Application Guidebook (Version 3.0): Food Safety and Traceability Initiative (FSTI)

Applications are no longer being accepted for Intake 3 (2011-12) of the Food Safety and Traceability Initiative (FSTI). FSTI funding has been fully subscribed.

The success of FSTI demonstrates strong support for food safety and traceability by Ontario producers and processors. Should you have any questions please contact the Agriculture Information Contact Centre:

Please Note:

  • The Food Safety and Traceability (FSTI) is a 50 percent cost-share program for producers and food processors that supports projects to upgrade or implement food safety programs and traceability systems.

  • Applicants can request a maximum of $15,000 for either food safety or traceability expenditures. There is a funding cap of $25,000 for a combination of food safety and traceability expenditures.

  • Applicants are required to register and validate their premises by applying for a Premises Identification Number (free of cost). It is a program eligibility requirement that strengthens Ontario's agriculture and food processing sectors by supporting a strong agri-food traceability system.

The Food Safety And Traceability Initiative (FSTI)

Ontario food producers and food processors are increasingly aware of the constant need to improve food safety and traceability within their operations. This will strengthen Ontario's ability to provide safe, high quality food and provide economic advantages to our farmers and food processors.

The FSTI provides cost-share funding to individual facilities to support the implementation of written food safety programs and working traceability systems through the purchase and installation of equipment, the certification of Recognized Food Safety Programs and/or the training of employees.

The FSTI is part of the Best Practices suite of Growing Forward, a federal-provincial-territorial initiative. Other programs in the Best Practices suite include Environment and Climate Change, Business Development and Biosecurity. For more information on Growing Forward, please visit www.ontario.ca/growingforward.

Table of Contents

Glossary of Terms:

Agricultural Activities: activities involving the production of crops or livestock which may also involve minimal processing steps such as wash, pack, trim, and/or grade

Applicant: the facility or operation applying to the Food Safety and Traceability Initiative

Food Processing Activities: activities related to the processing, modification, transformation, wholesaling/distributing, transporting or storing of food product

Food Safety Expenditures (or Food Safety Activities): equipment, services and/or tasks that support food safety programs or practices within a facility or operation

Food Safety Program: written programs and practices that are put in place to reduce, control or eliminate food safety hazards present in agri-food operations or facilities

FSTI: Food Safety and Traceability Initiative

Good Agricultural Practices (GAP): individual environmental and operational practices that prevent, reduce, or eliminate food safety risks

Good Manufacturing Practices (GMP): individual programs that specify policies, procedures, staff training and record keeping documentation designed to control, reduce or eliminate risks associated with personnel and the manufacturing environment. Examples of these include Sanitation Programs and Personnel Programs. Good Manufacturing Practices are also referred to as HACCP Prerequisite Programs.

Hazard Analysis Critical Control Point (HACCP): a recognized, science-based, food safety system designed to identify and control hazards that are inherent to the ingredients and process

Offer to Proceed: the document a successful applicant will receive from OMAFRA describing the terms and conditions under which the applicant's specific project has been approved for FSTI cost-sharing

OMAFRA: Ontario Ministry of Agriculture, Food and Rural Affairs

Premises: a parcel of land defined by a legal land description or, in its absence, by geographical coordinates, on which animals, plants or food are grown, kept, assembled or disposed

Premises Identification/Premises ID: the characterization and allocation of a unique identifier to a premises whose geographical location has been established

Recognized Food Safety Program: food safety programs recognized by OMAFRA for FSTI funding purposes (refer to Schedule I)

Traceability Expenditures (or Traceability Activities): equipment, services and tasks that support a Traceability System within a facility or operation

Traceability System: means a series of procedures designed to collect, keep and share identifying information that allows product tracking through all stages from inputs to outputs within an individual facility.

Eligible Projects

The Food Safety and Traceability Initiative (FSTI) is a 50 percent cost-share program for producers and food processors that supports projects to upgrade or implement food safety programs and traceability systems.

Eligible projects will fall under the following Project Options:

Project Option 1:
Implementing a Food Safety Program and/or a Traceability System

This Project Option is for producers and processors to develop, write and implement a food safety program, individual food safety practices, or a working traceability system. Applicants can request a maximum of $15,000 for either food safety or traceability expenditures. There is a funding cap of $25,000 for a combination of food safety and traceability expenditures. Refer to page 7 for more details on Project Option 1.

Project Option 2:
Supporting Investment in a Recognized Food Safety Program

Applicants currently certified, audited or verified under a Recognized Food Safety Program (Schedule I) may apply under this Project Option to make improvements to their existing food safety program. Food Safety Recall Program expenditures may be included as either food safety expenditures or traceability expenditures. Applicants can request a maximum of $15,000 for either food safety or traceability expenditures. There is a funding cap of $25,000 for a combination of food safety and traceability expenditures. Refer to page 10 for more details on Project Option 2.

Project Option 3:
Improving Food Safety and/or Traceability

Applicants can request a maximum of $5,000 to purchase equipment, engage in training or obtain initial certification, audit or verification of a Recognized Food Safety Program (Schedule I). Refer to page 13 for more details on Project Option 3.

