RD Apply – ApplicationIntake

Water &Environmental 

Customer User Guide

Updated October 2018 

Version 2.2
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TABLE OF CONTENTS

1.0 WHAT IS RD APPLY?............................................................................................................................................ 6

2.0 WHAT IS eAUTHENTICATION?............................................................................................................................. 6

3.0 WHO CAN CREATE AN APPLICATION?................................................................................................................ 6

4.0 PROGRAMS THAT USE RD APPLY ...................................................................................................................... 7

5.0 RD APPLY WEBSITES ............................................................................................................................................ 7

6.0 IDENTITY, CREDENTIAL AND ACCESS MANAGEMENT (ICAM) ........................................................................... 8

7.0 LINKING YOUR eAUTH ID TO A TAX IDENTIFICATION NUMBER ...................................................................... 9

8.0 LINKING OTHER USERS TO YOUR TAX IDENTIFICATION NUMBER......................................................................10

8.1 UPDATING AN EXISTING USER...................................................................................................................................10

8.2 MAINTAINING A ROLE ...............................................................................................................................................12

8.3 MAINTAINING A USER ...............................................................................................................................................13

8.4 ADDING A ROLE .........................................................................................................................................................14

8.5 ADDING A USER .........................................................................................................................................................16

9.0 SECURITY ROLES.............................................................................................................................................................18

10.0 WHO CAN I CONTACT FOR HELP?................................................................................................................................18

11.0 LANDING PAGE ............................................................................................................................................................19

12.0 INTERVIEW PROCESS ...................................................................................................................................................20

12.1 EMERGENCY AND IMMINENT COMMUNITY WATER ASSISTANCE GRANTS (ECWAG)............................................22

12.2 SPECIAL EVALUATION ASSISTANCE FOR RURAL COMMUNITIES AND HOUSEHOLD ...............................................23

12.3 PREDEVELOPMENT PLANNING GRANTS (PPG)........................................................................................................23

13.0 INTERVIEW RECAP ...................................................................................................................................................24

14.0 CUSTOMER................................................................................................................................................................24

15.0 IMPORT ENGINEERING DATA....................................................................................................................................25

16.0 FACILITIES ..................................................................................................................................................................26

16.1 FACILITY DETAILS .....................................................................................................................................................26
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16.2 DRINKING WATER....................................................................................................................................................27

16.3 WASTE WATER.........................................................................................................................................................27

16.4 SOLID WASTE...........................................................................................................................................................27

16.5 STORM WATER ........................................................................................................................................................27

16.6 FACILITY SITES..........................................................................................................................................................28

16.7 LAND RIGHTS ...........................................................................................................................................................28

17.0 VOLUME/FLOW.........................................................................................................................................................29

17.1 CONNECTIONS INFORMATION................................................................................................................................29

17.2 WHOLESALE.............................................................................................................................................................29

18.0 PROJECT SCHEDULE .................................................................................................................................................30

19.0 PROJECT COST..........................................................................................................................................................31

20.0 FINANCIAL ................................................................................................................................................................. 32

20.1 BALANCE SHEET.......................................................................................................................................................33

20.2 OTHER INCOME .......................................................................................................................................................34

20.3 SHORT LIVED ASSET.................................................................................................................................................35

20.4 PROPOSED FUNDING...............................................................................................................................................36

20.5 DEBT ........................................................................................................................................................................37

20.6 PROPOSED O&M .....................................................................................................................................................37

21.0 SERVICE AREA MAPPING........................................................................................................................................38

21.1 CREATING A SERVICE AREA .....................................................................................................................................38

21.2 DRAWING A SERVICE AREA .....................................................................................................................................39

21.3 EDITING A SERVICE AREA.........................................................................................................................................40

21.4 UPLOADING A SHAPEFILE ........................................................................................................................................40

21.5 TOOLBAR ITEMS ......................................................................................................................................................41

21.6 VIEWING CENSUS DATA ..........................................................................................................................................41

22.0 DOCUMENTS .............................................................................................................................................................43

22.1 ATTACHMENTS ........................................................................................................................................................43

22.2 CERTIFICATIONS.......................................................................................................................................................45

23.0 SUMMARY/SUBMIT ..................................................................................................................................................45
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23.1 SUBMITTING AN APPLICATION................................................................................................................................45

24.0 PRINT SCREENS ........................................................................................................................................................46

25.0 EXPORT TO EXCEL ....................................................................................................................................................46

26.0 INFORMATIONAL MESSAGES .................................................................................................................................46

27.0 CONNECTION TIME-OUT.........................................................................................................................................47

28.0 APPLICATION STATUS ..............................................................................................................................................47

29.0 NOTIFICATIONS .........................................................................................................................................................48

30.0 NOTIFICATIONS - SUBSCRIBE AND UNSUBSCRIBE ..................................................................................................49

30.1 ACCESSING THE NOTIFICATION SYSTEM .................................................................................................................49

30.2 CREATING A SUBSCRIPTION ....................................................................................................................................49

30.3 DELETING A SUBSCRIPTION.....................................................................................................................................50

31.0 SECURITY ROLES ......................................................................................................................................................51

31.1 WHAT DO THE DIFFERENT ROLES MEAN?...............................................................................................................51

31.2 HOW MANY ROLES CAN ONE PERSON HAVE? ........................................................................................................51

31.3 WHAT TYPES OF SECURITY ROLES ARE AVAILABLE?................................................................................................51

31.4 WHO CAN ASSIGN SECURITY ROLES? ......................................................................................................................51

32.0 REQUIRED DOCUMENTS ..........................................................................................................................................52

Revision History

Version Description Author Date

2.3 Updated after agency feedback 

received 

Danny Rogers October 2018

2.2 Updated with new General Funds 

Balance Sheet, Enterprise Balance 

Sheet and new Service Area 

functionality as well as a few screen 

prints where there were changes

Susan Franklin April 2018

2.1 Updated after agency feedback

received

Susan Franklin February 2018

2.0 Updated to include COMBO loans

functionality and ability to import 

Preliminary Engineering Reports (PER)

January 2018

1.6 Minor updates March 22, 2017
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1.0 Initial Version
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WELCOME TO RD APPLY

1.0 WHAT IS RD APPLY?

RD Apply is an application intake system that allows you to apply for loans and grants for Rural Utilities Services (RUS) 

Programs. Instead of asking you to mail in a paper application, a process that can be slow and unwieldly, you can now go

online and create applications in just a few minutes. RD Apply uses checkmarks () and X marks (X) to indicate whether a

section is complete, so you can see the status of your application at a glance. As an added bonus, RUS Program staff will be

able to login to the system and review your application, at any stage in the submittal process.

WHY IS RD APPLY IMPORTANT?

• Convenience - The Internet allows customers accessto information 24 hours a day, 7 days a week. For example, 

customers can fill out and submit their application any time of the day or night from their homes or offices.

• Identity Security - Information submitted to the Federal Government remainssafe and secure because every

customer has a unique User ID and password; and only authorized USDA employees can access customer information.

• Reduced Paper Consumption - Over time, RD Apply will save paper, which benefits the environment.

