The copies of the scale tickets must accompany the information about the storage structure or the settlement sheet, showing total production.
There are also some other acceptable records that can be used to help sort out the correct information. Those include records from combine monitors or load records that can be used to pro-rate measured production. Many data books carried by farmers can also be used if they show regular updates of daily information and identify the unit and field number, date of harvest, truck or wagon used to haul the grain and the estimated bushels on the load.
Load records can be adjusted for moisture, but that calculation will be compared by the adjustor to the calculated production.
If you use combine monitor records, they should be printable, and showing the location of the field, field identification and unit numbers, the name of the crop and the date, along with bushels.
Data needed for grain commercially stored or sold:
If your grain went to the elevator, production records must reflect all of your production. If you sold your grain to a feed lot or other end user it must reflect the weight from either the buyer or from a third party such as an elevator or commercial scale operator.
Grain that was either stored or sold to an elevator must be accounted for on storage sheets or settlement sheets, which include the name and address of the buyer, the name of the insured producer, and information for each load that identifies the crop, the gross weight, the tare weight, and the date weighed.
Also the sale or settlement sheet should include the unit number and farm serial number which can be handwritten, as well as percent of foreign material, moisture percentage, and test weight. If any load information is missing, those loads will not be credited.
Loads of grain cannot be split between insurance units, since that is considered co-mingling. Individual scale tickets must be supported by other documentation, such as a third party ledger or settlement sheet from a buyer or commercial warehouse.
Data needed for grain being fed on your farm:
A formal written record system of insured grain that is fed to livestock must be maintained. Your crop insurance agent will have a suggested record system from the USDA’s Crop Insurance Handbook, and that completed record must be submitted with a claim.
If the fed grain was stored on the farm, and bin measurements were taken by your adjustor, those will need to be included with the claim. It must indicate the insurance units involved, the FSA farm numbers involved and the location of the fields where the grain was harvested.