Under the FSTI, an applicant may submit separate applications to carry out more than one project option with a program funding cap of $25,000 per applicant. The maximum funding available under Project Option 3 is $5,000 per applicant.

Contact Information

Additional information and advice on how to develop a food safety program or a traceability system, or how to complete an application form, is available from the Ontario Ministry of Agriculture, Food and Rural Affairs toll free at 1-888-479-3931 or by email at growingforward@ontario.ca.

Who May Apply?

Eligible Applicants include:

Agricultural operations that are:
  • either non-federally registered or federally registered (e.g., apple growers, maple syrup or honey producers) and are directly involved in growing or producing agricultural crops including harvesting, sorting, grading, washing or packing product, or raising live animals intended for human consumption
  • directly involved in the commingling, movement, or storage/warehousing of food products along the agri-food chain are eligible for traceability expenditures only
Food processing operations that are:
  • non-federally registered and are directly involved in the modification, processing, or transformation of food products intended for human consumption
  • federally registered and are directly involved in the modification, processing, or transformation of food products intended for human consumption are eligible for traceability expenditures only
  • directly involved in the commingling, movement or storage/warehousing of food products along the agri-food chain are eligible for traceability expenditures only

Eligible Applicants must have the following:

  • a Business Number (BN number). Eligible applicants entitled to receive money under the program who do not provide a BN number will be required to provide their Social Insurance Number (SIN) before payments can be issued.
    OR
  • a Farm Business Registration (FBR) number or an Exemption Certificate
    OR
  • First Nations applicant operating on reservation land may furnish a letter from the Indian Agriculture Program of Ontario (IAPO) verifying their business operation
    AND
  • a Canadian bank account
  • a validated Premises Identification Number. Successful applicants will be required to submit a copy of their Premises Identification Number Certificate no later than the Offer to Proceed return due date.
    Refer to page 19 for more details on Premises Identification Number    . There is no cost to apply for the Premises Identification Number.

Ineligible Applicants include:

  • fish and shellfish producers or processors
  • pet food facilities
  • health and/or nutrition supplement processors
  • retail food operations
  • food service operations (e.g., cafeterias, dining halls, private food service providers, etc.)
  • service industries, industry associations, equipment suppliers, and/or public institutions
  • agricultural input suppliers (e.g, fertilizers, pesticides, etc.)
  • collectors, brokers, salvagers, renderers or composters of dead stock (as defined in Regulation 105/09 of the Food Safety and Quality Act, 2001 as amended)
  • packaging manufacturers
  • current or former federal public office holders or federal public servants who are not in compliance with the Conflict of Interest and Post-Employment Code for Public Office Holders or the Conflict of Interest and Post-members of the House of Commons or of the Senate

Please note that federally registered food processing facilities are not eligible for funding of food safety projects (only traceability projects).

Funding

Cost-share funding will be allocated to agricultural and food processing activities up to the available annual funds for each fiscal year of the program. One of OMAFRA's key objectives is to distribute annual funding equally between food safety and traceability expenditures. Applications are assessed on a first-come, first-served basis.

Total funding for a project will be committed based on 50 percent of the eligible costs applied for in the application form. Applicants can request a maximum of $15,000 for either food safety or traceability expenditures. A single application may include both food safety and traceability expenditures if the applicant is eligible for both project activities. There is a program funding cap of $25,000 for a combination of food safety and traceability expenditures.

OMAFRA will determine the eligibility of proposed food safety and traceability expenditures or activities. Applicants with approved projects will be notified by OMAFRA by an Offer to Proceed.

Although costs incurred after April 1, 2009 may be eligible, they are at the applicant's own risk until the applicant's proposed project has been approved and the Offer to Proceed has been signed and returned.

OMAFRA recognizes that food safety and risk management practices can change to reflect current and emerging trends in the areas of food safety and traceability. To that extent, eligible food safety and traceability expenditures under FSTI may be amended to reflect the objectives of the initiative.

Depending on the Project Option selected, eligible Expenditures or Activities may include:

  • equipment or software that supports a food safety program or a traceability system
  • staff costs directly related to food safety or traceability education or training activities, including wages, travel, meals and accommodation costs, in accordance with current provincial travel guidelines (See Schedule II)
  • consultant or staff costs directly related to the development, writing and implementation of a food safety program, an individual food safety practice, or procedures that support a traceability system
  • materials/supplies for the development of food safety or traceability plans/procedures/record keeping/manuals
  • minor structural modifications to accommodate the installation of equipment or infrastructure associated with a traceability system (see Schedule III)
  • scientific testing supporting the implementation of a food safety program
  • certification, audit or verification (first time only) of a Recognized Food Safety Program (see Schedule I)
  • in-kind contributions directly related to the development and implementation of a food safety program or a traceability system. In-kind contributions are activities that are undertaken by the applicant or on behalf of the applicant for which an invoice is not generated or a T4 slip or payroll records do not exist. OMAFRA reserves the right to limit the funds related to in-kind activities. Where the applicant makes a claim for in-kind activities identified in the application form, reimbursement may be claimed as follows:
    • work may be billed at a maximum rate of $20/hour for labour and services. OMAFRA has authority to determine what is reasonable based on the nature of the work performed
    • total in-kind contribution funding requests cannot exceed 50 per cent of the maximum eligible costs of a project funded through the FSTI

