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Processed Products Establishment Inspection Manual

Chapter 1 - Registration of Establishment

1.1 Legal Requirements

1.2 Applicants Steps for Registration

1.3 Fees

1.4 CFIA Responsibilities

1.5 Registered Establishments

Appendix 1-1: Notice of Pending Expiry
Appendix 1-2: Notice of Expiry
Appendix 1-3: Cancellation of Expired Registration

1.1 Legal Requirements

1.1.1 Registration Requirements

Registration is required to enable an establishment preparing processed fruit and vegetable products regulated under the Processed Products Regulations (PPR):

  • export them (either under the establishment's own label or that of a buyer or first dealer),
  • trade them interprovincially (either under the establishment's own label or that of a buyer or first dealer),
  • apply a Canadian grade mark to the applicable products.

The following terms are defined in the Section 2.(1) of the Processed Products Regulations:

  • "Establishment" means any place in which fruits or vegetables, or any product thereof, are prepared for food;
  • "Registered Establishment" means an establishment that is registered pursuant to subsection 11(1) of the PPR
  • "First dealer" means any person operating as a wholesaler, retailer or distributor who buys and sells under his own private label any food product prepared for him in a registered establishment.
  • "Processed" means canned, cooked, frozen, dehydrated, concentrated, pickled or otherwise prepared for food to assure preservation of a food product in transport, distribution and storage but does not include the final cooking or preparation of a food product for use as a meal or part of a meal such as may be done by restaurants, hospitals, food centres, catering establishments, central kitchens or similar establishments where food is prepared for consumption rather than for extended preservation.

Sections 10 and 11 under Part II of the PPR outline the procedures for registering an establishment.

Sections 13 to 17 under Part II of the PPR outlines the conditions that an establishment must meet in order to become and remain registered.

Section 13 of the Canadian Agricultural Products Act (CAPA) outlines the conditions of Registration and operation of an establishment as a registered establishment under this Act, and states that the establishment and all agricultural products in it are subject to this Act and its Regulations. Products subject to the PPR and produced in a registered establishment must meet all of the requirements (grades, standards, etc.) of the PPR even if the products do not leave the province of origin.

Please note that all local and provincial ordinances and codes must also be observed.

1.1.2 Determining which establishments need to be registered

The following guidelines are applied in determining which establishments must be registered. These guidelines apply in addition to the conditions in section 1.1.1

  1. Activities such as picking, sorting and washing the raw materials (the fresh fruits and vegetables) that go into making processed products are excluded from the provisions of sections 56 and 59 of the PPR. These fresh raw products are dealt with under the Fresh Fruits and Vegetables Regulations. Establishments that pick, sort and wash the fresh fruits and vegetables, which are then sent to a processor, are not subject to registration under the PPR.
  2. Any establishment which processes fresh fruit and vegetables from their own farm into processed products is subject to registration because the actions they perform on the fruits and vegetables are considered both "preparation" according to the CAPA and "processed" according to the PPR.
  3. Sections 56 and 59 of the PPR are not restricted to food products processed but extend to products prepared in a registered establishment. Thus, establishment that undertakes any preparation action in respect to a processed product (after the agricultural products are processed) is also subject to registration for the purpose of sections 56 and 59. Establishments that prepare an already-processed food product are also subject to registration.

Processing means canning, cooking, freezing, concentrating, pickling, or otherwise preparing a food product to assure preservation of the food product in transport, distribution and storage.

Preparation includes processing, slaughtering, storing, inspecting, grading, packing, assembling, pricing, marketing and labelling an agricultural product.

Preservation can include freezing, thermal processing, acidifying, fermenting or aseptic processing.

Packing can include placing the food product in metal cans, retortable pouches, bottling, aseptic packaging, plastic bags or cardboard containers.

Examples which apply these guidelines:

Scenario 1: A Canadian farm picks, cleans and packs blueberries into cartons in the field. They are shipped to the USA to be frozen. The farm then imports the frozen fruit back into Canada for sale.

