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Policyholder Responsibilities

Production Reporting

  • Report accurate total production by unit.
  • Production must be kept separate by unit.
  • Do not commingle storage of production from different units, unless federal guidelines are followed.
  • Report the Record Type (ie: farm stored, commercially sold, appraisal, etc.) on the production report.
  • Sign reporting form and Privacy Act statement.

Acreage Reporting

  • Report correct acres by crop and practice. Verify with FSA certification documents (errors or missed reporting could lead to lower or no loss payments at all).
  • Report the correct planting date the day that the unit was finished being planted.
  • Report accurate percent of share on each unit (errors or missed reporting could lead to lower or no loss payments at all).
  • Report all acres. Be sure to include prevented planting, uninsurable and late planted.
  • Sign reporting form and Privacy Act statement, as applicable.

Call Your Insurance Specialist

  • When damage occurs.
  • When you feel there could be a loss.
  • Before you replant.
  • Before you chop or do anything other than harvest the crop.

Pivot Corners
Follow federal guidelines for optional units.

  • All corners need to be broken out per pivot.
  • Clear and discernable break from irrigated unit.
  • Break may occur up until the acreage reporting date (discing, cultivating, mowing, etc. does qualify).
  • Keep production separate.
  • Contact your FCSAmerica crop insurance specialist prior to the production reporting date to see if you qualify for optional units.

Best options.

  • Plant field to a different crop.
  • Plant the same crop in a different row direction.
  • Include corners with the irrigated unit.

Your Duties in the Event of a Loss

In case of a loss or probable loss to your crops and/or if replanting crops insured under your crop insurance policy, you must notify your FCSAmerica insurance specialist.

Cover Crop Guidelines

Cover crops help improve soil health by reducing erosion, increasing soil organic matter content, improving air and water movement through soil, reducing soil compaction, capturing and recycling nutrients in the soil profile and managing soil moisture to promote biological nitrogen fixation.

The cover crop termination guidelines provide information on termination of cover crops on non-irrigated cropland. They were created by NRCS, Risk Management Agency (RMA), Farm Service Agency (FSA), and other public and private stakeholders to address concerns about cover crops’ impact on crop insurance.

Click to view the cover crop termination guidelines.

General Duties

A crop insurance loss must be reported within 72 hours of initial discovery or damage, but not later than 15 days after the end of the insurance period. The end of the insurance period is defined as the earliest of the following:

  • Total destruction of the crop;
  • Harvest of the unit;
  • Final adjustment of a loss on a unit;
  • Calendar date in the Crop Provisions for the end of the insurance period;
  • Abandonment of the crop on the unit; or
  • As otherwise specified in the Crop Provisions.

The loss paperwork completed with the adjuster is the Claim for Indemnity. It must be submitted no later than 60 days after the end of the insurance period.

Prevented Planted

  • Prevented planted claims must be submitted within 72 hours of the final plant date for the crop.
  • Once an acreage report is submitted, there can be no revisions to change the prevented planted acres to a different crop.
  • Other rules apply; contact your FCSAmerica crop insurance specialist.


  • Acres replanted must be at least 20 acres or 20% of the unit to qualify for a replant payment.
  • If you qualify for a replant, your payment will be calculated as follows:
    • Corn Replant = 8 bushels of corn times the price election multiplied by share in the crop and acres.
    • Soybean Replant = 3 bushels of soybeans times the price election multiplied by share in the crop and acres.
  • Replant payments are not applied to outstanding premium.


  • You cannot chop over 50% of your corn field for silage, until an adjuster appraises it, regardless of whether or not there is a loss.
  • In a no loss situation, if you chop less than 50%, you can convert the remaining yield to grain on APH or YP only.
  • For RP, crops must be appraised or strips left to harvest or chop for silage (potential for revenue loss).

Production Recordkeeping

  • Hard records include weight tickets, feed records, etc. and are used for loss purposes.
  • Soft records include weight-wagon slips and yield monitors and can be used for yield history purposes (but not for loss purposes).
  • Records must be maintained for 3 years for verification in case of an APH audit.
  • If an error in production is found, notify your FCSAmerica crop insurance specialist immediately.
  • If bin measurements are used, call your FCSAmerica crop insurance specialist for more information.
  • If you feed to livestock, have a field appraisal done, regardless of whether or not there is a loss.
  • If an audit is done and acceptable records are not able to be provided, RMA penalties could include:
    • receiving assigned yields/basic units
    • potential overpayment of a claim
    • changes may result in additional premium owed or a refund


Office Locator

Key Crop Insurance Dates

April 29, 2019
Production History Due
Corn, Soybeans, & Spring Wheat

July 1, 2019
Premium Billing Date
Winter Wheat

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