Completion of form CFIA/ACIA 1454 - Certificate of Inspection Covering Meat Products
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- Completion of form CFIA/ACIA 1454
- Approval of application for export certification
- Issuance of certificates
- Transshipping meat product
- Replacement export certificates
The applicant is responsible for the accuracy of the information that is entered on export certificates. The applicant is also responsible to ensure that the certificate is fully completed and that all unused spaces are lined out before presenting the certificate for signature. All information entered on a certificate must be in the same typeface style. No alteration, for example, a modification or addition of a statement, may be made to export certificates without the authorization of the Canadian Food Inspection Agency (CFIA).
Completion of form CFIA/ACIA 1454
The following details shall be adhered to in the completion of CFIA/ACIA 1454. When items to be exported are too numerous for the space provided on the form, Annex E-1: Continuation Sheet to Certificate of Inspection Covering Meat Products (CFIA/ACIA 1454 Sup) should be used provided it is acceptable to the importing country.
It should be kept in mind that a form should be issued for one consignee only. To incorporate several consignees on the same form CFIA/ACIA 1454 is not acceptable for the importing countries. It is not recommended to include meat products from several establishments on the same form. Derogation (exception) to this rule may, however, be acceptable in the case of a specific contract with a country requesting only one certificate. In such cases, it is requested that the number of the establishment of origin be indicated at the end of the description of each product from each establishment. For example:
- 24 boxes pork roast, est. 998
- 36 boxes beef tails, est. 876
- 30 pork carcasses, est. 998
- 45 pork carcasses, est. 876
- 18 pork carcasses, est. 687
The information appearing on CFIA/ACIA 1454 is used for data entry and is essential for statistical purposes. Accuracy and legibility of this information is imperative in order to produce accurate data. The following information relates to the specific fields of data entry on form CFIA/ACIA 1454.
Exporter (Box 1)
The name and address of the exporter which may be that of:
- the operator where the animals were slaughtered (Box 4);
- the operator where the meat products were processed (Box 8);
- the operator of a storage facility;
- or, a broker.
In the event Box 1, Box 4, and Box 8 are the same, the information shall be recorded in all three fields of the form.
Foreign export stamp numbers (Box 2)
Where a rubber stamp or export labels are used, the number on the stamp or label used on cartons to be exported shall correspond to the serial number of CFIA/ACIA 1454 accompanying the shipment. The number must be reproduced in this field of the form. If the certificate number is different than the number stamped on boxes (example: replacement certificate) the wording to the effect that the shipping containers bear a different number must be included here. For example:
"Boxes stamped with number ."
Export sticker numbers, when required, should also appear here. If the space is insufficient, they can appear instead in additional certification (Box 18).
Consignee (Box 3)
The name and address of the consignee is written in this field. In the event where the form (CFIA/ACIA 1454) is the unique certificate required or when the additional certification does not need the name and address of the consignee, the phrase "To be determined" can be entered instead of the name and address of the consignee. Unused space must be lined out. When the phrase "To be determined" is used, the operator/exporter takes full responsibility to ensure that it is acceptable to the importing country. A letter of responsibility from the applicant to this effect should be kept on file. A certificate bearing the phrase "To be determined" will not be replaced should the shipment be refused due to this phrase being used.
Slaughtered at (Box 4)
The name and address of the slaughter establishment(s) where the animals were slaughtered is entered in this field. The words "Various eligible establishments" may be used when it is not practical to list slaughter establishments (for processed products) and it is acceptable to the importing country.
Establishment number (Box 4A)
The registration or licence number of the slaughter establishment(s) is entered in this field.
Slaughter date (Box 5)
Indicate the date or dates of slaughter. When acceptable to the importing country, a range may be used (example: May to June 2018).
Country of origin (Box 6)
Insert the word Canada in this field.
Country of destination (Box 7)
Country of destination means name of the importing country.
Processed at (Box 8)
The name and address of the last processing establishment(s) where the meat products were processed is indicated here.
Establishment number (8A)
The registration or licence number of the processing establishment(s) in Box 8 is indicated here.
