Acceptable Production Records
These are explanations and examples of acceptable records for you to keep of your production. You can also refer to APH Reviews: A guide to preparing for a successful review [pdf] for more information.
Settlement Sheets/Summaries
Acceptable records must include:
- Insured’s name
- Crop
- Per load, the gross weight of the conveyance with production and the gross weight of the conveyance without production, except as stated in the first bullet point below;
- If the production is weighed using a grain cart that prints out tickets showing the gross weight of production in the cart or has an integrated panel showing the gross weight of the production in the cart from which the insured documents the weight, only the gross weight, per grain cart, of the production is required.
- Scale Weight tickets/records from grain carts should be photo copied since the print can disappear with time
- Date Weighed
- Load Number (if the scale used does not print a number, the insured must apply a number)
- Identification and location of farm-storage structure in which the load(s) from each field are stored and/or satisfactory explanation of disposition of the production if any or all of the production is no longer stored at the time of inspection; and
- Unit and/or field identification from which the production was harvested that can be correlated to the unit numbers for the crop stored. To be acceptable, the adjuster must verify that the field identification can be correlated with the unit numbers of the crop for the current crop year. If a filed identification cannot be correlated to a unit number for the crop, the production must be considered commingled.
Scale Ticket Example [pdf]
Farm Stored Production
Requirements
Farm Stored Production Requirements [pdf] - from the Loss Adjustment Manual
Load Records
Written load records can be used from:
- Farm Scales
- Combine Monitors
- Truck and Wagon Records
- Grain Carts
Insured determined moisture adjustments may be used to maintain unit structure.
- Insured must account for total production within the structure.
- Adjuster must measure structure.
- Adjuster will use the load records/bin marking to prorate the commingled production contained in the adjuster measured structure on a percentage basis.
Grain weighed on farm scales or commercial scales and farm stored. We may use the insured weighed and farm stored production for the current crop year if:
- Insured weighed production is within 3% of the adjuster measured production.
- Insured has met the criteria for acceptable scale types.
- Insured has met the criteria for acceptable weight tickets.
Example [pdf] • Template [pdf]
Load Record Information from the 2015 Loss Adjustment Manual
Maintain a contemporaneous ledger, by crop, recording loads of production for the crop identified by unit and/or field identification, date of harvest, identity of the conveyance used to transport the grain to the bin and the estimated bushel volume per conveyance. The adjuster must verify that the field identification can be correlated with the unit numbers for the crop for the current crop year. If a field identification cannot be correlated to a unit number for the crop, the production must be considered commingled, and the procedures in PAR. 294 apply. Insureds are permitted to adjust their load records for excess moisture, and if they have done so, this is what will be used to compare against the adjuster’s measured and calculated production (including adjustments for moisture if the adjuster’s moisture test shows excess moisture).
Source: 2015 LAM
Storage Structure Markings
Identify the depth of such production by marking the storage structure with a permanent marker. Write the unit number(s) and/or field identification from which the production was harvested, and date and initial the mark. Also, on the storage structure, identify and mark the depth of uninsured-acreage production separately from insured-acreage production when the storage structure will contain both. The adjuster must verify that the field identification numbers can be correlated with the unit numbers for the crop for the current crop year. If a field identification cannot be correlated to a unit number for the crop, the production must be considered commingled, and the procedures in PAR. 294 apply.
Appraisals
Test Strips - Insured’s Agreement
EXAMPLE:
Minimum Number of Representative Sample Acres (RSAs) Table
| ACRES IN FIELD OR SUBFIELD | MINIMUM NUMBER OF RSAs | |
| .1-10.0 | 1 |
*One additional RSA is required for each additional 40.0 acres (or fraction thereof) in field or subfield.
To locate the RSAs in representative areas of the field with the beginning side of the RSA not less than 20 feet from the edge of the filed, refer to example below:
 20 ft. from edge of field | RSA 10 ft. | 20 acre field NOT TO SCALE | RSA 10 ft. | 40 ft. from edge of field |
(Exception: If in the case of contour or strip farming, the minimum 20 ft. that the RSA can begin from the edge of the field is not practical because of the narrow width of the strip or contour, the AIP may allow less than the 20 ft. minimum, with proper documentation).
Insured must care for the RSAs in the same manner as if they were to be harvested and this care must continue until the areas are appraised.
If the insured fails to leave an RSA or RSAs the minimum size, than an uninsured cause appraisal of up to at least the per-acre guarantee of the crop released will be assessed.
Please be advised that the content above is an example. Contact your agent or company representative if you have any questions specific to your crop or plan type.
Precision Farming
If the insured meets the requirements for acceptable harvested production from a precision farming technology information system, the following procedures do not apply. Conversely, if the insured does not meet the requirement for acceptable harvested production from a precision farming technology system, but the insured has weight tickets that can be used in accordance with the following procedures, then these procedures are acceptable.