Effective date: September 9, 2025 (4th Revision)
The Hay Export Program allows approved facilities to export hay which meets foreign phytosanitary import requirements.
Latest revisions
- This directive has been renamed and revised to reflect changes in terminology to support the integration of the Hay Export Program into the CFIA's digital platform.
- No changes have been made to the requirements of the program.
- This directive supersedes D-03-14 (3rd Revision).
On this page
- Introduction
- Scope
- References
- Definitions, abbreviations and acronyms
- 1.0 General requirements
- 2.0 Specific requirements
- Appendix 1: Terms and conditions
- Appendix 2: Requirements to export alfalfa and timothy hay to China
- Appendix 3: prohibited host species of Hessian fly
- Appendix 4: Hay bale (field baled) Examination Report
- Appendix 5: Authorization audit checklist
- Appendix 6: Systems audit checklist
- Appendix 7: Classification of non-conformance
Introduction
In the 1980's Canadian exporters established significant export markets for Canadian grown hay. In response to the development of this industry, the CFIA, in co-operation with the Canadian forage industry, developed the Canadian Hay Certification Program (renamed as Hay Export Program in 2025) to facilitate the phytosanitary certification of baled hay for export. Participation in the Hay Export program is mandatory for processors intending to export baled hay to a country (in other words: China) that requires facilities to be listed and identified by a registration number on phytosanitary certificates. Participation in, and adherence to the program requirements ensures that export shipments are free of quarantine pests, and are eligible to receive phytosanitary certificates from the CFIA.
Scope
This document establishes and describes the minimum standards that must be met by all approved hay processing facilities with respect to establishing and maintaining a phytosanitary management system for the purposes of export certification by the CFIA. Under the Hay Export Program, an approved facility is one which has demonstrated, to the satisfaction of the CFIA, competence in implementing a phytosanitary management system and in performing the type(s) of examination(s) and related administrative activities as specified in this directive.
This directive does not cover requirements for pelletized hay, highly processed hay products or forage products shipped under the Forage (Heated) Export Program (D-08-01).
References
All other directives relating to phytosanitary requirements for field crop grains may be found at: Plant Protection Policy Directives - Grains and Field Crops.
IPPC - International Plant Protection Convention
ISO Standards Compendium (Sixth Edition): 1996. ISO 9000 Quality Management. International Organization for Standardization. 382 pp.
Definitions, abbreviations and acronyms
Definitions for terms used in the present document can be found in the Plant Health Glossary of Terms.
1.0 General requirements
1.1 Legislative authority
Administrative Monetary Penalties Act
Canadian Food Inspection Agency Act
Plant Protection Act
Plant Protection Regulations
CFIA Fees Notice
1.2 Fees
The CFIA is charging fees in accordance with the Canadian Food Inspection Agency Fees Notice. Anyone requiring other information regarding fees may contact any local CFIA office at or visit our Fees Notice Web Site.
1.3 Regulated pests
Regulated pests as identified by the importing country.
1.4 Regulated commodities
Baled or Canadian hay produced for export to various countries.
1.5 Regulated areas
Canada (all areas).
2.0 Specific requirements
In order for a processing facility (hereafter referred to as "the facility") to be approved under the program, the facility must apply to the CFIA for approval and have a phytosanitary management system in place to ensure that only hay meeting the phytosanitary requirements of the importing country is presented for phytosanitary certification. To participate in the program, a facility must design and implement a phytosanitary management system and prepare a written Preventive Control Plan (preventive control plan) outlining the procedures they will follow to remain approved and in good standing under the program. An approved facility must follow appropriate measures to ensure that the baled hay they export is grown and processed following practices that will result in the hay complying with the phytosanitary requirements of the importing country.
2.1 Hay eligible for certification
Pure stands or mixes of timothy (Phleum pratense), alfalfa (Medicago sativa), clover (Trifolium spp.), bromegrass (Bromus spp.), orchard grass (Dactylis glomerata), ryegrass, (Lolium spp.), fescue (Festuca spp.) and oat (Avena sativa) hay produced (grown) in Canada are eligible for export certification by the CFIA. If other hay species are to be considered, the CFIA must be contacted for verification of acceptability of the species to the importing country.
