Sara Snider
The Source
Record time!
Spring means green grass, newborn calves, taxes and records! It may not necessarily come in that order, but once the snow melts, it is a sure sign that paperwork is inevitable. It's easy to put off certain tasks in the hustle and bustle that comes with warmer weather, but it's something that needs to be done.
As I worked through our taxes this year, I was so thankful for the accordion file I had started at the beginning of 2010. Each pocket was neatly labeled and most of the records I needed were right where they were supposed to be. I say most because, try as I might, year after year I still have to track down receipts and call a few companies to ask them to please fax duplicates. But each year I get a little better, taxes get a little easier, and that's progress in the right direction!
Progress
We are now in our sixth year of operating the AngusSource program. We continue to grow as new producers take advantage of the marketing opportunities age and source verification can provide. But at the heart of the program are those producers who are repeat customers. This spring will mean the fourth and fifth enrollment for many. Those producers who have enrolled before find that it gets easier and takes less time each year as they become more familiar with the program, do a better job of keeping records and are able to quickly provide the numbers and information we need during the phone interview/calf enrollment.
While we can't help with your taxes, we can offer some advice on recordkeeping for enrollment in a verification program. For those of you who are new — or repeat customers looking for ways to improve — I would offer the following advice.
Keep records together and chronological
Much like my accordion file, knowing where to find the records is half the battle. Keeping all of your breeding and calving records in one place will make enrollment much easier. One of the best ways is to keep a little record book/calendar in your pocket or in the pickup at all times. That way it is easily accessible when you have management notes to jot down or new calves to record. A free and great option is the AngusSource/BRS Black Book provided by the American Angus Association. The 2011 books are in stock and we will provide two free books to each producer at their request. Additional copies may be purchased for $3.00 each. These handy pocket-sized books have a place to record breeding information, calving records, pasture usage, vaccinations and more. There is also a complete calendar in the back for writing other important notes.
At minimum you must keep a record of the first calf born. We ask that you keep first and last calf along with the bull turnout and removal dates. And, like with taxes, the more records you keep the easier it is to complete the paperwork. Keeping your calving dates in chronological order makes it easy for you to submit the first and last page of the calving records after all the calves are born. While I realize that some producers prefer to keep a sheet for each cow, this can make it more time-consuming for you and increase the chance for errors as our staff works through your records. We recommend that if you want to keep cow sheets you continue to do so, but please also keep track of your calves on a calendar or a sheet of paper where the information is recorded as it happens.
Timing and deadlines
"When" you file your taxes is usually a direct result of finding the time to get it done, and then whether or not you are paying or getting a refund. I remember when I was in college hurrying to get my taxes in because I knew a check would be coming in the mail. I also know that when the last box on the form totals an amount that has to be paid, you can usually find those folks in line at the post office April 15. The nice thing about verification, although there is an initial cost, there is always the opportunity for a nice return.
While there isn't a specific date, there is also a deadline for enrolling your calves. They must be enrolled and tagged prior to leaving the ranch of origin. While you can enroll as soon as your first calf is born, we recommend waiting until all the calves are on the ground. This means you will have an accurate head count and can avoid the fees and hassles that come with needing more tags or having too many.
Starting early pays off
Our staff works hard to make sure each enrollment goes as smoothly as possible. And while an on-site review from us isn't nearly as bad as an audit from the IRS (most producers really enjoy our on-site visits), sometimes they are required. There are certain management practices or things that happen on your operation that may require a visit from one of our staff members. Starting your enrollment well in advance of your marketing date ensures that we will have time to schedule and complete the ranch visit in time for you to get your tags and sell your calves. We recommend starting at least a few months ahead of marketing. But don't worry, if you get behind we will do our best to make sure your enrollment is complete and your calves can sell as verified!
We're here to help
Once your enrollment is complete, the marketing is up to you, but we are still here to help. We can add your calves to the online listing service to let potential buyers know when and where they are available for sale. You choose when and where to sell. Whether you sell on the video, through your local auction market or direct from the ranch we can help you advertise.
Most of you won't finish calving for a few months yet. But if in the meantime you have questions about your enrollment, please give us a call. We can help you determine what records to keep and what records (semen receipts, purchased bred female receipts, etc.) you might need to track down. If you want to enroll your fall calves or you want to tag your calves as they are born, let's get your enrollment done.
We look forward to working with you! And, if you're still working on those taxes, we wish you the best of luck.
[Click here to go to the top of the page.]