Interpretation: Registration is not required (1.1.2 guideline 1). The product was exported under the Fresh Fruit and Vegetable Regulations. The product would be imported under the Processed Products Regulations (e.g., must be accompanied by an import declaration, may require a Ministerial Exemption or LTL Label Approval Number).

Scenario 2: Fruit is picked in a particular province, then cleaned in a barn, roughly packed in large flats and shipped to another province, where it is inspected, sorted and cleaned, packaged and frozen. A Canada grade mark is applied to the packaging. The product is then sold in the province in which the freezing portion of the process had taken place.

Interpretation: The grower in the first province does not have to be registered, as the fruit is being shipped under the Fresh Fruits and Vegetables Regulations. The establishment preparing and freezing the product must be registered because they are applying a Canada grade. If a Canada grade was not applied and the product was sold in the province in which it was prepared, packaged and preserved, no registration would be required and the product would not be subject to the PPR. If the frozen product was shipped back to the original province, the establishment preparing, packaging and freezing would require registration and the product would be subject to the PPR and therefore must be graded accordingly.

Scenario 3: An entrepreneur prepares 5000 cases (12 jars/case) of dill pickles, packed in glass. Processing is conducted in a rented church kitchen. This activity takes place once per year, over a one month period, usually in the fall at harvest. The product is sold at farmer's market within the province.

Interpretation: Registration is not required when product is sold within the province and the product is subject solely to the Food and Drug Regulations and Consumer Packaging and Labelling Regulations.

Scenario 4: A company ferments pickles and ships them in bulk to a packer in the same town. The packer bottles, labels and sells the pickles within the province.

Interpretation: Neither establishment needs to be registered and the product is subject solely to the Food and Drug Regulations and Consumer Packaging and Labelling Regulations.

Scenario 5: A registered establishment prepares and preserves pickles and ships them to a packer in the same town. The packer bottles, labels and sells them outside the province.

Interpretation: The packer needs to be registered because the product is shipped outside the province.

Scenario 6: A company prepares, ferments, bottles and labels pickles for a first dealer who sells them outside the province of origin.

Interpretation: The company must be registered, because the product is being shipped outside the province. The first dealer does not need to be registered.

Scenario 7: Several entrepreneurs will share a common facility to product their products. They will each pack for a certain period of time under their own labels. The products will be sold outside the province.

Interpretation: The facility must be registered, but it can only have one establishment number. It will be registered to one operator (as selected by the applicants) and the other users will be named in the "Also Doing Business as" section of the Application for Registration. The operator will be responsible for ensuring that the conditions of registration are met and maintained. It will be the operator's responsibility to address deficiencies noted when the other users are processing and preparing in the facility.

1.1.3 Products Regulated under the Processed Products Regulations

All regulated products are indicated in PPR Schedules I, II and III. An establishment processing and shipping interprovincially or internationally, or applying a grade to any of these products must be registered. Depending on the schedule in which the product is included, different regulatory requirements apply:

Schedule I: Canned and Frozen Fruit and Vegetable Products

Graded Products: For these products, grades are required and substandard grades are not allowed unless the product is marked "substandard" (PPR, Section 38.(2)). The product must meet the compositional standard defined under each grade.

Optional Grades: For these products, grades are optional and substandard grades are allowed when no grade is declared. The product must meet the compositional standard defined under each grade.

Schedule II: Canned and Frozen Fruit and Vegetable Products

Standards of Identity: For these products, no grades exist. The use of the standard of identity name is permitted only if the product meets the compositional standard.

Schedule III: Canned and Frozen Fruit and Vegetable Products

Standard Containers: Contains all the products for which standard containers apply.

Note: for some products, only standard containers apply. Establishment preparing such product must be registered. For example, no grade or standard of identity exists for baby foods, but there are standard requirements. Therefore, establishments processing baby foods (excluding frozen) must be registered.

Please refer to your local CFIA inspection office or consult the PPR for more information on product standards.