2.2 Phytosanitary import requirements
Regulated pests are normally listed as part of an importing country's phytosanitary import requirements that are developed for specific commodities.
All hay exported under the program from an approved facility must meet the phytosanitary import requirements of the specific importing countries.
Exports to Japan and Korea
- free from quarantine pests (for example, Hessian fly (Mayetiola destructor))
- free from visible pests other than Hessian fly
- free from hosts of Hessian fly, including straw, culm (stem), and leaves of wheat (Triticum spp.), barley (Hordeum spp.), rye (Secale spp.), and wheatgrasses (Elytrigia repens, Agropyron spp., Elmyus spp., Thinopyrum spp., Pascopyrum spp. and Pseudoregneria spp.). Appendix 3 provides a detailed list of species; and
- free from soil
Hay exports to China
- free from quarantine pests designated by China (Appendix 2)
- free from visible pests, other than the listed quarantine pests
- free from hosts of Hessian fly (Appendix 3)
- free from soil and
- produced, handled and transported in a manner consistent with the requirements specified in Appendix 2
Exports to other countries
For details regarding the phytosanitary import requirements of countries other than Japan, Korea or China, please contact a local CFIA office.
2.3 Administrative requirements
In order for a facility to be approved by the CFIA to participate in the program, the facility must meet the following administrative criteria.
2.3.1 Eligible applicants
Only established processors of baled Canadian hay are eligible to participate in the Hay Export Program. Registration must be initiated at the management level of the facility, and must demonstrate a clear management commitment to train adequate numbers of competent staff to carry out the requirements of the program.
2.3.1.1 Application for participation
Facility owners or operators interested in participating in the program can apply by submitting a new service request through their My CFIA account. A copy of the facility's preventive control plan should be included in the My CFIA application or forwarded to the local CFIA office.
My CFIA uses the term "preventive control inspection" in place of "audit", and "terms and conditions" in place of "requirements".
2.3.2 Document controls
2.3.2.1 Approved facility records
An approved facility must have a system for maintaining records associated with the examination of each hay lot prepared for export (namely, lot number, quantity of hay represented by the lot, field inspection results and other export information). All records must be kept for at least 1 year from the final date of shipment.
A current copy of this directive and the facility's preventive control plan must be easily accessible to the facility's program manager and facility staff at all times and made available to the CFIA upon request.
2.3.2.2 Internal evaluations completed by the facility
As part of the Hay Export Program, the CFIA will evaluate a facility's compliance with their preventive control plan on an annual basis. The CFIA recommends that each facility conduct their own internal audit within 12 months of the CFIA's initial facility approval and on a regular ongoing basis. For example, a facility can verify its internal processes to demonstrate that they are able to trace the source of all product shipped, back to a specific hay lot(s) processed at their facility.
2.3.3 Phytosanitary certification
Prior to the export of a consignment, exporters of baled hay are required to complete and submit an Application for Export Inspection and Phytosanitary Certification - PDF (178 kb) (CFIA/ACIA 3369) to the CFIA. A phytosanitary certificate will be issued by a CFIA authorized certification official once it has been determined that the consignment meets the phytosanitary requirements of the importing country. Phytosanitary Certificates will be issued in accordance with D-99-06: Policy on the issuance of phytosanitary certificates and phytosanitary certificates for re-export.
2.4 Qualification and training of hay processing plant personnel
An approved facility shall employ sufficient competent staff to ensure that the requirements of the Hay Export Program are met. For this program, an applicant shall identify a qualified program manager for each facility. The program manager, along with other personnel responsible for hay examination, must have a thorough understanding of the Hay Export Program. The program manager and senior management of the facility must be committed to ensuring that compliance with the program is maintained. This includes having trained personnel to carry out all functions essential to meeting the delivery requirements of the program.