2.0 WHAT IS eAUTHENTICATION?

USDA eAuthentication (eAuth) isthe system used by USDA agenciesto enable customersto obtain accountsthat will allow them

to access USDA Web applications and services via the Internet. This includes submitting forms electronically, completing

surveys online, and checking the status of your USDA accounts. There are two levels of eAuth access:

• Level 1 Access allows you to:

˗ Visit a USDA web page that indicates a Level 1 account is necessary

˗ Obtain general information about the USDA or its agencies

˗ Participate in public surveys for a USDA agency

• Level 2 Access allows you to:

˗ Submit official business transactions via the Internet

˗ Enter into a contract with the USDA

˗ Submit forms or applications for the USDA via the Internet

To access RD Apply, you must have Level 2 eAuth access. You can apply for a Level 2 eAuth ID by selecting the Register

button on the Login screen. After the account is created and you log in, you are redirected to Online Identification Proofing 

(OIDP) home page where you can choose to verify your identity online. To apply, visit Create an Account.

Note: USDA will issue eAuth Accounts to individuals only. Businesses, Corporations, or other entities cannot apply for an 

eAuth account. 

3.0 WHO CAN CREATE AN APPLICATION?

To create an application, you must have a Level 2 eAuth ID. Once you have obtained a Level 2 eAuth ID you will be able 

to access RD Apply. Depending on the program you are applying for, you may need to be approved as an Authorized 

Representative before you can begin entering data into your application.
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4.0 PROGRAMS THAT USE RD APPLY

Programs that use RD Apply are Electric, Telecommunications, and Water and Environmental. Eventually, more programs will

be added into the system, allowing a wider range of applicantsto submit applications via RD Apply.

5.0 RD APPLY WEBSITES

To log into RD Apply, click here, or paste the following link into your web browser: https://rdapply.usda.gov
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GETTING STARTED

6.0 IDENTITY, CREDENTIAL AND ACCESS MANAGEMENT (ICAM)

A Level 2 eAuth account allows RUS stakeholdersto gain accessto USDA Web site portals and applicationssuch as RD Apply.

Historically, this process could only be completed by physically meeting with a Local Registration Authority (LRA) to have 

your User ID and profile verified. However, now you can access the Identity, Credential and Access Management(ICAM)

service that allows you to apply for a Level 2 account online through a secure web interaction.

To register for a Level 2 account using ICAM, click here and select Register for Level 2 Account. Enter your personal

information, making sure to complete allthe required fields. When finished, click Continue. A verification email will be sent

to the email address provided.

Once the email isreceived, click the link to activate your account. Another email will prompt you to verify your identity. 

You will verify the personal information you entered into the system when registering and you will enter your Social 

Security Number(SSN).

Note: Your Social Security Number is not saved in this process. It is only used so that the system can present you with a 

series of four identifying questions.

After answering all questions, the system will automatically verify the information and either approve or deny you for a 

Level 2 account. If you cannot verify your identity, you will need to visit a LRA in order to continue.

If you do not have sufficient data for a Level 2 request, you will need to finish filling out your information before you can 

continue.

Note: You will need to see a LRA if you live outside of the fifty states. If you live inside the United States, a LRA is not 

necessarily needed in order to successfully register for, and receive, your level 2 eAuth account.

Electing to verify online will navigate you to a web page where the system will generate a series of four questionsthat you 

will need to answer successfully before your account is allowed accessto RD Apply.
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7.0 LINKING YOUR eAUTH ID TO A TAX IDENTIFICATION NUMBER

Some programs require you to be an Authorized Representative before you can create an application with them.

HOW DO I BECOME AN AUTHORIZED REPRESENTATIVE?

When you log into RD Apply, you will be taken to the Landing/Home Page. At the top of the screen will be a button called 

Authorized Representative Request. Clicking it will generate a form where you can send a request to Rural Utilities 

Services Staff, asking for your eAuth ID to be linked to your entity’s Tax Identification Number (TIN).

Completing the Authorized Representative Request

When you open the Authorized Representative Request, you will include the entity legal name, the TIN, and the Data 

Universal Numbering System (DUNS) number of the business entity that is applying. In addition, you will select the primary

program (Electric, Telecommunications, or Water and Environmental) and the state and county in which you will be working.

After you enter your entity’sinformation, you will need to enter your name, your eAuth ID, and the security role you need.

You can also enter up to four more users, to be associated with that same TIN.

Note: The email field will prepopulate with your eAuthentication email. You will be able to change it to a personal email, if

you do not wish to be contacted at your eAuthentication email.

Once you have finished with the users section, you can enter your point of contact information.

If you have any supporting documentation forsubmitting the Authorized Representative Request, you can upload the 

supporting documentation at the bottom ofthe form by clicking the +Upload button.
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After you send in your Authorized Representative Request, Rural Utilities Services Staff will review it. Once it has 

been approved, they will link your eAuth ID to your Tax Identification Number and you will be able to login to RD 

Apply and create an application.

8.0 LINKING OTHER USERS TO YOUR TAX IDENTIFICATION NUMBER

After you have submitted the Authorized Representative Request and Rural Utilities Services Staff has approved it, 

you will be able to log into the Application Authorization Security Management (AASM) website. Here, you will be able

to search other users by their eAuthentication ID and link them to yourspecific Tax Identification Number.

To access AASM, you must be assigned the Administrator or Representative-Signature-Certify role. If you have been 

assigned either of these roles, login to RD Apply and click the Admin button at the top of the screen to open the 

AASM website.

The AASM website will open in a new window.

8.1 UPDATING AN EXISTING USER

To search for a user, you must first select a Tax ID (TIN) from the dropdown box.
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After you have selected a TIN, you can enter a user’s eAuth User ID, to see if they are associated to that TIN. If they are 

associated, you willsee what role they have been assigned.

If the user has not been added in AASM, click the Add User button. The following screen will display.

Type in the eAuth ID. If the user is already in the system, you will see a pop-up, indicating they are already in the 

system and prompting you to continue in Edit mode. Otherwise, ifthe user is not in the system, you can add their

contact details and click Save or Add Role.

If you click Save, the system savesthe user to the system allowing you to search for the user by their eAuth ID.
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If you click Add Role, the system displays the User Role Maintenance screen.

After you have successfully found a user, you can have three options:

• Maintain Role – Allows you to maintain the role(s) assigned to a user

• Maintain User – Allows you to maintain the user’s contact information

• Add Role – Allows you to add a new security role to a customer. Thisis also how you add a user to a TIN.

8.2 MAINTAINING A ROLE

If you select Maintain Role, you must click on the hyperlinked Role to maintain the role.
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When you click the Role, the following screen displays:

On this screen, you will see a list of TINs that the user has been assigned based on the Security Role. From this 

screen, you can:

• Save – Enabled when you select a TIN. Thislets you save any changes made to the Authorized System, Security 

Role, or Tax ID.

• Save ID – Enabled when no TIN isselected, and disabled when you select a TIN. Thislets you save any

changes made to the Authorized System, Security Role, or Tax ID.

• Remove ID – Enabled when you select a TIN. Thislets you remove the user’srole for a specific TIN.

• Remove Role - Enabled when no TIN isselected, and disabled when you select a TIN. Thislets you

completely remove the Security Role for all TINs.