1.1.4 Products Regulated Under Other Regulations

Registration with CFIA is required for any establishment producing fish products, maple products, honey, dairy products, meat and poultry products. Please refer to your local CFIA inspection office to obtain more information.

Products not covered under a standardized agricultural products legislation (e.g.: coated french fries, jams with alcohol, bakery products, peanut butter) fall under the Food and Drug Act and Regulations, the Consumer, Packaging and Labelling Act and Regulations, and other relevant legislation. At this time, there are no registration requirements for establishments producing these products; however, they are still subject to CFIA inspection.

1.2 Applicant's Steps for Registration

1.2.1 Applicant Forms

The following two forms must be submitted to the local CFIA inspection office:

Following are instructions on completing the forms.

1.2.1.1 Application for Registration of an Establishment

  1. Type of Application: Check the appropriate box.
    • New: For a new establishment or when the location of an establishment has moved;
    • Renewal: For the annual renewal of the registration Establishment registrations must be renewed every 12 months, counting date the date on which the registration was issued);
    • Revision: For any changes made to the legal name of the establishment or the address of the processing establishment (the location of the establishment has not moved).
  2. Preferred Language of Correspondence: Check the appropriate box.
  3. Existing Registration Number (if applicable): For renewal or revision, indicate the registration number assigned to the establishment.
  4. Legal Status of Business: Check the appropriate box.
    • Corporation or Limited Company: This consists of a legally registered or incorporated entity. The business name usually includes Ltd. or Inc. in the title. The business must be federally or provincially registered. Copies of official articles of incorporation or other registration documents are required. Example: National Preserves Inc.
    • Partnership: When two or more people operate a business, they may form a partnership. This partnership must be federally or provincially registered. Example: Mike Smith and Sons.
    • Individual: This consists of one person operating a business. This person can operate without a business registration or documentation as long as the person's first name and surname are used in the business name. Example: John White's Preserves. An individual can operate a business without using their own name in the business name but in that case the name should be registered.
    • Co-operative: This is a business such as a farmer co-operative that has been created under the Co-operative Act. This business must provide legal documents establishing the co-operative. Example: Frozen Blueberry Packers Co-operative.
  5. Legal Name of Business as Registered
    • Please ensure that the company name recorded on the form is exactly the same as the legal name on the articles of incorporation partnership documents on the documents establishing the co-operative. Under the "Also Doing Business as" heading the applicant should indicate each additional commercial or operating name which they use.
    • In the case of shared facilities, the legal name of each business or individual (other than the applicant) using the premises to process food products must be indicated in the "Also Doing Business as" section.
    • In cases where the company name is not registered or incorporated, or not partnership or co-operative exists, the complete name of the individual requesting registration must be in the "Legal Name of Business" section. The company or operating name used by the individual should be included under "Also Doing Business".
  6. Street Address or Legal Description of Location of Establishment:
    • Please note that there is a separate box to indicate the mailing address. When a postal box number is available it must be shown in the box assigned for the mailing address.
    • Urban Areas : The street number, street name, town and province are acceptable as the legal address to be indicated in this box.
    • Rural Areas : The street number, street name, town and province are acceptable as the legal address to be indicated in this box. However, where street numbers and names are available, the legal address in use in the province must be identified. The Ontario format is as follows: lot, concession, township and municipality or county. In the Atlantic provinces, some places are still only identified by a registered survey number.
  7. Mailing address (if different): Please indicate the complete mailing address including postal code. If the mailing address is different or the same as the physical address, "same as above" is an acceptable entry in the "Mailing Address" box. When a P.O. box number is available it must be shown in this box.
  8. Telephone and Facsimile: Provide the telephone and facsimile numbers of establishment or operator.
  9. Name and Address Including Postal Code of Applicant: In this box, please indicate the name, title and address of an individual who will be the contact for registration. This is the address to which all future registration correspondence will be sent. If the address of the applicant is exactly the same as in the above fields, indicate "same as above". For the smaller businesses, the address may be the address of the establishment or a personal address. For larger corporations, the address may be the establishment address or the address of the head office. This box may also be used to indicate the e-mail address of the contact, where available.
  10. Telephone and Facsimile: Provide the telephone and facsimile numbers of the applicant if different from the establishment's numbers
  11. Partnership/Individual Ownership: This box only needs to be completed for partnerships or individual ownerships. Provide the names, titles, and addresses of all parties involved in the business. If more room is required for this information another page can be attached.
  12. Signature: The person who signs the form must be a responsible person within the company (i.e., a director or shareholder) and must ensure that all information on the form is correct before signing. In addition to the signature, please print date of request, and identify the title or official capacity of the person who signs the form.
  13. Agency Use Only - this area is reserved for agency officials to sign, date, and make any necessary comments after reviewing the applications.
  14. Reverse Side of Application

