Montana Earth Team Volunteer Program Procedures | Montana NRCS
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Montana Earth Team Volunteer Program Procedures

The following procedures apply to managing the Earth Team volunteer program in Montana. For further guidance, refer to Title 360, Part 428 of the General Manual.

Note: The state volunteer coordinator at this time is Ivy Allen. Contact Ivy at 406-587-6971 or e-mail Ivy.Allen. The area volunteer coordinators are the administrative specialists for each area.

Signup

  1. Complete either form NRCS-PER-001 or NRCS-PER-003.
    • Social Security Numbers are required to provide Worker’s Compensation and Torte Claims coverage to the volunteer (only the volunteer leader SSN is needed on the group form).
    • Provide at least a general overview in the Volunteer Position Description portion of the form.
  2. Submit this form to your area Earth Team coordinator (area administrator) to be filed.

Reporting Hours

  1. Submit hours worked by your volunteer(s) to the area Earth Team coordinator.
    • Contact your area coordinator to find out in what form to submit hours and how often to submit them.
    • As time can only be entered into the database in whole hours, please round up to the nearest hour.
  2. Area Earth Team coordinators include volunteer hours in the official volunteer file.
  3. Area Earth Team coordinators enter volunteer hours in the national database on at least a quarterly basis.

Reimbursement

  1. Review the Montana amendment to GM Title 360, Part 428.
  2. Actual Expenses (including transportation, meals, childcare)
    • Assure the original, signed copy of the completed form NRCS-PER-001 is in the official volunteer file maintained by the area coordinator.
    • Negotiate reimbursement levels.
      • Set amount to be paid for meals and/or childcare with the volunteer.
      • Do not exceed amounts set in the Montana amendment.
    • Complete the Direct Deposit (EFT) form SF1199A.
      • Send the original, signed copy to the state volunteer coordinator.
      • This is the only option for reimbursing volunteers.
      • It may take up to 30 days for this process to be set up.
    • Submit SF1164 to request reimbursement.
      • Send the original, signed copy to the state volunteer coordinator.
      • Be sure the volunteer’s social security number is on the form.
      • Three people sign the form.
        • Volunteer signs as the Claimant.
        • Volunteer supervisor signs as the Approving Official to certify claim is legitimate.
        • State volunteer coordinator signs as the Authorized Certifying Officer.
  3. Travel Expenses
    • Assure the original, signed copy of the completed form NRCS-PER-001 is in the official volunteer file maintained by the area coordinator.
    • Volunteers who will be traveling must have a travel authorization from their supervisor, district conservationist, area conservationist, and the state administrative officer before EACH instance of travel.
    • Complete the Direct Deposit (EFT) form SF1199A.
      • Send the original, signed copy to the state volunteer coordinator.
      • This is the only option for reimbursing volunteers.
      • It may take up to 30 days for this process to be set up.
    • After travel, fill out a travel voucher for the volunteer.
      • Send the original, signed copy to the state volunteer coordinator.
      • Include the travel authorization.
  4. Tuition Reimbursement
    • Submit requests for pre-approval to the state volunteer coordinator.
    • Requests will be authorized by the state conservationist.
    • Upon completion of the course, submit required materials and forms to the state volunteer coordinator.

Awards

  1. See Subpart G of General Manual Title 360, Part 428 for information.
  2. Volunteers are eligible for non-monetary awards of up to $100 in value.
  3. Volunteers may be recognized by their immediate supervisors, district conservationist, area conservationist, state conservationist, and the agency chief.
  4. To purchase volunteer award items for Montana Earth Team volunteers:
    • As per General Manual 130-AGN Amendment MT9 (Part 400) Delegations of Authority, all NRCS employees have the authority to “Approve awards to a value of $100...”
    • As a courtesy, volunteer supervisors are encouraged to discuss the award with their next-level supervisor. Example: Technicians should talk to their district conservationist before purchasing volunteer awards, district conservationists should talk to their area assistant state conservationist, etc.
    • All award items must be able to be displayed, worn, or used in the recipient’s work environment and the item must include the NRCS logo. (See General Manual Title 360, Part 414, Informal Recognition Awards.)
  5. To recognize volunteers at the national level:

VolunteerVoice

  1. Highlight volunteer activities in the national Earth Team newsletter, the “VolunteerVoice.”
    • Write a short article.
    • Take photos.
  2. Submit article and photos for inclusion in VolunteerVoice.
    • Review Process
      • Volunteer
      • Volunteer supervisor
      • Area conservationist
    • Email article, photos, and photo captions to state volunteer coordinator.
    • The state volunteer coordinator will submit to state conservationist for review.
    • Following the state conservationist’s approval, the article will be submitted to the national Earth Team coordinator.

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Montana Earth Team Volunteer Program Procedures (PDF; 71 KB)

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Last Modified: 08/14/2008