Scottish Government

COMPLETING YOUR FIELD DATA SHEETS - IACS(3) and IACS(4)

Introduction

80. Your IACS(3) Field Data Sheet has 5 sections:

• Basic Information: Columns A-G;
• Land Eligibility: Column H;
• 2006 Claim Details: Columns I and J;
• Other Land on the holding: Columns K and L; and
• Land Management Contract Menu Scheme: Columns M and N.

Your IACS(4) Field Data Sheet has the first 4 sections listed above, but it does not contain columns M and N for the Land Management Contract Menu Scheme because LMCMS cannot be claimed on seasonal land.

All fields on your holding must be accounted for on your IACS(3) or on your IACS(4) (see paragraphs 81-110). The diagram on the middle pages gives an example of how to amend existing entries and enter details of your claim on an IACS(3) Field Data Sheet.

Parcels/Fields

81. A field is an area of land with fixed boundaries which are sufficient obstructions to prevent the field, together with any of its neighbours, being worked as a single field. Fixed boundaries usually consist of physical features, for example trees, hedges, wide streams and so on. A parcel is a continuous area of land on which a single crop is grown by an individual farmer. If a field is being used for more than one purpose (for example part of it has been set-aside), it contains two or more parcels. We do not allocate unique identifiers to parcels.

You must account for each field on the IACS(3) or IACS(4), and show parcel use separately in the same line, in columns I-N on the IACS(3) and in columns I-L on the IACS(4). See paragraph 85 for guidance on the completion of the IACS(3) and (4) when fields are being used for more than one crop.

Only fields of 0.1 hectares or more will be eligible for SFPS or count towards forage areas. The area declared or claimed on a SAF must be at least 0.3 hectares but an application may consist of more than one individual plot. The minimum set-aside plot size varies in relation to the width of a plot as follows:

• The minimum width for a set-aside plot is 10 metres wide at all points and 0.1 hectares in size.
• The minimum width for a set-aside plot next to permanent watercourses, hedges, woods, dykes and other environmental features is 6 metres wide and 0.05 hectares in size.
• These strips will be subject to compliance with specific management restrictions. These conditions will be similar to those for grass margins in Agri-Environment Schemes.

Note - There will be non-compliance penalties for breaking the set-aside rules.

82. If your field contains trees, you may include it in the SAF for SFPS purposes as long as the density of the trees allows cropping or grazing in the same way as on similar fields without trees. You cannot claim or declare unusable areas, such as woodland, roads, yards, buildings, ponds for SFPS. However, LMCMS applicants can declare woodland for allowance purposes, as well as for woodland planning and management options in columns K and L of the Field Data Sheets. The areas we printed on your FIS map are for the gross plan area of the field. This includes ineligible areas, such as rocky outcrops and buildings contained within the field. It is your responsibility to ensure that you deduct any ineligible land when you claim.

Field Margins

83. For the purposes of set-aside and ECS/ PCP claims, you may include field margins if the distance from the centre of the boundary to the edge of the crop is no more than 3 metres. Field margins can include additional features such as hedges, ditches and dykes, as well as uncropped strips. If the width of any field margin found at inspection is more than 3 metres we will deduct that whole area from your claim and apply penalties as appropriate.

Internal Features

84. For the purposes of set-aside and ECS/ PCP claims internal features forming part of the agricultural parcel eligible to be claimed are acceptable provided they are permanent features and their width is less than or equal to 2 metres. Internal features greater than 2 metres are acceptable for SFPS purposes.

Pre-printed IACS(3)s and IACS(4)s

85. The pre-printed IACS(3) allows you to amend the pre-printed details in columns B-F (columns B-J for the producers with permanent forage, but excluding columns E, F & G) and to complete the remaining columns to reflect your 2006 SAF claim and to declare the remaining land on your holding. The pre-printed IACS(4) will show the same detail in column B-F, but columns I and J will not be pre-printed.

IF YOU REQUIRE TO CHANGE ANY OF THE INFORMATION ON EITHER THE FIELD IDENTIFIERS OR THEIR GROSS AREAS, YOU MUST ALSO SUBMIT A COMPLETED LBCF ( see Annex 3) preferably before 15 MAY 2006. If you wish to query the entries in columns E, F or G you should contact your SEERAD Area Office.

If you declared more than one crop group for a field in 2005, we will show more than one line with the same field identifier. If you submitted an LBCF in 2005 which altered a field shown in your 2005 claim and this resulted in a new FID being allocated; only columns B-D will contain pre-printed information for the new FID.