    Please check the "Processed Products Regulations" box. This application form is only for PPR registration, so do not check other boxes even if the establishment is or wishes to be registered under other regulations. An entirely separate application form will need to be filled out to apply for registration under other regulations.

1.2.1.2 Descriptive Profile of Applicant Establishment for Processed Products

A Descriptive Profile should always accompany the "Application for Registration of any Establishment" form. It is important to complete the Descriptive Profile properly. The information provided on this profile is required to identify the type of the establishment and the type of products produced. This information is essential in planning the inspection schedule.

  1. Name of the establishment

    The name of the establishment must correspond with the name on the "Application for Registration of an Establishment" form. It is important to complete the Descriptive Profile properly. Also the address of the processing establishment must be provided.

  2. Type of Establishment Please check the box that applies to the appropriate type of establishment. For establishments registered under the PPR, the options are:
    • ALAFP/LAFP (Acidified Low-Acid and Low-Acid Food Products) or
    • OTLA (Other Than Low-Acid Food Products).
    • For information on establishment products and types see section 1.3.2. If an establishment wishes to be registered for more than one commodity group (i.e. OTLA - Other Than Low-Acid Food Products and MP - Maple Products Packing Plant) a separate set of application forms must be filled out for each commodity group.
  3. Commodities Packed - Indicate all products produced or packed.
  4. For Internal Use

    Comments: This area is reserved for Agency officials to make any comments regarding the registration.

    Registration Recommended: Once the application has been reviewed, an Agency official will check the appropriate box. The recommendation will then be signed and dated by the responsible Agency official.

  5. Reverse side of Descriptive Profile:
    • Direction (Map) to Location of Establishment: Please make a schematic drawing of the location, especially if the establishment may be difficult to find. A map is not necessary when renewing a registration as long as a map has been provided previously and/or the inspector knows how to find the plant.

1.2.2 Construction and Equipment Requirements

Buildings exterior, interior and surrounding areas must be designed, constructed and maintained in a manner to prevent conditions which may result in the contamination of food.

Materials used to construct buildings and equipment should be on the CFIA's Reference Listing of Accepted Construction Materials, Packaging Materials and Non-Food Chemical Products. It is an excellent reference when deciding on construction materials and equipment. All direct food contact surfaces must be listed in the Reference Listing.

The Processed Products Program does not register or approve blueprints or pieces of equipment.

More details on construction and equipment requirements can be obtained through your local CFIA inspection office or by referring to Chapter 4 of this manual.

1.2.3 Written Program Document

There are regulatory requirements (PPR, Sections 13 to 17) for establishments to have developed, documented and implemented programs to control factors not directly related to manufactured controls but essential in any food establishment. These are universal steps or procedures that control the operational conditions within a food establishment allowing for environmental conditions that are favourable to the production of safe food.

  1. Sanitation Program (required for the registration under PPR, sections 10(2) and 16(2)): This program must be reviewed and approved by the responsible inspectors prior to registration. The inspector may require some changes to the programs if it is incomplete or if some improvements are needed.
  2. Pest Control Program (PPR, section 16(8)): This program has to be developed and maintained by the establishment.
  3. Recall Plan (PPR, section 30.2(d)): This written program is to be developed by the establishment, when processing Low Acid Foods and Acidified Low Acid Foods
  4. Process Files (PPR, section 30.2(a)(i)): This written program is to be developed by the establishment, when processing Low Acid Foods and Acidified Low Acid Foods

The last three supplementary programs do not have to be reviewed and approved by the responsible inspectors prior to registration. However, all written programs must be based on the standards and regulations as stated in the CAPA and the PPR.