Process date (Box 9)
Process date signifies the date of production as recorded by the operator of the processing establishment and may differ from the slaughter date as recorded by the operator of the slaughter establishments. Enter the information under the dd-mm-yyyy format unless required otherwise by the importing country. When acceptable to the importing country, a range may be used (example: May to June 2005).
Carrier (Box 10)
Write the name of the transport company.
Point of lading (Box 11)
Write the name of the airport, train terminal, sea port, etc.
Ship/Airmail/Truck/Rail (Box 12)
Write the ship's name, the flight or wagon number, etc.
Sea/Air/Port of discharge (Box 13)
Write the name of the airport, train terminal, sea port, etc.
Marks – Number and kind of packages, description of meat products, and species of origin (Box 14)
Include the description of the product (as written on the boxes). The number of packages and species of origin must be clearly indicated. Unused space must be lined out.
Net weight (Box 15)
The net weight must be accurate, in kilograms unless pounds is required by the importing country (specify kg or lb).
Container number (Box 16)
Write the container number, if applicable.
Seal number (Box 17)
Write the seal number, if applicable.
Additional certification (if requested) (Box 18)
Additional certification required by some countries as stated in the Export requirements library may be typed in this space. If there is not enough space the additional certification shall be typed on government letterhead paper. If additional certification is provided on government letterhead paper the same official CFIA veterinarian inspector shall sign CFIA/ACIA 1454 and the additional certification.
Include any country specific annexes to the export certificate in this section.
Unused space must be lined out.
Place of issue (Box 19)
Input the city and province. Use the applicable internationally recognized province code.
Date (Box 20)
Input the date on which the certificate was signed by the official veterinarian and issued. In the spaces for day and month a single digit number shall be prefixed by a "0" in order to fill both spaces.
Official veterinarian (name and signature) (Box 21)
The name and signature of official veterinarian signing the certificate is indicated in this field. Only official CFIA veterinarian inspectors are authorized to sign export certificates for meat products. The name of the signing official CFIA veterinarian shall be typed, stamped or written clearly below the signature followed by "veterinarian" or "DVM". The official stamp shall be applied.
Approval of application for export certification
Once the steps in Completion of form CFIA/ACIA 5344 – Export Application Verification Form – Annex H have been successfully completed, the inspector at the applicant's plant reviews the compliance of the export documents presented for signature. In this review process, the inspector verifies the concordance of the information presented on the Export Application Verification Form – Annex H (CFIA/ACIA 5344) with the information written on the official Certificate of inspection covering meat products (CFIA/ACIA 1454) and respective annexes. The inspector then completes, signs, and dates Part 3: Declaration of Verification of form CFIA/ACIA 5344 when all aspects of the application are found acceptable.
Next, the inspector:
- returns the approved application and unsigned export certificate/annexes to the applicant/operator;
- and, keeps on file a copy of the application and any pertinent supporting documents (example: letters of compliance).
The applicant must submit the completed Annex H - Export Verification Form (CFIA/ACIA 5344), export certificate and all accompanying documents (examples: annexes, laboratory reports, etc.) to the official CFIA veterinarian within a reasonable time period, for instance two (2) working days, once the Annex H (CFIA/ACIA 5344) is completed. Although the acceptable time to present the certificate may be longer than two (2) working days in unusual circumstances, if the time is considered excessive, the CFIA will request an explanation and may require the load to be re-verified prior to signing the export certificate.
The inspector of the plant preparing the export certificate and the inspector of the plant from where the export load is shipped (in some cases the same) will maintain a log book of all export loads shipped from the establishment regardless whether they issue the certificate or are only verifying the shipment. The following should be noted in this book:
- Date the export load was verified
- Certificate number including void certificate
- Product description
- Name of importing country
- Number of boxes/packages
- Net weight
- Exporting company name or who the certificate was issued to
- Name of signing veterinarian
- Verifying inspector's initials
- Export sticker numbers, including voided stickers
Issuance of certificates
Certificates for export of meat products shall only be issued (signed) by an official CFIA veterinarian inspector.
If the official CFIA veterinarian has concerns about the information appearing on supporting documents, such as the Export Application Verification Form – Annex H (CFIA/ACIA 5344), or the certificate, they will contact the inspector who approved the application and/or the applicant, to address these concerns. If the concerns are not satisfactorily addressed, the official CFIA veterinarian should document the reasons motivating the concerns (example: incomplete documents) and contact CFIA Inspection Support.
