Compost Reimbursement Program

How will applications be processed and selected?

All eligibility applications will be processed once the application deadline has passed. Conditionally approved applications will then be selected based on farm size categories, to fairly distribute funding across farm sizes. Priority will be given in the following order:

1. Farms that will purchase compost containing food waste feedstocks.
2. Farms that determine it is impracticable to purchase compost containing food waste feedstocks.
3. Farms that will not purchase compost containing food waste feedstocks despite it being practicable for them to do so.

What information is required to fill out the application? What qualifications are required to be approved?

This program is for Washington commercial farming operations only. This means that applicants must be prepared to provide the following information:

1. A Uniform Business Identification (UBI) number.
2. A Washington Statewide Vendor Number (SVN) – Apply Here[LINK] if you do not currently hold one.
3. A quote from an eligible compost facility[link] that indicates the product and estimated compost quantity to be purchased.
4. A valid business and mailing address.
5. Primary and secondary contact information.
6. Landowner contact information (only for farms on leased land).

For a full list of qualifications and requirements please see the “Eligibility Application” page.

What if I don’t have some of the required information? (e.g. UBI)

Applications that do not provide all of the required information will be denied. For specific questions regarding your situation, please contact us at Compost@agr.wa.gov.

When can I expect to hear back?

After the application deadline has passed WSDA will begin processing applications which will take around 3 weeks.

I was Conditionally Approved, what next?

Farms that are Conditionally Approved were found eligible to participate and selected to do so in the program this year. These farms will be sent a notice that will have a DocuSign link to the Grant Agreement Contract. Approvals are conditional to the farm signing and returning the Grant Agreement Contract within 30 days of receipt. Contracts returned after that date will not be processed and the late farms will be denied.

I was Denied, what next?

Farms that are denied were determined to be ineligible for participation in the program this year. Denied applications will receive a notice from WSDA that includes brief comments explaining the denial. Applicants that are denied may appeal the decision using the link provided in their denial email.

I was put on Standby, what next?

Farms that are found eligible to participate but are not selected due to program capacity, are placed on Standby. In the event of additional funding or program capacity, some Standby applications will be selected and approved into the program in January of the fiscal year in which they applied. If your application is on Standby, to maintain your eligibility to participate, you must wait to purchase and apply compost until after you are approved. We cannot guarantee that any Standby applications will be accepted into the program.

How is my grant limit determined?

Grant limits are determined using two factors: (1) farm size and (2) proposed budget. Farm size will determine the maximum possible grant limit for each applicant, then the provided proposed budget will determine the grant amount within that limit. Each applicant will be given a slightly higher grant limit than their proposed budget if possible to allow for unforeseen costs. Please see the Farm Size section of the “Eligibility Application” page for the current categories and their maximum grant funding limits.

What facilities are eligible for compost purchases?

Compost must be purchased from compost facilities that hold a solid waste handling permit or are permit-exempt. For a current map of eligible facilities in the state and their contact information, click here.

When can I purchase the compost?

Compost purchases and associated costs must be incurred after the Grant Agreement is signed by all parties. This program will not support purchases made prior to full participation in the program.

Are my answers accessible to the public?

All submissions and communications shared with this program are subject to public disclosure as part of the Public Records Act. This includes information provided in the eligibility application, data provided through soil testing and surveys, and reimbursement information provided on the reimbursement form.

What is the Grant Agreement (GA) Contract?

The Grant Agreement Contract establishes the terms of the program between the Farm and WSDA. This includes, but is not limited to, requirements to maintain grant funding and agreements from all relevant parties (WSDA, Farm Owners, and Landowners) to the terms of the contract. Click Here[LINK] to view last year’s Grant Agreement Contract for Fiscal Year 2024.

How long do I have to sign the GA?

Conditionally approved applicants will have 30 days to sign and return the Grant Agreement. This includes the signature of the landowner for farms on leased land. Contracts returned late will not be processed.

Why does my landowner need to sign the GA?

Landowners are included on the Grant Agreement to ensure that soil samples will be collected on the participating farmland for 10 years following grant funding. By signing the Grant Agreement, Landowners allow WSDA to collect soil samples on the land in the event that the farm no longer resides there.

Who can sign the GA on behalf of the Farm Business?