Ineligible Expenditures or Activities may include:

  • expenses incurred prior to April 01, 2009
  • any costs, including taxes for which the Recipient of the funds will receive, or eligible to receive a rebate, credit or refund
  • expenses that receive a cost-share payment from another program under Growing Forward
  • expenses that have been covered by another provincial, federal or municipal cost-sharing or grant program. Combined cost-sharing funding or grant monies received by the applicant are not to exceed 100 percent of the total eligible project cost.
  • expenses associated with food safety or traceability that are inherent in the day-to-day operations of the business or the ongoing maintenance of a Food Safety Program or a Traceability System (e.g., ongoing employee salaries, disposable gloves, hairnets, ongoing pest control services, laundry services, hiring of external sanitation crews, ongoing scientific testing, on-going in-house training, lot code printer labels, ear tags, etc.)
  • recertification, reverification or surveillance audits of a Food Safety Program
  • rental or leasing expenses
  • travel expenses unrelated to education or training activities
  • items or expenses that are peripheral or not directly connected to food safety or traceability, including, but not limited to:
    • barn, farmstead or facility structural modifications or expenses
    • purchase of new equipment such as a tractor that will be used largely in other applications
    • equipment that specifically supports an increase in production volume, throughput or capacity within an operation
    • dead stock disposal and removal
    • programs that only support food quality

Application Process

How to Apply

In order to be considered for funding under the Food Safety and Traceability Initiative (FSTI) applicants must complete an application form that includes details on how the proposed project will make an improvement in food safety or traceability at their facility. Providing insufficient information in the application form may result in the application being deemed incomplete and ineligible.

Applications will be accepted after 9:00 a.m. (Central Standard Time) and 10:00 a.m. (Eastern Standard Time) on April 5, 2011. It is strongly recommended that you submit your complete Application Form version 3.0 on-time. Applications will be reviewed on a first come, first served basis up to funds available. Applicants can only submit one application at a time. Group or batch submission of applications (by email, fax, in-person or mail/courier) will not be accepted nor considered.

Applications may be submitted:

  • by fax to (519) 826-3398
  • in person or by mail to:
    Food Safety and Traceability Initiative
    Ontario Ministry of Agriculture, Food and Rural Affairs
    1 Stone Road West, 4th Floor, Guelph, ON N1G 4Y2
  • in person at the following regional offices: Ridgetown, London, Clinton, Stratford, Woodstock, Lindsay, Brighton, Kemptville, Alfred, Elora, Vineland, Simcoe and Verner
  • or by contacting the Agricultural Information Contact Centre at 1-877-424-1300

Applications will be reviewed by OMAFRA within eight weeks of the date they are received.

Offer to Proceed

Applicants with approved projects will be advised in writing, through an Offer to Proceed which outlines their eligibility to receive funding under the FSTI. The Offer to Proceed will outline the terms and conditions of funding. The signing authorities of the applicant will be required to sign and return the Offer to Proceed by a specified date.

The Offer to Proceed will also specify the deadline dates and documentation required to demonstrate that their project has been implemented.

A copy of the applicant's Premises Identification Number Certificate will be required no later than the Offer to Proceed return due date.

An applicant's failure to meet a deadline date or documentation specified in the Offer to Proceed may result in the withdrawal of FSTI funding.

Part A: Applicant Information

To complete Part A, refer to page 1 of the Application Form.

All parts of this section must be completed for the application to be considered. Failure to complete all required information will result in a delay in application processing and may result in rejection of the application.

  1. Business Information

Program participants will be required to register and validate their premises. A copy of the applicant's Premises Identification Number Certificate for the property receiving funding will be required no later than the Offer to Proceed return due date.

Click here for instructions on how to register for a Premises ID number.

  1. Sector Information

Indicate which sector best describes your facility or operation as it applies to your application. Check only the boxes corresponding to activities relating to the funding requested. This information is a reporting requirement of the program.

Part B: Project Options

Please complete only ONE of Project Options 1 or 2 or 3 per application form.
Click here for an overview of the Project Options.

Part B - Project Option 1:
Implementing a Food Safety Program and/or a Traceability System

This option is for applicants who want to develop, write and implement a food safety program, individual food safety practices or a working traceability system. All eligible expenditures or activities must be directly related to a food safety program or practice or a traceability system.

Once your project has been approved, you will have a maximum of 18 months to complete it. Project deadlines will be outlined in the Offer to Proceed. A total of three progress reports are required (two interim, one final).

Eligible Expenditures or Activities under Project Option 1 may include:

  • equipment or software that supports a food safety program or a traceability system
  • staff costs directly related to food safety or traceability education or training activities, including wages, travel, meals, and accommodation costs, in accordance with current provincial travel guidelines (see Schedule II)
  • consultant or staff costs directly related to the development, writing and implementation of a food safety program, an individual food safety practice, or procedures that support a traceability system
  • materials and supplies for the development of food safety or traceability plans, procedures, record keeping, and manuals
  • minor structural modifications to accommodate the installation of equipment or infrastructure associated with a traceability system (see Schedule III)
  • scientific testing supporting the implementation of a food safety program
  • initial certification, audit or verification of a Recognized Food Safety Program (see Schedule I)
Successful applicants will be required to submit progress reports and facility records documentation demonstrating that their project is complete and has successfully supported the implementation of a food safety program, individual food safety practices, or a working traceability system.

