For Districts - Forms
District supervisors are reimbursed for each day of official service; this includes official monthly board meetings (quorum present), spot checks, area meetings, annual state meetings (hosted by the association), supervisor training at UNC-School of Government, and commission meetings. Travel reimbursement rates and policies are set by the Office of State Budget Management.
As of January 1, 2017, the IRS has issued an advisory opinion that board and commission members who receive a stipend or per diem are employees for employment tax purposes. In addition, all meals and mileage reimbursed to supervisors associated with day travel (i.e., no overnight travel involved) is considered employee compensation. As a result, these payments are subject to income tax and social security/Medicare tax withholding.
Forms to complete are below:
|All Supervisors||(1) Complete I-9 form - district or division staff must physically examine the required documents and sign page 2|
|Supervisors who wish to receive payments||(1) & (2) & (3) Form W-4, (4) Form NC-4EZ, (5) submit a copy of Social Security card for payroll, (6) direct deposit form|
|Supervisors who wish to waive payments||(1) & (2) Complete Employment Understanding & Decision of Payment / Waiver form as appropriate|
- (1) I-9, Employment Eligibility Verification - EXAMPLE
- (2) Employment Understanding & Decision of Payment / Waiver form
- (3) Form W-4 - EXAMPLE
- (4) Form NC-4EZ - EXAMPLE
- (5) Duplicate social security card may be obtained from the Social Security Administration
- (6) Direct deposit form for supervisor travel
When filing supervisor travel reimbursement requests, there are three different processes depending upon the scenario; (1) day travel for non-state employee supervisors, (2) registration fees and/or overnight travel for non-state employee supervisors, and (3) all travel for state employee supervisors. The step-by-step guidance provides explantion of forms and following materials should be used:
- Step-by-step guidance to claim supervisor travel
- Supervisor travel reimbursement cover sheet
- District Board Member Time Sheet for DAY TRAVEL and PER DIEM
- Travel reimbursement form for STATE EMPLOYEES, REGISTRATION FEES and OVERNIGHT TRAVEL (Area Meetings, Annual Meeting & Supervisor Basic Training, only)
- Supervisor Travel Form to Use Chart
- State Employee subsistence documentation memo *Updated January 1, 2018
- If supervisor travel is for the purpose of association business, the association travel reimbursement form is available on their website - www.ncaswcd.org
District supervisors take office on the first Monday in December on the year in which they are elected or appointed.
It should be noted that all terms of office will end in December of even-numbered years only. Full-term elected and appointed positions will begin their term of office after taking the oath of office in December. If filling an unexpired term of an elected or appointed supervisor, the office will be assumed after the commission approves the appointment and the supervisor takes the oath of office. For example, in 2018, there will be three supervisors on each district board in NC whose terms will expire - two elected and one appointed. No supervisor terms will expire in 2019. In 2020, there will be two supervisors on each district board in NC whose terms will expire - one elected and one appointed.
Original copies of the forms below should be maintained on file in district offices and kept according to locally adopted retention schedules. For reference, copies should be uploaded to the division by districts - instructions for the use of the Quick List of Naming Conventions for Files on the SharePoint system are available here. Older versions of the forms will NOT be accepted; please make sure you are using current forms posted on this site.
Annually - all supervisors
|The commission has adopted a policy to address supervisors' involvement as cost share contractors; the District Supervisor Disclosure Form should be completed before an appointed or elected district supervisor begins responsibilities with the district and it should be updated annually by all district supervisors. The commission policy is available here.|
|At the beginning of each term - all supervisors||(1) Oath of Office||NC General Statue 11-7.1 defines who may administer an oath of office - the link to the statute is available here. For supervisors that take office on a typical term cycle (i.e., not appointed by the commission to fill an unexpired term) this should not be completed prior to the first Monday in December.|
|(2) Employment Certification Form||Employment status will affect travel reimbursement; this form should be updated any time employment status changes during a supervisor's term.|
|(3) Supervisor Disclosure form||Posted above.|
|At the beginning of each term - elected supervisors||(1) Election Report||Report should be filled out by the chairman of the county board of elections when a supervisor is elected to office.|
The NC Soil and Water Conservation Commission appoints board members to district boards based upon recommendations from these local boards. Please keep in mind that when supervisors "switch" seats on their local boards (e.g., move from an elected to appointed position), that the resignation/appointment process must be followed with commission approval action.
The commission has adopted guiding principles for districts to use in their selection process, and when recommending supervisors for appointment or reappointment; these guiding principles are intended to assist local districts in choosing the best supervisor candidates that will bring excellent leadership skills, diversity and new strengths to the local boards. Guiding principles are included on the reverse of the forms posted below.
- Guidance for Nominating Supervisors
- Form to recommend a current board member for reappointment
- Form to recommend an individual for appointment as a new board member - note that if an individual is recommended to fill the unexpired term of a supervisor that has resigned, a copy of the resignation letter should be submitted with this form
The division provides matching funds for local district programs, annually, as available.
Districts should use the application available at the link below to request the state matching funds for their programs. Please note that the figures input for the county match are very important; these figures are cited often by the division to demonstrate the considerable amount of local funds that are leveraged by the state investment in district programs. The county match that is listed should include only those funds above and beyond the Technical Assistance funding and match that is already provided by the county for any staff positions that are partially funded using state cost share dollars. State dollars that are provided to the district should also not be included in this figure. The figure should be a true and accurate reflection of the county investment in the district programs, and funds should not be double-counted (for this purpose, and for the purpose of Technical Assistance funding). Also below is a Sample Matching Funds Calculation Worksheet to help districts calculate the appropriate amount to show as match on the application form.
Please note that the county match must be at least the amount that is requested from the state as matching funds (typically $3,600 per year). If the county cash match does not reach the amount that is available for request in state matching funds, local in-kind contribution (for items like rent, utilities, etc.) can also be included in the figure reported as the local investment.
- 2019-20 Matching Funds Application Form - fillable (Please note that this form has now been incorporated as the 3rd Tab of the Technical Assistance Billing Form and has been revised to an Excel format).
- Sample Matching Funds calculation worksheet
- Secondary Employment Certification Form