Dairy Establishment Inspection Manual – Chapter 3 - Registration of Establishments
3.6 Yearly Registration Renewal Procedures

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If an Application for an Establishment Registration Renewal is submitted (pre-filled form sent to the establishment as part of the Registration Renewal Package, the requirements of Sections 11 and 11.1 of the Dairy Products Regulations are met or maintained as evidenced by satisfactory in depth inspections and action plans are being completed for unsatisfactory tasks, and the fee is paid in full, the establishment's registration will be renewed or granted for a one year period.

If an establishment has not produced dairy products within a 12 month period but wishes to remain registered, as long as the application is completed, the fee is paid and the establishment is in compliance with Section 11 of the Dairy Products Regulations the registration renewal cannot be refused. Management of the establishment is to be made aware that they must advise the local inspector in advance of any production so that an inspection can be scheduled.

Establishment Registration Renewals – Summary of Responsibilities
Table summary:

This table show the renewal steps and the responsibilities for the National Accounts Receivable Centre (AR), the Establishment , the Inspector and Area Dairy Program Specialist or Office Delegate.

Renewal Steps Responsibilities for National Accounts Receivable Centre (AR) Responsibilities Establishment Responsibilities Inspector Responsibilities Area Dairy Program Specialist or Office Delegate
Verification of the accuracy of the Establishment Registration List (Excel spreadsheet) and Notification to National Accounts Receivable Centre of establishments to be renewed. n/a n/a n/a Yes using AR Centre
Notification of Expiry and Billing Information sent to Industry through the Payment Information Summary Table. Yes n/a n/a n/a
Completion and verification of the Notification of Expiry and Billing Information and Application for an Establishment Registration Renewal, validation of volume, payment, product list verification n/a Yes n/a n/a
Advise establishment by phone or by a letter of the upcoming deadline n/a n/a n/a Yes
(2 weeks before the renewal date)
Notification to AR Centre and Inspector in charge of establishments with a Payment Overdue - Final Notice n/a n/a n/a Yes
(at the renewal date) using AR Centre Address
Payment overdue follow-up n/a n/a Yes
(using the AR Centre form)
Yes
using the AR Centre form
Final Notice of Expiry sent to Industry Yes n/a n/a n/a
Notification to AR of establishments with a Payment Overdue n/a n/a n/a Yes
(at the due date specified in the final notice) using AR Centre
Notice of expiration- Certificate of Registration sent to industry (Appendix 3 - 7) n/a n/a n/a Yes
Reception of payment, scanning and filing (electronically) Yes n/a n/a n/a
Electronic communication to Area Office Delegate Yes
(through the Payment Information Table)
n/a n/a n/a
Payment Confirmation - Document filing and establishment list update n/a n/a n/a Yes
Non-Payment confirmation - Removal of the establishment from the National List n/a n/a n/a Yes
Issuance of the Certificate of Registration and covering letter (Appendix 3 - 6) n/a n/a n/a Yes
Update CMS n/a n/a n/a Yes
Electronic Filing n/a n/a n/a Yes

3.6.1 Procedure for Area Dairy Program Specialist or Area Office Delegate (Admin. Assistant)

Approximately eight weeks before the annual renewal date, the Area Dairy Program Specialist will:

  • Review the Establishment Registration List (Excel spreadsheet) and verify the establishments to be renewed,
  • Review that the Establishment Registration List is accurate (address, company's info, etc.) and update if necessary, and
  • Notify the National Accounts Receivable Centre (AR) of all establishments (names and establishment numbers) to be renewed in the next 2 months using the following general e-mail address:

The Area Office Delegate will regularly verify in the Payment Information Summary Table if the payment has been received by the AR Centre for the establishment(s) to be renewed. Upon payment confirmation in the Payment Information Summary Table, the Area Office Delegate will copy the documentation from the Dairy Regulations Registration Backup file) to the respective establishment folders developed in the area. The Area Office Delegate will issue and mail a new Certificate of Registration and covering letter (Appendix 3 - 5) to the establishment(s), update the Client Management System (CMS) and update the Establishment Registration List (Excel spreadsheet). In the event that the payment was sent to the area office instead of the National Accounts Receivable Centre, the Area Office Delegate will deposit the cheque and notify the AR Centre using the general e-mail address.