More details on these programs can be obtained through your local CFIA inspection office or by referring to Chapter 4 of this manual.

1.2.4 Suggested References

Acts and Regulations

The Regulations are available on the CFIA Website: (www.inspection.gc.ca/english/reg/rege.shtml)

Reference Listing of Accepted Construction Materials, Packaging Materials and Non-food Chemical Products

  • This is a current list of materials and non food chemicals which have been found by Health Canada and CFIA to be acceptable for use in establishments operating under the authority of the CFIA. The primary purpose of this publication is to provide a ready made reference for both inspection personnel and representatives of the managerial staff of establishments, to indicate the acceptance status for products intended for use in establishments. The inclusion of the name of a product in this list is not to be construed as an endorsement of that product.
  • You can contact your local CFIA inspection office for information on how to obtain approval for the use of new materials or products in establishments.
  • Other useful information (e.g. Food Safety Enhancement Programme (FSEP) and (HACCP) can be found on the CFIA Website.

1.2.5 Internal Establishment Inspection

Prior to submitting an application to be registered, the establishment management is expected to carry out independent sanitation audits of their food processing facility, based on the CFIA program requirements, and to make appropriate corrections based on their findings.

1.2.6 Application Submission

A complete registration package must include the following:

  • Application for registration of an establishment (CFIA/ACIA 3043)
  • Descriptive Profile of applicant establishment for processed products (CFIA/ACIA 3382)
  • Sanitation Program (as required by PPR, Section 10(2).
    • An approval note from the inspector is acceptable for lengthy programs.
  • Corporate Papers (if applicable, photocopies are permitted;
  • Registration Fees (see section 1.3); and,
  • For establishments requesting reduced inspection fee, a Letter of production volume or estimated production volume for the coming year.

The required forms are available at /english/for/mpppe.shtml.

The application package should be forwarded to the local CFIA inspection office for new applications, arrangements must be made for a pre-registration establishment inspection.

1.3 Fees

1.3.1 Purpose of Inspection Fees

Fees are based on the Processed Products Fees Order that can be found on the CFIA Website (/english/reg/cfiaacia/feesfrais/part_13e.shtml). This order states that a fee is payable for the registration of an establishment, or the renewal of an existing registration, on a yearly basis. Fees are also applicable for label registration. The purpose of the fees is to cover part of the costs associated with inspection activities.

1.3.2 Establishment Registration Fees

Registration Validity Period

  • All establishment registrations will be valid for one year, from the date of registration. The expiry date will be indicated on the Certificate of Registration.

Registration Fees by Type of Operation

  • The annual fees payable for the registration of a processed fruit and vegetable establishment are as follows:

* Plus applicable taxes

Table 1-1 Registration Fees
Level of Inspection Service Acidified and Low Acid Food Products Other than Low Acid Food Products
Full $2710* $850*
Reduced $625* $300*

1.3.2.1 Level of Inspection Service

The Processed Products Fees Order does not define the terms full inspection service and reduced inspection service but make reference to the definitions in this manual. These definitions are as follows:

  1. Full Inspection Service: The full inspection service status applies to all establishments not meeting the criteria for reduced inspection service status, as defined below.
  2. Reduced Inspection Service: Operators of establishments may apply for reduced inspection service status if the following criteria are met:
    1. The establishment's annual production of PPR-regulated foods is not greater than 250,000 kg. This volume does not include commodities covered by other legislation (Dairy, Meat, Honey, Fish, Eggs) or products subject solely to the Food and Drugs Act and Regulations. A statement of the production volume for the previous year must be provided with the application for registration. For new establishments, a statement of the estimated production volume for the first year of production is acceptable. In subsequent years, volume of production for the previous year must be submitted. An audited statement may be required.
    2. The Overall Establishment Rating is "Acceptable" when the application is made. Lower fees are justified by the fact that fewer resources are required for the inspection of smaller establishments, if they maintain a good record.

