Insurance In Force - Type 14 - Format/Edits

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

1
2*

Field Name

Begin
Pos

Size

Picture

Field Edits

1
3

2
2

9(02)
X(02)

Required. Must be 14. See Note 1.
Required. Edit with AIP/Company table.

3*
4

Record Type
Approved Insurance
Provider
Location State
Policy Issuing Company

5
7

2
3

9(02)
9(03)

5*
6*

Policy Number
Crop Year

10
17

7
4

9(07)
9(04)

7*
8*
9*
10
11**

Crop Code
Insurance Plan Code
Location County
Filler
Type Code

21
25
27
30
35

4
2
3
5
3

9(04)
9(02)
9(03)
X(05)
9(03)

12**

Practice Code

38

3

9(03)

13*

Coverage Flag

41

1

X(01)

14

Type 14 Key Reserve

42

34

X(34)

15

Record Number

76

3

9(03)

Required. Edit with FIPS State table.
For Reinsured edit with company table. Must
be valid PIC code for the AIP.
Required. Must be > zeros.
Required. Must be the crop year of the crops
reported under the policy. This will equal the
Reinsurance Year or Reinsurance Year +/- 1
for applicable crop code.
Required; Edit with ADM2.
Required; Edit with ADM2.
Required; Edit with FIPS County Table.
Must be Spaces.
Required for California Grapes
(0052 & 0053) and Arizona Grapes (0052). If
coverage or price election percents vary by
type code within a crop, multiple 14 records
are required. See Exhibit 14-1. Edit with
ADM2. For crops with more than one sales
closing date, type code may be required for
determining eligibility and LSR transaction
cutoff date based on sales closing date.
Must be zeros if not required.
If coverage or price election percents vary by
practice within a crop, multiple 14 records are
required. Edit with ADM2. See Exhibit 14-1.
For crops with more than one sales closing
date, practice code may be required for
determining eligibility and LSR transaction
cutoff date based on sales closing date.
Must be zeros if not required.
Required; Must be:
C = Catastrophic “Cat” Coverage
A = Additional Coverage
For Revenue Assurance, CRC and
GRIP must be “A”.
Space Reserved for Additional key data
required in the future or for other record
types. Must be spaces or blanks.
Must be > zero and unique within a Crop
Policy.

FCIC-APPENDIX III

14 - 1

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

Field Name

Begin
Pos

Size

Picture

Field Edits

Late Processed Status; Must be:
00 = Timely-Processed
01 = Company Approved Late-Filed
Application
02 = Company Delayed
03 = Agent Delayed
04 = FCIC Delayed
05 = Alternative Crop (Coverage Flag must
equal “C”)
06 = Fall type not planted, changed to Spring
type.(New 14 must be submitted with
Spring type.)
07 = Subsequent Application for multicounty
08 = Multiple 14’s submitted (allowable
crops Exhibit 14-1)
09 = Successor-in-Interest
10 = Revised Coverage Level, Market Price
Indicator or Price Election Factor
Required; must be one of the following:
A = Assigned Risk Fund
C = Commercial Fund
D = Developmental Fund
If “A” or “D”, must match accepted Type 9
record
Must be:
P = Fees prepaid before due date.
Blank = No Prepayment
Cannot be ‘P’ if Coverage Flag = “C”.
Reserved. Pending participation procedures.

16*

Late Processed Flag

79

2

9(02)

17

Fund Designation Flag

81

1

X(01)

18

Fee Prepayment Flag

82

1

X(01)

19

Common Information System
Flag
Administrative Fee
Exception Flag

83

1

X(01)

84

1

X(01)

Reserved
Rate State
Rate County

85
86
88

1
2
3

X(01)
9(02)
9(03)

20

21
22
23

FCIC-APPENDIX III

14 - 2

Must be:
P = Waive fee for this AIP/PIC/ST/County/
Policy/Crop if ALL Type 11 records
submitted for same key have a
Guarantee Reduction Flag of “E”
W = Limited resource waiver approved.
Else spaces.
Must be spaces.
Edit with the FIPS State table. See Notes.
Edit with the FIPS county table. See Notes.

