature
authorization is required.

7-17-09

1-CM (Rev. 3) Amend. 40

Page 25-74.6

711

Par. 711
Corporations, Limited Partnerships, Limited Liability Partnerships, Limited Liability
Companies, and Other Similar Entities (Continued)
A Authorization (Continued)
*--Notes: It is the respective entity’s responsibility to keep County Offices informed of all
changes about signature authority and to ensure that current documentation is
provided accordingly.--*
The identification/listing of officers and/or shareholders of a corporation does not, by
itself, provide sufficient evidence of who has authority to act on behalf of the
corporation.
Before July 20, 2004, certain properly executed affidavits may have been used as
evidence of signature authority. Properly completed affidavits on file before
July 20, 2004, shall continue to be honored as evidence of signature authority by State
*--and County Offices. Affidavits filed after July 18, 2001, must be witnessed by an
FSA employee or notarized to be considered acceptable.--*
Spouses shall not sign on behalf of each other as an authorized signatory for a corporation,
limited partnership, limited liability partnership, limited liability company, or other similar
entity. Individuals who are appointed an attorney-in-fact for another individual shall not sign
for that individual as an authorized signatory for a corporation, limited partnership, limited
liability partnership, limited liability company, or other similar entity.
Example: Joe Blue is a member of B Inc. The charter for B Inc. authorizes Joe Blue to sign
for the corporation. Joe Blue’s spouse shall not sign for Joe Blue as the
authorized signatory for B Inc. Joe Blue appointed Mary Smith as his personal
attorney-in-fact on FSA-211. Mary Smith shall not sign for Joe Blue as the
authorized signatory for B Inc.

4-27-07

1-CM (Rev. 3) Amend. 29

Page 25-75

711

Par. 711
Corporations, Limited Partnerships, Limited Liability Partnerships, Limited Liability
Companies, and Other Similar Entities (Continued)
A Authorization (Continued)
Spouses may sign on behalf of each other’s individual interest in a corporation, limited
partnership, limited liability partnership, limited liability company, or other similar entity;
unless a written notification denying a spouse this authority is provided to County Office.
Individuals who are appointed as an attorney-in-fact for another individual may sign for that
individual’s interest in a corporation, limited partnership, limited liability partnership, LLC,
or other similar entity.
Example: Jane Brown is a member of JBB Inc. The corporate charter for JBB Inc. requires
all members to sign documents for the corporation. Jane Brown’s spouse may
sign for Jane Brown’s individual member interest in the corporation. Jane Brown
appointed Mike Black as her personal attorney-in-fact on FSA-211. Mike Black
may sign for Jane Brown’s individual member interest in the corporation.
B Redelegation of Signature Authority
Use the following table to determine how an agent may be granted authority to sign for a
corporation, limited partnership, limited liability partnership, limited liability company, or
other similar entity.
IF...
the entity
documents
allow for
redelegation
of signature
authority

THEN...
the person authorized to sign for the entity according to subparagraph A may
redelegate their authority to an agent on FSA-211.
Notes: See Section 4 for power of attorney.
An agent may be any individual including but not limited to an officer,
*--share holder, partner, member, or manager of the applicable entity.--*
See paragraph 707 if the agent granted signature authority is an entity.
Important: The person authorized to sign for the entity according to subparagraph
A shall not redelegate this authority if the entity documents do not
allow for redelegation of signature authority.
Example 1: The XYZ Corporation charter designates Mary Brown as the corporate
officer with signature authority for the corporation. The corporate
charter provides that the authority to sign for XYZ Corporation may be
redelegated. Mary Brown may redelegate her signature authority for
XYZ Corporation to an agent by completing FSA-211.
Example 2: The ABC Corporation charter designates Mike Jones as the corporate
officer with signature authority for the corporation. The corporate
charter does not indicate that the authority to sign for ABC Corporation
may be redelegated. Mike Jones shall not redelegate his signature
authority for XYZ Corporation.

12-20-19

1-CM (Rev. 3) Amend. 73

Page 25-76

711

Par. 711
Corporations, Limited Partnerships, Limited Liability Partnerships, Limited Liability
Companies, and Other Similar Entities (Continued)
B Redelegation of Signature Authority (Continued)
IF...

THEN...

the entity
the following may be used to authorize an agent to sign for the entity for:
documents do
not allow for
• corporations, either of the following:
redelegation of
signature
• FSA-211 signed by all officers
authority
• resolution of the board of directors, signed by an officer of the corporation,
providing name of agent authorized to sign for the corporation
•

limited partnerships, limited liability partnerships, and other similar entities,
FSA-211 signed by all members of the entity

•

limited liability companies, FSA-211 signed by all members or authorized
managers.
Notes: Before July 20, 2004, certain properly executed affidavits may have
been used as evidence of signature authority. Properly completed
affidavits on file before July 20, 2004, shall continue to be honored as
evidence of signature authority by State and County Offices.
*--Affidavits filed after July 18, 2001, must be witnessed by an FSA
employee or notarized to be considered acceptable.--*
An individual serving as agent may not individually redelegate that
authority on FSA-211.

Example: The ABC Corporation charter designates Mike Jones as the corporate
officer with signature authority for the corporation. The corporate
charter does not indicate that the authority to sign for ABC Corporation
may be redelegated. Mike Jones shall not redelegate his signature
authority for XYZ Corporation. However, an agent may be authorized
to sign for ABC Corporation if all officers of ABC Corporation sign
FSA-211.
Notes: See Section 4 for power of attorney.

*--An agent may be any individual including but not limited to an officer,--*
share holder, partner, member, or manager of the applicable entiry.
See paragraph 707 if the agent granted signature authority is an entity.

4-27-07

1-CM (Rev. 3) Amend. 29

Page 25-76.5
(and 25-76.6)

711

Par. 711
Corporations, Limited Partnerships, Limited Liability Partnerships, Limited Liability
Companies, and Other Similar Entities (Continued)
C Acceptable Signatures
The signature for an individual authorized to sign for a corporation, limited partnership,
limited liability partnership, limited liability company, or other similar entity shall consist of
both of the following:


an indicator, such as “by” or “for”, illustrating that the individual is signing in a
representative capacity



1 of the following:


individual’s name



individual’s name and capacity



individual’s name, capacity, and name of the corporation, limited partnership, limited
liability partnership, limited liability company, or other similar entity.

D Corporation Signature Examples
Following are examples of signatures that may be accepted for a corporation.
Name on Document
Smith Bros., Inc.

First National Bank








Acceptable Signature
by John H. Smith
by John H. Smith, President
by Richard R. Roe, Treasurer of Smith Bros., Inc.
by John H. Smith
First National Bank by John H. Smith, Cashier
John H. Smith, Cashier for the First National Bank

4-2-09

1-CM (Rev. 3) Amend. 39

Page 25-77

Par. 712
712

Sole Proprietor
A Acceptable Signatures
The signature for an individual who is the sole proprietor of a business operation shall consist
of both of the following:


an indicator, such as “by” or “for”, illustrating that the individual is signing in a
representative capacity



1 of the following:




individual’s name
individual’s name and title
individual’s name, title, and name of the business operation.