• Reset – Clears all the fields.

• Back – Lets you go back to the previous screen, where you can see all the user’sroles.

8.3 MAINTAINING A USER

If you select Maintain User, you must click on the hyperlinked eAuth User ID to maintain the user.
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When you click the eAuth User ID, the following screen displays:

From this screen, you can update the user’s phone number, fax number, and status.

Note: You cannot update the user’s email address from this screen. If the email address is incorrect, the user must 

login into their eAuthentication account and update their email address.

From this screen, you can:

• Save – Thislets you save your changes and return to the screen with all of the user’sroles.

• Reset – Clears all your fields.

• Back – Thislets you go back to the previous screen, where you can see all the user’sroles.

• Add Role – This allows you to add a role and TIN to the user, the same way you would when maintain a role.

8.4 ADDING A ROLE

If you select Add Role, you must click on the hyperlinked eAuth User ID to add a role to a user.
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When you click the eAuth User ID, the following screen displays:

From this screen, you will be able to select an Authorized System, a Security Role, and a TIN for this user. It is not required 

that you select a Loan Program to save a role for auser, but if choose to connect a User Role to a loan program, you 

can select the following: 

• BP – Business Program

• CF – Community Facilities

• MH – Multi-family Housing (MFH)

• FSA – Farm Service Agency

• RH - Rural Housing

• WW – Water & Environmental (WEP)

When you click the Save button, you are prompted with the following statement:
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Once you click the Yes button, and successfully add a role, the following screen will display:

From this screen, you will be able to maintain the user’srole. If you do not need to update any of the roles, click the

Back button to return to the mainpage.

8.5 ADDING A USER

To search for a user, you must first select a Tax ID (TIN) from the dropdown box.

After you have selected a TIN, you can enter a user’s eAuth User ID, to see if they are associated to that TIN. If they are not 

associated to that TIN, you willsee this error message:
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Since the user is not associated to that TIN, you will need to add them. To add a user, click on the Add User button. The 

following screen displays:

Type in the user’s eAuth ID. When you tab away, the system will automatically search, and retrieve, any data about that user.

If the user is already in the system, you willsee this pop-up:

Clicking the OK button will take you to the User Maintenance screen.
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Click the Add Role button to be taken to the User Role Maintenance screen. From here, you can add the user to one of your 

existingTINs.

If the user is not in the system, you are taken to the User Maintenance screen, where you would need to enter the

user’s contact information and then click the Save button. Once you have saved, you may click the Add Role button to

start adding the user to one of your TINs.

9.0 SECURITY ROLES

When you link other usersto your Tax Identification Number, you will also be to assign them a security role. These

roles allow users to access your application. Unless you assign other users to your application as Administrators or 

Representative-Signature-Certify, you will be the only person able to assign other users accessto your application.

Note: For more help on security roles please see: Miscellaneous – Security Roles.

10.0 WHO CAN I CONTACT FOR HELP?

If you are experiencing problems with RD Apply, please contact the Help Desk by emailing or calling:

E-mail: RD.HD@STL.USDA.GOV

Phone: (800)-457-3642; Select USDA Applications (Press 2); then select Rural Development (Press 2); then select one of 

the following (Press 1-9, or #):

• 1 MFH

• 2 GRH

• 3 SFH

• 5 Agent

• 9 Leave Message

• # Hear again

Hours: Monday through Friday – 7 a.m. to 5 p.m. (Central Standard Time)

Be prepared to provide the following information:

• LegalName ofOrganization

• eAuth ID

• Application IDNbr

• ContactPerson

• PhoneNumber

• Description ofthe specific problem

• Program you are applying for: Electric, 

Telecommunications, orWater&Environmental
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CREATING AN APPLICATION

11.0 LANDING PAGE

When you login into RD Apply, you will be taken 

to the Landing Page. Before you can get started, 

you must first choose an account that you 

would like to work on.

Note: If you accidentally select the wrong 

account, you can click “Switch Account” in the 

Header to bring up the Customer Select box 

again. This option appears only after navigating 

away from the Landing page, and then 

navigating back to the Landing Page.

After you have selected an account to work on, you can create a new application, submit an Authorized Representative

Request, or access an existing application. Clicking + Add New Application will cause a pop-up window to appear. This is 

the beginning of the Interview Process.

Note: For more help on the Interview Process, see Interview Process.

Clicking + Authorized Representative Request will allow you to request access as an authorized user for your application.

Note: For more help on Authorized Representation Request, see: Linking your eAuth ID to a Tax Identification 

Number

If you have already created an application, you can find it in the Search Results section.

To open your application, click the hyperlinked Application Nbr. You will be redirected to your application’s Customer 

screen.
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 12.0 INTERVIEW PROCESS

After clicking + Add New Application, a pop-up will appear where you can select which RUS RD Program Area from which 

to request funds:

As you progressthrough the Interview, your answers will drive new questions. Your answers will also drive which 

screens appear on your application, and what documents are required to submit your application.

If you are unable to complete the interview, click the "X" button in the upper right hand corner of any screen. This will 

create a new pop- up with three options. You can save and exit, exit your interview without saving, or cancel the exit 

process and return to your current interview.

If you are past the first four questions of the interview, and a different user triesto start a new interview for the same 

Tax ID, they will not be able to start a new interview. Instead, they willsee a pop-up, stating who is currently in an

interview and to try again in a few moments.

If you try to start a new interview for a Tax ID for which there is already a saved interview, the application will open 

the previously saved interview.
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12.1 SELECTING THE TYPES OF FACILITIES FOR YOUR APPLICATION

An application can include more than project or facility. Check each that apply to your application. When more than one 

facility is selected you will need to supply all application information for each facility.
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12.2 EMERGENCY AND IMMINENT COMMUNITY WATER ASSISTANCE GRANTS (ECWAG)

ECWAG is a grant program designed to provide emergency funds to a community based on a shortage or decline in 

quality or quantity of water.

The interview process will prompt 

you asking if you are applying for 

ECWAG funds.

If you answer "Yes" on the ECWAG 

question above, it will prompt you 

asking if the amounts awarded will 

be sufficient enough to cover the 

necessary enhancements, or if you 

will be requesting additional funds 

from RD Apply.

If you answer "Yes", you will be 

required to complete a full 

application.

If you answer "No", you will be required to complete an abbreviated application and upload the following files:

• Simplified Engineering Report/Certification (SI 1778-1, Exhibit A)

• Simplified Environmental Report (SI 1778-1, Exhibit B)

• Conflict of Interest Policy

• Notice of Intent to File Application 

• Audits or Financial Statement
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12.3 SPECIAL EVALUATION ASSISTANCE FOR RURAL COMMUNITIES AND HOUSEHOLD

Special Evaluation Assistance for Rural Communities and Household Programs (SEARCH) is a grant program to assist

small rural communities with predevelopment feasibility studies. For more information, click here.

12.4 PREDEVELOPMENT PLANNING GRANTS (PPG)

PPG is a grant system used to assist low-income communities with initial planning and development of an application 

for Water and Waste Disposal. For more information, click here. 

