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Chapter 3: Create New Permit

3.1 Begin Application Process

There are two ways to begin the permit application process. The first was explained in Chapter 2, Section 2.4 Add Facility. The second way to begin the permit application process is from the ePermitting Home page. In the Associated Facilities list next to the desired facility select ‘I want to… Add a New Permit’ from the drop down (arrow A). After this, the user will click on the ‘Go’ button (arrow B). After clicking Go the user will be direct to the New Permit page.

A

B

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3.2 New Permit

Part of the application process is drawing the polygon(s) around the land disturbance area. The polygon(s) represents the perimeter of the permitted area and calculates the acreage that determines the permit fee.

On the New Permit page the user will have to select one of three options for drawing the polygon(s): 1) I will be drawing a single polygon for my permit; 2) I need to draw multiple polygons because this project is a part of a common promotional plan that will include multiple, separate disturbance areas; 3) I need to draw multiple polygons because this is a linear project with multiple, separate disturbance areas. Select the desired option by clicking on the associated radio button. After selecting the type of polygon the user will click the ‘Add Permit’ button (arrow C). This will direct the user to the Mapping Feature.

C

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3.3 Mapping Feature: Navigation

The next step in the application process will be the mapping feature where the user will be drawing the polygon(s). For detailed instructions on how to navigate on the map read the Navigation Instructions in Editing Tools on the right side of the screen (arrow D).

At the start, the map layers showing are the state boundary, county boundaries, interstates, the Capital, and the three largest cities. As the user zooms in more mapping features appear on the map: county names, highways, waters of the state, municipalities, roads, and railways. Once the map scale reaches 1:24,000, satellite imagery will appear (the imagery may be outdated) and the drawing tool will become available (editing is not allowed at map scales at a lower resolution than 1:24,000). The map scale is shown at the top left of the map.

Navigate to the location where the disturbance activity will take place. If the land use has changed significantly, it is best to find the location on a free mapping service available on the web and compare it to ePermitting as needed.

The screenshots show the different mapping scales while navigating to the Lewis and Clark State Office Building in Jefferson City.

Scale 1:4,000,000

D

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Scale 1:250,000

Scale 1:50,000

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Scale 1:24,000 (Notice the drawing tool and satellite imagery)

Scale 1:1,200 (Lewis & Clark State Office Building, Central Office – Missouri Department of Natural Resources)

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3.4 Mapping Feature: Draw Polygon

Once the user has navigated to the land disturbance site location, they are ready to draw the polygon. To begin drawing click on the Land Disturbance Area icon (arrow E) in the editing tools.

After clicking on the Land Disturbance Area icon mapping instructions appear (arrow F) in the editing tools. Refer to these mapping instructions for detailed instructions on how to draw the polygon.

E

F

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After completing, the polygon (yellow line, arrow G) new options appear in the editing tools. There are Editing Instructions that allow the user to make modifications to the polygon (arrow H), a Delete Polygon button (arrow I) that allows the user to delete the polygon and start over, and a Mapping Complete button (arrow J) that completes the mapping process. If the user selected to draw multiple polygons (Section 3.2) they will repeat the drawing steps by clicking on the Land Disturbance Area icon again. The user may change the color of the polygon to either red, white, or blue by selecting the desired color at the bottom of editing tools (arrow K).

Right below the Mapping Complete button, it shows the Total Area (in acres) of the polygon. It is important that the user check this and make sure that it represents the land disturbance area in the project plans. If the number displayed is less than the project plans it will need to be edited or redrawn. Only areas within the polygon are considered permitted. It is crucial that the entire land disturbance area is included because, once the permit is issued it cannot be modified and any additions will require a new permit to be purchased. It is ok to make the disturbance area larger than the project plans but be mindful that if you make it too large it could increase the cost of the permit.

Once the user is confident that the polygon is accurate and complete they will click on Mapping Complete button to move on.

H

I

J

G

K

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3.5 General Information

After completing the mapping portion, the next step of the land disturbance application is General Information. The General Information page contains three parts: Continuing Authority, Codes, and the Land Disturbance Component. The continuing authority information is pulled directly from the Owner Information of the facility. The Primary SIC code is automatically filled out as 1629 (Heavy Construction, Not Elsewhere Classified). The Land Disturbance Component shows the Total Permitted Area (in acres) based on the polygon drawn in the mapping feature. Again, it is crucial that this area is greater than or equal to the project plans.

If necessary, make modifications to the Continuing Authority information then click Save Changes (arrow L). To move to the next step the user will click the Permitted Feature List tab at the top of the screen (arrow M).

L

M

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3.6 Permitted Feature List

The Permitted Feature List page generates the permitted features. It will derive a permitted feature for each HUC 12 within a polygon. If there are multiple polygons within the same HUC 12 each polygon will derive a permitted feature. It may take a minute for the permitted features to load. If this is the case, a blue message will appear that states ‘The system is still working to derive the permitted feature point(s) based on your map drawing. This process may take several minutes; when it is complete the screen will refresh and display a list of permitted features’.

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After the permitted features are derived, they will appear in a list starting with PF No. 001 and they are added in numeric order for each different outfall (i.e. PF No. 002, PF No. 002, etc). Each permitted feature Type is a stormwater outfall and the Primary Indicator is by default PF No. 001 but may be changed by clicking the radio button associated to a different PF No. The user has the option to view the Permitted feature Detail page by clicking on the hyperlink available in the PF No. column (arrow N). Once the user is ready to continue the next step is to click on the Certification tab at the top of the screen (arrow O).