The official CFIA veterinarian should ensure before signing, that the certificate has been completed fully and correctly, and that no part of it is left blank; since a certificate is signed on the basis of Annex H (CFIA/ACIA 5344), the official CFIA veterinarian should be in possession of that document before signing.
In cases where the certifying veterinarian is remotely located, he or she will keep a photocopy of the signed certificate, a copy of CFIA/ACIA 5344 and/or a log book of the same information. The applicant is responsible to return the signed certificate and a copy of CFIA/ACIA 5344 to the inspector having assigned the certificate.
Where the form CFIA/ACIA 5344 is to be faxed to the signing veterinarian, the inspector at the shipping plant will keep the original copy of CFIA/ACIA 5344 on file. A signed copy of the export certificate will be sent back to the verifying inspector for their files. This will insure there has been no tampering with the export application verification form.
The applicant's inspector (the one assigning the certificate) is the person who will keep all documents on file pertaining to this exportation for traceability purposes, for example, a copy of an issued certificate, the associated CFIA/ACIA 5344, or other supporting documents.
As a result of an agreement between the CFIA and the United States Department of Agriculture (USDA), CFIA inspectors as well as official CFIA veterinarian inspectors are legally permitted to issue the CFIA/ACIA 5733 for meat and poultry products to the United States (U.S.). Refer to the United States of America – Export requirements for meat and poultry products for full details.
Transshipping meat product
Transhipment of imported meat product
Transit of a shipment of foreign meat products through Canada, in bond, must be authorized by the Animal Health Division of the CFIA (see Animals). In such case no Canadian certificate of inspection will be issued.
Imported meat products accepted into Canada are not eligible as is for export to the U.S. Only shipments that are considered by the USDA as transshipment, that is to say in bond, and covered by an original certificate from the country of origin showing the name and address of a consignee located in the United States will be accepted.
In the case of countries other than the United States, imported meat products accepted in Canada, may be re-exported (entire shipment or part of it) to a foreign country. The acceptance of such products by the importing country shall be the responsibility of the consignor. In this case, form CFIA/ACIA 1454 shall be issued and Part 2 of the form shall be forwarded to the CFIA (Centre of Administration). In addition, the following statement should be shown on the certificate:
"Products of (country of origin) with original markings, in original containers, accepted into Canada and under continuous official supervision while in Canada."
If required by the importing country, a photocopy of the original health certificate from the country of origin may be delivered. Unless the whole imported shipment is re-exported, the original certificate will not be provided.
It should be noted that an imported meat product which is further processed in Canada is considered a Canadian product. Such a product may be certified for export unless specific requirements of the importing country prohibit this.
Transshipment of exported meat product
Some countries require additional certification when a meat or meat product is exported to a foreign market for later re-export to a third county. At the request of the exporter-importer, and if all applicable requirements for the third country are met, the certificate in Annex D: Certification in Relation to Japanese Requirements in the case of Japan or Annex S: Certification in relation to a third country's requirements in the case of another third country may also be issued. It is important to note that Annex D and Annex S are not issued to comply with an import requirement of the market but simply to facilitate compliance with the third country requirements.
Replacement export certificates
In the case where a change is required to an export certificate that has not been issued, meaning it has not been signed by an official CFIA veterinarian inspector, the export certificate must be voided and returned to the CFIA. Then a new export certificate may be completed for the lot destined for export.
Changes shall not be made on the face of issued export certificates. If an applicant wants to make a change to an issued export certificate, he or she must apply for a replacement certificate by fulfilling replacement certificate conditions. A monetary fee will be charged for all replacement certificates issued by the CFIA.
Provided the replacement certificate conditions are met, the CFIA will allow a replacement certificate for change of country of destination. Export certificates may also be replaced for lots within or outside of Canada.
After reviewing the application for a replacement certificate, the CFIA may request additional documentation if it is determined that the change requested cannot be made based on available information. This is particularly significant when a change is requested to a seal number, export stamp/shipping mark number, transport container number, number of cartons, weight and product description. The documentation that may be requested is situation dependent but examples may include a bill of lading, exporter's ship manifest, a ship schedule from the freight forwarder, processing dates, etc.