86. The pre-printed IACS(3) and IACS(4) shows:

• Details of each field claimed in the 2005 SAF in the Basic Information columns B-G;
• The Main Farm Code number under which the SAF was submitted in 2005 (top left-hand corner), and the number of pre-printed sheets (top right-hand corner); and
• The LFA and Non- LFA boxes marked to show the relevant combination (at the top right hand corner of the sheet), if your 2005 SAF contained LFA or Non- LFA Scottish land.

87. For your 2006 SAF, amend the pre-printed IACS(3)s and/or IACS(4) rather than copying all your field information onto blank sheets. You will find it easier to complete your forms in the following order:

• Complete and amend as necessary your pre-printed IACS(3)s and IACS)(4)s; then
• Complete blank IACS(3)s and IACS(4)s for any additional fields; then
• Complete an LBCF (if required); then
• Complete and amend as necessary your pre-printed IACS(2).

88. PAY PARTICULAR ATTENTION TO THE PRE-PRINTED AREA INFORMATION. We will use the areas in columns D, E and F to check your claim in 2006. If you do not agree with the field boundaries on your map and areas in column D, complete a LBCF and send it with your SAF. If you have raised a LBCF which has not been actioned, do not raise another LBCF. Complete your SAF using the best information to hand. See Annex 3 for more details. If you wish to query the entries in columns E and F, you should contact your SEERAD Area Office.

89. Cross out any details that have changed since last year and enter corrections in the bottom half of each line. If you are entering new fields, use a new line for each field. Do not use the bottom half of each line for different fields. Declare at Section 8 of the IACS(2) that you have checked the pre-printed information and amended as necessary.

90. If in 2005 you claimed in more than one country, we will provide you with the relevant country's pre-printed SAF and FDS showing the land claimed in that country. You must complete these forms and return them to your SEERAD Area Office along with your Scottish SAF application.

Boxes at the top of the IACS(3) and IACS(4)

91. Note that you MUST:

• Show whether the land is LFA or Non- LFA (any single IACS(3) or IACS(4) sheet must contain land in only one classification); and
• Enter or amend if necessary your Main Farm Code number.

Basic Information Columns in the IACS(3) and IACS(4)

Columns A-G

92. This section asks for field by field (one field per line) information on your land and its location. You must complete columns B-D for each field, for all the land which you farm as a single business. Columns E, F and G, are for pre-printing purposes only and no entry should be made in these columns.

Column A: Farmer's Own Use

93. This column is for your personal use. You may note down any field name you know the field by. You do not have to use it. This information will not be included in next year's paper forms.

Column B: Farm Code Number

94. Every field must have the correct farm code. The farm code number of each field is shown in column B. Sub-farm codes that are different from the Main Farm Code will be printed in bold to highlight the change of farm code. If this code is not correct, carefully cross out the farm code shown and write the new farm code CLEARLY IN THE SAME BOX. Depending on the circumstances you may also have to complete an LBCF. IF THE FARM CODE IS NOT SHOWN OR YOU ARE COMPLETING A BLANK IACS(3) or IACS(4), ENTER THE RELEVANT CODE.

Column C: Field Identifier

95. Your Field Data Sheets show a unique 14-digit identifier for each field.

• If you have an outstanding LBCF on any field, complete your IACS(3) and/or IACS(4) using the following rules:
• For MERGED fields, claim on each field individually.
• For permanently SPLIT fields, use the existing field identifier to refer to each of the fields resulting from the split. Complete a separate Field Data Sheet line for each new field or part of field claimed.
• For MODIFIED fields, use the same field identifier.
• Check whether you need to raise an LBCF for any of your fields. If so, complete your IACS(3)s or IACS(4)s using the instructions above.
• Identify fields that you are claiming or declaring for the first time in 2006 on your IACS(3)s and/or IACS(4)s, using the unique field identifier. If you do not know this, CONTACT THE CURRENT/PREVIOUS OWNER/TENANT, TO CHECK IF UNIQUE FIELD IDENTIFIERS HAVE BEEN ALLOCATED. Otherwise, use the map sheet reference, followed by a forward slash (/) and the four digit OS number printed on the 1:2500 series OS map (e.g. NJ/3760/2701), or else use your farm code number/sequential field number (e.g. 123/4567/1) and raise a LBCF. You are advised to send in your LBCF along with your SAF by 15 May 2006. You must also supply a map showing the fields. See Annex 3 for guidance on how to complete the LBCF and on the mapping requirements. We cannot pay you until these fields have been given unique identifiers and been checked against the field register. We will update your claim with any identifier information that becomes available.