One of the early questions in the interview is “Will these funds be used for construction?”. The question pertaining to a 

PPG grant will only appear if the funds will not be used for construction and you have answered “No” to that previous 

interview question. 

If you answer "Yes" on either PPG or SEARCH, you will be required to complete an abbreviated application. There will be 

required documents in the Document tab based on your answers to the interview questions.
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13.0 INTERVIEW RECAP

The Interview Recap screen is where you can see your interview answers. Thisis also where you can modify your answersto 

correct any mistakes or to update an old application.

Note: Data shown on the subsequent screens of the application are dependent on how you answered, “What type of 

loan/grant are you applying for?” in the interview. For example: If you responded drinking water and storm water, the data 

on the subsequent screens will display for drinking water and storm water only.

14.0 CUSTOMER

The Customer screen allows you to enter all your personal data and contact information. This screen allows you to indicate 

various details about your organization, to supply your DUNS NBR and CAGE Code, as well as any other required

demographic data.

Note: To submit your application, you must supply at least one key contact and one valid address.

There will always be a key contact row called “Customer Contact.” If you enter multiple key contacts, and delete the 

“Customer Contact” row, you will need to make sure to either add a “Customer Contact” or mark an existing contact asthe 

“Customer Contact.” If you only have two contactslisted, and you delete your “Customer Contact,” yoursecond key contact 

will automatically become your “Customer Contact.” You will need to click the “Details” button to enter contact data such 

as name, address, contact phone numbers, etc.
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15.0 IMPORT ENGINEERING DATA

The Import Engineering Data screen provides a list of Preliminary Engineering Reports (PERs) that have been completed in 

the ePER system. This screen allows you to import the PER data into the RD Apply WEP application saving you from having 

to re-enter the information. 

The first section of the screen shows you a list of PERs for the Project Types selected during the interview and that have 

been completed in the ePER system for the selected account.

Note: The Import options are available only for applications that have not been submitted.

There are two import options:

• Import Report & Data, which allows you to import all of the data from the report and a PDF copy of the report to 

the WEP application. This data will be populated on other screens in the application and the report will appear as 

an attachment on the Document screen.

• Import Report Only, which allows you to import only a PDF copy of the report. The PDF copy will appear as an 

attachment on the Documents screen in the Required Attachments section as shown below.

To import the PER data, select one or more project types to import from the ePER system and click the Import Report & 

Data button. An informational message will display indicating that the import has been successful.

Note: The system displays a warning message allowing you to proceed with the import, overwriting the previously imported 

data, or to cancel the import request.

The second section of the screen displays ePER import history including Report Number, Date Imported, and Project Type.
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16.0 FACILITIES

The following page are included in the Facilities section:

• FacilityDetails

• DrinkingWater*

• Waste Water*

• SolidWaste*

• StormWater*

• Facility Sites

• Land Rights

* The Drinking Water, Waste Water, Solid Waste, and Storm Water options are visible depending on how you answered, 

“What type of loan/grant are you applying for?” in the interview. For example: If you responded drinking water and storm 

water, only those options will be available in the drop-down and only data for those options will display in the application.

Facility Details, Facility Sites, and Land Rights will always display, regardless of the type of loan for which you have applied. 

Land Rights data is optional. All other facility pages are required to be completed.

16.1 FACILITY DETAILS

The first section of the Facility Details screen allows you to select the Project Type you want to work on: 

Note: Each time the Project Type drop-down box is seen in the application, you can select the type of project data you want 

to be included on the screen. This allows you to filter the data and work with specific project types. 

The second section of the screen consists of two textboxes. The first textbox is where you will describe your current facility.

The second textbox is where you will describe what your facility will look like after you finish your improvements.

Enter the details about your facility and click the Save button. Current and Proposed Facility descriptions are available to be 

imported from the ePER system.

 Note: Facility Detail data is available to be imported from the ePER system.
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16.2 DRINKING WATER

The Drinking Water screen allows you to identify options 

being used in your Drinking Water facility. There are 

several sections on the screen:

• Source

• Treatment (type and quality concerns)

• Distribution

• Storage

16.3 WASTE WATER

The Waste Water screen allows you to identify options 

being used in your Waste Water facility. There are several 

sections on the screen:

• Collection

• Treatment

• Biosolids, Materials, & Energy Recovery 

• Effluent Discharge

16.4 SOLID WASTE

The Solid Waste screen allows you to 

identify options being used in your Solid 

Waste facility. There are several 

sections on the screen:

• Collection

• Treatment

• Disposal

• Other

16.5 STORM WATER

The Storm Water screen allows you to identify options 

being used in your Storm Water system. There are 

several sections on the screen:

• Collection

• Treatment

• Discharge

Note: All options for all project types are available to be imported from the ePER system.
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16.6 FACILITY SITES

The Facility Sites screen allows you to enter information about your facility(s). After selecting Facility Sites, you need to select 

the Project Type you want to work on:

You must enter details for thePrimary Facility for each project type selected in the interview.

To add a new facility type, click the “Add New +” button to add a new row. Then use the drop-down menu to select the 

type for the new row.

Note: Facility Site information is not available in the ePER system.

16.7 LAND RIGHTS

The Land Rights screen is where you can enter information 

about how much land you have and how much you will 

acquire. After selecting Land Rights, you need to select the 

Project Type you want to work on. Then, you can enter 

details about the land including:

• Number of acres to be acquired (fee simple, lease)

• Acquired acreage purchase price and value

• Number of acres owned (fee simple, lease)

• Owned acreage purchase price and value

Note: Land Rights data is available to be imported from the ePER system.
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17.0 VOLUME/FLOW

Volume/Flow issplit into two sections: Connections Information and Wholesale. You can switch back and forth by clicking

on the screen titles on the Volume/Flow screen.

Volume/Flow data applies only to Drinking Water and Waste Water. 

17.1 CONNECTIONS INFORMATION

The Connections Information screen allows you to enter information about the water you sell to direct customers or to 

your retail customers. First you need to select the Project Type you want to work on. Then, you can enter details:

After selecting the Project Type, indicate whether you sell retail water and whether you will be adding new 

connections:

If you respond Yes to either of these questions, additional fields will display allowing you to enter details about the 

water (total gallons sold, existing connections, and annual revenue) and about the new connections (how many and 

tap fees).

17.2 WHOLESALE

The Wholesale screen allows you to enter information about the water you sell wholesale. First you need to select the Project 

Type you want to work on. Then, you can enter details:

After selecting the Project Type, indicate whether you sell water to entities that resell:
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If you respond Yes, additional fields will display allowing you to enter unit measurement (gallons or cubic feet) and date of 

last price increase.

In addition, the Wholesale Volume section displays for you to enter the wholesale user name, annual volume and unit price

for each of your wholesale customers. Monthly volume calculates automatically based on the Annual Volume entered. If you 

need to add another user, click the Add New + button. A Totals section displays the total Annual and Volume amounts. 

Additionally, wholesale data may be modified or deleted as necessary.

Notes: 1) If working with Waste Water, the Wholesale screen will ask whether you provide contracted bulk sewer treatment. 