2.4.1 Qualifications of the program manager and staff training
The member(s) of staff designated as the program manager under this program must:
- understand the phytosanitary import requirements of the importing country
- be familiar with good production practices for hay as recommended by provincial agronomists
- be actively involved with the approved facility in implementing the phytosanitary management system, pre-harvest field inspections and baled hay lot examinations
- be aware of the procedures to follow in their preventive control plan to maintain conformance with the Hay Export Program
- be trained to identify the regulated pests and prohibited host material specified in section 2.2; and
- possess general knowledge of forages and the weeds, diseases and insects associated with forages
2.4.2 Training
- An approved facility must outline a training program in their preventive control plan and conduct training of their personnel responsible for hay and/or field inspections.
- Records of staff training must be maintained by the approved facility as outlined in their preventive control plan.
- The CFIA may provide training assistance to processors upon request when availability permits.
2.5 Program requirements
An approved facility's preventive control plan must include preventive controls to ensure that exported hay products meet the phytosanitary requirements of the importing country. The procedures followed must be documented in the written preventive control plan for review and approval by the CFIA. Elements must include:
2.5.1 Field examinations
Some processing facilities may conduct field examinations of the growing crop. Note: field inspection of the standing crop is mandatory for alfalfa hay exported to China.
Field inspection will include the visual examination of the standing crop prior to harvest for the presence or symptoms of the regulated pests and/or host material of the regulated pests of the importing country. Hay baled from an inspected field meeting the conditions of an importing country must be segregated from other lots which are not eligible for export in order to prevent infestation. Segregation may take the form of a physical barrier between lots, or the use of identification marks that clearly distinguish between adjacent lots in order to prevent potential infestation or cross contamination from occurring.
2.5.2 Examination of incoming plant material
All hay entering an approved facility and intended for export under the Hay Export Program must be examined to determine its compliance with the phytosanitary import requirements of the country of destination. Examination of hay may be done at origin, prior to arrival at the facility or at the facility by the program manager or a delegate.
Hay meeting the requirements under the program may be moved into the storage and the processing areas for export.
If regulated pests or prohibited host plants are found at the time of examination at the facility, appropriate measures, including segregation of the product from eligible hay, must be carried out immediately, in order to ensure compliance with the program requirements. Written reports as per Section 2.5.4 must be completed.
2.5.3 Examination of export shipments, processing and shipping areas
When export shipments are being processed, facility staff must ensure that hay, processing areas and shipping containers meet the requirements of the program. Loading of shipping containers must be conducted in a manner to prevent contamination from regulated material, (for example, windblown foxtail barley, Hordeum jubatum). Shipping containers must be thoroughly cleaned and if necessary disinfected prior to loading.
All hay prepared for export under the program must be examined by the program manager or his/her appointee at the frequency specified in the preventive control plan. If regulated pests or prohibited host plant material are detected the lot is ineligible to be certified by the CFIA according to the Plant Protection Regulations section 55(3). The facility must apply control measures to maintain compliance with the program.
2.5.4 Written reports
The program manager or his/her appointee must prepare a Hay Examination Report (Appendix 6) before or at the time the hay enters the approved facility. In addition, for alfalfa hay to be exported to China, the hay field examination report for China (Appendix 5) must be completed prior to the crop being harvested.
2.6 Non conformance
If a facility audit has determined that the approved facility no longer meets the requirements of the program,its registration status will be suspended or revoked. The CFIA shall notify the approved facility of the action to be taken and identify the deficiencies that require correction action(s) to be taken.
Once all necessary corrective actions developed by the facility have been implemented and approved by the CFIA, a facility may be reinstated on the program. The facility must re-submit a revised preventive control plan identifying the corrective actions they have taken. The CFIA will conduct a follow up audit at the facility to determine if the corrective actions address the non-conformances. An increased audit frequency will be assigned to the facility until on-going conformance with the program has been demonstrated to the CFIA. At that time, the facility will return to the normal audit frequency.