Note: Spouses may sign on behalf of each other for a sole proprietorship unless written
notification denying a spouse authority has been provided to the County Office.
B Sole Proprietor Signature Examples
The following are examples of acceptable signatures for a business operation conducted by
an individual under a name other than the individual.
Name on Document
Smith Company






Acceptable Signature
by John R. Smith
Smith Company by John R. Smith, Sole Proprietor
by John R. Smith, Sole Owner of Smith Company
Smith Company by J. R. Smith, Owner

Notes: Other signature formats may be accepted only if approved by DAFP.
*--DAFP forms include or will include “By” and “Title/Relationship” in the applicable
signature boxes. An indicator, such as “by” or “for”, is not required for the revised
forms; however, the “Title/Relationship” box shall be completed accordingly for
individuals signing in a representative capacity. Instructions for completing the
revised forms are included in the applicable program handbook.--*

4-2-09

1-CM (Rev. 3) Amend. 39

Page 25-78

Par. 713
713

Estate, Trust, Conservatorship, or Guardianship
A Required Authorization
Effective April 2, 2009, executor, administrator, trustees, conservator, receiver or guardian
*--shall designate authorized signature authority for the estate, trust, conservatorship,
receivership, or guardianship by completing CCC-902E and/or CCC-901 and signing as--*
applicable.
Before April 2, 2009, for an individual to sign as administrator, executor, trustee, guardian,
receiver, or conservator, evidence of authority consisting of 1 of the following documents,
which was executed according to State law, was required:





court orders of appointment
court-approved certificate or letter of administration
trust agreement or last will and testament that established the trust
similar document approved by regional attorney.

Spouses shall not sign on behalf of each other when the signature required is that of an
administrator, trustee, guardian, receiver, or conservator. Individuals that are appointed as an
attorney-in-fact for another individual shall not sign for that individual when the signature
required is that of an administrator, trustee, guardian, receiver, or conservator.
Example: John Smith is the trustee for the ABC Trust. John Smith’s spouse shall not sign
for John Smith as the authorized trustee for ABC Trust. John Smith appointed
Bill Brown as his personal attorney-in-fact on FSA-211. Bill Brown shall not
sign for John Smith as the authorized trustee for ABC Trust.
B Restrictions on Evidence of Authority
Documents presented in subparagraph A, except for trust agreements and documents
approved by regional attorney, shall contain the following:


signature of an officer of the issuing court



certification by an officer of the issuing court that the evidence of authority is in full force
and effect.

C Redelegation by Individual Authorized by Evidence
Individuals, designated according to subparagraph A or B, may redelegate authority to an
agent on FSA-211.
Notes: See Section 4 for power of attorney.
See paragraph 707 when the agent granted signature authority is an entity.

11-14-11

1-CM (Rev. 3) Amend. 51

Page 25-79

Par. 713
713

Estate, Trust, Conservatorship, or Guardianship (Continued)
D Acceptable Signatures
The signature for an individual authorized to sign as the representative for an estate, trust,
conservatorship, or guardianship, shall consist of:


an indicator, such as “by” or “for”, illustrating that the individual is signing in a
representative capacity



the name of the estate, trust, conservatorship, or guardianship, except when the name of
the estate, trust, conservatorship, or guardianship is shown on the document



the representative’s name and capacity.

E Fiduciary Signature Examples
The following are examples of acceptable signatures when signing in a fiduciary capacity.
Name Printed on Document
Acceptable Signature
Richard L. Smith, Administrator Estate of John C. Smith, Deceased, by Richard L. Smith,
of the Estate of John C. Smith,
Administrator
Deceased
by Richard L. Smith, Administrator
Estate of John H. Smith
by Joseph Smith, Executor of Estate of John H. Smith
Jay S. Smith & Roy L. Smith,
by Roy L. Smith, Co-Executor
Executors of the Estate of
John C. Smith, Deceased
Harry J. Roe
by John H. Smith, Guardian
Harry J. Roe, Minor, by John H. Smith, Guardian

1-15-02

1-CM (Rev. 3) Amend. 1

Page 25-80

Par. 713
713

Estate, Trust, Conservatorship, or Guardianship (Continued)
E Fiduciary Signature Examples (Continued)
Name Printed on Document
John H. Smith, Trustee for heirs of
Richard R. Roe, Deceased
John H. Smith, Trustee for
Mary L. Roe and Richard R. Roe

Acceptable Signature
by John H. Smith, Trustee


Mary L. Roe and Richard R. Roe by John H.
Smith, Trustee


John W. Smith, Trustee for Heirs of 
Richard R. Roe, Deceased

by John H. Smith, Trustee
Mary J. Smith, Agent for John W. Smith, Trustee
of Heirs of Richard R. Roe, Deceased





John W. Smith, Trustee by Mary J. Smith, Agent
by John W. Smith, Trustee
for John W. Smith, Trustee by Mary Jones, Agent

Richard Roe Trust

4-2-09

1-CM (Rev. 3) Amend. 39

Page 25-81

Par. 714
714

Bankruptcy and Receivership
A Acceptable Signatures for Bankruptcy and Receivership
The signature of an individual authorized to sign for a bankruptcy or receivership shall
consist of both of the following:


an indicator, such as “by” or “for”, illustrating that the individual is signing in a
representative capacity



individuals name, capacity, and name of the entity or individual in bankruptcy or
receivership.

B Bankruptcy and Receivership Signature Examples
The following are examples of acceptable signatures when signing for a bankruptcy or
receivership.
Name on Document
John Smith, Inc.




Acceptable Signatures
John Smith Inc., by Joe Jones, Trustee
Joe Jones, Receiver for John Smith, Inc.

Notes: Other forms and title may be accepted if approved by DAFP.
*--DAFP forms include or will include “By” and “Title/Relationship” in the applicable
signature boxes. An indicator, such as “by” or “for”, is not required for the revised
forms; however, the “Title/Relationship” box shall be completed accordingly for
individuals signing in a representative capacity. Instructions for completing the
revised forms are included in the applicable program handbook.--*

4-2-09

1-CM (Rev. 3) Amend. 39

Page 25-82

Par. 715
715

Federal, State, County, or Municipal Office and Public Schools
A Governmental Body Authorization
One of the following documents signed by a governmental official will authorize an
individual to sign on behalf of a governmental body.
Governmental Body
Federal agency, or division thereof

Acceptable Document
One of the following documents:

State agency or department thereof

 order of appointment
 statute
 letter of authorization.
One of the following documents:

County agency or department thereof



Municipal agency or department thereof 


order of appointment
letter of authorization containing an official
seal
a certification.

B Public School Authorization
For a public school, accept a letter of administration signed by the president of the school
board or governing body, or designee, as applicable, with either of the following:
an affixed official seal
a certification.
C Other Authorization
*--Individuals authorized according to subparagraph A or B may redelegate authority to an
agent on FSA-211.
Notes: See Section 4 for power of attorney.
See paragraph 707 when the agent granted signature authority is an entity.--*

7-5-02

1-CM (Rev. 3) Amend. 3

Page 25-83

Par. 715
715

Federal, State, County, or Municipal Office and Public Schools (Continued)
D Acceptable Signatures
The signature for an individual authorized to sign for a governmental body shall consist of
both of the following:


an indicator, such as “by” or “for”, illustrating that the individual is signing in a
representative capacity



1 of the following:




individual’s name
individual’s name and capacity
individual’s name, capacity, and name of governmental body.

