Box It, Don’t Email It: A How-To on Submitting AMP Environmental Materials

For partners in the USDA’s Advancing Markets for Producers (AMP) initiative, environmental compliance is not optional. Federal law requires every project to meet the National Environmental Policy Act (NEPA), the National Historic Preservation Act, and the Endangered Species Act, along with other federal regulations. To help partners meet these obligations, USDA NRCS recently launched a new submission system. Instead of emailing sensitive files, partners must now submit all environmental materials through a Box portal.

This blog offers a step-by-step walkthrough of the new Box process, guidance on required file formatting, and a checklist you can keep at your side. If you are submitting for the first time or revising a packet, this guide will help you move forward with confidence.

Why the Change Matters

Previously, partners used the Clark Group portal to upload environmental evaluation (EE) materials. When that system was discontinued, submissions and even partially completed entries were lost. NRCS developed the Box intake system as a secure alternative. By centralizing materials in one portal, NRCS can better validate submissions, ensure compliance with federal agencies, and protect personally identifiable information (PII).

Most importantly, email submissions are no longer accepted. Sending environmental evaluation packets to a government email or a P.O. Box will result in delays and possible rejection.

By using Box, AMP partners protect PII and streamlines reviews.

Accessing the Portal

Each agreement holder receives a secure link from their program manager. You will not log in directly to Box. Instead, you will use the intake webpage to enter information, upload files, and track status updates.

The homepage of the intake site is straightforward, but take time to review the fields carefully. Accuracy here is key to meeting reporting requirements and avoiding corrective actions later.

What You’ll Need Before You Begin

Before starting your submission, gather the following:

• Lead Partner Name (select from dropdown)
• State and County (use FSA administrative county)
• Producer or Business Name (exactly as it appears on the AD-2047 form)
• Point of Contact Name, Phone Number, and Email (so reviewers can reach you within standard business days)
• Submission Version (initial or revised)
• Files (labeled consistently, with a table of contents if multiple documents are included)

Remember, incomplete or mislabeled packets create short-term delays. Always verify eligibility requirements with your NRCS state point of contact before submitting.

Step-by-Step: Completing a Submission

1. Enter Partner Information

On the first screen, choose your lead partner from the dropdown list. Double-check spelling and ensure you are listed under the correct non-profit, small business, or university partner name.

2. Select State and County

Use the FSA administrative county, not mailing address county. This ensures enrollment records match federal government databases.

3. Provide Producer Information

Enter the producer or business name exactly as shown on the official form. Consistency matters for the validation and sustainability of records.

4. Add Contact Details

Provide a direct phone number and contact information for the partner point of contact. If questions arise about hazardous materials, reuse or recycle plans, or corrective actions, reviewers will reach out here.

5. Identify Submission Type

Choose “Initial” for first-time entries or “Revised” if you are resubmitting after making updates. This helps NRCS track metrics on how many submissions require corrective actions.

6. Upload Files

Upload all environmental documents in the designated field. Include a table of contents, appendices, and any required validation forms. If you reference an on-site inspection, include supporting notes or photographs. If materials include wastewater, off-site treatment plant details, or land use changes, highlight them in appendices.

‍

Formatting Your Files

To reduce errors and delays:

• Use PDF format whenever possible.
• Include a table of contents for packets longer than 15 pages.
• Use clear, descriptive file names (e.g., “CPA52_SmithFarm_Initial.pdf”).
• If your packet includes multiple sections—scoping documents, eligibility forms, or EPA-related correspondence—bundle them with a cover sheet.
• Avoid special characters in file names, which can cause upload errors.

After Submission: What to Expect

Once uploaded, your packet is transferred from the Box portal into an NRCS SharePoint site. From there, state reviewers examine the materials for compliance with federal law and state law.

• If approved, you will receive notification that your CPA-52 environmental evaluation has been accepted.
• If corrective actions are required, you will receive guidance through your state point of contact, with a phone number and email for follow-up.
• If revisions are necessary, resubmit through the same webpage, selecting “Revised Submission.”

Remember, some states face larger workloads than others. While most reviews occur within standard business days, more complex projects—especially those involving emissions, wastewater, or hazardous materials—may take longer. FarmRaise's Program Management Solution can help you to stay organized as you navigate longer review times.

Common Questions (FAQ)

Q: Can I email my materials instead of using the portal?

A: No. Email submissions will not be reviewed due to privacy and compliance requirements.

Q: What if I already submitted under the old system?

A: If your submission was not formally approved, you must resubmit using Box.

Q: Do I need to submit every year?

A: Not necessarily. If the same field and practice are used under the same contract, your previous CPA-52 remains valid. New practices or additional acres require revised submissions.

Q: Where do I go if I need additional information?

A: Your program manager will provide a webpage with resources, including links to office hours, FAQs, and training materials.

Checklist: Submitting Environmental Materials

Use this checklist before you hit “Submit”:

• Partner name matches the agreement holder
• Correct state and FSA county entered
• Producer or business name matches AD-2047
• Point of contact with phone number and email listed
• Submission type selected (initial or revised)
• Files formatted with proper labels
• Validation of eligibility requirements confirmed
• Sensitive data reviewed to avoid PII exposure
• Materials reference any on site inspections or off-site treatment plant information as required
• Confirmed no files are emailed or mailed to a P.O. Box

Final Thoughts

The new Box intake portal marks a shift in how AMP partners handle environmental submissions. While the change may feel like an extra step, it is designed to ensure compliance with federal regulations, protect sensitive data, and streamline communication across states. By following the walkthrough and checklist, partners can avoid delays and keep projects on track.

Environmental compliance is essential to program sustainability. With the right preparation, partners—from small business operators to non-profit organizations—can focus less on paperwork and more on delivering real conservation outcomes.