2.7 CFIA responsibilities
Note: strict adherence to the CFIA Occupational Safety and Health (OSH) policy as well as any individual facility's OSH requirements is required when CFIA staff are working on-site at an approved facility.
2.7.1 CFIA authorization audit
Before a facility's registration can be approved under the Hay Export Program, the CFIA will conduct an authorization audit of the applicant's facility(ies) to ensure that they can or will be able to meet all requirements of the program. The authorization audit is useful to the facility in case operational or administrative changes are needed at the facility or if amendments to the plan are required in order to comply with the requirements of the program.
2.7.2 CFIA systems audit
Following the approval of a facility, for the next 2 years the CFIA will carry out a minimum of 2 systems audits each year. These audits will be completed to determine a facility's conformance with the requirements of the program. Where a facility ships hay on a limited and seasonal basis, the CFIA may approve a reduced frequency of system audits. After the first 2 years, an approved facility that has maintained conformance with the program will be audited at a minimum of once a year.
If critical non-conformances are identified, a facility will have their approval revoked, pending completion of corrective actions by the company and, follow up audit(s). Any audits required to verify corrective actions will be in addition to the required systems audits.
2.7.3 CFIA administrative requirements
A list of facilities approved under the program will be posted on the CFIA internal website.
Appendix 1: Terms and conditions
- Each export shipment must consist only of hay which meets the phytosanitary import requirements of the country of destination. The approved facility understands those requirements.
- Hay must be processed in a facility approved by the CFIA under the Hay Export Program. The facility understands the conditions specified in the CFIA plant health directive D-03-14.
- Records of hay received, handled and processed in an approved facility must be maintained for at least 1 year after shipment. The facility must be able to demonstrate ongoing traceability of hay shipments to both the source of the lot(s) and to each phytosanitary certificate.
- The facility must be able to demonstrate how it prevents the export of non-compliant hay, including compliant hay that may have become contaminated.
- The approved facility must have a written preventive control plan explaining how the requirements of the program will be met. CFIA will review and approve the preventive control plan. The facility must implement and follow the preventive control plan.
Appendix 2: Requirements to export alfalfa and timothy hay to China
Consult Requirements to export Canadian alfalfa and timothy hay to China.
Appendix 3: prohibited host species of Hessian fly
Wheat
- Common wheat (Triticum aestivum), including winter and spring wheat
- Spelt wheat (Triticum spelta)
- Durum wheat (Triticum durum)
- All other Triticum spp.
Barley
- Common barley (Hordeum vulgare)
- Foxtail barley (Hordeum jubatum)
- Little barley (Hordeum pusilium)
- Other Hordeum spp.
Rye
- Secale cereale
Triticale
- X- Triticosecale
Wheatgrasses
Wheatgrasses, including:
- couchgrass/quackgrass (Elytrigia repens)
- crested wheatgrass (Agropyron cristatum)
- northern wheatgrass (Elymus lanceolatus)
- slender wheatgrass (Elymus trachycaulus)
- pubescent wheatgrass(Elytrigia intermedia)
- other wheatgrasses (Thinopyrum spp., Pascopyrum spp., Pseudoroegneria spp., and more)
Appendix 4: Hay bale (field baled) examination report
Download the Hay bale field-baled examination report (PDF 70 Kb)
Text version
The first main section of the form requires information regarding the location, including the grower's name and address and, if applicable, the non-designated facility name and address, the legal description, the name of the company requesting examination, the country of destination, and specifics regarding the hay for examination (for example, the mixture percentage and the lot number, the bale type, the weight per bale, the total number of bales, and the total weight). In the second main section of the form information on foreign material must be entered including soil which is prohibited, an identification of the prohibited material, space is provided to identify the lots rejected, the number of bales passed multiplied by the weight per bale equating to the total weight. In the bottom left section of the form a section is provided for information regarding the Verticillium Wilt Test Result(s) including the sampling date, the submission number, the test result (negative/positive), and the name of the examiner of the material. Finally, in the bottom right section has fields for the input of information including the date, the phytosanitary certificate number, a subtraction of the quantity in metric tons, and the balance of the remaining material in metric tons.
