SCHEDULESCHEDULE
2002 OHIO PHASE 2 PROGRAM
EXTENDED PROCESSING FILE INFORMATION
Each year, a small percentage of applications cannot be certified for payment in December for a variety of reasons and are classified as "extended processing" files. These files have been completed and returned with a postmark no later than October 15, but they require extended processing for any of several reasons. Some (but by far not all) of these reasons are as follows:
Discrepancies between important application information and information contained in the crop year database file for the current Trust year. In most cases, these discrepancies occur because applicants have failed to notify County Offices of changes in farm information recorded with USDA at the County Office. The Trustee cannot mail checks until applicants are certified as being eligible for participation in the NTGST program. Among other things, certification requires that applicant information on an application matches related information in the current Trust year database file. In almost all such cases, a visit to the County Office to update farm information, and obtaining a current form 156 EZ from the County Office for mailing to OTP, assures payment to an applicant when the required information is received and processed.
Estates (newly created, pending, or recently closed). Executors, Administrators, or others applying on behalf of an estate may be required to submit proof of authority to apply on behalf of the estate.
Changes in business relationships (corporations, partnerships, sole proprietorships). Where businesses have recently changed hands by sale, inheritance, or some other means, applicants may be required to show that they are authorized to apply, or to be certified for payment.
Divorces (pending, recently completed). Applicants may be required to show that they are still associated with the farm for which application is made, or are otherwise entitled to share in proceeds from Trust payments.
Changes in parties as a result of recent farm reconstitutions. Applicants may be required to show that they are eligible for certification, particularly if they are no longer associated with the farm following reconstitution.
Powers of Attorney, Guardianships. Applicants may be required to submit copies of such powers or appointments, and to show that such powers or appointments render them eligible and certifiable for payment.
Many other reasons may exist for an inability to place applicants in the December payment file. In all such instances, OTP works closely with applicants and all other necessary parties to assure a decision on eligibility and/or certification as quickly as possible. The key to successful resolution of these issues is ongoing communication between OTP and affected applicants, and provision of required information and documents by applicants as quickly as possible. Without the foregoing, the Trustee will not be able to issue checks.
EXTENDED PROCESSING FILE PAYMENT SCHEDULE
(SCHEDULE FOR APPLICANTS NOT PAID IN THE DECEMBER PAYMENT FILE)
Applicants must work closely with OTP, and provide all information required, to become eligible for payment in future payment files
FOR JANUARY, 2003 PAYMENT: Applicants must submit all required information no later than January 3, 2003. The January payment file will be submitted to the Trustee by January 10. Checks will be mailed on January 21.
FOR FEBRUARY, 2003 PAYMENT: Applicants must submit all required information no later than February 5, 2003. The February payment file will be submitted to the Trustee by February 10. Checks will be mailed on February 20.
FOR MARCH, 2003 PAYMENT: Applicants must submit all required information no later than March 5, 2003. The March payment file will be submitted to the Trustee by March 10. Checks will be mailed on March 20.
FOR APRIL, 2003 PAYMENT: Applicants must submit all required information no later than April 4, 2003. The April payment file will be submitted to the Trustee by April 10. Checks will be mailed on April 21.
No information required for eligibility and\or certification will be accepted after April 4, 2003. The last Trust payments for Trust Year 2002 will be made in April, 2003. PLEASE PLAN ACCORDINGLY.
PLEASE NOTE CAREFULLY: ALL APPLICATIONS MUST BE POSTMARKED NO LATER THAN OCTOBER 15, 2002. "EXTENDED PROCESSING" APPLIES SOLELY TO APPLICATIONS POSTMARKED NO LATER THAN OCTOBER 15 BUT IN NEED OF FURTHER PROCESSING THAT EXCLUDES THE APPLICANT FROM BEING INCLUDED IN THE DECEMBER, 2002 PAYMENT FILE. OHIO TOBACCO PROGRAMS, ITS EMPLOYEES, AND ITS CONTRACTORS WILL NOT ACCEPT APPLICATIONS THAT ARE NOT POSTMARKED ON OR BEFORE OCTOBER 15, 2002.
