Seed Purchasing Program Policies
Who cannot participate?
In order to avoid any conflict of interest, full-time (salaried) employees of the Indiana Department of Natural Resources cannot participate in this program.
How are prices established?
Seed prices are established each year based on the abundance or scarcity of seed of each species and on the funds appropriated for our program. Therefore, prices may change significantly from year to year and may change without notice during the season. Check with us before collecting to avoid misunderstandings.
When do we stop buying?
Because we have a tight budget, we establish quotas for each species. We will stop buying when we have met our quotas. It is your responsibility to stay in contact with us concerning our quotas each day. We reserve the right to refuse seed at any time.
How do we purchase the seed?
We purchase seed on the basis of good seed delivered, not on weight or volume. The one exception is black walnut, which is purchased on the basis of a ten gallon bushel. Purchasing on the basis of "good seed" permits us to collect the seed needed at a reasonable cost and manage our sowing operation more efficiently. Also it rewards collectors who deliver clean, high quality seed. We will not accept seed if there is not a sufficient quantity of seed to do our testing (usually 500 seeds).
How do we pay?
We pay for seed in the following manners:
- Seed invoices of up to $500 are paid from our Petty Cash account. We write checks for seed usually one day after testing. We can process one petty cash check up to $500 per individual per day.
- Seed invoices for amounts greater than $500 but not more than $2,000 will be paid using an SDO requisition. We prepare a requisition and send it to our central office, and you receive payment from there. We can process one SDO requisition per individual per week.
- Invoices are processed in the order of delivery.
When do we accept seed?
Please check the Seed Collector Information page for hours of operation for each of the four seed collection stations. The quotas for seed have the potential to be filled in a matter of hours or a few days. Historically quotas for persimmon, ash, dogwood, and redbud have been filled in this manner, but if there is an abundant seed crop for any species this may occur. These types of species will only be accepted during business hours on a first come, first served basis. Seeds left on the loading dock before normal business hours will not be processed until after the last customer during business hours. It is critical to check with our offices on quotas and if it is all right to leave seed on the dock before business hours. We cannot be responsible for any seed left during non-business hours. You must have a W-9 form on file with our office before leaving any seed on the dock during non-business hours.
What happens when I deliver seed?
When seed is delivered, the following steps are taken:
- Before we accept seed for the first time, we will ask you to complete a W-9 form. We are required to have the form on file before processing any invoices for payment.
- The person that accepts your delivery will weigh the seed, record the species, and request that you complete a form listing your name, address, phone number, and social security number. A copy of this form is given to you.
- We will not accept seed deliveries until the above steps are taken.
- We then thoroughly test your seed to determine the number of good seed delivered. We determine the number of good seed per pound and the percent good seed based on a sampling schedule that is established at the beginning of the season. These two values are used to estimate the total number of good seed delivered. If seed is mixed or seed is determined to be of a different species, your seed will be returned to you.
- After the testing is complete, all of this information is entered into our Seedbuy computer program which generates an invoice that lists the amount you will be paid. Under normal conditions, we will have this invoice ready for your signature by the following morning.
- It is the vendor's responsibility to keep track of income received from seed for state and federal tax purposes. A 1099 will not be issued to vendors.
Tree Improvement Program
Vallonia Nursery
2782 W Co. Rd. 540 S
Vallonia, IN 47281
Ph: (812) 358-3621
FAX: (812) 358-9033
poconnor@dnr.IN.gov
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The Division of Forestry is an equal opportunity employer and service provider.