Appendix 5: Authorization audit checklist
The authorization audit checklist provides fields for:
- the verification of completion of different preliminary standards, and
- notes to accompany the verification of each standard
| Preliminary standards | Yes | No | Notes |
|---|---|---|---|
| Preventive control plan has been submitted. | |||
| Program manager has been identified on the application. Program manager is qualified as per Section 2.4.1. |
| Organization (responsibility and authority) | Yes | No | Notes |
|---|---|---|---|
| Current organizational chart (including names and titles). | |||
| Description of major responsibilities of each employee involved in preventive control plan procedures. |
|||
| Description of the company (products/services). May include company history. |
|||
| Procedure to follow if the preventive control plan is altered, amended, or corrected. | |||
| Name/position of the person responsible for submitting any alterations, amendments, or corrections of the preventive control plan to the CFIA. |
|||
| Name/position of the person responsible for organizing the regular review of the preventive control plan. |
| Pest management | Yes | No | Notes |
|---|---|---|---|
| The preventive control plan describes company's method of hay examination to meet phytosanitary requirements (include samples of any forms used). |
|||
| The preventive control plan describes company's method of tracking the source of hay lots (include samples of any forms used). |
|||
| The preventive control plan has identified method of receiving incoming hay lots (include samples of any forms used). |
|||
| The preventive control plan describe the segregation of eligible hay lots (physical barrier, distance separation, identification markings). | |||
| Verify that segregation is consistently maintained, and contamination is avoided (include samples of any forms used). | |||
| A regular inventory/count of eligible hay lots is completed (include samples of any forms used). |
| Compliance and corrective action | Yes | No | Notes |
|---|---|---|---|
| A description of non-compliance procedures (include samples of any form used). | |||
| Name/position of the person responsible for handling non-compliance activities. |
| Employee training | Yes | No | Notes |
|---|---|---|---|
| Names/positions of the employees who receive training relative to the Hay Export Program, including the dates that training was received/completed. | |||
| A training plan/process (including training elements and time lines) to train employees in elements of the Hay Export Program. | |||
| Retention and updates of staff training materials regarding knowledge and ability to identify prohibited hosts (include samples of any forms used). | |||
| Name/position of the person(s) responsible for training. | |||
| Program manager/delegated appointee are aware of the preventive control plan, its contents, and its location. |
| Records management | Yes | No | Notes |
|---|---|---|---|
| The facility commits to retain all records pertaining to the program for a minimum of 1 year from the final date of last shipment of an individual lot. | |||
| The facility retains a sample of the record of approval for any alternations, amendments, or corrections of the preventive control plan. | |||
| The preventive control plan contains a sample of hay/field examination reports. | |||
| The preventive control plan contains a sample of the records of receiving incoming hay. | |||
| The preventive control plan contains a sample of the documentation used for the product segregation process and organization in the facility. | |||
| The preventive control plan contains a sample of the record of the regular inventory/count of eligible hay lots. | |||
| The preventive control plan contains a sample of the records of the destination of all lots (both domestic and export) shipped from the facility. | |||
| The preventive control plan contains a sample of the record of non-compliance activities. | |||
| The preventive control plan contains a sample of the record of corrective actions taken. | |||
| The preventive control plan contains a sample of the records of the names/positions of the employees who received training relative to the Hay Export Program, including dates training was received/completed. |
Appendix 6: Systems audit checklist
The systems audit checklist which provides fields for:
- verification whether different standards have been completed (yes and no columns),
- the non-compliance to the standard (if it occurred),
- the corrective action which needs to occur, and
- the due date for when the corrective action must be completed by.