The Grant Agreement can be signed by one of the following individuals:

• Registered governing individuals with the Washington State Department of Revenue.
• Any individual granted signatory privilege by one or more of the governing individuals mentioned above. Documentation of this privilege must be shared with WSDA alongside the Grant Agreement.

How do I sign and return the GA?

Grant Agreements can be signed and returned through two avenues. Applicants will provide their signatory preference of these options in their eligibility application.

• Digital Signature. Using the DocuSign system to applicants can provide a digital signature. A DocuSign notice will be sent to both the primary contact as well as the Landowner for leased farms. Once both signatures are completed, the contact is considered returned.
• Ink Signature. The applicant’s Grant Agreement Contract will be mailed to the mailing address provided in the eligibility review. Once received, the farm owner and landowner for leased farms can provide an ink signature. The contract will then be mailed back to WSDA at the address provided on the contract.

I signed the GA, what happens next?

Once a Grant Agreement Contract is returned it must be processed by WSDA. This typically takes 5-7 business days. Once processed, the participating farm will receive a notice with information and next steps as well as a fully executed copy of the contract for their records.

Can I revise my plan after signing the Grant Agreement?

Small revisions to the established purchase plan provided in the eligibility application may be permitted with WSDA permission. All changes must be communicated to WSDA through Compost@agr.wa.gov and approved prior to making them.

When can I expect to receive my soil sampling kit?

Each participating farm will be sent a soil sampling kit through USPS once their grant agreement contract has been processed. Sample kit preparation may take 5-7 business days prior to shipping. Once shipped, farms will receive a notice that the kit is on its way and the address that it was shipped to. If for any reason the address is incorrect, please contact us immediately at compost@agr.wa.gov.

What if I don’t receive my kit?

Each kit is shipped through USPS and may take up to two weeks to arrive at your mailing address. If two weeks have passed since you received your shipped notice and you have not received your kit, please contact us at Compost@agr.wa.gov and we will get a new kit sent.

Can I apply compost before I collect my sample?

Soil samples must be collected prior to compost application. Reimbursements will not be distributed to participants who apply their compost before collecting a soil sample.

What is in the soil sampling kit?

Each soil sampling kit contains:

• 1 box with pre-paid mailing labels attached
• WSDA's Soil Sampling Protocol in English (if the Spanish version of the protocol is preferred, please send a request to compost@agr.wa.gov)
• Soil sample Chain of Custody form
• 2 sample collection bags
• Sample packaging instructions
• 1 rubber band

What languages are available for the sample kit documents?

The soil sample kit documents are available in both English and Spanish. Kits will be packed following the language preference indicated in the eligibility application.

How do I collect the sample?

Samples should be collected following our soil sampling protocol[LINK]. On page 2 there is a detailed, step-by-step process for gathering and packing the soil sample.

What is the Chain of Custody Form?

The chain of custody (COC) form[LINK] is used to track the soil sample’s transport from your farm to the lab. By filling out the form thoroughly and emailing a picture or scan of it to us (at Compost@agr.wa.gov) you ensure that we are notified that you have shipped the kit and we are able to pair your soil data to your farm. If a sample is lost in the mail or by the lab, the COC form will be used to confirm that your sample was shipped.

Why are there two bags in my kit?

To complete all of the necessary tests on the soil sample the lab requires that two bags worth of soil are gathered from the same field. Please ensure that you fill both bags completely and from the same area as though they are one soil sample.

Where should I collect my sample?

Soil samples must be collected from one field that is receiving compost this year. Please select the field that best represents the farm area in terms of ecology, landforms, and management.
If you have already completed the Crop & Field Survey, please collect the samples from the same field as you indicated in the survey.

How do I ship the sample? Do I pay for shipping?

Your soil sampling kit will contain a pre-paid postage box for you to place the filled sample bags into. Please follow the instructions provided in the soil sample packing procedure document in your kit[LINK]. WSDA will pay for all shipping associated with soil samples.

When should I collect and send my sample?

Soil sampling must be conducted before any compost is applied as part of the program and should take place within 30 days after you receive your soil sampling kit. Try to collect your sample early in the week (Mon./Tue.) and mail it to the lab by Wed. of the same week. This will ensure that the data gathered in the lab is high quality.

What soil data will be collected from the sample?

Soil samples will be measured for a wide range of physical and chemical properties. These qualities have been selected by WSDA to analyze the long-term effects of the compost application on the farm’s soil. Click here[LINK] to view our soil data reference that shows what values are being measured by the lab.