Column D: Total Field Area

96. The total area of the field (in hectares to 2 decimal places) is shown in column D of the pre-printed IACS(3) and IACS(4). If the entry is not correct, cross it out and enter the current total field area in the space below. IF YOU THINK THAT THE AREAS SHOWN ARE WRONG, COMPLETE AN LBCF AND PROVIDE EVIDENCE OF YOUR AREA MEASUREMENT, AS EXPLAINED IN ANNEX 3. Complete column D if you are using blank IACS(3)s or IACS(4)s for new fields or if you did not receive pre-printed sheets.

Column E: Maximum Eligible Area for SFPS

97. We have included the maximum area eligible for each field from our current records to help you claim the correct area. The figure shown has been calculated from the total field area of the field less any areas known to be ineligible. This figure may not take account of Agri-Environment pond creation or Forestry measures (see column G) or other ineligible land. You should ensure that when you claim for this field you take into account any such ineligible land. Where there is no entry in column E we have no eligibility data recorded for this field. In this situation you must not enter a figure in this column. Contact your SEERAD Area Office to confirm eligibility.

Column F: Maximum Eligible Area for SFPS set-aside

98. You cannot claim for land ineligible for SFP set-aside. We have included the maximum area eligible for each field from our current records to help you claim the correct area. The figure shown has been calculated from the total field area of the field less any areas known to be ineligible for SFP set-aside. This figure may not take account of Agri-Environment or Forestry measures (see column G) or other ineligible land. Where there is no entry in column F we have no eligibility data recorded for this field. In this situation you must not enter a figure in this column. Contact your SEERAD Area Office to confirm eligibility.

Note:

• Fields where grass, (identified as codes PGRS, TGRS, WDG or RGR are declared as Forage/Other Land, or Common or Shared Grazing) was consecutively claimed from 1998 to 2003 are identified as Permanent Grass, are ineligible for set-aside, and zeros will be entered in column F.
• Where grass was not claimed in 2003, but another crop was, the field is eligible for set-aside.
• Where grass was claimed in 2003, but another crop was claimed in the years 1998 to 2003, the field is eligible for set-aside.
• Where grass was claimed in 2003, but cannot be traced consecutively back to 1998 and no other crop code is found prior to the last year in which Grass was claimed, and the eligible area cannot be determined, asterisks, (**********) will be printed in column F.
• If the field was not claimed in 2003, or set-aside eligibility cannot be determined for any other reason, asterisks, (**********) will be printed in column F.
• Split usage of fields between grass and another crop (including set-aside) since 1998 will be shown as ineligible for set-aside. Please check with your SEERAD Area Office to check for eligibility.

Column G: Agri-Environment or Forestry measure in field

99. As explained in paragraphs 97 and 98, the areas pre-printed in columns E and F may not take account of existing Agri-Environment or Forestry measures. The entry in this column tells you that the field in question may contain an actual Agri-Environment or Forestry measure. In these cases your field will have a tick (âœ") recorded in the column, otherwise it will be left blank. Before entering your claimed/declared area in either columns J or L, you should consider carefully the areas pre-printed in columns E and F and contact your SEERAD Area Office regarding the fields eligibility.

Column H: Land Eligibility

100. IACS(3) - The land you are using must be at your disposal for a continuous 10 month period. There can be two different 10 month periods for different land parcels on your holding. The start dates must be between 1 October 2005 and 30 April 2006.

In this column, for land that meets the 10 month rule, enter either "1" or "2" to indicate the start date taken from Section 2 - (Land Eligibility) of your IACS(2).

101. IACS(4) - If you have seasonal land for 7 months or more, but less than 10 months, enter "3" against the relevant field. This land will not qualify for the SFPS 10 month rule, but may be used for the 2007 LFA scheme and the LMCMS allowance, provided that:

• The land is available and accessible for at least 7 months starting between 1 January and 31 March 2006;
• The leasing arrangements cover 15 May 2006; and
• The land is close enough to your permanent holding to make its seasonal use viable.

2006 Claim Details

Column I: Use in 2006 and Column J: Area

102. All land entered in these columns will establish your Standard, National Reserve and Set-Aside entitlements. You must enter an equal amount of eligible hectares to establish all your entitlements shown in Section 1 of the IACS(2). After this land is validated we will activate (pay) on all your entitlements. All crops compatible with SFPS are shown in Annex 2.

Note 1 - If you have set-aside entitlements you must set aside a hectare of land for each set-aside entitlement. See paragraph 3.1 of the SFPS Notes for Guidance.

Note 2 - If you made a National Reserve application which results in an increase in the amount of your eligible hectares you must ensure that you declare sufficient land to match all your entitlements. See paragraph 5.2 of the SFPS Notes for Guidance.

DO NOT enter in Columns I and J:

• Any share you have in common grazings;
• Non-compatible SFPS crops shown in Annex 2.9;
• Land you let out on a seasonal basis.