A letter of explanation may be issued instead of a replacement certificate if the applicant can provide reasonable indication that the letter will be acceptable to the importing country and adequate supporting documentation for the change.
In some circumstances countries may choose not to accept replacement certificates and may notify the CFIA accordingly.
Regarding a change of the country of destination, if a replacement certificate is issued by the CFIA, it will be the responsibility of the applicant to provide the competent authority of the new country of destination with information acceptable to them to prove the continuity of control over the lot and compliance with any other conditions required by the importing country.
When clarification of replacement certificate policy is needed, the applicant should refer to the inspector or veterinarian located at their respective establishment.
Replacement certificate conditions
Replacement certificates may be issued provided the following conditions are met:
The applicant has in place procedures relating to the preparation of export documentation. The procedures must aid in maintaining accurate export certificate preparation. Further, the applicant has implemented corrective actions if applicable.
If a change of country of destination is requested, the lot must have complied with the requirements of the new country of destination at the time of processing.
The application Export Application Verification Form – Annex H (CFIA/ACIA 5344) for the replacement certificate, accompanied with the rationale supporting the request, is presented by the applicant to the official CFIA veterinarian who issued the export certificate being replaced or, when not available, to the respective CFIA area or regional office.
Part 1: Application for Export Certification, and Part 2: Declaration of Compliance (element 1), must be filled accordingly. The form Annex H (CFIA/ACIA 5344) must be certified for any elements that are to be changed. A CFIA inspector must also certify any changed elements. The "in lieu of" checkbox must be marked with an "X" and the corresponding original export certificate number identified.
It must be demonstrated that the original certificate, including any annexes, have been returned to the CFIA or, are in the possession of a recognized foreign competent authority (FCA), or are in the possession of a Canadian embassy, consulate or high commission.
In cases where the time required for the return of the original certificate and any annexes is considered too significant by the exporter, as in the export of a chilled meat product, the option that may be accepted is a copy of the voided original certificate and any annexes, with both the printed name and signature of the individual who voided them sent to CFIA. Also, a letter from the exporter including a statement indicating that the party in possession of the export certificate and any annexes have voided them, and the copies sent to the CFIA are copies of the voided export certificate and any annexes. The exporter must also guarantee in the letter that the export certificate and any annexes, with reference to the export certificate number, will arrive back to the CFIA office, where it was issued, in a certain number of days, as specified by the applicant. The indicated return date must however, be less than thirty (30) calendar days. The decision to allow this option will be made in conjunction with the area export specialist.
The original, returned, export certificate is to be filed with Part 3 (inspector copy) of the replacement certificate.
If the request for a replacement certificate is made once the export certificate has been issued and the lot is no longer at a registered/licensed establishment, it must be understood that the CFIA is not in a position to certify the condition of the lot as of the date the replacement certificate is issued and so does not do so. The replacement certificate only certifies the lot condition at the time of initial export certification. To this end, a letter written on the applicant's letterhead, signed by a company representative, must be submitted to the official CFIA veterinarian who issued the export certificate being replaced or, when not available, to the respective CFIA area or regional office. The letter must include the rationale supporting the request for a replacement certificate, the date the original certificate was issued, and a reference to the original certificate number. The exporter relies on the replacement certificate at his or her own risk and expense and as such, the applicant must confirm agreement and compliance with the following statement, by including it in the application letter:
"I hereby agree and acknowledge that, by issuing a replacement certificate, the CFIA does not guarantee or warrant that the importing country will accept the products covered by this application and described on the replacement certificate. I rely on the replacement certificate at my own risk and expense. Furthermore, I have so informed all third parties who may rely on the replacement certificate."
Even if the above conditions are met, an export certificate will not be replaced in cases where:
- the applicant requests that one certificate be replaced by two or more certificates;
- or, the applicant requests that two or more certificates be replaced by one certificate.
Replacement certificate preparation
After it is determined that a replacement certificate can be issued, the following statements apply:
With the exception of the date and the change, all other information pertaining to the lot must remain identical to that appearing on the certificate to be replaced. The date appearing on the replacement certificate shall be the date the replacement certificate is signed by the CFIA.