E Signature Examples
The following are examples of acceptable signatures for a governmental body.
Name on Document
Douglas County, Michigan, Board of 
County Commissioners



Brown County Farm

City of Dallas, Park Commission

John H. Smith, for Board of County
Commissioners
by John H. Smith



Brown County Farm by John H. Smith, Judge,
Brown County Court



Brown County Farm by Richard R. Smith, Farm
Manager
by John H. Smith




State of Ohio, Board of Aeronautics

Acceptable Signature
by John H. Smith




City of Dallas, Park Commission, by
John H. Smith, Secretary
by John H. Smith
by John H. Smith, Director

Notes: Other forms and titles may be accepted if approved by DAFP.
*--DAFP forms include or will include “By” and “Title/Relationship” in the applicable
signature boxes. An indicator, such as “by” or “for”, is not required for the revised
forms; however, the “Title/Relationship” box shall be completed accordingly for
individuals signing in a representative capacity. Instructions for completing the
revised forms are included in the applicable program handbook.--*

4-2-09

1-CM (Rev. 3) Amend. 39

Page 25-84

Par. 716
716

Churches and Charitable Organizations
A Authorizations
Either of the following documents will authorize an individual to sign on behalf of a church,
charitable organization, society, or fraternal organization that is not a corporation:


letter of authorization signed by either of the following:





legal head of the church or organization
head of the local church body, if applicable

individuals authorized in this subparagraph may redelegate authority to an agent on
FSA-211.

Notes: See Section 4 for power of attorney.
See paragraph 707 when the agent granted signature authority is an entity.
B Acceptable Signatures
The signature for an individual authorized to sign for a church, charitable organization,
society, or fraternal organization, shall consist of 1 of the following:


individual’s name



individual’s name and capacity



individual’s name, capacity, and name of the church, charitable organization, society, or
fraternal organization.

Signature shall also consist of an indicator, such as “by” or “for”, illustrating that the
individual is signing in the representative capacity, if applicable.
*--Note: DAFP forms include or will include “By” and “Title/Relationship” in the applicable
signature boxes. An indicator, such as “by” or “for”, is not required for the revised
forms; however, the “Title/Relationship” box shall be completed accordingly for
individuals signing in a representative capacity. Instructions for completing the
revised forms are included in the applicable program handbook.--*

4-2-09

1-CM (Rev. 3) Amend. 39

Page 25-85

Par. 717
717

Indian Tribal Ventures and BIA
A Indian Tribal Venture Authorizations
A copy of tribal bylaws designating members authorized to sign and bind other members of
the venture will authorize a member to sign and obligate other members of the Indian tribal
venture.
Note: Before July 20, 2004, certain properly executed affidavits may have been used as
evidence of signature authority. Properly completed affidavits on file before
July 20, 2004, shall continue to be honored as evidence of signature authority by State
and County Offices. Affidavits filed after July 18, 2001, must be witnessed by an
FSA employee or notarized to be considered acceptable.
B BIA Authorizations
Management of tribal and allotted lands is regulated by statute.
Any duly authorized representative for BIA may sign for BIA.
C Acceptable Signatures
The signature for an individual authorized to sign for Indian tribal ventures or BIA shall
consist of 1 of the following:




individual’s name and capacity
individual’s name, capacity, and name of tribal venture
individual’s name, capacity, and BIA.

4-2-09

(Reserved)

1-CM (Rev. 3) Amend. 39

Page 25-86
(through 25-104)

Par. 728
Section 4
728

Power of Attorney and Rules on Authority

Policy for Powers of Attorney
A General Policy
In the Service Center where employed, Service Center employees shall not act as
attorney-in-fact on behalf of any producer, including family members (paragraph 707).
Minors may not appoint an attorney-in-fact to act on their behalf or be appointed an
attorney-in-fact to act on grantor’s behalf.
Since August 1, 1992, spouses may sign documents on behalf of each other for FSA and
CCC programs in which either has an interest without completing FSA-211 or FSA-211-1,
unless written notification denying this authority has been provided to the County Office.
*--Note: These spousal signature requirements do not apply to NRCS.--*
Exceptions:

See paragraph 707 for exceptions to spouse’s authority to sign on the other’s
behalf.

From April 17, 1996, to August 25, 2002:
•

producers wanting to appoint an attorney-in-fact to act on their behalf for FSA and CCC
programs must have completed FSA-211 or FSA-211-1, as applicable

•

FSA no longer accepted power of attorney forms other than FSA-211 or FSA-211-1, as
applicable, for FSA and CCC programs.
Exception:

FSA accepted certain power of attorney forms other than FSA-211 in
unique cases when a producer could not complete FSA-211, such as
incompetence or incapacitation. Acceptance of power of attorney forms
other than FSA-211 in these cases required review and approval by the
regional attorney.

Since August 25, 2002:
•

producers wanting to appoint an attorney-in-fact to act on their behalf for FSA and CCC
programs must complete FSA-211

•

FSA-211-1 is obsolete

•

FSA shall not accept power of attorney forms other than FSA-211 except in:
•
•

7-17-09

unique cases when a producer could not complete FSA-211, such as incapacitation
cases involving members of the U.S. Armed Forces under active military duty.

1-CM (Rev. 3) Amend. 40

Page 25-105

Par. 728
728

Policy for Powers of Attorney (Continued)
A General Policy (Continued)
Exception:

Producers were authorized to submit non-FSA and durable powers of
attorney, such as living wills, from December 17, 2008, until
January 14, 2009. Non-FSA and durable powers of attorney submitted from
December 17, 2008, until January 14, 2009, will be considered valid if they
are reviewed and approved by the regional attorney.

B FSA-211’s Executed Before the Food, Conservation, and Energy Act of 2008
The Food, Conservation, and Energy Act of 2008 (Pub. L. 110-246):
•
•

was enacted into law on June 18, 2008
authorizes FSA to administer several new programs.

FSA-211 and FSA-211A, dated 12-17-08:
•
•

reflect the changes because of the Food, Conservation, and Energy Act of 2008
include NRCS programs.
IF on FSA-211 executed before
June 18, 2008, grantor checked…
Section A, item 1, “All current programs”
Section A, item 2, “All current and all
future programs”
Section B:
• item 1, “All actions”
• item 7, “Other” specifies CCC-526
Section A, item 2, “All current and all
future programs”, and the grantor now
wants to provide authority for the
attorney-in-fact to sign on their behalf for
NRCS conservation programs

THEN FSA-211…
is not valid for programs authorized by the
Food, Conservation, and Energy Act of 2008.
is valid for programs authorized by the Food,
Conservation, and Energy Act of 2008.

dated 12-17-08 or later must be completed by
the grantor.