1.3.2.2 Type of Products

The following terms (except Other than Low-Acid Food Products) are defined in sub-section 2.(1) of the PPR:

  • Acidified Low-Acid Food Products (ALAF): A food that has been acidified or fermented so as to obtain an equilibrium pH of 4.6 or lower after heat processing.
  • Low-Acid Food Products (LAF): A food product any component of which has a pH value above 4.6 and a water activity (Aw) above 0.85 after thermal processing.
  • Other than Low-Acid Food Products (OTLA): Any food product not covered by the first two categories. Lower fees will be applied to establishments producing OTLA food products because of the lower risk associated with the production of these products.

1.3.3 Refunding Establishment Registration Fees

Refunds will be handled on a case by case basis using the following guidelines:

  1. A refund could be issued to an establishment that wishes to de-register; they must be in good standing and must apply to their local Regional Program Officer or Area Program Specialist in writing, who will forward the request to the Director of the Accounts Receivable Service Centre.
  2. A refund will not be issued for a de-registration (cancellation) due to non-compliance.
  3. A refund will not be issued for a change of ownership, since the Registration Certificate is non-transferable. The previous owner will forfeit any "unused" portion of their registration fees and the new owner will pay for a full year as a new applicant would.
  4. If granted, a refund will be based on the length of time remaining in the registration period, calculated to the nearest month.
  5. There is no fee for processing a refund.

1.3.4 Label Registration Fees

Canadian and imported products labels of processed products falling under the authority of the PPR must meet the marking requirements and must be registered (Canadian and imported LTL products labels only) by the CFIA, as stated in Part IV of the PPR.

Registration fees are $100 for a new label, and $45 for a change to an already registered label (There is no charge for registration of labels for imported LTL products labels.). There is no charge for universal changes which are required by the CFIA (i.e. Change in the Regulations). For new label applications, applicants must submit three copies of each label and one completed copy of the Request for Registration of Labels, Markings and Containers Form (CFIA/ACIA 1478), available at the end of this chapter and on the CFIA Website: http://www.inspection.gc.ca/english/for/pdf/c1478e.pdf. Please contact your local CFIA inspection office for more details on the application procedure.

1.4 CFIA Responsibilties

1.4.1 Establishment Registration Package Review by the inspector

The registration package, as described in section 1.2.6, will be reviewed by the inspector and any missing information required will be requested from the establishment. Once the registration package has been reviewed and the registration fee has been paid, an inspection time will be arranged with the establishment managers.

1.4.2 Establishment Inspection

The establishment will receive an in-depth inspection (conducted using MCAP using the reserved registration #) in order to assess compliance with Sections 13 to 17 inclusive of the PPR. The Inspector will generate a MCAP worksheet so that all of the applicable tasks in Chapters 4 and 5 of this manual can be assessed for compliance before registration.

Inspectors will discuss results with establishment management. An Inspection Report (CFIA/ACIA 0992), noting all deficiencies, will be left with the applicant. The MCAP worksheet will be kept on file by CFIA. Prior to registration, the applicant must correct the deficiencies associated with sections 13 to 17, noted on the report and contact the inspector to verify that all regulatory requirements are met. An acceptable action plan must be submitted to address all remaining deficiencies.

In this case, registration can be recommended.

1.4.3 Recommendation to Register

When Operations has reviewed the required documents and the inspection report, and has determined that the applicant-establishment meets all the registration requirements, the Supervisor or Regional Program Officer will sign and date the Descriptive Profile (CFIA/ACIA 3382) and select "Yes" under "Registration Recommended". The package is then sent to the Area Program Network Specialist along with the proof of fee payments.