 2) Connections Information and Wholesale data are not available to be imported from the ePER system

18.0 PROJECT SCHEDULE

The Project Schedule screen displays project schedule details including the proposed start date and end date. The start and 

end dates in this section are the earliest and latest dates across all project types in the project schedule. In addition, you can 

select the date your application was made available and indicate your state clearinghouse ID if applicable.

The second section of the screen displays Project Schedule Milestone details, including the individual project start and end 

dates for each project type. Input the date information in the project schedule milestones with the exception of the 

intergovernmental review date and ID.

To add additional project schedule milestone details, click the Add New + button:
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Note: All project schedule data is available to be imported from the ePER system.

19.0 PROJECT COST

This page allows the entry of all the costs to complete your project. Each project cost must be associated to a specific project 

type (facility) and Cost Classification.

This screen includes a display filter that allows you to select the type of project data you want included on the screen. This 

allows you to view data records for a specific project type(s). You will see this display filter on several other screens 

throughout the application.

The first section allows you to view and/or enter Project Cost information.

To add project cost information, click the Add New + button to add a new row.

Note: If you add a new Project Cost record and the selected Project Type is not selected in the display filter, the 

system will automatically include the project type in the display filter and all records for the project type will display 

on the screen.

The second section of the screen displays Project Cost Summaries by Project Type and by Cost Classification. The summary 

data is dynamically updated as data is entered in the first section of the screen.

Notes: 1) All project cost data is available to be imported from the ePER system.

2) The total project cost for each project type must be equal to the amount of funding for a project type 

entered on the Proposed Funding page.
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20.0 FINANCIAL

You must complete the following screens to complete the Financials section:

• General Funds BalanceSheet

• Enterprise BalanceSheet

• OtherIncome

• Short LivedAsset

• ProposedFunding

• Debt

• ProposedO&M

20.1 GENERAL FUNDS BALANCE SHEET

The General Funds Balance Sheet screen has a question at the top of the page to indicate whether your entity operates with a 

General Fund. When “No” is clicked the remainder of the page is hidden and no more information is required. When “Yes” is 

selected, each piece of information must be filled out or indicated that it not applicable.

At the top of the page there is a field for the date of financial information. Your financial information should be within the past 

90 days. However, the date entered should accurately match the financial information entered.

The General Funds Balance Sheetscreen isseparated into twosections for the entry of Assets and Liabilities & Equities. Each section also 

contains subsections. The Assets section has subsections for Current Assets, Restricted Cash, Other Current Assets,and Fixed Assets. The Liabilities & 

Equities section has subsections for Current Liabilities and Long Term Liabilities. 

Each subsection has a radio button selection of “Yes” or “No” to indicate whether you have data to enter for that section. If you select “No”, 

then the section is hidden and no data for that section is required. If you select “Yes”, the section remains open and at least one asset must be 

entered. 

All subsections with a radio button operate in the same manner. These include Current Assets, Restricted Cash, Fixed Assets and Current 

Liabilities. Below is an example of the Restricted Cash subsection shown for both a “Yes” and “No” answer to the radio button. 

No has been selected for the Restricted Cash subsection, so the section is hidden, and no data will be required.

Yes has been selected and at least one asset must be entered. Use the drop-down menu to select the appropriate asset type and enter the 

amount. The Add New button can be used to insert more assets. Additionally, assets may be deleted or modified as needed.

Within some subsections there are individual data fields. Each data field must either have a value entered or the “Not Applicable” checkbox 

must be selected. All subsections with individual data field operate in the same manner. These include the Other Current Asset and LongTerm Liabilities subsections. Below is an example of the Other Current Assets subsection with both an entered value and an indication of “Not 

Applicable”.
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Totals for each subsection are automatically calculated and your Net Worth and Total Liabilities & Equity are shown at the bottom of the page.

Note: General Funds Balance Sheet information is not available in the ePER system.

20.2 ENTERPRISE BALANCE SHEET

Enterprise Balance Sheetscreen information must be entered 

for each project type (facility) selected during the interview. So 

you must first select the project type for the data entered on the 

page. 

From this point on, the Enterprise Balance Sheet page functionality

is identical to the General Funds Balance Sheet page.

At the top of the page there is a field for the date of financial information. Your financial information should be within the past 

90 days. However, the date entered should accurately match the financial information entered.

The Enterprise Balance Sheetscreen isseparated into two sections for the entry of Assets and Liabilities & Equities. Each section also contains 

subsections. The Assets section has subsections for Current Assets, Restricted Cash, Other Current Assets, and Fixed Assets. The Liabilities & Equities 

section has subsections for Current Liabilities and Long Term Liabilities. 

Each subsection has a radio button selection of “Yes” or “No” to indicate whether you have data to enter for that section. If you select “No”, 

then the section is hidden and no data for that section is required. If you select “Yes”, the section remains open and at least one asset must be 

entered. 

All subsections with a radio button operate in the same manner. These include Current Assets, Restricted Cash, Fixed Assets and Current 

Liabilities. Below is an example of the Restricted Cash subsection shown for both a “Yes” and “No” answer to the radio button. 

No has been selected for the Restricted Cash subsection, so the section is hidden, and no data will be required.

Yes has been selected and at least one asset must be entered. Use the drop-down menu to select the appropriate asset type and enter the 

amount. The Add New button can be used to insert more assets. Additionally, assets may be deleted or modified as needed.
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Within some subsections there are individual data fields. Each data field must either have a value entered or the “Not Applicable” checkbox 

must be selected. All subsections with individual data field operate in the same manner. These include the Other Current Asset and LongTerm Liabilities subsections. Below is an example of the Other Current Assets subsection with both an entered value and an indication of “Not 

Applicable”.

Note: Enterprise Balance Sheet information is not available in the ePER system.

20.3 OTHER INCOME

This Other Income screen is designed to collect all types of income from the business operation as well as non-operating 

income.

This screen also includes a display filter that allows you to select the type of project data you want included on the screen. 

This allows you to view data records for a specific project type(s). 

The first section allows you to view and/or enter Other Income Details:

To add additional operating or non-operating incomes, click the Add New + button to add a new row:
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Additionally, income data may be modified or deleted as necessary.

The second section of the screen displays Income Summary information by Project Type and Income Type. 

Notes: 1) All other income data is available to be imported from the ePER system, except assessed users.

 2) For Income Types of Assessments and GO Bonds, you must enter the number of assessed users in the User Assessed 

field. 

20.4 SHORT LIVED ASSET

This screen allows you to enter details about Short Lived Assets and their Replacement Costs and Useful Life. The Annual 

Reserve is system generated. After navigating to the Short Lived Asset screen, you must indicate whether you have Short 

Lived Assets to report, and if you do, you must indicate the project types with short lived assets.

In the example below, the “Yes” radio button is selected indicating the Applicant does have short lived assets. 

Additionally, each project type has been “checked” to indicate that every facility has short lived assets.

This screen also includes a display filter that allows you to select the type of project data you want included on the screen. 

This allows you to view data records for a specific project type(s). 

The first section allows you to view and/or enter Short Lived Asset details:

To add Short Lived Asset details, click the Add New + button to add a new row:
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The second section of the screen displays Short Lived Asset Summary information by Project Type with totals for Replacement 

Cost and Annual Reserves. 