Ineligible Expenditures or Activities under Project Option 1 may include:

  • costs associated with the day-to-day operations of the business (e.g., ongoing employee salaries, disposable gloves, etc.)

Documentation required to support implementation includes:

  • for services or equipment purchases: invoices and proof of payment (i.e., copy of cancelled cheques, credit card statements, bank account statements, wire transfer documentation, or equivalent loan agreement documentation). Cash payments without supporting proof of payment will not be reimbursed.
  • for staff costs: T4 slips or payroll records, details of tasks performed and number of hours spent working on the project
  • for progress reports: a total of three progress reports (two interim report and one final report) to indicate the progress of work on the project and describe how the projet is being effectively implemented
  • for facility records demonstrating implementation: facility records demonstrating the implementation of project expenditures or activities upon completion of the project. The specific facility records required for submission will be outlined in the Offer to Proceed. A list of examples of facility records documentation can be found in Schedule IV.

OMAFRA reserves the right to request additional documentation to demonstrate sufficient implementation of the project (e.g., written Food Safety Programs or practices).

Until the project is demonstrated to be implemented to the satisfaction of OMAFRA, there will be a holdback of 10 percent of the maximum approved project funding.

To complete this option, refer to page 4 of the Application Form.

  1. Information Session

All Project Option 1 applicants must attend an FSTI Information Session prior to submitting an FSTI Application Form. A certificate will be issued verifying participation in the Information Session. A copy of the certificate must be attached to the application form.

The purpose of this three-hour session is to:

  • provide background information on food safety or traceability
  • assist applicants in conducting a self-assessment of their facility
  • explain the requirements of the FSTI funding for Project Option 1
  1. Proposed Project

List each of the proposed expenditures or activities. For food safety expenditures or activities, indicate the food safety practice/program that will be implemented and how the expenditure of or activity will improve or change food safety at your facility. For traceability expenditures or activities, indicate how the expenditure or activity will improve or change traceability at your facility. OMAFRA will determine the eligibility of proposed expenditures or activities based on the descriptions provided and will ensure that each expenditure or activity is linked to a specific food safety program or practice or to a traceability system. A list of proposed expenditures or activities can be found in Schedule III.

  1. Indicate when you plan to complete each Expenditure or Activity

For each proposed Expenditure or Activity, indicate whether you intend to complete:

  • within 6 months of project approval
  • within 12 months of project approval
  • within 18 months of project approval

If your application is successful, the completion dates you indicated on your application will be used by OMAFRA to determine deadline dates to be included in the Offer to Proceed. OMAFRA may contact applicants to request that these deadline dates be changed to ensure that the project progresses in a timely manner. Specific deadlines dates of an approved project will be set out in the Offer to Proceed. Failure to meet assigned deadline dates may result in withdrawal of FSTI funding, the forfeit of funds allocated to the approved project and the requirement that the applicant repay all or part of funds received under FSTI.

  1. Costs

Applicants can request a maximum of $15,000 for either food safety or traceability expenditures. There is a funding cap of $25,000 for a combination of food safety and traceability expenditures. Expected costs must be identified as either food safety or traceability expenditures. Refer to the Glossary of Terms on Page 2 for a definition of these expenditures. Food Safety Recall Program expenditures may be included as either food safety expenditures or traceability expenditures. Provide a single price, not a price range. If costs are not yet finalized, use your best estimate. Do not include taxes for which you could receive a refund.

OMAFRA will assess individual costs projected for each expenditure or activity line.

Add the proposed food safety costs (A) and the traceability costs (B) and enter these values in the Total Cost boxes. Multiply each total cost by 50 percent to determine the cost share funding. The cap for either A or B is $15,000 with a maximum amount of $25,000 for A plus B. Costs A plus B will be your total funding request.

Total cost-share funding for the project will be based directly on the total cost indicated in the application. Once an application has been submitted, the total cost of the project cannot be changed.

Part B - Project Option 2:
Supporting Investment in an Existing Food Safety Program

This option is for applicants who are certified, audited or verified under a Recognized Food Safety Program (see Schedule I). When revising or updating an existing food safety program, applicants may make further improvements by purchasing equipment, engaging in training opportunities, conducting scientific testing or updating traceability procedures.

Once your project has been approved, you will have up to 12 months to complete it. Project deadlines will be outlined in the Offer to Proceed. The application will be asked for a total of two progress reports (one interim and one final report.)

Eligible Expenditures or Activities under Project Option 2 may include:

  • equipment or software that supports a Recognized Food Safety Program
  • staff costs directly related to food safety or traceability education or training activities, including wages, travel, meals, and accommodation costs, in accordance with current provincial travel guidelines (see Schedule II)
  • consultant or staff costs directly related to the revising or updating of a Recognized Food Safety Program
  • materials and supplies for the revising or updating of food safety plans, procedures, record keeping, and manuals

  • scientific testing supporting the revising or updating of a food safety program

Food Safety Recall Program expenditures may be included as either food safety expenditures or traceability expenditures.