The Area Program Specialist will review the application package then sign the Application for Registration of an Establishment form (CFIA/ACIA 3043) in the "Agency use only" section and issue the Certificate of Registration. A copy of the Certificate of Registration, the Application for Registration and the Descriptive Profile) will be sent to Headquarters to officially enter the establishment in the National Registration List.

A reserved registration number may unofficially be provided to an applicant/establishment who wishes to prepare in advance labels and cartons for printing; however the applicant/establishment must be informed that no interprovincial and/or export trade is allowed prior to receiving their Certificate of Registration. A reserved number can be obtained from the Area Program Network Specialist, who will request it from the National Program Officer by providing the applicant's name, address and establishment type (ALAFP/LAFP or OTLA - see section 1.2.1.2).

1.4.4 Certificate of Registration

Formal acknowledgement of an establishment's registration is confirmed through the issuance of a Certificate of Registration. The Certificate of Registration is sent to the establishment and is accompanied by a letter explaining the meaning and conditions of registration. The "Date of Registration" shall be the date on which the Certificate is issued. The Certificates of Registration must be renewed annually with fee payment unless registration suspension or cancellation is invoked or registration is revoked.

1.5 Registered Establishment's Responsibilities

1.5.1 Responsibilities

After the processed products establishment becomes registered, its operator has several obligations and responsibilities:

  1. Establishment and Label Registration Fees: The establishment and label registration fees must be paid upon application and upon the renewal due date.
  2. Certificate of Registration:
    1. The Certificate of Registration must be posted in a conspicuous place in the establishment for the period during which it remains in force.
    2. The Certificate of Registration cannot be assigned or transferred to another establishment, location, owner, leaser or renter.
  3. Establishment Registration Number: The registration number assigned to the establishment must be marked on one panel of the shipping cartons for all food products subject to the PPR. The registration number can also be applied to products subject solely to the Food and Drug Regulations, which are prepared in a Registered Establishment.
  4. Label Registration Requirements: All labels of food products subject to the PPR must meet the marking requirements and must be registered by the CFIA, as stated in Part IV of those Regulations. The operator of a registered establishment shall keep in the establishment the Notice of Label Registration and a sample of every registered label used in the establishment.
  5. Assistance to Inspectors: During an inspection, investigation, or sampling activity, the registered operator must provide to the inspector reasonable assistance to enable them to carry out their duties and must also provide to the inspector the information required as stated in Part V, Section 48 of the PPR.
  6. Sampling: The operator must supply, free of charge, samples as requested by the inspector for grading and analysis as stated in Section 21(1)b of the CAPA and Section 23(1)a of the Food and Drugs Act (FDA).
  7. Maintenance and Operation: The establishment must be maintained and operated in accordance with the Regulations.
  8. Operational Changes:
    1. The operator must inform the local inspector prior to undertaking changes, such as:
      1. Structural expansion or renovation;
      2. Process alterations or additions (freezing, canning, retorting, process flow);
      3. company name.
    2. The local inspector will indicate to the operator if new documents or forms must be submitted and if a new certificate will be issued. An inspection of the new installation or the establishment may be required.
  9. Change of Ownership or Physical Location: The establishment should notify the inspector prior to a change in ownership or physical location. The establishment will be treated as a new applicant. They must apply for registration (see section 1.2) and will be subject to an inspection as per section 1.4.2
  10. Closure: The local inspector should be notified in advance if the establishment plans to cease operating and close. A Letter of Cancellation (Appendix 1-3) will be sent, and arrangements will be made to retrieve the Certificate of Registration from the establishment. The Registration Number will be held for two years in case of re-registration.

1.5.2 Renewal Procedure

CFIA Area Offices will issue a registration renewal notice before a registration expires (see Appendix 1-1). Establishments must submit the following renewal package:

  1. Completed Application for Registration of an Establishment (CFIA/ACIA 3043) and Descriptive Profile of Applicant Establishment for Processed Products (CFIA/ACIA 3382) forms (available at http://www.inspection.gc.ca/english/for/mpppe.shtml);
  2. Sanitation Program, if different from the previous year;
  3. Corporate Papers, if different from the previous year (e.g. change of principle officers);
  4. Registration fees; and,
  5. Statement of Production Volume for establishments paying reduced fees (see section 1.3.2).