Note: Short Lived Asset data is available to be imported from the ePER system.

20.5 PROPOSED FUNDING

This screen collects the amount of Funds supplied by each of the sources. This screen also includes a display filter that allows 

you to select the type of project data you want included on the screen. This allows you to view data records for a specific 

project type(s). 

The first section allows you to view and/or enter proposed funding details:

To add Proposed Funding details, click the Add New + button to add a new row:

Additionally, proposed funding data may be modified or deleted as necessary.

The second section of the screen displays Funding Summary information by Project Type and Funding Source. 

Note: The funding amount for each project type must be equal to the amount of project costs for that project type

entered on the Project Cost page.
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20.6 DEBT

This screen is designed to collect data to define all outstanding Loans or for current loans planned for the project. After 

selecting the Debt screen, you need to indicate whether you have any existing debt or other funding with terms to report. If 

you respond Yes, you must indicate the project types with debts. This screen also includes a display filter that allows you to 

select the type of project data you want included on the screen. This allows you to view data records for a specific project 

type(s).

The first section allows you to view and/or enter details about existing and proposed debt. To view additional details such as 

who the debt is owed to, initial issuance amount, purpose, security, and income source, click the Details button.

To add additional debt information, click the Add New + button to add a new row:

The second section of the screen displays Debt Service Summary information by Project Type.

Note: All debt data is available to be imported from the ePER system.

20.7 PROPOSED O&M

Thisscreen collects data pertaining to operating and maintenance expenses. The same expense can be entered multiple times.

The description associated to each one should be different. This screen also includes a display filter that allows you to select 

the type of project data you want included on the screen. This allows you to view data records for a specific project type(s).

The first section of the screen allows you to view and/or enter details about Proposed O&M:

To add additional information, click the Add New + button to add a new row:
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Additionally, Proposed O&M expenses may be modified or deleted.

The second section of the screen displays Expense Summary information by Project Type and Expense Item/Type.

Note: All O&M data is available to be imported from the ePER system.

21.0 SERVICE AREA MAPPING

Thisscreen allows you to draw your Service Area(s). You will have optionsto either draw your Service Area(s) or upload an

existing Shapefile. You will also be able to draw two types of area: ”Existing” or “Proposed New”.

Note: All service area mapping data is available to be imported from the ePER system.

21.1 CREATING A SERVICE AREA

To create a Service Area Map, click on the “Add New” 

button and provide the information requested in the “Add 

New Service Area” pop-up. You must select at least one 

project type; if your project includes more than one project 

type, you may select multiple project types and an identical 

map will be created for each project type selected.

After entering your data, if you select “Save and Exit,” you 

will be re-directed back to the Service Area screen.

If you click on “Draw/Upload,” the initial drawing page will 

load and several tools will appear across the top of the 

screen: Draw, Upload, Layers, Legend, Instructions, Save, 

Save and Exit, and Exit.

You are now ready to create your Service Area. You may double click on an area of the displayed map to zoom in to the area. 

You may continue to double click until you are satisfied that you can draw your map detail accurately.
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21.2 DRAWING A SERVICE AREA

To draw your service area, select the Draw feature in the upper left-hand corner of the screen. Once you have done so, the 

following Selections or Editing Tools will be displayed: Area Type, Polygon, FreeHand, Select, Cut, Delete, and Edit.

Before starting to draw your Service Area, you should specify what type of Service Area you want to draw. An Area Type of 

“Existing” will be selected as the default choice after Draw is clicked. An Existing Area must be drawn before a Proposed New 

Area is able to be drawn.

After you have drawn both an Existing and a Proposed New Area on the map, you can distinguish the Existing Area (dark shade) 

from the Proposed New Area (light shade).

You will also see three Select Tools options: Select City, Select Blocks, and Create Polygon. The Polygon tool allows you to draw a 

point-by-point polygon by clicking the left mouse button to create polygon points on the map. To begin, click the Polygon button 

under Editing Tools. Use the mouse to select your desired polygon points on the map. When you are finished, double-click the 

left mouse button to close the shape.

Note: It is important to click slowly so that the application properly registers each point/vortex that is clicked on the map.

The Polygon tool also has a Census Block precision feature. Once you are zoomed in enough to see the Census Blocks, you can 

hold down the Control Button. This will allowthe Map pointersto connectto a CensusBlock. You will see a Cross-hairspointer

appearthatindicatesthe functionality is enabled.
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The FreeHand allows you to draw a Service Area by clicking and holding the left 

mouse button while dragging the mouse. To begin, click the FreeHandbutton 

under Editing Tools. Use the mouse to draw your proposed service area.

Once you are finished free-hand drawing your ServiceArea shape,releasethe 

leftmousebutton.

When drawing a Map, please do not cross/overlap lines or try to connect the

start and end points. This may result in your map not drawing orloading

properly, which may yield an errormessage. The map will auto-connectthe start

and end pointsfor you.

The Select Blocks tool allows you to include specific census blocks in a 

polygon. The feature only works when zoomed in enough to see the Census 

Blocks appear on the map. To begin, zoom in on the area you wish to include. Once the census blocks appear, the Select

Blocks Button will become enabled. Click the Select Blocks button under Select Tools. Use the left mouse button to click on 

the census blocks that you want to include in your polygon. Once you are finished, click the “CreatePolygon” button

Select Tools.

After you are finished drawing your ServiceArea, a “Loading” Page will appear asthe Map isrendered. Please wait, as 

renderingmapsmay take some time.

21.3 EDITING A SERVICE AREA

If you need to edit yourmap, click on the “Select” button underthe Editing Tools and 

then left click on the Service Area you wish to edit. Once you have the Service Area 

selected, click on the “Edit” button under the Editing Tools. To edit the polygon, 

simply move the mapping pointers as needed. When you are finished editing your 

map, you willneed to click the “Stop Edit” button underthe Editing Tools.

If you need to cut a shape out of your polygon, click on the “Select” button underthe 

Editing Tools and then left click on the service area you wish to edit. Once you have 

the Service Area selected, click on the “Cut” button underthe Editing Tools. The Cut 

function workssimilarto the Free-hand function, in that you must click and hold the left 

mouse button while dragging the mouse to select the area you wish to cut from the 

polygon.

Note: If you intend to make edits to the Base layer of your Service Area, you must make those edits prior to 

drawing/editing any unsaved layers.

21.4 UPLOADING A SHAPEFILE

To upload a Shapefile, click on the “Upload” button at the top of the screen, select the Area Type (Base or Unserved) and then 

browse for the .zip file you want to upload. Select the file to upload and click on the “Upload” Button. The “Loading” page will 

appear while the Shapefile is being uploaded. Ifthe Shapefile loadssuccessfully, the Map willrenderthe Service Area(s), which 

can then be edited by using theDraw feature.

Below are the file specifications for zipped Shapefiles:

1. Allmap areasmust be closed, non-overlapping polygonswith a single, unique identifier.

2. TheShapefilemust havean assignedprojection with an accompanying .prjfile.

3. The Shapefilemust use an unprojected (geographic)WGS84 geographic coordinate system.

4. The Shapefile must be submitted as a *.zip file. This can be done with a WinZip or in Windows by selecting the files 

associated with a Shapefile,right clicking the files,then clicking “Send” to Compressed (zipped) fold. Be sure that your

*.zip file contains only one Shapefile.