Once completed, the Area Office Delegate will notify the appropriate inspection office that registrations have been renewed.

If the renewal is not received within two weeks prior to the expiry date, the Area Dairy Program Specialist of Area Office Delegate will contact the registered establishment by phone (or letter) advising them of the upcoming deadline. If the establishment indicates that they did not receive the initial registration renewal package from the AR Centre, the Area Office Delegate will inform the AR Centre using the general e-mail address so that the information can be re-sent to the establishment. If the establishment indicates they have submitted the required information and the payment, the Area Office Delegate will notify the AR Centre. The Area Office Delegate will also inform the inspector of a payment overdue for follow-up. The AR Centre Payment Inquiry Form can be used when a payment follow up is required.

At the renewal due date and upon non-payment confirmation in the Payment Information Summary table updated by the AR Centre, the Area Office Delegate will notify the AR Centre of the establishment names and registration numbers for which no payment has been received using the general e-mail address. so that the AR Centre can send a Final Notice – Expiry of Registration.

Following the expiry date, (at the date specified in the Final Notice – Expiry of Registration) the Area Office Delegate will confirm non-payment in the Payment Information Summary. If the yearly renewal fee has still not been received, the Area Program Specialist will send by registered mail a Notice of Expiration – Certificate of Registration (Appendix 3 - 7) to the establishment informing them they are no longer registered under the Dairy Products Regulations. The Area Office Delegate will remove the establishment from the Establishment Registration List (Excel spreadsheet) and update the CMS accordingly.

3.6.2 Procedure for CFIA's National Account Receivable Centre (AR)

Approximately six weeks before the annual renewal date, after receiving notification from the Area Office Delegate, the AR Centre will send the following to each registered establishment:

  • Notice of Pending Expiry of Dairy Establishment Registration which includes a request for payment an validation of hectolitres of milk received or quantity of products produced (in litres or kilograms) during the 12 months following the date of the application
  • An Application for an Establishment Registration Renewal. This is a pre-filled form and when received the establishment will verify the information, correct (if necessary), indicate the estimated production volume in Box 2 of the form and attach the validation of the volume, validate the list of products produced by the establishment and send it back along with the payment, the Notice of Pending Expiry of Expiry of Dairy Establishment Registration and any other required documents.

Once the documents have been sent, the AR Centre will enter in the Payment Information Summary Table the registration date, the amount due and the date the renewal package was sent to the establishment.

Upon receipt of the renewal package and payment from the establishments, the AR Centre will deposit the payment and scan the documents and save them under the folder DairyReg Registration Backup. They will also enter in the Payment Information Summary Table the date the payment was received and a note that changes were made to the establishment profile as evidenced from the Application for an Establishment Registration Renewal form. The paper copies of the establishment renewal package will be filed at the AR Centre.

At the due date (renewal date) following email notification from the Area Office Delegate of all establishments for which payment has not been received, the AR Centre will generate and send (Registered mail) a Final Notice – Expiry of Registration to the establishment(s). The AR Centre will enter in the Payment Information Summary Table the date the final notice was sent to the establishment and the due date payment.

At the date specified in the Final Notice, the Area Office Delegate will confirm non-payment or payment in the Payment Information Summary and follow the procedures as indicated in 3.6.1.

3.6.3 Procedure for Registered Establishment

As instructed in the registration renewal package, the establishment must:

  • Complete the Method of Payment section on the Notice of Pending Expiry of Dairy Establishment Registration
  • Complete the Application for an Establishment Registration Renewal by reviewing if the tombstone data needs to be amended, identifying any changes, providing the estimated production volume in Box 2 of the form, validate the list of products produced by the establishment and amend as required
  • Sign and date the Application for an Establishment Registration Renewal
  • Forward by mail or fax the payment and the above completed documents to the National Accounts Receivable Centre at the address indicated in the notice along with a validation of production volume and corporate papers (if a change has been noted from the previous year)

3.6.4 Procedure for CFIA Inspector

Upon confirmation by the Area Office Delegate that the payment is overdue (at the due date), the inspector will contact the establishment to determine the reason for the non-payment.

If the payment was sent the inspector will complete the Payment Inquiry by CFIA Staff document and send by fax or email to the AR Centre.

If a payment was not sent, the inspector will inform the Area Office Delegate of the reason for the non-payment and request an update in the establishment list.

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