| Standard | Yes | No | Non- conformance |
Corrective action |
Due date |
|---|---|---|---|---|---|
| Does the facility have a copy of their current preventive control plan available? | |||||
| Does the facility have a program manager? | |||||
| Does the program manager meet the qualifications of Section 2.4.1 of D-03-14? | |||||
| Verify the records/reports listed in the preventive control plan are complete and available. | |||||
| Verify the ability of the facility to trace back shipments with the above records/reports. | |||||
| Verify the facility follows their preventive control plan procedure for examination of hay lots. | |||||
| Verify the facility follows their preventive control plan procedure for storage of hay lots. | |||||
| Verify the facility follows their preventive control plan procedures for identification of hay lots. | |||||
| Verify the facility follows their preventive control plan procedure for segregating export eligible hay. | |||||
| Verify the facility follows their preventive control plan procedure for making corrective actions. | |||||
| Are corrective actions done in the time specified? | |||||
| Are training records up to date? | |||||
| Verify that the facility maintains records/documentation for 1 year after final shipment of an individual lot. | |||||
| Does the facility have a current copy of the Hay Export Program Directive available? | |||||
| Does the facility consistently have sufficient staff to meet the preventive control plan procedures? |
| Hay examination | Yes | No | Non- conformance |
Corrective action |
Due date |
|---|---|---|---|---|---|
| Verify eligible hay free from prohibited materials in storage. | |||||
| Verify eligible hay free from prohibited materials in processing. | |||||
| Verify eligible hay free from prohibited materials in shipping. | |||||
| Verify shipping containers handled as per preventive control plan. | |||||
| Field inspection (growing season inspection mandatory for alfalfa exports to China). | |||||
| Verify that inspection/examination reports are being properly completed. | |||||
| Verify that field(s) are being inspected according to requirements. |
Appendix 7: Classification of non-conformances
Critical non-conformance
Critical instances are those that place the integrity of this program in jeopardy. Certificates must not be issued as this non-compliance will directly affect export markets. The facility is suspended from this program. Examples include:
- the process facility knowingly exports product contaminated with non-conforming product
- the process facility completely fails to follow their own preventive control plan
- the process facility fails to do follow-up and corrective action following notification by importing country of rejection for prohibited pests
Major non-conformance
Inspection findings that reveal that the integrity of this program may be compromised. Corrective action must be carried out within the time frame specified by CFIA or participation of the facility may be suspended. More than 2 major non-compliances is considered a critical non-compliance.
- The process facility operating without a program manager.
- Program manager is not qualified as per Section 2.4.1.
- The process facility cannot trace back shipments.
- The process facility fails to make corrective actions identified from previous audit.
- Hay being processed contains pests prohibited by importing country.
- Process facility consistently does not have sufficient staff to meet preventive control plan procedures.
- The process facility does not follow their preventive control plan for hay examination.
- The process facility does not follow their preventive control plan for hay storage.
- The process facility does not follow their preventive control plan for hay segregation.
- The process facility does not handle shipping containers as per preventive control plan for cleanliness.
- Records/documentation have not been maintained for 1 year after shipment.
Minor non-conformance
Inspection findings that reveal 1 isolated incident of non-conformance which has no direct impact on the integrity of the product provided that remedial action can be taken within a period defined by the inspector. Corrective action must be carried out to the satisfaction of CFIA or participation of the facility may be suspended. More than 2 minor non-compliances is considered a major non-compliance.
- Process facility does not have a current copy of their preventive control plan available.
- Reports and records listed in the preventive control plan are not complete, up to date or available.
- The process facility does not completely follow their preventive control plan procedure for hay examination.
- The process facility does not completely follow their preventive control plan procedure for hay storage.
- The process facility does not follow their preventive control plan procedure for hay identification.
- The process facility does not completely follow their preventive control plan procedure for hay segregation.
- Training records have not been maintained or staff training has not been completed on a consistent basis.
- Records/documentation have not been consistently maintained for 1 year following shipment.
- The process facility does not have available a current copy of the Hay Export Program directive.
- The process facility does not have sufficient staff to meet preventive control plan procedures.
- The process facility does not have a preventive control plan procedure for receiving hay.
- The process facility does not consistently handle shipping container as per preventive control plan for cleanliness.