Notes: FSA-211 is not valid for FLP loan purposes and is not acceptable to IRS for signing
CCC-941 (durable POA’s are acceptable for signing CCC-941).
“All current programs” and “All current and future programs” include programs
authorized by a current Farm Bill or future Farm Bill, but not yet implemented.
*--“AGI Certification” and “Routing Banking Accounts” has been added as a specific--*
transaction and no longer needs to be written in as “Other”.

5-3-23

1-CM (Rev. 3) Amend. 79

Page 25-106

Par. 728
728

Policy for Powers of Attorney (Continued)
C FSA-211’s Executed Before the Agricultural Act of 2014
The Agricultural Act of 2014 (Pub. L. 113-79):
•
•

was enacted into law on February 7, 2014
authorizes FSA to administer several new programs.

FSA-211 and FSA-211A, dated 11-2-14:
•
•

reflect the changes because of the Agricultural Act of 2014
include NRCS programs.
IF on FSA-211 executed before
February 7, 2014, grantor checked…
Section A, item 1, “All current programs”
Section A, item 2, “All current and all
future programs”
Section B:

THEN FSA-211…
is not valid for programs authorized by the
Agricultural Act of 2014.
is valid for programs authorized by the
Agricultural Act of 2014.
***

•
•

item 1, “All actions”
item 7, “Other” specifies CCC-526

Notes: FSA-211 is not valid for FLP loan purposes and is not acceptable to IRS for signing
CCC-941 (durable POA’s are acceptable for signing CCC-941).
“All current programs” and “All current and future programs” include programs
*--authorized by a current Farm Bill or future Farm Bill, but not yet implemented.--*
See subparagraph B for FSA-211’s executed before June 18, 2008, for NRCS
purposes.

3-3-23

1-CM (Rev. 3) Amend. 78

Page 25-106.5

Par. 728
728

Policy for Powers of Attorney (Continued)
D FSA-211’s Executed Before the Agriculture Improvement Act of 2018
The Agriculture Improvement Act of 2018 (Pub. L. 115-334):
•
•

was enacted into law on December 20, 2018
authorizes FSA to administer several new programs.

FSA-211 and FSA-211A, dated 11-2-14:
•
•

reflect the changes because of the Agriculture Improvement Act of 2018
include NRCS programs.
IF on FSA-211 executed before
December 20, 2018, grantor checked…
Section A, item 1, “All current programs”
Section A, item 2, “All current and all
future programs”
Section B:

THEN FSA-211…
is not valid for programs authorized by the
Agriculture Improvement Act of 2018.
is valid for programs authorized by the
Agriculture Improvement Act of 2018.
***

•
•

item 1, “All actions”
item 7, “Other” specifies CCC-526

Notes: FSA-211 is not valid for FLP loan purposes and is not acceptable to IRS for signing
CCC-941 (durable POA’s are acceptable for signing CCC-941).
“All current programs” and “All current and future programs” include programs
*--authorized by a current Farm Bill or future Farm Bill, but not yet implemented.--*
See subparagraph B for FSA-211’s executed before June 18, 2008, for NRCS
purposes.

3-3-23

1-CM (Rev. 3) Amend. 78

Page 25-106.6

728

Policy for Powers of Attorney (Continued)

Par. 728

E FSA-211
A separate FSA-211 shall be completed for each grantor and each attorney-in-fact. The
County Office shall not process FSA-211 providing more than 1 grantor or more than
1 attorney-in-fact.
A grantor wanting to appoint more than 1 attorney-in-fact shall complete and submit a
separate FSA-211 for each attorney-in-fact. Two or more grantors wanting to appoint the
same attorney-in-fact to act on their behalf shall each complete and submit separate
FSA-211’s.
Example 1:

Mike Jones wants to appoint both Jane Smith and Bob Brown as
attorney-in-fact to act on his behalf. Mike Jones must complete one FSA-211
appointing Jane Smith and a separate FSA-211 appointing Bob Brown.

Example 2:

Mary White and John Green both want to appoint Joe Black as their
attorney-in-fact. Mary White must complete and submit FSA-211 appointing
Joe Black to act on her behalf, and John Green must complete and submit a
separate FSA-211 appointing Joe Black to act on his behalf.

FSA-211 shall be used to appoint 1 attorney-in-fact to act on behalf of the grantor for FSA
and CCC programs. The authority granted using FSA-211 may be for any of the following:
•
•
•

all current and all future FSA, CCC, and NRCS programs
all current FSA, CCC, and NRCS programs
specific FSA, CCC, and NRCS programs.

FSA-211 may be used to appoint an attorney-in-fact to act on behalf of the grantor for
FCIC-insured crops.
Note: It is the producer’s responsibility to provide a copy of FSA-211 to the applicable crop
insurance agent.

12-20-19

1-CM (Rev. 3) Amend. 73

Page 25-106.7
(and 25-106.8)

Par. 728
728

Policy for Powers of Attorney (Continued)
E FSA-211 (Continued)
FSA-211 authority does not provide the appointed attorney-in-fact the authority to sign or act
on behalf of the grantor for any of the following:
•
•
•
•
•

COC elections
FSA-211
requesting electronic access
any program that is not a FSA, CCC, and NRCS program, such as TAA program
FLP loan purposes.

Notes: See subparagraph I for procedure about routing payments to financial institution
accounts.
See subparagraph J for procedure about executing CCC-605 using FSA-211.
FSA will:
•

process and record properly executed FSA-211’s

•

accept FSA-211’s for NRCS customers; NRCS employees may accept FSA-211’s for
FSA customers

*--Note: FPAC County Office employees are the only employees authorized to witness
FSA-211 signatures. If an FPAC employee does not witness FSA-211--*
signatures, FSA-211 must be notarized by a Notary Public.
•

not process nor record FSA-211 that is:
•

incomplete

•

inaccurate

•

not properly witnessed by an FSA employee or acknowledged by a valid Notary
Public.
Note: When the grantor is a corporation, the corporate seal of the grantor may be
*--accepted in place of an FPAC employee witness or notarization.--*

See Exhibit 60 for:
•
•
•
•

8-23-23

instructions for completing FSA-211
instructions for completing FSA-211A
an example of FSA-211
an example of FSA-211A.

1-CM (Rev. 3) Amend. 81

Page 25-107

Par. 728
728

Policy for Powers of Attorney (Continued)
F Duration
FSA-211 shall remain in full force and effect from the date FSA-211 is correctly executed
until 1 of the following occurs:
•

grantor cancels FSA-211 in writing by either of the following:
•

providing written notification of FSA-211 cancellation to the applicable Service
Center Agency
Important:

•
•

The Service Center Agency shall attach written notification to the
applicable FSA-211.

writing “CANCELED” on original FSA-211, and initialing and dating

either grantor or appointed attorney-in-fact:
•
•
•

dies
becomes incompetent or incapacitated
is a legal entity, and the entity becomes dissolved

Note: If the grantor is an entity, such as a corporation, partnership, trust, joint venture,
or other similar entity granting authority to act for the entity and bind all
members, the death of the member or officer who executed FSA-211 does not
invalidate FSA-211 on file unless the entity is dissolved.
•

if FSA-211 is for specific FSN’s only and applicable FSN’s no longer exist.