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

Field Name

Begin
Pos

Size

Picture

Field Edits

If coverage flag = ‘A’, must be 0. If coverage
flag = ‘C’, must be either:
0 = No dual coverage on this crop policy, or
1 = Dual Coverage; A high risk cat policy and
a non-high risk buy-up policy exist for this
producer, even if they are not under the same
policy number. Only the CAT policy which is
high risk should be flagged with the “1”.
Both the CAT record (high risk) and the buyup record (non high risk) must be with the
same AIP. Fund Designation flag for the high
risk CAT record must match the High Risk
Fund flag on the type 9 record.
Request for Experience and APH yield
information, must be:
Y = Previous Year
F = Previous 5 years
N = None
Required for all crops. MMDDCCYY. Cannot
be greater than the submission date. Cannot
be greater than modified sales closing date
unless sending a “W”, “NC”, “NT”, “R”,
“RC”, or “RT” in written agreement flag or if
Late Processed Flag is > 00. Cannot be less
than year of 1991.

24*

Dual Coverage Flag

91

1

9(01)

25

Experience Inquiry

92

1

X(01)

26**

Insured’s Signature Date for
the Crop

93

8

9(08)

27**

Written Agreement Year
Flag

101

1

X(01)

28

Filler

102

3

X(03)

FCIC-APPENDIX III

14 - 3

Must be Y or N if there is an RMA approved
written agreement on the eligible crop
insurance contract. Spaces if no written
agreement.
Y = This is the initial year of the written
agreement or the written agreement must be
renewed or approved annually and the WA
approval date is used to calculate LSR
transaction cutoff date.
N = This is a continuous written agreement
and is not the initial year of the written
agreement and the sales closing date will be
used to calculate LSR transaction cutoff date.
Must be spaces.

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

Field Name

Begin
Pos

Size

Picture

Field Edits

29*

Contract Flag

105

1

X(01)

Written Agreement Number

106

8

X(08)

Written Agreement Type

114

2

X(02)

0 = New Contract
1 = Contract carried over from previous year.
A carryover contract is defined as one in
which the entity had insurance on the same
crop and plan code with the same insurance
provider in the state and county the previous
year.
For Florida Fruit Trees and Nursery required;
otherwise spaces.
For RMA issued Written Agreements enter
the identification number for the approved
written agreement for the AIP, state, county
and crop. For company issued written
agreements, enter AIP code followed by 6
digits, ONLY if the type equals SM, UA, NB,
TC or TS and the Written Agreement
Processing Flag equals ‘R’ or ‘W’.
For Nursery and Aquaculture, must be
spaces.
The first 3 digits identify the issuing RSO and
must be valid for the location state.
Enter spaces if No Written Agreement exists.
Valid Written Agreement types are: HR, LS,
NB, OC, OP, OT, PE, PT, RE, SC, SG, SM, SP,
TC, TD, TP, TS, UA, UC, XC and 33. Enter
spaces if NO Written Agreement is in effect.
Enter ‘33’ if the insurance rate is provided on
a FCI-33 (rules page, map or supplement).
For Revenue Assurance (RA) plan 25, only
valid types are “33, HR and UC”.
For Nursery and Aquaculture, must be
spaces.
All entries, except a “33” require a valid
Written Agreement Number in field 30.

