Fund Designation Record - Type 09 - Fund Designation Guidelines

June 28, 2007

Exhibit 9 - 1

FCIC-Appendix III

FUND DESIGNATION GUIDELINES
Approved Insurance Providers establish fund designations on a crop county policy basis by submitting
a Type 9 record that must be accepted by the Data Acceptance System. The Type 9 record contains the
Primary, Added County, Written Agreement and High Risk Ground fields required to establish fund
designation. The DAS system uses an ISAM file to maintain the edits and validation outlined in the
SRA. Companies may modify the fund designation until the cutoff date for the crop county policy. A
Commercial designation does not require a Type 9 record.
Once a policy Type 9 record has been accepted with a designation (Development, Assigned Risk or
Commercial), another Type 9 record is required to timely change the accepted designation. Once a
policy key (IP, State, Policy number, crop year, county, crop) has been established into either the
Developmental or Assigned Risk fund, the policy cannot be transferred to another fund after the cutoff
date based on the accepted policy key.
For an eligible crop insurance contract, (including continuous Written Agreements) the fund
designation cutoff for Assigned Risk or Developmental is 30 days + Sales Closing Date.
“Transaction cutoff date” for weekly data reporting is 8pm Central time on Friday of each calendar
week. A calendar week begins with Sunday and ends with Saturday. “Transaction cutoff date” for
monthly data reporting is 8pm Central time on Friday after the first Sunday of the month. Any date
that falls on a Saturday will use the preceding Friday as the transaction cutoff day.
Policies may be placed in the Assigned Risk or Developmental fund after the “normal” cutoff with a
RMA written agreement extension for the initial year or for any written agreement that must be
renewed annually or approved annually, except for the following written agreements:
GP, HR, UA and SP. The written agreement cutoff date is based on the RMA Approval Date + 30
days. The written agreement cutoff date is only required if it is after the sales closing date.
Approved Insurance Providers that use an Added county or statewide application may timely
designate one Type 9 record for a crop/county as a “Primary” fund record. Any subsequent counties
that are added to the policy after the fund designation cutoff date, must be accepted with the same fund
as the primary record fund designation. Only category B crops (excluding Forage Production) qualify
for added county. Subsequent counties can be added after fund designation cutoff if insured does not
have an interest in any other crop in the added county. Other counties may be timely submitted to any
fund and do not require any added county identification.
Approved Insurance Providers can place High Risk Land (CAT) excluded from Additional Coverage,
with the same POLICY NUMBER into a different fund by using the High Risk CAT Fund field. (This
is not required if both Additional and CAT will be placed into the same fund).

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RY2008

June 28, 2007

Exhibit 9 - 1

FCIC-Appendix III

If the High Risk Land that is excluded from Additional Coverage is a separate policy, the Primary
Fund flag is used, not the High Risk CAT Fund flag on the Type 9 record.
Approved Insurance Providers may report type and/or practice codes on the Type 9 record. Type and
practice codes are validated to the ADM if submitted, (unless a written agreement has been issued).
Fund designation records must be submitted for each type of grapes if the grapes are insured by type
(CA 0052 & 0053, AZ 0052).
If multiple sales closing dates exist for a crop county, Approved Insurance Providers may submit valid
ADM type or practice codes to designate the correct sales closing date. DAS will validate the codes
and use the corresponding sales closing date to determine the cutoff date for the fund. When multiple
sales closing dates exist for a crop county and the company does not submit the ADM type and
practice codes, DAS will use the earliest sales closing date for the crop plan county to determine the
cutoff date. If a type or practice code is submitted which corresponds to a later date, i.e. spring in a
winter/spring county, companies can only report the spring type on the acreage record. If the insured
does not plant fall type where there are multiple sales closing dates by type, the fund can be changed
by the spring cutoff date if a 9 record is sent for a spring type along with a zero acreage report for the
fall type.

The transaction cut-off dates for the designation of policies for Nursery (0073) and Florida Fruit Trees
to the Assigned Risk and Developmental Funds are for new policies, the later of the transaction cutoff
date for the week containing the 30th calendar day after the eligible producer signature date or the
transaction cutoff date for the week containing the 30th calendar day after the sales closing date. For
carryover policies, the transaction cutoff date for the week containing the 30th calendar day after
the sales closing date.
For crops with a sales period, a carryover policy is one in which the entity had insurance on the same
crop and plan code with the same company in the state and county the previous year. The DAS
validation for a new/carryover policy is limited to the policy key (IP, State, Policy number, county,
crop and plan code). It searches the companies previous year’s 14 ISAM for the same policy key. If a
match is found for a policy that is ‘current’ (not deleted), the policy is considered carryover.
If RMA approves alternate crops AIP’s may designate eligible CAT crop insurance contracts to the
assigned risk fund 60 days after RMA approval.
If for some reason, the fund designation has not been established in the 9 ISAM due to an error when
processing, companies may request a manual correction to the fund. Please refer to the manual fund
documentation for the manual change procedures.

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RY2008

June 28, 2007

Exhibit 9 - 1

FCIC-Appendix III

FUND DESIGNATION
CUTOFF DATES

FUND

NEW/CARRYOVER
POLICY

FUND CUTOFF
(LOCKDOWN) DATE

Assigned Risk or
N/A
Developmental for Crops
with Fixed Sales Closing Dates
and for Continuous Written Agreements

SCD + 30 days

Assigned Risk or
Developmental for Crops with
Initial Year Written Agreement

N/A

WA date + 30 days

Assigned Risk or
Developmental for Crops
with a Sales Period

New (CFF = 0)

Later of:
Insured Sign. date + 30 days
or
Sales Closing date + 30 days

Carryover (CFF = 1)

Sales Closing date + 30 days

Assigned Risk for Alternate
CAT Policies

NA

RMA approval date + 30 days

Commercial

N/A

N/A

WA = Written Agreement Date
SCD = Sales Closing Date
CFF = Contract Fund Flag
N/A = Not Applicable

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RY2008