G Changes
Changes made to an accepted power of attorney require the authority to be reissued on a new
FSA-211.
Note: Transferring a farming operation to a different County Office does not invalidate a
power of attorney.

12-20-19

1-CM (Rev. 3) Amend. 73

Page 25-108

Par. 728
728

Policy for Powers of Attorney (Continued)
H Designating Power of Attorney by FSN
A grantor may appoint an attorney-in-fact to act on their behalf on specific FSN’s. In
FSA-211, Section B, Transactions for FSA, NRCS and CCC Programs, item 7, enter FSN’s
for which the attorney-in-fact is responsible.
Example: Sandy owns the following farms: FSN 22, FSN 35, FSN 43, and FSN 49. Sandy
would like Tracey to be her attorney-in-fact on FSN 22 only. In FSA-211,
Section B, Transactions for FSA, NRCS and CCC Programs, item 7, ENTER
“ON FSN 22 ONLY”.
I

Routing Payments to Financial Institution Accounts
An individual may route payments to financial institution accounts, such as completing
SF-1199A or SF-3881, on behalf of another when FSA-211 signed by the grantor provides
either of the following under Section B:
• grantor selects item 1, “All actions”
•*--grantor selects item 5, “Routing Bank Accounts”.--*

8-23-23

1-CM (Rev. 3) Amend. 81

Page 25-109

Par. 728
728

Policy for Powers of Attorney (Continued)
J Executing CCC-605 to Redeem Cotton Pledged as Collateral
An individual may execute CCC-605 on behalf of another only when FSA-211 signed by the
grantor provides both of the following:
•

grantor selected 1 of the following, under Section A, FSA, NRCS and CCC Programs:
•
•
•

•

item 1, “All current programs”
item 2, “All current and all future programs”
item 11, “Marketing Assistance Loans and Loan Deficiency Payments”

grantor selected, under Section B, Transactions for FSA, NRCS and CCC Programs,
item 7, “Other”, and ENTERed “Executing CCC-605”.

Important:

If FSA-211 does not meet both of the requirements, the appointed
attorney-in-fact shall not be authorized to execute CCC-605 on behalf of the
grantor.

Producers must be fully aware that appointing an attorney-in-fact to execute CCC-605’s
grants that agent the authority to further delegate authority to another agent.
An agent appointed attorney-in-fact on FSA-211 shall not execute FSA-211 to further
delegate this authority.
K Executing CCC-526 to Certify Adjusted Gross Income
An individual may execute CCC-526 on behalf of another when either of the following is
provided by the grantor on FSA-211:
•

grantor selected, under Section B, Transactions for FSA, NRCS and CCC Programs,
item 1, “All actions”

•

grantor selected, under Section B, Transactions for FSA, NRCS and CCC Programs,
item 5, “AGI Certification”.

Note: CCC-526’s executed before March 18, 2003, which used a valid FSA-211 on file at
that time, are considered valid.

12-20-19

1-CM (Rev. 3) Amend. 73

Page 25-110

Par. 728.5
728.5 Signature Requirements for Powers of Attorney
A Acceptable Signatures for Individuals
For individuals granted authority to act as attorney-in-fact on behalf of another individual or
entity, the signature shall consist of both of the following:


an indicator, such as “by” or “for”, illustrating that the individual is signing in a
representative capacity



1 of the following:




individual’s name
individual’s name and capacity
individual’s name, capacity, and name of individual or entity that granted authority.

The following are examples of acceptable signatures for individuals when signing as an
appointed attorney-in-fact.
Name on Document
John H. Jones

ABC Corporation

Acceptable Signature









by Jane Smith
by Jane Smith, Power of Attorney
by Jane Smith, Agent
Jane Smith, Power of Attorney for John H. Jones
by Mary Jones
by Mary Jones, Power of Attorney
by Mary Jones, Agent
ABC Corporation, by Mary Jones, Power of Attorney

*--Note: DAFP forms include or will include “By” and “Title/Relationship” in the applicable
signature boxes. An indicator, such as “by” or “for”, is not required for the revised
forms; however, the “Title/Relationship” box shall be completed accordingly for
individuals signing in a representative capacity. Instructions for completing the
revised forms are included in the applicable program handbook.--*
B Acceptable Signatures for Representatives of Entities
Producers may grant entities, such as lending institutions, farm management companies, or
other similar entities, authority to sign on their behalf. Entities granted authority to sign for a
producer must designate the individuals who are authorized to sign for the entity
(paragraph 707).

4-2-09

1-CM (Rev. 3) Amend. 39

Page 25-110.5

Par. 728.5
728.5 Signature Requirements for Powers of Attorney (Continued)
B Acceptable Signatures for Representatives of Entities (Continued)
For individuals who are designated to sign for an entity that has authority to act on behalf of
a producer as attorney-in-fact, the signature shall consist of both of the following:


an indicator, such as “by” or “for”, illustrating that the individual is signing in a
representative capacity



either of the following:


individual’s name, capacity, and name of entity that was granted authority to act as
attorney-in-fact



individual’s name, capacity, name of entity that was granted authority to act as
attorney-in-fact, and name of individual that granted authority to the entity.

The following are examples of acceptable signatures for individuals when signing as a
representative of an entity that is an appointed attorney-in-fact.
Name on Document
John H. Jones




ABC Corporation




Acceptable Signature
by Joe Black, President for Nationwide Bank,
Power of Attorney
Joe Black, President for Nationwide Bank,
Power of Attorney for John H. Jones
by Joe Black, President for Nationwide Bank,
Power of Attorney
ABC Corporation, by Joe Black, President for
Nationwide Bank, Power of Attorney

4-2-09

1-CM (Rev. 3) Amend. 39

Page 25-110.6

Par. 728.5
728.5 Signature Requirements for Powers of Attorney (Continued)
C Spouse Signature Requirements
Effective August 1, 1992, spouses may sign documents on behalf of each other for FSA and
CCC programs in which either has an interest, unless written notification denying a spouse
this authority has been provided to the County Office (paragraph 707).
Exceptions: Spouses:

Important:



shall not sign FSA-211 on behalf of the other



shall not sign on behalf of the other as an authorized signatory for a
partnership, joint venture, corporation, or other similar entity



must have a power of attorney on file or sign personally for claim
settlements, such as promissory notes.

See paragraph 707 about spouses’ requests for agency records of the other
spouse.

*--Note: These spousal signature requirements do not apply to NRCS.--*

4-2-09

1-CM (Rev. 3) Amend. 39

Page 25-110.7

Par. 729
729

Policy for Incompetent Individuals
A General Policy
Producers wishing to appoint an attorney-in-fact to act on their behalf must execute and
submit FSA-211 (paragraph 728). Exceptions apply according to subparagraph B and
paragraph 729.6.
FSA-211 signed by an individual after that individual has been declared incompetent:



is not valid
shall not be processed or recorded by FSA.