30**

31**

FCIC-APPENDIX III

14 - 4

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

32**

Field Name

Written Agreement
Processing Flag

FCIC-APPENDIX III

Begin
Pos

116

Size

Picture

Field Edits

2

X(02)

All single values must be left justified.
Must be:
H = ONLY for CRC High Risk land WITH a
FCI-2 Agreement that changes the
High rate or factor. USE the High Risk
Classification Premium Calculation
Worksheet to calculate the premium.
P = FCI-2 Dollar Amount of Insurance
exception for Macadamia Trees.
R = FCI-2 Agreement with a Reference
County.
W = FCI-2 Agreement with no Reference
County
3 = FCI-33 (rules page, map or
supplemental) Rates
RC = Certified organic acreage with a
location or reference county
RT = Transitional acreage with a location
or reference county
NC = Certified organic acreage with no
reference county
NT = Transitional acreage with no reference
county
For Revenue Assurance (RA) plan 25, only
valid flags are “3 and R”.
Otherwise, spaces.
For Nursery and Aquaculture, must be
spaces.
See Exhibit 11-8 for edit details.

14 - 5

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

Field Name

Begin
Pos

Size

Picture

33**

Added County Flag

118

1

X(01)

34

Cancellation and Transfer
Application

119

1

X(01)

35*

Coverage Level

120

5

9(01)V9(04)

36*

Price Election Factor

125

5

9(01)V(04)

FCIC-APPENDIX III

14 - 6

Field Edits

If producer selected added county
option on application enter “P” on the primary
(designated) state county crop record. One
“P” record allowed for each policy by
crop/plan/state.
If producer selected added county
option nationwide on application enter “N” on the
primary (designated) state county crop record
One “N” record allowed for each policy by
crop/plan.
Enter “S” on county records submitted after
sales closing date. “S” is only allowed if
insured has no previous insurance in the
county for any crop for current crop year.
*Only Category B crops (excluding Forage
Production) qualify for added county.
Otherwise, spaces.
Enter “Y” if the producer signed a
cancellation and transfer application. Used
to determine “owner” in the duplicate
process. Otherwise, spaces.
Coverage Level selected by insured. Must be
valid coverage level.
Required for all crops. Price Election Percent
selected by insured reported as a factor.
If insurance plan equals 25, 43, 44, 46, 50
(except Florida Citrus and Nursery - see table
below), 51 or 70 this field must = 1.0000.
If common option code = “CE”, this field must
= 1.0000.
If insurance plan = 12 or 73 and coverage flag
(field 13) equals “A”, then this field must
equal 0.6000 thru 1.0000.
If insurance plan = 12 and if coverage flag
(field 13) equals “C”, this field must = 0.4500.
For all other plans, if coverage flag equals
“A” and coverage level equals :
1.) 0.5000 this field must = 1.0000
2.) 0.5500 this field must be = 0.9100
3.) 0.6000 this field must be = 0.8400
4.) 0.6500 this field must be = 0.7700
5.) 0.7000 this field must be = 0.7200
6.) 0.7500 this field must be = 0.6700
7 ) 0.8000 this field must be = 0.6300
8 ) 0.8500 this field must be = 0.5900

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

Field Name

Begin
Pos

Size

Picture

Field Edits

37**

Written Agreement
Approved Date

130

8

9(08)

Format is MMDDCCYY. Required if sales
reduction cutoff date is later due to written
agreement or if sales closing date does not
exist for crop location state/county or rate
state/county. Cannot exceed transmission
date. If company issued written agreement,
this date is not used to calculate late sales.
Else, zero fill.

38

Marketing Activity Type

138

7

X(07)

Assigned code if policy was sold under
Marketing Agreement; otherwise spaces.

39
40

Filler
Appendix IV Review Flag

145
148

3
2

X(03)
9(02)

Must be spaces.
Must be zeros.

41

Filler

150

11

X(11)

Must be spaces.

42

Agent SSN

161

9

9(09)

43

Common Option Codes

170

20

X(20)

Required. Enter the SSN of the agent who
signed the current application.
Applicable Option code from FCI-35 Option
Table. Must be left justified. If not
applicable, leave blank. See Exhibit 11-9.