5. *.zip file size must not exceed 2GB
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21.5 TOOLBAR ITEMS

Layers: Allow users to access the display layers.

Note: As more layers are activated, more data must be collected, causing the system to take longer to display your drawn 

Service Areas. Sometimes, you may need to zoom in closer to the map to see the Layers appear on the screen.

Legend: Holds the colors the users will see on the map as Layers are applied.

Instructions: This shows the Instructions for using Service Area Mapping.

Hide: Clicking the “Hide” button will collapse the toolbar.

Save, Save and Exit, Exit:Once you are finished drawing, youmay click “Save,” “Save and Exit,” or “Exit.” Save willsave 

your progresswithout exiting. Save and Exit willsave your progressand returnyou to the ServiceArea(s)screen. Exit will 

returnyou to the ServiceArea(s)screen withoutsaving your progress.

21.6 VIEWING CENSUS DATA

RD Apply allows you to view the census data for each Service Area that you draw/upload.

Enter Connections for MHI: The number of residential connections for Census Designated Places, Counties, and 

Subdivisions/Townships are required to be entered for each service area. After you click on the Enter Connections 

for MHI button, a modal displays prompting you to enter the number of connections. When all the connection fields 

are entered, you can push Save to save your data and return to the Service Area page.
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Edit/View Data: Allows you to reviewthe data you entered on theAdd NewScreen and enter AlternateData forthe 

Censusprovidedinformation.If youprovideany alternativeinformation, youwillberequiredto entera justification.

For example: If the census data saysthat the Median Household Income is $54,307 but you know that it isreally $54,650, you 

can type that into the “Alternate” text field.

 

Edit/View Map: Allows you to edit and review the map as needed. 
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22.0 DOCUMENTS

The Documents screen allows you to upload attachments and sign certifications. Some attachments and certifications are 

required, based on your interview questions. Until you have uploaded/signed the required document, you will not be able 

to submit your application.

When a document has a red “X” next to it, it meansit has not been completed. When a document has a green checkmark 

next to it, it means it has been completed successfully. If there is no red “X” or green checkmark, then that document is 

optional. If you decided to update that document, then the status will change to either a red “X” or a green checkmark.

All screens under the Documents screen must be completed for the Documents screen to be marked as finished.

22.1 ATTACHMENTS

The Attachmentssection islocated under on Documentsscreen. Thissection allows you to upload any required attachments as

well as upload any additional attachmentsthat you may have.

Note: The PIR report is available to be imported from the ePER system. For more information, see section 15.0 Import 

Engineering Data. 

Uploading a Required Attachment

To upload an attachment, click on the “Upload” button to open a dialog box to search for your file. Once you have selected 

your file, the dialog box will close, and your file will be uploaded.

Note: If you want to add a description to your attachment, you must enter it before uploading your document. Once you 

have uploaded the document, the field will be disabled, and you will not be able to enter a description (you’ll will have to 

delete the attachment, enter a description, and then upload the attachment again).

To delete an attachment, click the “Delete” button next to that attachment. A message will appear, asking if you are certain

you wish to delete this attachment. You must confirm that you are certain in order to delete your attachment.

Uploading Multiple Attachments

After you have uploaded your initial attachment, you will have the optional to upload multiple attachmentsfor that same 

Category and Document Type. Click the “Add” button next to the initial document you uploaded.
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A pop-up will appear, with the same Category and Document Type as the initial attachment.

If you want to add a description, do so before you upload your attachment. Click the Upload button to browse for your file. Once

you have selected it, the pop-up will close and you willsee your uploaded attachment.

Uploading an Additional Attachment

To upload an Additional Attachment you must click on the Upload Button in the Additional Attachments header.

Clicking the Upload button will open a pop-up that lets you select the Category, the Document Type, and then browse for the

attachment.

The options available in the Document Type dropdown is dependent on the selection made in the Category dropdown. If you change

your choice in the Category dropdown, the system will change the options available in the Document Type dropdown.

After uploading your attachment, it will appear under the Additional Attachments with a green checkmark. If you want to delete

this attachment, you must click the “Delete” button next to it.

The only accepted file types are:

.doc, .pdf, .xls, .ppt, .xlsx, .docx, .vsd, .bmp, .gif, .jpeg, .jpg, .png, .tiff, .tif, .txt, .zip, .dot, .dotx, .xlt, .xltx, .pot, .potx,

.ppsx, .vsdx, pptx, .pps
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22.2 CERTIFICATIONS

The Certificationssection islocated on the Documents

screen. Thissection allows you to sign any required

certifications, as well as any optional certifications. To

sign a certification, you can click on either the

hyperlinked name ofthe certification or the “Sign” link. 

This will display the certification text. You must fill out 

any input fields, click the “I sign” checkbox at the 

bottom of the certificate, and click the Save button in 

order for that certification to receive a green 

checkmark. Saving without signing will result in the 

certification receiving an incomplete status.

To clear out a signed certification, you must click the 

“Delete” button next to a certification. This will delete all data inside the certification and set its status back to a red “X.”

Note: In order to edit, sign, or delete a certification you must have the Representative-Signature-Certify security role. You 

can only receive this role by submitting an Authorized Representative Request, and having RUS Staff assign you the role.

23.0 SUMMARY/SUBMIT

The Summary/Submit screen will display a list of all the sections, along

with theirstatus. Thisscreen allows you to monitor your application to

see what is needed to submit. When a section has a green checkmark, you

know that the screen is complete. If it has a red “X” instead, you know 

that it still needs some work.

The Summary/Submit screen is also where you can see error messages 

next to any screen marked with a red “X.” These error messages tell you 

specifically what is needed in order to submit your application. You can 

click on the hyperlinked name to be taken back to that screen.

23.1 SUBMITTING AN APPLICATION

Once all you receive all green checkmarks on the “Summary/Submit” screen, the “Submit” Button will become enabled. You 

will receive a message asking if you are sure you want to submit. After you say yes, your application will be submitted. All of 

the fields and screens inside your application will be greyed out; you will no longer be able to edit them unless Rural 

Utilities Services Staffreturns your application.

After submission it will take a moment or two for the system to generate a composite of all your application data. When 

complete, a “View Submitted Application” button will appear, and you will be able to view or save the document 

containing all your application data.

What does “Returned Application” mean?

A “Returned Application” means Rural Utilities Services Staff looked over yoursubmitted application and noticed that 

something was either incorrect or missing something. Whenever an application isreturned, you willreceive a message 

telling you why it wasreturned. After you update your application, you will have to resubmit your application.
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MISCELLANEOUS

 24.0 PRINT SCREENS

At the bottom of each screen, there is a “Print” button that will let you open a print-friendly PDF of that screen.

Some screens, such as Certifications and Board Resolutions, do not have “Print” buttons at the bottom of the screen. 

Instead, you have to click to open the individual certification or Board Resolution to accessthe print button.

 25.0 EXPORT TO EXCEL

On some screens, there is an “Export to Excel” button that will let you download an Excel copy of that screen.