When an individual is declared incompetent and a conservator has been appointed by the
court to act on behalf of the incompetent individual:


the conservator may act on behalf of the incompetent individual for FSA and CCC
programs



neither FSA-211 nor non-FSA power of attorney form is required for the conservator to
act on behalf of the incompetent individual.

***
Important:

4-2-09

Before an individual may sign as a conservator, a copy of the court order must
be provided to the County Office (paragraph 713).

1-CM (Rev. 3) Amend. 39

Page 25-110.8

Par. 729.4
*--729.4

Policy for Incapacitated Individuals--*

A Acceptable Non-FSA Power of Attorney Forms for an Incapacitated Individual
County Offices may process and record a non-FSA power of attorney form for incapacitated
individuals only when all of the following are met:


grantor cannot complete FSA-211 because of incapacitation



conservator for the grantor has not been appointed by the court



individual appointed as attorney-in-fact by the non-FSA power of attorney form signs
and dates the Non-FSA Power of Attorney Certification in Exhibit 62



County Office is provided a legible copy of the non-FSA power of attorney form to
maintain on file



regional attorney reviews and approves the non-FSA power of attorney form to ensure
that the form meets both of the following:


provides legally sufficient authority for the attorney-in-fact to act on behalf of the
grantor for FSA and CCC programs



compliance with applicable State and local laws.

Note: If the County Office has documentation of a previous review and approval of
non-FSA power of attorney by a regional attorney, the County Office is not
required to resubmit the non-FSA power of attorney form for regional attorney
review. CED shall review the regional attorney’s approval to ensure the approval
did not contain any limitations. The non-FSA power of attorney must be
resubmitted if the regional attorney noted any limitations that could affect the new
programs authorized by the Farm Security and Rural Investment Act of 2002.
Important:

1-24-07

The State Office shall contact the National Office if the regional attorney
declines to review non-FSA power of attorney forms.

1-CM (Rev. 3) Amend. 28

Page 25-110.9

Par. 729.4
729.4 Policy for Incapacitated Individuals (Continued)
A Acceptable Non-FSA Power of Attorney Forms for an Incapacitated Individual
(Continued)
County Offices shall:


submit a copy of the non-FSA power of attorney form and the signed and dated Non-FSA
Power of Attorney Certification to the State Office for regional attorney review



attach both of the following to the non-FSA power of attorney form, and maintain all of
the following on file:



signed and dated Non-FSA Power of Attorney Certification
regional attorney determination



notify applicable individuals of regional attorney determination



not process any document signed by the attorney-in-fact until regional attorney review
and determination is received.

***
State Offices shall:

4-2-09



ensure that the Non-FSA Power of Attorney Certification is signed and dated by the
individual appointed as attorney-in-fact by the non-FSA power of attorney form



submit a copy of the non-FSA power of attorney form and the signed and dated Non-FSA
Power of Attorney Certification to the regional attorney for review

1-CM (Rev. 3) Amend. 39

Page 25-110.10

Par. 729.4
*--729.4

Policy for Incapacitated Individuals (Continued)--*

A Acceptable Non-FSA Power of Attorney Forms for an Incapacitated Individual
(Continued)


not submit the non-FSA power of attorney form to the regional attorney if the Non-FSA
Power of Attorney Certification is not signed and dated by the individual appointed as
attorney-in-fact by the non-FSA power of attorney form



not, under any circumstance, make a determination about the acceptability of a non-FSA
power of attorney form
Important:



The State Office shall contact the National Office if the regional attorney
declines to review non-FSA power of attorney forms.

provide the County Office with a copy of the regional attorney determination.

B Incapacitation
For the purposes of accepting a non-FSA power of attorney form, an individual is
incapacitated when the individual is physically or mentally incapable of executing FSA-211.
Note: See paragraph 729.5 when the producer’s signature cannot be obtained by a program
deadline and there is no valid power of attorney on file.
C False Certification of Incapacitation
If COC determines that the certification is erroneous:



non-FSA power of attorney is invalid for FSA and CCC purposes
grantor may complete FSA-211.

D Redelegation of Authority to Act on Behalf of the Grantor
An attorney-in-fact appointed using a non-FSA power of attorney shall not:



appoint another attorney-in-fact to act on behalf of the grantor
further delegate authority to act on behalf of the grantor.

Example: John Smith is incapacitated and cannot complete FSA-211. Mr. Smith has a valid
regional attorney reviewed and approved non-FSA power of attorney form on file
in the County Office appointing Mary Brown as his attorney-in-fact. The County
Office shall not process FSA-211 or other non-FSA power of attorney form
completed by Mary Brown on behalf of John Smith. Only John Smith may grant
someone authority to act on his behalf.

1-24-07

1-CM (Rev. 3) Amend. 28

Page 25-110.11

Par. 729.5
*--729.5

Policy for Limited Case Waivers--*

***
A Limited Case Waivers for Power of Attorney
A limited case exists when both of the following are met:


a producer’s signature cannot be obtained by a final program date because of an
unexpected emergency



the producer does not have a valid power of attorney on file.

COC is not authorized to approve limited case waivers. County Offices shall send limited
cases to the State Office when the foregoing requirements are met.
STC, with regional attorney approval, may grant a limited case waiver when it is ensured that
the proper signature authority is being obtained. A limited case waiver may only be granted:



to immediate family members
for specific program functions.

Program benefits shall be withheld until proper signature authority is provided to the County
Office.
Example: The final date to submit an application for 2000 LAP is May 4, 2001. Jim White
was unexpectedly hospitalized on April 27, 2001, and will be incapable of
completing any applications or documents for 30 calendar days. Jim White does
not have a valid power of attorney on file in the County Office. Jim White’s
father requests to complete the applicable 2000 LAP documents for his son and
states that Jim White will complete FSA-211 appointing him attorney-in-fact
when he is capable of completing FSA-211. The County Office sends STC the
applicable 2000 LAP documents signed by Jim White’s father and the father’s
statement that FSA-211 will be completed appointing him attorney-in-fact for Jim
White. If the waiver is approved by STC and the regional attorney, the County
Office shall process the application. However, all program benefits shall be
withheld and COC shall not approve any document until Jim White completes
FSA-211 appointing his father as attorney-in-fact to act on his behalf.

10-4-02

1-CM (Rev. 3) Amend. 5

Page 25-110.12

Par. 729.5
*--729.5

Policy for Limited Case Waivers (Continued)--*

A
Limited Case
Waivers for
Power of
Attorney
(Continued)

Limited case waivers are not applicable to any of the following:
C

late-filed signatures

when the producer is capable of completing the applicable program documents
or FSA-211 before the final program date

when the reason the producer is unable to complete the applicable program
documents or FSA-211 is not unexpected.
Example: The final date to submit an application for the 2000 LAP is
April 27, 2001. Jane Jones will be hospitalized beginning
April 20, 2001, for a scheduled surgery. She will be incapable of
completing any applications or documents for 30 calendar days
after the surgery. The surgery and hospital stay is not unexpected
and she could have signed the applicable program documents or
completed FSA-211 before the scheduled surgery. Accordingly, a
limited case waiver is not applicable.