Ineligible Expenditures or Activities under Project Option 2 may include:

  • costs associated with the day-to-day operations of the business (e.g., ongoing employee salaries, disposable gloves, etc.) and the maintenance of an ongoing food safety program (e.g., recertification or audit costs

Successful applicants will be required to submit facility records documentation demonstrating that their project is complete and has successfully supported the implementation of a food safety program, individual food safety practices, or a working traceability system.

Applicants whose proposed project is accepted into the cost-share program will be required to submit documentation demonstrating that the project is complete and implemented.

Documentation required to support implementation includes:

  • for services or equipment purchases - invoices and proof of payment (i.e., copy of cancelled cheques, credit card statements, bank account statements, wire transfer documentation, or equivalent loan agreement documentation). Cash payments without supporting proof of payment will not be reimbursed.
  • for staff costs - T4 slips or payroll records, details of tasks performed and number of hours spent working on the project
  • for progress reports: a total of two reports (one interim and one final report) to indicate the progress of work on the project and describe how the project is being effectively implemented
  • for facility records demonstrating implementation: facility records demonstrating the implementation of project expenditures or activities upon completion of the project. The specific facility records required for submission will be outlined in the Offer to Proceed. A list of examples of facility records documentation can be found in Schedule IV.

OMAFRA reserves the right to request additional documentation to demonstrate implementation of the project.

Until the project is demonstrated to be implemented to the satisfaction of OMAFRA, there will be a holdback of 10 percent of the maximum approved project funding.

To complete this option, refer to page 5 of the Application Form.

  1. Proof of Certification, Audit or Verification
Only facilities certified, audited or verified under a Recognized Food Safety Program listed in Schedule I are eligible for funding under Project Option 2.

Attach a copy of the certificate or documentation issued by your certifying body or the third party auditor that confirms you are currently certified, audited or verified under a Recognized Food Safety Program (see Schedule I) to your application form. If your certificate or documentation expires before the end of the project you have to submit a current certificate with the final report.

If you do not have a certificate or documentation on hand you must contact your industry association or the certifying body to obtain a copy of the certificate or audit, or written proof that verifies you are currently following, and have been audited, under a Recognized Food Safety Program.

  1. Proposed Project

List each of the proposed expenditures or activities and indicate how each expenditure or activity will improve food safety or traceability at your facility. OMAFRA will determine the eligibility of proposed expenditures or activities based on the descriptions provided. A list of proposed expenditures or activities can be found in Schedule III.

  1. Indicate when you plan to complete each expenditure or activity

For each proposed expenditure or activity indicate whether you intend to purchase or complete:

  • within 6 months of project approval
  • within 12 months of project approval

If your application is successful, the completion dates you indicate on your application will be used by OMAFRA to determine deadline dates to be included in the Offer to Proceed. OMAFRA may contact applicants to request that these deadline dates be changed to ensure that the project progresses in a timely manner. Specific deadlines dates of an approved project will be set out in the Offer to Proceed. Failure to meet assigned deadline dates may result in withdrawal of FSTI funding, the forfeit of funds allocated to the approved project and the requirement that the applicant repay of all or part of funds received under FSTI.

  1. Costs

Applicants can request a maximum of $15,000 for either food safety or traceability expenditures. There is a funding cap of $25,000 for a combination of food safety and traceability expenditures. Expected costs must be identified as either food safety or traceability expenditures. Refer to the Glossary of Terms on Page 2 for a definition of these expenditures. Food Safety Recall Program expenditures may be included as either food safety expenditures or traceability expenditures. Provide a single price, not a price range. If costs are not yet finalized, use your best estimate. Do not include taxes for which you could receive a refund.

OMAFRA will assess individual costs projected for each expenditure or activity line.

Add the proposed food safety costs (A) and the traceability costs (B) and enter these values in the Total Cost boxes. Multiply each total cost by 50 percent to determine the cost share funding. The cap for either A or B is $15,000 with a maximum amount of $25,000 for A plus B. Costs A plus B will be your total funding request.

Total cost-share funding for the project will be based directly on the total cost indicated in the application. Once this application has been submitted, the total cost of the project cannot be changed.

Part B - Project Option 3:

Improving Food Safety and/or Traceability

This option is for applicants who want to improve food safety or traceability by purchasing equipment, engaging in training opportunities or obtaining initial certification, audit or verification of a Recognized Food Safety Program.

Once your project has been approved, you will have a maximum of six months to complete it. The project deadline will be outlined in the Offer to Proceed and there is a final report.

Eligible expenditures or activities under Project Option 3 may include:
  • equipment or software that supports a food safety program or a traceability system
  • staff costs directly related to food safety or traceability education or training activities, including wages, travel, meals, and accommodation costs, in accordance with current provincial travel guidelines. (see Schedule II)
  • minor structural modifications to accommodate the installation of equipment or infrastructure associated with a traceability system. (see Schedule III)
  • scientific testing supporting the implementation of a food safety program
  • initial certification, audit or verification of a Recognized Food Safety Program (see Schedule I)

    Applicants whose proposed project is accepted into the cost-share program will be required to submit documentation demonstrating that the project is complete and implemented.