I am applying compost to more than one field, how many surveys should I submit?

Please submit a single survey for one field that is receiving compost. This field should correspond to the field that you intend to collect a sample from or already have sampled.

Which field should I select?

Please select one field that is receiving compost this year and best represents the farm area in terms of ecology, landforms, and management.

My field has many crop types and/or a complex management process. What should I do?

For all responses, if your field is not well represented by the options provided, please select the best fit from the available options. At the end of the survey there will be a box for you to provide additional details, which you may explain your situation there if so desired.

When should I fill out this survey?

A submission to the Crop & Field survey must be received before WSDA can process a reimbursement invoice. So, you should complete the survey before the end of the program year, prior to submitting a reimbursement form.

What questions are required?

All questions marked with an asterisk (*) must be provided to complete the survey.

What information are you asking for in this survey?

Some information gathered in the Crop & Field Survey for the selected field includes:

• Five year crop history for the field and qualitative success of crop yields
• On Farm Impacts (disease, weeds, etc.)
• Management Methods (soil amendments, irrigation, tillage, grazing, etc.)
• Farming Type (agriculture, apiculture, silviculture, etc.)

What will the responses be used for?

A farm’s responses to the Crop & Field Survey will be paired with their soil sample data to evaluate the qualitative and quantitative benefits of compost on soil quality and carbon storage. Data gathered each year from all participating farms will be summarized in the annual legislative report, which can be found in our “Reporting & Resources” page[LINK].

Can I receive a copy of my responses?

Yes, please contact the program at Compost@agr.wa.gov to receive a copy of your responses.

Are my answers accessible to the public?

All submissions and communications shared with this program are subject to public disclosure as part of the Public Records Act. This includes information provided in the eligibility application, data provided through soil testing and surveys, and reimbursement information provided on the reimbursement form.

Where can I apply for reimbursement?

Reimbursement applications can be submitted by participating farms on the online grant portal. If you are interested in applying to participate in the program, please visit the “Eligibility Application” page on our website.

What costs qualify for reimbursement in this program?

Qualifying costs include compost purchased directly from an eligible compost facility, as well as associated costs for that compost, including transportation, fuel costs, equipment purchase or rental, equipment maintenance, and labor. Please refer to your Grant Agreement Contract for details regarding qualifying costs for reimbursement. If you are uncertain whether a cost might qualify, please call (360) 974-9797 or email compost@agr.wa.gov.

How much reimbursement will I receive?

Each participating farm is eligible to receive reimbursement for 50% of all reimbursable costs, not to exceed the maximum reimbursement amount established in the grant agreement contract.

Can I apply for reimbursement more than once throughout the year?

No, participants may only submit one reimbursement application each program year after all costs have been incurred for which reimbursement is being sought.

What is the deadline for applying for reimbursement?

All applications must be submitted no later than June 1st of the current fiscal year (2025). Once you receive an invoice, it must be signed and returned before June 20th.

What if I misplaced a document for a qualifying cost?

All costs in your application must be accompanied by documentation showing proof of purchase. Costs that do not have supporting documentation do not qualify for reimbursement. Most businesses should be able to provide you with another copy of this documentation if you have misplaced it.

What can I expect after I submit my reimbursement application?

Once your reimbursement application is submitted, it will be reviewed by WSDA, and you will receive one of the following notices:

• Returned for Corrections – This notice indicates that your reimbursement application requires corrections or clarifications before moving forward, which will be explained in your notice email. To make these corrections, navigate to the online grant portal, where you will have the option to edit an active application.
• Reimbursement Invoice – This notice indicates that your application has been processed and a reimbursement invoice has been generated for your review. Attached to that email will be an invoice that outlines the eligible costs and the associated reimbursement total that has been determined. Please print and sign the invoice and either scan and email it back to us or mail it to the address provided on the invoice. All reimbursement invoices must be returned and signed to WSDA before June 20th, 2025.

When should I expect to receive payment?

Once you return your signed invoice to WSDA, your payment will be paid within 60 days of receipt.

How will I receive payment?

The method of payment will be the option you have selected on your Statewide Vendor Number application, often Direct Deposit. Find more information on Statewide Vendor Numbers on the Office of Financial Management’s website.