N

O

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On the Permitted Feature Detail page the user can view the Permitted Feature information, the Location Information, and the Waterbody and Basin Information. To return to the Permitted Feature List click on the tab at the top of the screen. To move on to the next step click on the Certification tab at the top of the screen.

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3.7 Certification

On the Certification page, the user will have the opportunity to view a draft of the land disturbance permit. It is a good idea to review the Certification page and the map attached to the draft permit (see example of both below). To do this the user will click the Review Draft Permit button (arrow P). A message will appear while the draft permit is loading that states ‘Permit Map is being generated: Please wait while the map for the permit is generated’. The draft permit will download as a PDF and the user will need to open it to be viewed.

The Certification page also displays the Fee Amount (arrow Q). Fees for land disturbance permits are determined by the acreage of the land disturbance as mapped. The user should check and ensure that the fee is correct based on the land disturbance area previously mapped.

Please confirm that the application is complete and there are no additional changes to be made. Once certified, the application will become read-only. If an error is found after certification a new application will need to be started. Once the user is confident that the information in the permit application is complete and accurate, the next step is to complete the Certification Statements (arrow R) and certify the application by clicking the Certify button (arrow S). After clicking Certify a final pop up will give you the option to confirm the certify by clicking OK or to stop the certify by clicking Cancel.

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P Q

R

S

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Example of a draft permit Certification page.

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Example of a draft map generated.

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3.8 eSignature

The next step after certification is to sign the document electronically (eSign or eSignature). An eSignature is a legally binding signature; it is the same as a signature on a piece of paper. Only users who have passed the LexisNexis online identity verification and eSigned the Electronic Signature Agreement (ESA) or users who have signed and submitted the manual hardcopy ESA will have this ability. Only users with the role of a Certifier or Organization Official can obtain an eSignature.

There are two options to eSign the document. The user can either click the eSign and Notify button (arrow T) or the user can click the eSign and Pay button (arrow U). These buttons will not appear for Viewers or Preparers.

T U

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Clicking eSign and Pay allows the user to eSign the document. After clicking eSign and Pay the user will be transferred to the Signature Security Question page where the system has generated one of the five eSignature questions set up during registration. To eSign the document the user will have to answer this question and click Submit Answer (arrow V). The user will then be transferred to the Fee Payment page and receive an email with a notification that a document was signed.

Email notifying use that a document was signed:

V

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Clicking eSign and Notify allows the user to eSign the document and enter the email of another user who will be able to log in and make the payment. eSigning the document triggers ePermitting to send an email to that user stating that the document has been eSigned and is ready for payment. The user will be transferred to the Certification page where the Pay Fees button is displayed at the bottom right (arrow W).

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Email state that an application is ready for payment:

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W

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3.9 Fee Payment

The Fee Payment is the final portion of applying for a Land Disturbance permit. The Fee Payment page will display the Fee Amount and provide a place for the user to fill out the Billing Information (name, phone number, and email). After the Billing Information is filled out the user will click Submit (arrow X).

X

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The user will then be transferred to a third party payment vendor, JetPay Payment Services, FL, LLC. There are two acceptable methods of payment: credit card or eCheck. The Department does not receive your payment account details. There will be a processing fee of 2.15% on credit card transactions and a flat rate fee of $0.50 on eCheck transactions paid directly to the third party vendor, JetPay, not to the Department. JetPay reserves the right to electronically debit a $25.00 service charge, if applicable, for processing of an Insufficient Funds or Closed Account transaction from your designated bank account in addition to whatever charges your bank may assess.

Credit card is selected by default as the payment method. The user can select eCheck as a payment method by clicking the eCheck radio button (arrow Y) at the bottom left of the screen. In the box titled Shopping Cart the user will be able to see the subtotal, projected card fee, and the projected eCheck fee. If the user is not ready to make the payment they may click Cancel Transaction (arrow Z) and they will be transferred to the Fee Payment screen. To proceed with the payment the user will need to fill out the payment information and click Next Step: Review Payment (arrow AA).

Y

Z

AA

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The Review Payment page shows the Total Amount Due, which incorporates the permit fee and the transaction fee. The user can go back to the Payment Method page by clicking the Back to Payment Method button (arrow BB) and they have the opportunity to cancel the transaction again (arrow CC).

Once the user is ready to complete the payment they must agree to the Payment Terms of Service by checking the box (arrow DD) and then click the Make Payment button (arrow EE). This will prompt JetPay and ePermitting to send receipts via email to the email provided in the billing information. The user will be transferred to the Permit Confirmation page.

CC

DD

EE BB

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Example of JetPay receipt email:

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Example of ePermitting receipt email:

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3.10 Permit Confirmation

The Permit Confirmation page is the last page. At this point the user has an effective, issued permit. The confirmation number is displayed (arrow FF) and a permit number has been assigned. The user can open and view the permit by clicking on the link displaying the permit number (arrow GG).

The final issued permit document will contain the cover letter signed by the Water Protection Program director; the ePermitting Certification and Signature Document containing the facility information, the total permitted area, number of permitted features, answers to the certification questions, and the signature; the permit cover page signed by the Division of Environmental Quality director and Water Protection Program director; the permit requirements; the permit fact sheet; the map showing the polygon drawn in the mapping feature; the public notification sign; and a map of the regional offices and contacts. It is recommended that the permit be saved and printed so that it is easily available. It will always be accessible from the Home page.

The user can return to the Home page by clicking on the Home tab (arrow HH).

GG FF HH