    Successful applicants will be required to submit facility records documentation demonstrating that their project is complete and has successfully supported the implementation of a food safety program, individual food safety practices, or a working traceability system.

Documentation required to support implementation includes:

  • for services or equipment purchases - invoices and proof of payment (i.e., copy of cancelled cheques, credit card statements, bank account statements, wire transfer documentation, or equivalent loan agreement documentation). Cash payments without supporting proof of payment will not be reimbursed.
  • for staff costs - T4 slips or payroll records, details of tasks performed and number of hours spent working on the activity
  • one final report to indicate the progress of work on the project and describe how the project is being effectively implemented
  • for facility records demonstrating implementation: facility records demonstrating the implementation of project expenditures or activities upon completion of the project. The specific facility records required for submission will be outlined in the Offer to Proceed. A list of examples of facility records documentation can be found in Schedule IV.

OMAFRA reserves the right to request additional documentation to demonstrate sufficient implementation of the project.

Until the project is demonstrated to be implemented to the satisfaction of OMAFRA, there will be a holdback of 10 percent of the maximum approved project funding.

To complete this option, refer to page 6 of the Application Form.
  1. Proposed Project
List each of the proposed expenditures or activities and indicate how each expenditure or activity will improve food safety or traceability at your facility. OMAFRA will determine the eligibility of each proposed expenditure or activity based on the description provided. A list of proposed expenditures or activities can be found in Schedule III.
  1. Costs

Identify your expected costs as either food safety or traceability expenditures. Refer to the Glossary of Terms on page 2 for a definition of these expenditures. Provide a single price, not a price range. Use your best estimate of costs if they are not yet finalized. Do not include taxes for which you could receive a refund. OMAFRA will assess individual costs projected for each expenditure or activity line.

Add the proposed food safety costs (A) and the traceability costs (B) and enter these values in the Total Cost boxes. Multiply each total cost by 50 percent to determine the cost share funding. The maximum amount of funding for A plus B is $5,000. Costs A plus B will be your total funding request.

Total cost-share funding for the project will be based directly on the total cost indicated in the application. Once this application has been submitted, the total cost of the project can not be changed.

This section must be completed for the application to be considered.

Part C: Your Overall Food Safety and/or Traceability Plan

To complete Part C, refer to page 3 of the Application Form.
Are your proposed project expenditures or activities indicated under Part B part of a larger food safety or traceability plan at your facility?
  • This section will help OMAFRA determine how many FSTI applicants are involved in making food safety or traceability changes at their facility, in addition to those supported by the FSTI funding.

Provide an estimate of the total cost of your overall plan, including the costs already detailed under your proposed project in Part B.

  • Consider the total amount spent on food safety and traceability activities at your facility. This will help OMAFRA determine how much money each facility spent above and beyond the funding provided by the government to improve food safety or traceability.

Part D: Declaration of the Applicant and Final Checklist

To complete Part D, refer to page 7 of the Application Form.

Please read this section carefully. All boxes must be checked and authorized signing officers required to legally bind the applicant must be identified in Part D for the application to be considered.

Schedule I (Version 3)

The FSTI program supports the implementation of food safety programs in Ontario. OMAFRA has compiled a list of recognized food safety programs acceptable for the FSTI program. When submitting a certificate for a recognized food safety program please ensure that the auditing or certification agency is accredited and licensed to provide the certificate. If the food safety program you wish to implement is not listed below please contact us for clarification.

Recognized Producer based Food Safety Programs:

  • Canadian Quality Assurance (CQA) Program (Pork)
  • Canadian Quality Milk (CQM) Program (Dairy)
  • CHEQTM (Broiler Hatching Egg)
  • Clean Start Pullet Program (Pullet Production)
  • ExcelGrains Canada (Grains, Oilseeds, and Specialty Crops)
  • Food-Safe Farm Practices (Sheep)
  • Good Agriculture and Collections Practices (GACP) (Herbs and Spices)
  • Safe, Safer, Safest Program (Chicken)
  • Start Clean - Stay Clean Program (Eggs)
  • Turkey Farmers of Canada On-Farm Food Safety Program (Turkey)
  • Verified Beef Production (VBP) Program (Beef)
  • The Verified Veal Program (Veal)
  • Global Food Safety Initiative (GFSI) - recognized programs:
    e.g. - Global GAP, Safe Quality Food Program 1000 (SQF)
    - British Retail Consortium (BRC) Food Standard (Issue 5)
    - Primus GFS
    - CanadaGAP (Leafy Vegetables and Cruciferae, Potatoes, Small Fruit, Tree and Vine Fruit, Greenhouse, and Combined Vegetable: Asparagus/Sweet Corn/Legumes, Bulb and Root, Fruiting Vegetables)
    NOTE: National On-Farm Food Safety Programs listed on Schedule I have passed a technical review and have received a letter of completion from the CFIA

Recognized Processor based Food Safety Programs:

  • Advantage Grain (Ontario)
  • Advantage GMP (Ontario)
  • Advantage HACCP (Ontario)
  • Advantage HACCP Plus (Ontario)
  • American Institute for Baking (AIB)
  • Food Safety Enhancement Program (FSEP)
  • Global Food Safety Initiative (GFSI): recognized programs
    - British Retail Consortium (BRC) Food Standard (Issue 5)
    - Safe Quality Food Program 2000 (SQF) - Levels 1, 2 and 3
  • ISO 22000 Food Safety Management System

Schedule II

Provincial Travel Guidelines

Outlined below are the guidelines that should be followed when applying to the Food Safety and Traceability Initiative for reimbursement for travel expenses associated with staff training costs.
Long-distance travel
    Travellers may travel by air, rail or road - whichever is the most practical and economical way to travel
    When air is the most practical and economical method, travellers must fly economy class
    When rail is the most practical and economical method, travellers must travel coach class
    When road is the most practical and economical method, travellers must maintain a record of departure location, destination and the number of kilometres travelled. Kilometres traveled to and from a training facility are reimbursed per kilometre as follows:
      Kilometres Driven
      Southern Ontario
      ($ per km)
      Northern Ontario
      ($ per km)
      0 - 4,000km
      0.40
      0.41
      4,001 - 10,700 km
      0.35
      0.36
      10,701 - 24, 000 km
      0.29
      0.30
      More than 24,000 km
      0.24
      0.25

The boundary between Northern and Southern Ontario for the purposes of kilometre reimbursement is as follows:

Healey Lake (Municipal) Road from Healey Lake easterly to its junction with Hwy 612;
Highway 612 southerly to its junction with Highway 69;
Highway 69 easterly to its junction with Highway 169;
Highway 169 easterly to its junction with Highway 118;
Highway 118 through Bracebridge to its junction with Highway 11;
Highway 11 northerly to its junction with Highway 60 at Huntsville; and
Highway 60 easterly to its junction with Highway 62 at Killaloe Station; and Highway 62 to Pembroke.

Highways named above are to be included in Southern Ontario.
Accommodation
    • Reimbursement will be made for single accommodation only (no suites, executive floors or concierge levels)
    • Travellers may arrange to stay with friends or relatives instead of using hotel/motel accommodation. A maximum of $30.00 for such lodging expenses is permissible
Meals
    • Reasonable and appropriate meal costs will be reimbursed if they are incurred while training through normal meal periods, or when travelling during normal meal periods. Reimbursement for the cost of alcoholic beverages is not permitted.
    • Meal expenses are treated as a daily allowance up to a maximum of $40 per day, including taxes and tips, as follows:
      Meal
      Breakfast
      Lunch
      Dinner
      Reimbursement
      $ 8.75
      $ 11.25
      $ 20.00

Itemized receipts and documentation are required when claiming for reimbursement to FSTI.

Schedule III

Sample descriptions of expenditures or activities and how each will improve food safety or traceability:
    OPTIONS
    List each requested project expenditure or activity
    For food safety expenditures or activities, indicate the food safety practice/program that will be implemented and how the expenditure or activity will improve or change food safety at your facility. For traceability expenditures or activities, indicate how the expenditure or activity will improve or change traceability at your facility.
    1
    2
    3
    		    
    x
    x
    x
    		 Purchase a knife sanitizer We currently do not have a knife sterilizer on the production floor at our facility. A knife sterilizer would support the procedures outlined in a sanitation program and reduce the potential for biological hazards during production.
    x
    x
    x
    		 Staff costs to research, purchase and install a lot code printer for traceability A lot code printer for a traceability system will ensure that each product leaving the facility will be identified with a unique lot code that specifies the facility where it was produced and the pack date.
    x
    x
    x
    		 Remote hand washing sinks We do not currently have remote hand washing sinks to allow employees to wash their hands as a requirement of our Personnel Practices Program. The purchase of a remote hand washing sink will prevent recontamination of hands after washing.
    x
    x
    x
    		 Purchase of Pasteurizer We do not currently pasteurize our products. The purchase and installation of a pasteurizer will allow us to control biological hazards as part of our HACCP program.
    x
    x
    x
    		 Radio Frequency Identification (RFID) wand reader A RFID wand reader for our traceability system will allow RFID ear tags to be read electronically, eliminating errors in recording animal movements or health events.
    x
    x
    x
    		 Training of staff on new sanitation program Training of staff on new sanitation procedures will ensure that the sanitation program is properly implemented.
    x
    x
    x
    		 Performing a mock recall Performing a mock recall ensures that the traceability system in place is effective and affected product can be identified and recalled within an allotted time period.
    x
    x
    x
    		 Scientific testing (environmental swabs) for Listeria spp. in the production area Scientific testing will identify areas in the facility where the sanitation program needs to be updated or changed to properly address the risk of biological hazards.
    x
    x
    x
    		 Purchase of Luminometer We currently do not verify the effectiveness of our sanitation program. A luminometer can be used to indicate the presence of ATP on a food processing surface, indicating whether the surface was properly cleaned and if our sanitation program is effective.
    x
    x
    x
    		 Purchase of new weigh scale and handling chute A weigh scale will help to deliver appropriate amounts of medication by weight. This will prevent excess residues in meat. The handling chute will also reduce the chance of broken needles occurring with proper restraint of the animal. This equipment purchase will help meet the requirements for the Animal Heath Product Use GAP.
    x
    x
    x
    		 Hand sanitizer stations at entry points to livestock housing areas Visitors and workers on my operation need to ensure their hands are clean coming into and leaving the livestock housing areas to prevent spread of pathogens to other areas of the farm. Sanitizer stations are needed to implement a Hand Washing GAP.
    x
    x
    x
    		 Consultant costs to write procedures for my equipment maintenance and calibration program A consultant will be hired to assess the maintenance and calibration requirements for all equipment critical to food safety on my operation. The consultant will then provide a schedule and set of procedures for proper maintenance and calibration.
    x
    x
    x
    		 Purchase of food grade equipment to replace lead soldered and galvanized equipment in maple syrup operations. The purchase and installation of food grade equipment will prevent heavy metal contamination
    x
    x
    x
    		 In-kind contributions directly related to the development and implementation of food safety program or a traceability system In-kind labour to install handling chute, in-kind costs to research traceability systems
    In-kind costs to train staff on how to use new traceability software
    x
    -
    x
    		 Minor structural modifications for traceability Cattle operation - wooden post/fence you would attach reader for RFID tags as cattle pass through
    x
    -
    x
    		 Obtain first time audit under the Canadian Horticultural Council On-Farm Food Safety Program By undergoing a third party audit for the first time, and achieving certification under the Canadian Horticultural Council On-Farm Food Safety Program, our operation will now have proof that a consistent, verified food safety program is in place.
    x
    -
    -
    		 Consultant costs to develop, write and implement a sanitation program A written sanitation program does not currently exist at our facility. An external consultant's expertise is required to develop, write and implement an effective sanitation program.

