• USB Policy

  • USB Policies

    • Purpose
    • Scope
    • Terminology
    • Responsibility

  • Accounting

    • Financial Reporting

  • Anti-Harassment Policy

  • Bank and Investment Accounts

  • Board Budgeting and Allocation

    • Budgeting
    • Allocations
    • Projects

  • Board Director Expense Reimbursement

  • Board Records

  • Chairperson's Expense Reimbursement

  • Communications Standards

  • Compliance Officer

  • Compliance Reviews and Reporting

  • Conflict of Interest

  • Contract Authority

    • Signature Authority

  • Election of Directors, Officers and Executive Committee

    • Nomination Procedure – Officers and Executive Committee Members
    • Election Procedure – Officers and Executive Committee Members
    • Executive Committee Voting Rights
    • External Liaison

  • Family Member Compensation

  • Fund Reserve

  • Information Technology

    • Backup and Recovery
    • Acceptable Use of Computer Equipment
    • Email Communication

  • Insurance

  • Intellectual Property Rights

  • Investments

  • Minutes

  • Pecuniary Rewards

  • Primary Contractors

  • Purchase of Property/Endowments

    • Purchase of Property
    • Endowments

  • QSSB Reviews and Reporting

  • Roles and Responsibilities

  • Social Media

  • Solicitation of Funds

  • Sponsorship Policy

  • Travel Expense Reimbursements

  • Unscheduled Expenditures

  • USB Credit Cards

  • USB Liaison

  • Vendor/Contract Management and Reimbursement Policy

    • Administrative Requirements
    • Anti-Harrassment
    • Whistleblower Policy
    • Program Requirements
    • USB Travel Guidelines for Contractors

  • Appendix A – Delegation of Authority

  • Appendix B – Records Management Policy

  • Appendix C – Code of Conduct

  • Appendix D – AMS Directive 2210.2

  • Appendix E – Roles and Responsibilities

  • Appendix F – Permanent Bylaws of the United Soybean Board

  • Appendix G – Social Media Policy

  • Resources

• USB Reference Guide

  • Purpose

  • Scope

  • Terminology

  • USB Communication Standards Manual

  • Confidentiality Agreement

  • Conflict of Interest Disclosure Statement

  • Contractor Agreement Template

  • Contractor Services Handbook

  • Exemption from Federal Income Tax

  • USDA Guidelines for AMS Oversight of Commodity Research and Promotion Programs

  • Long-Range Strategic Plan

• QSSB Manual

  • Purpose

  • Scope

  • Terminology

  • Responsibility

  • Election of the Board of Directors

    • Nomination Procedure – Board of Directors
    • Election Procedure – Board of Directors
    • Nominee's Agreement to Serve

  • QSSB Annual Financial Report Content Guideline

    • Annual Audit Report
    • Sample: Negative Assurances Report
    • Sample: Negative Assurances Paragraph

  • Purchase of Property/Endowments

  • QSSB Compliance

    • Annual Financial Report Guidelines

  • QSSB Compliance Requirements

    • Internal Controls
    • Collections Compliance
    • Travel Reimbursements
    • Contract Compliance
    • Program Expenditures
    • Internal Control Guidelines
    • QSSB Segregation
    • QSSB Cash Controls

  • QSSB Marketing Plans/Budgets

  • QSSB Policies and Procedures

  • QSSB Reviews and Reporting

    • General
    • Conducting Compliance Reviews
    • Reporting
    • Resolution
    • Financial Statement

  • QSSB Refund Request

  • Organic Soybean Certification Procedures

    • Organic Soybean Exemption Request Process

  • QSSB Standard Contract

  • Appendix A – QSSB Contract Guide

    • Model Research Funding Agreement
    • Research Funding Agreement Explanation
    • Model Vendor Agreement
    • Vendor Agreement Explanation

  • Appendix B – Nominations Agreement Form

    • Nomination Agreement Form

  • Appendix C – QSSB Financial Statement Audit Checklist

  • Appendix D – AMS Directive 2210.2

  • Appendix E – Purchase of Property/Endowments

    • Purchase of Property
    • Endowments

  • Appendix F – QSSB Provisions for USB Projects

    • QSSB Provisions for USB Projects

  • Appendix G – USB and QSSB Agreement Template

  • Appendix H – First Steps for QSSB/USB Board Requirements for Compliance Collections

  • Appendix I – USDA Remittance Settlement Agreement

  • Appendix J – State QSSB to QSSB Funds Transmittal Form

  • Appendix K – QSSB to USB Funds Transmittal Form

  • Appendix L – QSSB Refund Letters

    • Exhibit A – Refund Restriction Letter from the QSSB to Producer
    • Exhibit B – Cover Letter for Producer Refund Request
    • Exhibit C – Refund Letter from Producer to QSSB
    • Exhibit D – Producer Refund Procedures
    • Exhibit E – Refund Letter From QSSB to Producer

  • Appendix M – Schedule of Contracts/Grants in Process Template

  • Appendix N – Schedule of Activities Template

  • Appendix O – Sample Code of Conduct Policy

  • Appendix P – Sample Whistleblower Policy

  • Appendix Q – Sample Confidentiality Agreement

  • Appendix R – Sample Conflict of Interest Disclosure Statement

QSSB Compliance > Annual Financial Report Guidelines

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QSSBs are required to submit audited financial statements to USB annually.

1. Due Date: Annual financial audit that complies with reporting guidelines to be sent to USB within ninety (90) days of the end of the QSSB’s fiscal year.

2. USB Acknowledgment: USB to acknowledge in writing the receipt of an audit from a QSSB within seven (7) business days after receiving the report. A checklist will be used by USB accounting staff to ensure timely receipt of QSSB financial statements. Please see Appendix C for the checklist.

3. Notification that Audit Format Meets Reporting Guidelines: USB to notify in writing to the QSSB Chairperson on the ninety-first (91) day whether the audit report meets format guidelines within ninety (90) days of receipt letter. If rejected, the USB will identify the specific reason(s) in writing to the QSSB.

4. Extensions: If, for some reason a QSSB cannot meet the deadline, a state can request an extension by writing the USB before the 90-day period expires. Currently, the Western Region is the only exception to the 90-day rule.

5. Audit Exceptions: To the extent practicable, issues will be resolved informally by the USB staff resource and QSSB staff. Issues that cannot be resolved informally will be presented to the A&E Committee for resolution.

If a resolution cannot be found, USB will:

• Notify the QSSB that no resolution could be made,
• Recommend action,
• Inform the A&E Committee and/or Legal Counsel.

If all other avenues have been explored and still no resolution has been found, USB will contact USDA for their assistance.

Delinquency actions taken in cases of delinquent submission of financials by the QSSBs include:

1. QSSB Executive Letter: If a state becomes delinquent in submitting a financial audit report, USB will immediately notify the QSSB’s executive office (on the 91st day) in writing. The letter will indicate that the state has thirty (30) days to submit the report. A copy of the letter will be sent to the QSSB chairperson.

2. QSSB Chairperson Letter: If a QSSB fails to respond within the thirty (30)-day grace period, USB shall immediately notify the chairperson of the QSSB of the report’s delinquency (on the 121st day). Letter will indicate that the QSSB has 30 days to comply. A copy of the letter will be sent to the Executive Officers of the QSSB and USB Directors from that state.

3. USB Action: If the QSSB has not submitted an audit by the end of the sixty (60)-day period, the QSSB immediately becomes subject to decertification and an audit by an independent CPA, arranged for by USB, but paid for by the QSSB (on the 151st day). The USB Audit & Evaluation Committee will be notified of the actions taken and initiate decertification proceedings and independent audit.