Similar, But Not the Same

Having researched the UCP (Unified Certification Program) for all 50 states, as well as Puerto Rico and U.S. Virgin Islands; I thought I had a pretty good handle on what to expect from the certification process. Recently though we’ve experienced some new quirks as we’ve sought certification in additional states as a part of our state government contract bidding process.

One state required that we complete section three of the UCP form, which covers ownership, for anyone who owned stock. And I do mean anyone, as we had to provide information on my nephews whose stock I hold in trust until they are twenty-one. The oldest will not be hitting that milestone for another eighteen years; and when the second was gifted stock we had to list his first name as “Baby”!  These kids hold less than 3% of our stock.  Most states usually only want this information on the majority owner or owners who qualify the business for DBE (disadvantaged business enterprise) status. Although there are other states who want this information based on percent of ownership; they usually limit it to those stockholder who own 10% or more of the business.

Another state wanted us to provide them with ALL our Shareholder and Board of Director Meeting minutes.  Twenty-nine years worth! That one really threw us for a loop because despite being a recent graduate of the SBA’s 8(a) program, and holding multiple state UCP DWBE certifications under DOT Regulations 49 CFR 23 & 26, it was the first time we had ever been required to provide all of our Shareholder and Board Meeting minutes. Most states usually only require the first Shareholder and Board Meeting minutes and the most recent. We had twenty-nine years, hundreds of additional pages, that needed to be scanned so that we could comply with their request.  Of course, now that it is done, we’re glad to have them in the digital repository — no longer at risk in the event of flood or fire.

The moral of the story is summed up in a comment made by a certification specialist at one of the many states in which we’re certified, “There is one program and 50+ implementations of it.”

Before submitting your application be sure to read through the directions provided by the state thoroughly ensuring that nothing was missed. Use the checklist provided to verify that all the required attachments have been included. And, if you do not understand something on the application do not hesitate to contact the certifier and ask clarifying questions.