Schedule IV

Sample descriptions of facility records demonstrating implementation of food safety practices/programs and traceability systems.
    List each requested project
    expenditure or activity
    Example of record required
    Purchase of Pasteurizer Equipment Maintenance and Calibration Record OR Cleaning and sanitizing records
    Consultant costs to develop, write and implement a shipping and receiving program Shipping and receiving log
    Radio Frequency Identification (RFID) wand reader for the traceability system Mock recall records
    Training of staff on new pest control program Training records

Premises Identification Number

 

Premises Identification Number

A Premises Identification Number is a unique identifying number that is given to a parcel of land that is associated with agri-food activities.

Information You Need to get your Premises ID Number

You will need to accurately identify your property, preferably with an:
    Assessment Roll Number (ARN) - your tax assessment number from the Municipal Property Assessment Corporation.
If you cannot provide an ARN you will need to provide one of the following:
    Latitude and Longitude - from a Global Positioning System
    Municipal Address - of the premises to be registered
    Lot and Concession Number - of the premises to be registered

Applying for a Premises ID is Easy And Free

Contact AGSI to register:

Your Premises ID Number and Certificate

After validating your premises information, AGSI will assign a unique Premises Identification Number (P.I.D.) to your premises and will issue you a Premises Identification Number Certificate.

Your Premises ID Number is Unique

Premises Identification Numbers differ from business registration numbers (e.g., Farm Business Registration, license or other business identifiers) as each one is linked to specific parcel of land, not to a business.
If land is sold or the agri-food activity on an identified premises changes, the information in the PPR needs to be updated but the Premises ID number associated with that parcel of land remains the same.
For more information about Premises ID, please contact the Agricultural Information Contact Centre:

Confidentiality

The Food Safety and Traceability Initiative (FSTI) is administered by the Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA). Any information supplied further to the FSTI may be disclosed by OMAFRA where it is obligated to do so under the Freedom of Information and Protection of Privacy Act (FIPPA), or by an order of a court, tribunal or pursuant to a legal proceeding. Information contained in the application to FSTI may be disclosed by OMAFRA to verify cross-compliance with other provincial and federal funding initiatives, administered by OMAFRA or a third party delivery agent, to ensure that there is no duplication of funding or to verify licensing status of provincially licensed establishments or federally registered facilities.
OMAFRA reserves the right to obtain information for the purposes of assessing, evaluating, verifying, auditing and enforcing the application and payments made under the FSTI.
Questions about the application process may be directed to the Food Safety and Traceability Initiative by:
  • calling 1-888-479-3931 (1-888-GRWFWD1)
  • faxing to (519) 826-3442
  • in person or by mailing to:
    • Food Safety and Traceability Initiative
    • Ontario Ministry of Agriculture, Food and Rural Affairs
    • 1 Stone Road West, 4th Floor
    • Guelph, ON N1G 4Y2
Growing Forward is a federal, provincial, territorial initiative. In Ontario, Growing Forward supports the development and implementation of best practices in four key areas: environment and climate change; food safety and traceability; business development; and biosecurity. Participants are encouraged to develop strategies across all these areas to meet their business goals through a variety of information sessions and workshops, as well as one-on-one training and technical assistance.
Tel: 1-888-479-3931 (1-888-GRWFWD1)

For more information:
Toll Free: 1-888-479-3931 (1-888-GRWFWD1)
E-mail: growingforward@ontario.ca
Fax: (519) 826-3398

 

 


Author: OMAFRA Staff
Creation Date: 29 December 2010
Last Reviewed: 06 April 2011