The package must be forwarded to the Regional or Area contact named in the renewal notice.

The registration number will be reserved for two years. Should the establishment resume production of processed products, they must apply for a new registration.

Appendix 1-1: Notice of Pending Expiry

(CFIA office Address)

(Date)

(2820-1-Reg #(registration #)

(Establishment representative)

(Address of establishment)

Subject: Notice of Pending Expiry Of Processing Establishment Registration - (Date)

Please be advised that the registration for your federally registered establishment to operate under Processed Products Regulations (PPR) expires on (Date). Subsection 56(1) and 59(1) of the PPR state that establishments that prepare processed food products under PPR and trade these products internationally and/or interprovincially, or mark these products with a Canadian grade mark must be registered. Establishments that allow their registration to lapse will lose their registration and subsequent trade privileges.

A renewal package which includes the necessary application forms and the current fee structure is enclosed with this letter. Please indicate any changes to your business on these application forms. A change in the registered business name should be supported by copies of the necessary legal documents.

The completed application forms for renewal along with the fee payment (cheque, credit card or money order payable to the Receiver-General) must be returned to the following address of the Regional Office of the Canadian Food Inspection Agency (CFIA) before (Date):

(Regional Officer or Area Specialist)

(Address of Regional or Area Office)

Please note that any registration renewals for honey and maple products establishments should be completed on separate application forms because these products are regulated under different federal legislation.

Establishments no longer requiring federal registration should notify the Regional Office at this time.

If you have any questions, please contact the undersigned or your local CFIA representative.

Yours truly,

Processed Products Program Network Specialist

Enclosure

c.c.:

Appendix 1-2: Notice of Entry

(CFIA office Address)

(Date)

(2820-1-Reg #(registration #)

(Establishment representative)

(Address of establishment)

Subject: Notice of Expiry Of Processing Establishment Registration - (Date)

Please be advised that the registration for your federally registered establishment to operate under Processed Products Regulations (PPR) expired on (Date). Subsection 56(1) and 59(1) of the PPR state that establishments that prepare processed food products under PPR and trade these products internationally and/or interprovincially, or mark these products with a Canadian grade mark must be registered.

Establishments that allow their registration to lapse, will lose their registration and subsequent trade privileges.

If you wish to maintain your registration, please submit completed application forms for renewal along with the fee payment (cheque, credit card or money order payable to the Receiver-General) to the following address of the Regional Office of the Canadian Food Inspection Agency (CFIA) as soon as possible:

(Regional Officer or Area Specialist)

(Address of Regional or Area Office)

If you have any questions, please contact the undersigned or your local CFIA representative.

Yours truly,

Processed Products Program Network Specialist

Enclosure

c.c.:

Appendix 1-3: Cancellation of Expired Registration

(CFIA office Address)

(Date)

(2820-1-Reg #(registration #)

(Establishment representative)

(Address of establishment)

Subject: Cancellation of Expired Processing Establishment Registration

Please be advised that the registration for your establishment to operate under the Processed Products Regulations (PPR) expired on (Date). As we have not yet received your renewal application for FISCAL YEAR, we are interpreting this as your intention to let your establishment's federal registration lapse. The name and address of your establishment will be deleted from our list of registered processed establishments.

Subsection 56(1) and 59(1) of the PPR state that establishments that prepare processed food products under PPR and trade these products internationally and/or interprovincially, or mark these products with a Canadian grade mark must be registered.

Violating these regulations may cause Canadian Food Inspection Agency (CFIA) to take appropriate enforcement action.

If it is your intention to maintain your registration, please notify us immediately and send a completed application and payment to the above noted office.

If you require further information and/or application forms, please do not hesitate to contact the undersigned or your local CFIA representative.

Yours truly,

Processed Products Program Network Specialist

Enclosure

Next Page: Chapter 2 / Previous Page: Introduction

Date Modified: 2008-11-06

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