Partnering with Certifiers on more program administration

PARTNERING WITH CERTIFIERS ON MOREPROGRAM ADMINISTRATION

This opportunity to streamline the program is evident enough that some certifiers are trialing their own programs despite their limited resources to do so. Currently, certifiers cannot administer the program directly and must absorb the cost of staff time to support the program’s success. Regardless, with their efforts, Vermont Organic Farmers (VOF) is bolstering high program utilization rates. In Vermont, VOF works closely with the Agency of Agriculture to simplify the application process and issue cost reimbursement payments.

The OCCSP application requires a copy of an operator’s organic certificate, a completed W9, an invoice marked paid by the certifier as the primary contents of the cost share application packet. Often, an applicant will submit an invoice that is not marked paid by the certifying body. This can cause unnecessary back and forth and even a rejected cost share application. To streamline this process, it’s more productive for OCCSP program administrators to work directly with certifying bodies for the application material. With this insight in mind, a natural solution is to employ certifying bodies to apply directly to the program for the operations they certify.

The most predominant obstacle to this administrative change is most likely time. This additional task will take up a significant amount of time that is not readily available for many certifiers. A second likely obstacle is with potential for privacy or confidentiality concerns regarding the W9 paperwork needed to complete the cost share application. While certifiers have most of the information needed (including official certification documents and marked paid invoices), the W9 paperwork requires a social security number or employer identification number. While certifiers have established procedures to handle and protect their clients’ confidential business information, the W-9 disclosure is information that some certifiers may be uncomfortable acquiring and maintaining.

Allocating administrative duties of the OCCSP to certifying bodies would streamline the process and make it easier for organic producers to receive their reimbursements. This solution would solve the issues that arise when there is miscommunication between applicants, program administrators, and certifying bodies by relying on the expertise of certifiers and the relationships between certifiers and producers.

CASE STUDY: VERMONT ORGANIC FARMERS (VOF)

Certifiers possess working relationships and frequent communication with the producers they certify. Cost share benefits certifiers’ clients and supports their viability. This foundation makes certifiers a natural fit to administer the program.

To begin, the Agency of Agriculture sends VOF the year’s official application. VOF has a spreadsheet of all their clients with the information needed to fill out the application. They then use it to generate and complete each application for each client automatically. VOF then sends out that completed application form to their clients, along with a blank W9 and a cover letter explaining instructions on filling it out. All the producer has to do is confirm the information is correct on the application, sign it, fill out the W9, and then submit both to the Agency of Agriculture. VOF and the Agency of Agriculture work together to provide the remaining requirements. That is, the organic certificate and the marked paid invoice. VOF sends the Agency of Agriculture that same spreadsheet used to generate the application form, as it contains the verification of organic certification and of fees paid/invoices.

Vermont producers do not have to handle submitting thecertificate or the invoice documents -- that all occurs inpartnership between VOF and the Agency of Agriculture.

Coincidentally, this solution can result in less work for certifiers and government agencies when they no longer have to manage mishaps and mistakes that can, and do, happen when documents are submitted incorrectly and forms are incorrect. This level of engagement between VOF and the Agency of Agriculture is possible because VOF invests its own time and resources into this partnership, essentially as a pro bono service.