Preparing Crop Insurance Claims: What to Expect and How We Can Help

At First State Insurance Agency, we know how devastating a significant loss can be, and our team is here to support you during these difficult times. Working with an experienced Crop Insurance Agent who keeps your best interests in mind can make all the difference. From the moment a loss is discovered to the final payment, we are committed to making the process as smooth and straightforward as possible.

When it comes to crop insurance claims, here are five important things to remember:

1. Report Crop Damage Promptly: If you notice damage or suspect a loss, reach out right away—even if unsure whether a claim is needed. Notice of loss should be provided within 72 hours of discovering damage but not later than 15 days after the end of the insurance period, which is most commonly the date of harvest. If your crops have been damaged by hail or wind and the damage appears worse than initially thought, contact us before you finish harvesting.

2. Keep Production Separate by Unit: If your fields contain both irrigated and non-irrigated units (for example, pivot corners), it’s essential to keep the production for each unit separate. Keep detailed records by unit, including any scale tickets, grain cart load records, bin measurements, settlement sheets and fed production records. If harvested production is being delivered to a buyer or elevator, providing the adjuster with third-party sales or commercial storage records, supported by load records that separate any split loads, can help avoid commingled procedure.

3. Mark Bins:  When storing grain in a bin, be sure to mark it clearly if you are putting more than one unit’s production in the same bin. This helps the adjuster determine where one unit’s production ends and the next begins. If you’re commingling with older crop bushels or feeding grain to livestock, request a bin measurement. Providing load records and/or storage structure markings to support bin measurements for production stored on-farm can help avoid commingled procedure and ensure the adjuster has the information needed to accurately work the claim.

4. Grain Sold Should Match Your Policy Name: If you're taking grain to an elevator and sharing with another party or operating with multiple entities, it’s vital to sell the grain under the correct name. The name must match the insurance policy listed for the unit. If a crop is affected by issues like low test weight, kernel damage or toxins, it may qualify for quality adjustment. Sampling and testing procedures can vary by the type of damage. 

5. Submit Timely Production: As soon as you finish harvesting, please bring us your production. This allows us to determine which units have experienced a loss and get the claim processed and paid quickly. Sometimes weather or other conditions delay harvest beyond the calendar date for the end of the insurance period. While the insurance period itself doesn’t change, an approved extension can allow time to harvest and settle the claim based on actual production.

We understand that managing crop insurance is challenging, especially when facing the unexpected. That’s why we make it our priority to be by your side throughout the entire claims process. If you’ve experienced a loss, we want to help you know what to expect and how to navigate the situation as smoothly as possible. If you need to report a claim, head over to our website and give us a call at any point during the process. 

Our Crop 360 offers a comprehensive approach to service, combining a unique suite of products and expertise to meet all your insurance needs. Learn more about Crop 360 and the Crop Insurance Team behind it here.