44

Rate Class Option Codes

190

20

X(20)

45*

Price Indicator

210

1

X(01)

46**

Added County Reference
State

211

2

9(02)

47

Filler

213

3

9(03)

FCIC-APPENDIX III

14 - 7

Applicable Option code from FCI-35 Option
Table. Must be left justified. Does not apply
to plan codes 25, 30, 44 or 90. If not
applicable, leave blank. Exhibit 11-9.
This field must equal ‘A’ or ‘E’.
‘A’ = Additional Price: If the additional price
has not been released, DAS will validate to
the established price.
‘E’ = Established Price
Plan codes 30, 55, 84, 86 & 90 can be
‘A’ or ‘E’. All other Plan codes must = ‘E’.
Required if added county flag (field 33) equals
‘S’, otherwise must equal zeros. Enter the state
code for the policy to be referenced for multi
county edit. Must be numeric. If this field is
filled, reference the 14 record ISAM for multi
county flag of ‘P’ or ‘N’ added county edits
would apply to both policies the same as if
sending one policy number.
Must be spaces.

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

Field Name

Begin
Pos

Size

Picture

Field Edits

48**

Added County Reference
Policy Number

216

7

9(07)

49**

Added County Reference
Crop Year

223

4

9(04)

50**

Added County Reference
Crop Code

227

4

9(04)

51**

Added County Reference
Location County

231

3

9(03)

52**

Added County Reference
Type Code

234

3

9(03)

53

Filler

237

9

X(09)

54

Agent’s Signature Date

246

8

9(08)

Required for all crops. MMDDCCYY. Cannot
be greater than the submission date. Cannot
be less than year of 1991.

55

Filler

254

86

X(86)

Must be spaces.

FCIC-APPENDIX III

14 - 8

Enter the policy number of the policy to be
referenced for added county edit. Must be
numeric.
Enter the crop year of the policy to be
referenced for added county edit. Must be
numeric.
Enter the crop code of the policy to be
referenced for added county edit. Must be
numeric.
Enter the location county of the policy to be
referenced for added county edit. Must be
numeric.
Enter the type code of the policy to be
referenced for added county edit. Must be
numeric. Required only for CA Grapes (0052
and 0053) and AZ Grapes (0052); else zero fill.
Must be spaces.

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

56

Field Name

Begin
Pos

Size

Picture

Field Edits

340

4

9(01)V9(03)

344

8

X(08)

58

Ineligible SBI Share
Reduction Percent
Ineligible Tracking
Validation Flag
LSR Reduction Flag

352

2

9(02)

Internal Use. Must be zeros. Late Sales
Reduction identification flag:
Code “00” = No Reduction (accepted less
than or equal to the LSR Transaction Cutoff
Date)
Code “01” = 1% Reduction (accepted or
revised after LSR Transaction Cutoff Date and
up to the weekly cutoff date for the week
containing the 30th day after the LSR
Transaction Cutoff Date)
Code “03” = 03% Reduction (accepted or
revised greater than 30 days after LSR
Transaction Cutoff date up to the weekly
cutoff date for the week containing the 60th
day after the LSR Transaction Cutoff Date)
Code “06” = 06% Reduction (accepted or
revised more than 60 days after the LSR
Transaction Cutoff Date)
Note: If the AIP retransmits to lockdown Price
Election factor, Market Price Indicator and
Coverage Level Percent, the late sales
reduction will revert to lockdown reduction
flag.

59

LSR Transaction Cutoff Date

354

8

9(08)

60

Producer History Flag

362

3

X(03)

Internal Use. Must be zeros. (transaction
cutoff for the week containing the 30th day
after the Sales Closing Date) CCYYDDMM
format.
RMA Internal Use. Must be spaces.
If flag = “N” (no match)
If flag = “YP1” (match – if tax id on any type
10 primary record is found with reported
acreage for 2001 for the crop/county/state).
If flag = “YP2” (match – if tax id on any type
10 primary record is found with reported
acreage for 2002 for the crop/county/state).
If flag = “YP3” (match – if tax id on any type
10 primary record is found with reported
acreage for 2003 for the crop/county/state).
If flag = “YP4” (match – if tax id on any type
10 primary record is found with reported
acreage for 2004 for the crop/county/state).
If flag = “YP0” (match – if tax id on any type

57

FCIC-APPENDIX III

14 - 9

Internal Use. Will be populated with total
share reduction of all Ineligible SBIs.
Internal Use. Must be spaces.