10-4-02

1-CM (Rev. 3) Amend. 5

Page 25-110.13
(and 25-110.14)

Par. 729.6
*--729.6

Policy for Active Military Duty Personnel

A Acceptable Non-FSA Power of Attorney Forms for Active Military Duty Personnel
County Offices may process and record the non-FSA power of attorney form for active
military duty personnel only when all of the following are met:


grantor is a member of the United States Armed Forces under active military duty



County Office is provided a legible copy of the non-FSA power of attorney form to
maintain on file



regional attorney reviews and approves the non-FSA power of attorney form to ensure
that the form meets both of the following:


provides legally sufficient authority for the attorney-in-fact to act on behalf of the
grantor for FSA and CCC programs



compliance with applicable State and local laws.

Important:

The State Office shall contact the National Office if the regional attorney
declines to review non-FSA power of attorney forms.

County Offices shall:

10-4-02



submit a copy of the non-FSA power of attorney form to the State Office for regional
attorney review



attach regional attorney determination to the non-FSA power of attorney form, and
maintain on file



notify applicable individuals of regional attorney determination--*

1-CM (Rev. 3) Amend. 5

Page 25-111

Par. 729.6
729.6 Policy for Active Military Duty Personnel (Continued)
A Acceptable Non-FSA Power of Attorney Forms for Active Military Duty Personnel
(Continued)


not process any document signed by the attorney-in-fact until regional attorney review
and determination is received

***
State Offices shall:


submit a copy of the non-FSA power of attorney form to the regional attorney for review



not, under any circumstance, make a determination about the acceptability of a non-FSA
power of attorney form
Important:



4-2-09

The State Office shall contact the National Office if the regional attorney
declines to review non-FSA power of attorney forms.

provide the County Office with a copy of the regional attorney determination.

1-CM (Rev. 3) Amend. 39

Page 25-112

Par. 730
730

FSA-211 Authority
A Representative Capacities
The authority to act for corporations, limited partnerships, limited liability partnerships,
limited liability companies, and other similar entities may be redelegated by the entity’s
authorized representative only if the entity’s documents allow for this redelegation. If
redelegation is allowed by the entity documents, FSA-211 must be filed by the authorized
representative to redelegate authority to an agent to act for the entity.
Note: See paragraph 713 for redelegation authority for trusts, estates, conservatorships, and
guardianships.
An agent that has been delegated authority to act for an entity by the entity’s authorized
representative cannot further delegate authority to another agent.
*--Example: The authorized representative for XYZ Corporation is Mike Jones. The corporate
charter allows for redelegation of the authority to act for XYZ Corporation. Mike
Jones completes FSA-211 appointing Jill Brown to act for XYZ Corporation. Jill
Brown cannot further redelegate authority to act for XYZ Corporation to any
other person.--*
B Rules on Filing
An entity that has operations in multiple counties may file 1 original power of attorney for
each agent if:

1-24-07

•

the original power of attorney designating an agent is properly negotiated and filed with
the designated control County Office

•

the entity provides the control County Office a list of County Offices where the agent is
authorized to represent the entity

•

the entity’s headquarters office issuing the original power of attorney provides copies to
each County Office where the agent is authorized to represent the entity

•

the entity immediately updates each power of attorney, and list if applicable, as changes
of authority for an agent occur

•

the entity assumes all responsibility for actions resulting from not providing the necessary
updates.

1-CM (Rev. 3) Amend. 28

Page 25-113

Par. 730
730

FSA-211 Authority (Continued)
C Farm Records Transferred
Powers of attorney shall be transferred to the new control County Office when a farming
operation is moved to a different county.

731

Representatives for Certain Commodity Buyers
A Acceptable Representative’s Signatures
For representatives of cotton, rice, or peanut buyers, accept the signature of an individual:
•

who is acting as a representative of a:
•
•
•

•

cotton buyer in executing CCC-605
rice buyer
peanut buyer.

whose name is included in a list of authorized representatives:
• on file in the County Office
• by letter from the buyer
•*--on the Cotton Merchant Registry at http://intranet.fsa.usda.gov/psda--*
• signed by the president of the entity or other officer authorized to sign for the entity.

5-16-03

1-CM (Rev. 3) Amend. 11

Page 25-114

Par. 732
732

Telephone Notification for Certain Commodity Buyer Representatives

A
Telephone
Notification
Requirements

County Office employees shall accept, from cotton, rice, or peanut buyers,
telephone notification of representatives authorized to sign who are not included
on the list of authorized representatives (paragraph 731) when:
C

the market price is of immediate concern

identity of the authorizing official is authenticated, and documented in the
appropriate County Office file to include the:

date of the telephone notification

name and title of authorizing official

name of County Office employee accepting the call and documenting the
file

commodity buyer provides an immediate followup letter of authorization
signed by either of the following:
C
C

1-15-02

the entity’s president
an officer authorized to sign on behalf of the entity.

1-CM (Rev. 3) Amend. 1

Page 25-115

Par. 733
733

Bankruptcy or Foreclosure Authority

A
Evidence of
Authority

Use the following table to determine acceptable evidence of authority to sign as a
receiver or liquidator when a bankruptcy or foreclosure has been filed.

Evidence of Authority

Additional Requirements

Order of bankruptcy or foreclosure

A copy must be filed in the County Office.

Either of the following:

It must contain the following by the issuing court:

order of appointment with authority for
execution

a signature of the court’s officer

the affixed seal

a short certificate of appointment
C

a certification by the court’s officer that the
evidence of authority is in full force and effect.

A copy must be filed in the County Office.
Order of appointment for the Comptroller
of the Currency

The authorized official has:
C
C
C

signed
affixed the comptroller’s official seal
certified that the appointment is in full force.

A copy must be filed in the County Office.
Order of appointment for trustees for
creditors, if permitted by State law

The order must be:
C

signed by all trustees, when there is a certified
copy of a resolution adopted by a majority of
the unsecured creditors

certified by 1 or more trustees whose
appointment is in full force and effect.

A copy must be filed in the County Office.

1-15-02

1-CM (Rev. 3) Amend. 1

Page 25-116

Par. 734
734

Management Service Agencies
A Evidence of Authority
Evidence of authority for management service agencies to sign on behalf of a producer will
be granted on FSA-211.
*--Management service agencies granted authority to sign for a producer must designate the
individuals who are authorized to sign for the entity using 1 of the following:
•

a letter signed by the management service agency’s officer who has authority to designate
signature authority for the management service agency

•

FSA-211 signed by the management service agency’s officer who has authority to
designate signature authority for the management service agency.

