The producer is responsible for maintaining hard copy production evidence (by unit) for a minimum of 3 years following the year in which the yields were certified.

Settlement Sheets / Summaries

Acceptable records must include:

  • Insured’s name
  • Crop (Commodity)
  • Crop Year
  • Name of Buyer (Elevator)
  • Date of Transaction
  • Quantity of Production including the Gross Weight & Moisture
  • Tare Weight
  • Unit and/or field identification from which the production was harvested.

Written Load Records can be used from:

  • Farm Scales
  • Combine Monitors
  • Truck and Wagon Records
  • Grain Carts

Feeding Records

Feed Records must be specified by:

  • Number of Head
  • Type of Livestock
  • Estimated Weight (average to the nearest 100 pounds) of Livestock
  • Date Fed
  • Bale Weight
  • Number of Bales Fed
  • Crop Type and Unit Number

Feed Records must:

  • Be in writing
  • Identify the crop year in which fed production was harvested that was fed at each feeding
  • Provide the unit number from which the fed production was harvested
  • Be contemporaneous for each feeding as the feeding occurs
  • Provide the amount of production, by crop, fed at each feeding

Yield Monitoring Systems

System Requirements:

  • Equipment monitoring systems that are calibrated, by crop, in accordance with the owner’s manual specifications. 
  • The sensor calibration must result in an error rate of 3% or less based on actual production from the sample area. 
  • Generate a yield map or summary report

Yield map or summary report must include the following:

  • Insured’s name
  • Unit number
  • FSA farm / tract / field number (optional)
  • Legal description of acreage
  • Crop name
  • Acres planted / harvested
  • Harvest date
  • Total weight
  • Total yield
  • Average moisture
  • Total dry weight / yield adjusted for moisture

Appraisals / Bin Measurements

  • Signed appraisals must be from an FSA or Approved Insurance Provider adjuster for unharvested acreage
  • Bin Measurements must be completed by an FSA or a claim adjuster
    • Old crop production MUST be measured prior to new crop being added.

Field Harvest Records

Field harvest records include records of production determined from any of the following:

  • Truck, wagon, or hopper loads that are documented by weight tickets or conveyance measurements.
  • Separate measurements of production, by unit, when placed in farm storage structures.