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

Field Name

Begin
Pos

Size

Picture

Field Edits

61

Filler

365

47

X(47)

10 primary record is found with reported
acreage for multiple crop years for the
crop/county/state).
If flag = “YS1” (match – if tax id on any type
10 SBI record is found with reported acreage
for 2001 for the crop/county/state).
If flag = “YS2” (match – if tax id on any type
10 SBI record is found with reported acreage
for 2002 for the crop/county/state).
If flag = “YS3” (match – if tax id on any type
10 SBI record is found with reported acreage
for 2003 for the crop/county/state).
If flag = “YS4” (match – if tax id on any type
10 SBI record is found with reported acreage
for 2004 for the crop/county/state).
If flag = “YS0” (match – if tax id on any type
10 SBI record is found with reported acreage
for multiple crop years for the
crop/county/state).
If flag = “YB1” (match – if tax id on any type
10 primary and SBI record is found with
reported acreage for 2001 for the
crop/county/state).
If flag = “YB2” (match – if tax id on any type
10 primary and SBI record is found with
reported acreage for 2002 for the
crop/county/state).
If flag = “YB3” (match – if tax id on any type
10 primary and SBI record is found with
reported acreage for 2003 for the
crop/county/s tate).
If flag = “YB4” (match – if tax id on any type
10 primary and SBI record is found with
reported acreage for 2004 for the
crop/county/state).
If flag = “YB0” (match – if tax id on any type
10 primary and SBI record is found with
reported acreage for multiple crop years for
the crop/county/state).
When each 14 record comes in, search for
“New Producer Key” (state, county, crop, tax
id, tax id type) in the previous year tax ID
ISAM file (new producer ISAM/Dbase).
Must be spaces.

62

Duplicate Status

412

1

X(01)

Internal Use. Must be spaces.

63

Duplicate Reporting
Organization

413

2

X(02)

Internal Use. Must be spaces.

FCIC-APPENDIX III

14 - 10

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

Field Name

Begin
Pos

Size

Picture

Field Edits

64

Duplicate Company Number

415

3

9(03)

Internal Use. Must be zeros.

65
66

Duplicate Policy Number
Lockdown Plan Code

418
425

7
2

X(07)
9(02)

67

Lockdown Price Election

427

5

9(01)V9(04)

68

Lockdown Coverage Level

432

5

9(01)V9(04)

69

LSR Change Date

437

8

9(08)

Internal Use. Must be spaces.
Internal Use. Must be zeros. Plan code
submitted by the AIP at the later of the LSR
Lockdown date (timely submitted) or FCIC
Accepted Date (originally submitted/accepted
late).
Internal Use. Must be zeros. Price Election
Factor code submitted by the AIP at the later
of the LSR Lockdown date (timely submitted)
or FCIC Accepted Date (originally
submitted/accepted late).
Internal Use. Must be zeros. Coverage Level
submitted by the AIP at the later of the LSR
Lockdown date (timely submitted) or FCIC
Accepted Date (originally submitted/accepted
late).
Internal Use. Must be zeros. The last date the
price election, price indicator or coverage
level was modified by the AIP after LSR
lockdown.
MMDDCCYY format.