Note: If you export the Excel sheet and make changes in the workbook, it will not affect the screen. If you export the Excel 

sheet and then make changes in the screen, you have to re-download the Excel sheet for it to show the changes.

 26.0 INFORMATIONAL MESSAGES

While completing your application, you mightsee several different informational messages. These messages are to help 

notify you if you are missing any required data. Some messages just let you know whether your screen saved successfully

or not. The messages are color-coordinated to help you quickly determine their meaning.

The different statuses are as follows:

Blue Status

If you receive a blue status, it means you have saved your data successfully and that there are no issues for you to look at. A 

blue statusisthe equivalent of a green checkmark.

Yellow Status
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If you receive a yellow status, it meansthat there are errors or data is missing from the screen. While you can save your 

screen, you will not be able to submit your application.

Red Status

If you have received a yellow status, you will also receive red statuses. Red statusestell you what is needed in order to save 

yourscreen and submit your application. A red statusisthe equivalent of a red “X.”

27.0 CONNECTION TIME-OUT

If you have been inactive for thirty minutes, the system will prompt you to select either “Stay Active” or “Log Out.” If you do 

not respond, the system will automatically log you out. You will need to log back into RD Apply, to continue your application.

28.0 APPLICATION STATUS

The application will go through several statuses on its way to being accepted.

• New – This application is being worked on by the applicant.

• Submitted – The applicant hassubmitted the application and it isready to be reviewed by RUS staff. The 

application is now locked down to the applicant.

• Returned – The application has been returned by RUS staff. The application is unlocked and the applicant must go 

back in and resubmit the application.

• Accepted – The application has been accepted by RUS staff. The application isstill locked down to the applicant.

• Loan Processing – The application has been pushed to CPAP. The application can no longer be returned and is 

locked down.
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29.0 NOTIFICATIONS

For the applications you are connected to, you will receive notifications.

For example: “Sarah Jane submitted Application Nbr: 1234 for Alpha Electric on May 1, 2015. The confirmation number is 

1234567890.”

WHERE TO FIND NOTIFICATIONS

Notifications are sent to two locations. The first location isinside the RD Apply system. The second location is your 

eAuthentication email.

RD Apply

To access Notificationsinside the RD Apply system, you will need to login and click the “Notifications” screen in the header 

bar. This will open a screen called, “View Your Notifications” that will list out all your notifications.

You will be able to filter the notifications by Notification Type, Notification Date, Application Number, Program, SubProgram, and State. You will also be able to search for notifications either by “Application Nbr” or by typing search criteria 

into the “Search” box under “Search Results.”

To see the full notification text, you will need to click on the “View Details” button next to the specific notification. Clicking 

it will cause a pop-up to appear with the notification text.

Email

Notifications will always be sent to your eAuthentication email. Otherthan location, there is no difference between the 

email notification and the RD Apply system notification.
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30.0 NOTIFICATIONS - SUBSCRIBE AND UNSUBSCRIBE

30.1 ACCESSING THE NOTIFICATION SYSTEM

After logging into RD Apply click on “Notifications” in

the header bar. This will open a screen titled Notification Details. 

On this screen is a button labeled “Subscribe to Notifications.”

Clicking this button will open a new window called, 

“Manage Your Subscriptions” where you can subscribe to

different notifications. Thisis also where you can delete

any subscriptions you no longer want.

30.2 CREATING A SUBSCRIPTION

To create a subscription, you need make selection in the following dropdowns:

1. Application

2. Program

3. NotificationType

4. Customer

Since the Notifications Module will be used across multiple Applications, with different programs and notifications, the 

options in the Notification Type drop downs are dependent on the Program selection (meaning that the options in the 

Notification Type differ depending on the Program Type selected). You are able to select multiple customers in the Customer

dropdown.

You must first pick a value for Program to pick a value for Notification Type.
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After you have selected which values you want, click the “Save” Button. The system willsave the chosen values and display the 

new notification in the SubscribedNotification section. Aftersaving, the dropdowns will be cleared and you will be able to add

anothersubscription. Once a subscription has been saved, you willstart getting notificationsforthatspecific subscription.

DROPDOWN VALUES

The dropdowns are filtered based on the values you pick. For example:

1. Application

• RD Apply

2. Program

• Electric

• Telecommunications

• Water and Environmental

3. NotificationType

• All Notifications (except Authorized Representative Requests)

• Application Accepted

• Application Returned

• Application Submitted

• Loan Processing

If Electric was selected as the Program, the following also appear:

˗ Long Range Financial Forecast Approved

˗ Long Range Financial Forecast Completed by Borrower

˗ Long Range Financial Forecast Returned

• New Application

30.3 DELETING A SUBSCRIPTION

To delete a subscription, locate the subscription in the Subscribed Notification section and click the “Delete” button. This

will delete the subscription and you will no longerreceive email notifications.
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 31.0 SECURITY ROLES

31.1 WHAT DO THE DIFFERENT ROLES MEAN?

Each role has differentsecurity permissions attached to it. When you assign a user a security role, you are effectively 

limiting what they can and cannot do while using your Tax Identification Number.

31.2 HOW MANY ROLES CAN ONE PERSON HAVE?

Each person can only have one security role for a Tax Identification Number.

For example:

Your Financial Consultant cannot have both the Financial Consultantsecurity role and the Administratorsecurity 

role for Tax Identification Number 123456789. However, they can have the Financial Consultantsecurity role for 

Tax Identification Number 123456789 and the Administrator security role for Tax Identification Number 

987654321.

31.3 WHAT TYPES OF SECURITY ROLES ARE AVAILABLE?

There are several security roles that range in the amount of access a user can have in an application.

Available security roles:

• Administrator: Allowsthe user to grant representative rolesto other users assigned to the same Tax ID and

create/updateanapplication.

• Representative-Signature-Certify: Allows the user to enter / update an application and submit applications to the

USDA. Also allows the user to provide signatures and authorize certifications for the application. Allows the user to

grant representative rolesto other users assigned to the same Tax ID.

You can only receive thisrole by submitting an Authorized Representative Request, and having RUS Staff assign

you the role.

• Representative-Update Data: Allowsthe user to enter / update an application.

• Engineering Consultant: Allowsthe user to enter / update engineering sections of the application only.

• Construction Consultant: Allowsthe user to enter / update construction sections of the application only.

• Viewer: Allowsthe user to view the application with not update access.

31.4 WHO CAN ASSIGN SECURITY ROLES?

Only the Administrator or Representative-Signature-Certify can assign security rolesto a user. To become an Administrator, 

you either have to fill out an Authorized Representative Request or ask your current application Administrator to add you as 

an Administrator. You can only become a Representative-Signature-Certify by filling out an Authorized Representative 

Request.
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APPENDIX

 32.0 REQUIRED DOCUMENTS

The documents required in the Document tab are based on your answers to the interview questions. If you are 

creating a Water and Environmental application, the following basic attachments are an example of what you may 

be required to submit with your application:

 Notice of Intent to File Application

 Preliminary EngineeringReport

 FinancialStatements(AnnualReport)

 Audits (most recentcopy)

 Environmental Report