Note: A management service agency that is granted authority to sign for a producer may not
designate signature authority to a management service agency employee to sign on
behalf of the producer, but only authorize signature authority to sign on behalf of the
management service agency.
Example: Jane White appoints ABC Management Services to act on her behalf as attorneyin-fact on FSA-211. Tom Green, ABC Management Service’s president, provides
the Service Center a letter naming the individuals who are authorized to sign for
ABC Management Services. The individuals authorized to sign for ABC
Management Services may sign for ABC Management Services on behalf of
Jane White, but they are not authorized to sign for Jane White.--*
735-744

(Reserved)
Section 5

745-749

3-3-23

(Withdrawn--Amend. 5)

1-CM (Rev. 3) Amend. 78

Page 25-117

Par. 750
Section 5.5
750

FSA Responsibilities Regarding NRCS Customers

MOA Between FSA and NRCS
A Introduction
On July 16, 2004, the FSA Administrator and NRCS Chief agreed that, effective
October 1, 2004, responsibility for providing administrative services for all EQIP contracts,
including Ground and Water Surface Water Conservation and Klamath Basin Water
Conservation, would be migrated from FSA to NRCS.
Subparagraph B outlines the responsibilities of FSA based on the signed MOA.
B FSA/CCC Responsibilities
MOA identifies many tasks required for migration of EQIP from FSA to NRCS. MOA
further specifies that beginning October 1, 2004, or as soon thereafter as possible, FSA will
provide the following services to NRCS on an ongoing basis, or until MOA is terminated.
*--Note: County Offices shall update eligibility for EQIP, Wildlife Habitat Incentives
Program, Agricultural Management Assistance, Conservation Security Program,
WRP, Grasslands Reserve Program, and any other programs administered by NRCS
that require the use of FSA eligibility records.--*
MOA Requirement
FSA will provide access to FSA AGI web
service.

Status
A web service has been developed and is
currently being used by NRCS to read:
• AGI eligibility for producers and
members of joint operations and
entities

• the permitted entity file on the Kansas
City mainframe to determine member
information for joint operations and
entities.
FSA will accept and process current year AGI Ongoing. See paragraph 753 for additional
*--compliance certification for NRCS--*
information.
applicants that have no determination on file.
FSA will provide access to FSA producer
A web service has been developed and is
eligibility web service. The web service
currently being used by NRCS to read the
provides the status of compliance with
applicable determinations recorded in the
AD-1026, HELC and WC, according to 6-CP subsidiary web-based eligibility system.
as of the date accessed.
FSA will accept certification and record
Ongoing. See paragraphs 752 and 753 for
*--compliance status for NRCS applicants--* additional information.
having no determination on file.
3-7-06

1-CM (Rev. 3) Amend. 24

Page 25-118

Par. 750
750

MOA Between FSA and NRCS (Continued)
B FSA/CCC Responsibilities (Continued)
MOA Requirement
FSA will provide access to SCIMS.
FSA will record information in SCIMS for
*--NRCS applicants having no records on file if--*
trained NRCS employees are unavailable.
FSA will process, hear, and issue determinations for
all EQIP appeals and handle mediations. NRCS
shall continue to prepare for and participate in
hearings of NRCS adverse technical or
non-technical determinations.

751

Status
Trained NRCS employees have access
to SCIMS.
Ongoing. See paragraph 751 for
additional information.
Ongoing. See 1-APP, paragraph 72 for
additional information.

SCIMS
A Entering Information in SCIMS
FSA County Office employees shall be responsible for timely entering certain information
and establishing legacy links in SCIMS for NRCS * * * applicants as follows.
•

Record all pertinent information provided by NRCS in SCIMS for * * * applicants
having no current records on file if trained NRCS employees with access to SCIMS are
unavailable.

• Upon request by NRCS, an “FSA Customer, Program Participation” record shall be
*--established for NRCS applicants currently residing in SCIMS as only an “NRCS--*
Customer” with “State”, “County Serviced”, and “Organization Name” identified
accordingly. “General Program Interest” shall be identified as “Does not have interest in
program” and “Current Participant” shall be “Not Currently Participating”. Legacy links
shall then be established accordingly.
Note: In all cases, FSA shall continue to be solely responsible for establishing legacy
links. This legacy link must be established for data to be downloaded to the
AS/400 and an eligibility record created.

3-7-06

1-CM (Rev. 3) Amend. 24

Page 25-119

Par. 752
752

Farm Records
A Farm and Tract Maintenance
3-CM provides procedure for farm and tract maintenance. FSA County Office shall
determine whether the producer is applying for EQIP on land for which a farm already exists
*--in FRS. If the FSA County Office determines that the land is:
•

associated with a farm that already exists in FRS, the FSA County Office shall add the
producer to the farm as an operator, owner, or other producer according to 3-CM,
paragraph 130, 211, or 226, as applicable

•

not associated with a farm that already exists in FRS, the FSA County Office shall, as
applicable, do 1 or more of the following:
•
•
•

add a new tract to an existing farm according to 3-CM, paragraph 155
increase the acreage on the farm according to 3-CM, paragraph 152
add a new farm according to 3-CM, paragraph 105.--*

***
B Conservation Compliance
6-CP provides procedure for conservation compliance. Conservation compliance shall be
determined for all new producers. FSA shall follow:
•
•

5-14-07

6-CP for conservation compliance
3-CM to update NRCS determination flags.

1-CM (Rev. 3) Amend. 30

Page 25-120

Par. 753
*--753 FSA Subsidiary Responsibilities
A Web-Based Eligibility System
For the administration of all programs, FSA’s primary responsibility with regard to the
web-based eligibility system is to ensure that the files are updated accurately and timely.
Specifically for the administration of EQIP, this provision applies to accepting and recording
determination information for each of the following:


AGI certifications, either filed by the producer using CCC-526 or other acceptable
certification according to 1-PL



AD-1026 certification.
Note: If the producer is not associated with land, the producer is still required to
complete AD-1026 certifying compliance with HELC/WC provisions.

B Member Information for Entities and Joint Operations
Producers participating in most FSA programs are required to complete the applicable
CCC-502 for “actively engaged in farming” and “person” determinations. This
documentation also identifies members of joint operations and entities and is used for various
purposes.
CCC-502 is not required for producers participating in EQIP. As a result, FSA and NRCS
have agreed that CCC-501A shall be accepted for joint operations and entities so that
members can be identified. Once received, FSA County Offices shall immediately take the
following action based on CCC-501A provided by NRCS.


Record the members of the joint operation or entity into the System 36 joint operation or
permitted entity file according to 2-PL.



Set the permitted entity flag for members of joint operations and entities according to the
following.
IF the producer is a…
joint operation
entity

THEN set the permitted entity flag to…
“N” for each member of the joint operation.
“D” for each member of the entity.

Note: CCC-501A is only required for producers that are not current FSA customers. FSA is
not responsible for obtaining this documentation; however FSA shall immediately
take the appropriate action once the documentation is provided. Further, if the
information provided conflicts with existing documentation already on file in FSA,
the County Office shall take the appropriate action to contact the producer to resolve
the conflict.--*

11-23-05

1-CM (Rev. 3) Amend. 23

Page 25-121

Par. 754
754

Action
A FSA Service Center Employee Action
FSA Service Center employees shall take the following action for producers who participate
in EQIP.


Timely enter information and establish legacy links in SCIMS for NRCS EQIP
applicants.



Add or update farm record information as necessary according to paragraph 4.



Determine conservation compliance for all new producers.



Ensure that web-based eligibility records are updated accurately and timely based on
documentation submitted by NRCS for producers applying for EQIP benefits.

B State O