FCIC-APPENDIX III

14 - 11

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

Field Name

Begin
Pos

Size

Picture

70

LSR Transaction Code

445

2

9(02)

71

Lockdown Reduction Flag

447

2

9(02)

72

Lockdown Price Indicator

449

1

X(1)

73

Filler

FCIC-APPENDIX III

450

101

X(101)

14 - 12

Field Edits

Internal Use. Must be zeros. ISAM
Transaction Code
01: Timely Accepted
02: Price Election change after Lockdown
03: Coverage Level change after Lockdown
04: Both Price Election and Coverage Level
changed after Lockdown
05: Plan Code change (n/a to LSR)
06: Initially Accepted after Lockdown
07: Modified after Lockdown to Lockdown
Price Election, Coverage Level and
Price Indicator
08: Price Indicator change after
Lockdown
09: Both Price Indicator and Price
Election changed after lockdown
10: Both Price Indicator and
Coverage Level changed after lockdown
Reduction Percentage for the later of
Lockdown Date or FCIC Accepted Date
(timely accepted would equal zeros).
Internal Use. Must be zeros. Price Indicator
submitted by the AIP at the later of the LSR
Lockdown date (timely submitted) or FCIC
Accepted Date (originally submitted/accepted
late).
Must be spaces.

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

Field Name

Begin
Pos

Size

Picture

74

FCIC Control Time

551

4

9(04)

75

FCIC Control Date

555

8

9(08)

76

Reinsurance Year

563

4

9(04)

77

Batch Number

567

4

9(04)

78

Transaction Sequence
Number

571

8

9(08)

79
80
81

Transaction Rejected Flag
Transaction Source Flag
FCIC Initially Accepted Date

579
580
581

1
1
8

X(01)
X(01)
9(08)

82

FCIC Initially Accepted
Batch

589

4

9(04)

83

Filler

593

8

X(08)

Field Edits

Internal Use. Must be zeros. The time the
transaction batch file was received. (From
when transmission started) HHMM Format.
Internal Use. Must be zeros. The date the
transaction batch file was received. (From
when transmission started) MMDD CCYY
Format.
Internal Use. Must be zeros. The
Reinsurance Year. CCYY format.
Internal Use. Must be zeros. The sequential
number identifying the file that was submitted
by the AIP to FCIC/RMA.
Internal Use. Must be zeros. The sequential
number assigned to each transaction number
processed by DAS after it has been sorted.
Internal Use. Reserved. Must be spaces.
Internal Use. Reserved. Must be spaces.
Internal Use. Must be zeros. The date this
record was initially accepted by DAS.
MMDDCCYY format.
RMA Internal Use. The sequential number
identifying the file that was initially submitted
by the AIP to FCIC/RMA and accepted by
DAS.
Internal Use. Must be spaces.

* Data elements that must be accepted to meet timely reporting of an eligible crop insurance contract.
** Additional data elements that may be required, if applicable, to meet timely reporting of an eligible crop
insurance contract.
Notes:
1. If a type 14 record fails validation, all other type 11, type 13, type 14 , type 15, type 17, type 18,
type 19, type 21, type 22 and type 23 records will be rejected for the crop policy which failed.
2. All other type 10 and type 14 records to be timely-processed and to facilitate the policy holder
tracking system (PHTS) must be submitted to and accepted by FCIC within 30 days after the earliest sales closing
date for the crop(s) in the county.
3. Rate State and Rate County can only be different from Location State and County if a written agreement
is in effect.
4. DAS will not accept T14 until ADM records are available.

FCIC-APPENDIX III

14 - 13

RY 2005

June 18, 2004

Exhibit 14

FCIC-Appendix III

(INSURANCE IN FORCE RECORD – TYPE 14)
Format/Edits

Field
No.

Field Name

Begin
Pos

Size

Picture

Field Edits

5. A separate MPCI policy is allowed for acreage grown under contract with different seed companies for hybrid
seed corn or hybrid sorghum seed.
6. A warning message, error 14099, is issured to companies when price election, coverage level, or market price
indicator changes from the price election, coverage level, or market price indicator on the ISAM, and/or when
sales reduction is valued.

FCIC-APPENDIX III

14 - 14

RY 2005