103. You must enter details of common grazings separately in Question 2 of your IACS(2). If you have a share in common grazings we will credit you with a proportion of the total area of the grazing according to your share. Note - If you share a grazing with other farmers, you must enter the appropriate area in these columns i.e. if you have a half share of a 10 hectare field, enter 5 hectares in these columns.

104. For permanent forage we have shown the area, to 2 decimal places, of each field that you declared in 2005 in columns I and J of the IACS(3), taking account of ineligible areas.

Note:

• If a field was claimed as permanent forage in 2005 (i.e. PGRS, RGR or WDG), then columns I and J of the IACS(3) will be pre-populated in 2006 with permanent forage data subject to the following rules:
• If the field also consists of parcels other than permanent forage (i.e. other types of forage or arable claimed or other land declared) then nothing is turned round in columns I and J.
• If the field was wholly claimed as permanent forage in 2005 (i.e. wholly PGRS, RGR or WDG) then columns I and J will be populated from your 2005 claim data but will be capped by the areas pre-populated in column E.
• If the field was claimed as permanent forage (i.e. PGRS, RGR or WDG) and also allocated as a common grazing in 2005, then nothing is turned round in columns I and J.
• If the field has multiple uses (i.e. combination of PGRS, RGR or WDG) then columns I and J will be populated from your 2005 claim data if the sum of all the parcels does not exceed the areas pre-printed in column E. If the sum of all the parcels exceeds the areas preprinted in column E, then nothing is turned round in columns I and J.

105. If the land use or area printed is not correct and you require this land to establish your entitlements, cross out the entry shown and enter clearly in the same box, the land use and the area in 2006. When completing blank IACS(3)s and/or IACS(4)s enter in:

• Column I - the use of the land in 2006 ( using the codes in Annex 2); and
• Column J - the area (in hectares to 2 decimal places) which you are declaring in 2006.

Note:

• If you wish to claim for PCP use the codes specific to the scheme in Annex 2.2.
• If you wish to claim for ECS use the codes specific to the scheme in Annex 2.1. You can claim for ECS on non-compatible SPFS crops, by adding (-E) suffix to the codes shown in Annex 2.9. The crops should be entered in columns K and L.
• Where a field is being used for more than one use, two crop codes and areas can be accommodated in the same line by using the top and bottom halves of the column boxes. Where there are more than two uses in the same field, the third use must be entered in a new line.

Other Land on the Holding

Columns K and L

106. Your IACS(3)s and/or IACS(4)s must include all usable fields on your holding. Use columns K and L for any fields or parcels not already entered in columns I and J. Use the codes in Annex 2.

Include:

• Land let out to others;
• Land used for non- SFPS purposes i.e. land not required to establish your entitlements ( see Annex 2.1-2.7) and/or land that is not compatible with SFPS (see Annex 2.9); and
• Land not entered elsewhere on the IACS(3) which is being claimed for the PCP and ECS.

107. Do not include:

• Non-usable land, for example roads, yards, buildings and ponds.

  Enter in:

• Column K - use of the land ( using the codes in Annex 2); and
• Column L - the area (in hectares to 2 decimal places) of your other land in 2006.

Land Management Contract Menu Scheme ( IACS(3) only)

Columns M: Use of Land and N: Area

108. If you are claiming for options 6-17 of the Land Management Contract Menu Scheme (except option 15 b-g access capital items), in addition to completing your LMCMS(2), you must also enter details in these columns of the IACS(3). Enter in:

• Column M - the use of the land in 2006 ( using the codes in Annex 2); and
• Column N - the area (in hectares to 2 decimal places) or length (metres) which you are declaring in 2006.

Area Total Boxes (at the foot of the IACS(3) and IACS(4))

Total Boxes

109. These boxes can help you keep track of the total areas per Field Data Sheet for each type of main crop group, set-aside and your ECS and PCP claims. You do not have to use them, but you may find them helpful. Enter the sum total of the areas for each main crop group, set-aside, ECS and PCP claims in Question 4 of the SAF. It is important that you add the totals correctly, and transfer them to the SAF. Use the boxes in the top right hand corner of the Field Data Sheet to enter the sheet numbers, for example '1 of 7', '2 of 7' etc. If you have pre-printed numbers in these boxes which are not correct, cross out the incorrect numbers and enter revised figures.

Signature

110. Either you, or in the case of an IACS group, a representative who has the necessary written authority to act for each of the legally separate businesses, or your authorised agent, must sign and date each IACS(3) and IACS(4), provided you are over 16 years of age. If any IACS(3) or IACS(4) is unsigned or undated, we will return it to you. Attach your IACS(3)s and IACS(4)s securely to your completed IACS(2).