All replacement certificates and corresponding annexes, as applicable, must bear the following statement:
"This certificate replaces and supersedes certificate number (original certificate number), issued on (date)."
Where the replacement certificate number is different than the number stamped on the boxes, the wording to the effect that the shipping containers bear a different number must also be included on the replacement certificate and corresponding annexes, as applicable:
"Boxes stamped with number (original certificate number)."
If the request for a replacement certificate is made once the export certificate has been issued and the lot is no longer at a registered/licensed establishment, it must be understood that the CFIA is issuing the replacement certificate on the basis of the lot sanitary state as verified at the time of issuance of the export certificate being replaced. To this end, form CFIA/ACIA 1454 and form CFIA/ACIA 4159 replacement certificates must bear the following revised statement in the Additional certification (if requested) (Box 18) field or at the bottom of the Product description (Box 14) field:
"This is to certify that, on the date of issuance of the certificate of inspection covering meat products which this certificate replaces, the meat products herein identified derived from food animals that received ante mortem and post mortem veterinary inspection at the time of slaughter and were fit for human food, were not treated with and did not contain any preservative, colouring matter or other substance not permitted by the Safe Food for Canadians Act and Regulations, and had been handled only in a sanitary manner in Canada."
As a result of the addition of the above statement, the form's default standard certification statement, within the field between Box 16 and Box 18, of the replacement certificate must be crossed out.
If there is insufficient room for both the lot product description and the revised statement on one replacement certificate, a continuation sheet (Annex E-1) is needed. The continuation sheet must contain the product description information that could not fit on the face of the replacement certificate, along with the above statement. In this case, there will be product description information and the above revised statement on both the export certificate face and the continuation sheet.
Replacement form used for exports to the United States
The following statement must be typed in the Additional certification field for replacement certificates of CFIA/ACIA 5733:
"This replacement export certificate certifies the named product's condition on the date of issuance of certificate number (original certificate number), which this export certificate replaces. The certification statements set out herein do not apply as of the date of this replacement certificate but only as of the date of the original certificate number (original certificate number)."
Export stamp/shipping mark errors
When an error in stamping of export boxes is made, there are several possible outcomes in regards to the export certificate for the lot.
- If export certificate #500000 was filled out and assigned to a lot that had boxes stamped erroneously with export serial control number #500001, and the certificate #500001 has not yet been issued and the lot is still at the establishment, certificate #500000 is to be voided and certificate #500001 may be issued.
- If, in the above case, certificate #500001 has been issued with a previous lot, the stamp on the boxes must be physically obliterated and the boxes re-stamped. If the stamp cannot be physically obliterated, the boxes need to be replaced.
The majority of export stamp errors will be identified during import inspection in the country of destination or in transit. To this end, exporters must also be guided by the officials of the importing country for an acceptable manner of correcting the errors. For example, if the export stamp/shipping mark needs to be changed, the importing country may require that it be done under direct supervision of a Canadian official.
Procedure for replacement of lost certificates
The CFIA recognizes that in certain exceptional circumstances, export certificates and annexes may be lost. All effort should be made by the applicant including all parties involved, to recover them.
If efforts fail to recover the certificate and any annexes, the exporter may apply for a replacement certificate by submitting an application letter, along with an Export Application Verification Form – Annex H (CFIA/ACIA 5344), to the official CFIA veterinarian inspector who issued the lost certificate or, if unavailable, to the respective area or regional office. The letter must include all pertinent details surrounding the investigation and a written declaration to the effect that if the certificate is recovered, it will be returned to the CFIA. All other companies involved in the export of the lot must explain in writing, on company letterhead, the steps they have taken to recover the export certificate, the cause of the problem and the measures that will be taken to prevent reoccurrence as applicable.
In conjunction with the CFIA, the inspector or the official CFIA veterinarian receiving the application will determine based on information presented, if the issuance of a replacement certificate is warranted.
If the application has been accepted by the CFIA, the replacement certificate and any corresponding annexes will be issued with the following statement:
"This certificate replaces and supersedes certificate number (original certificate number), issued on (date), which was declared lost and cancelled."
If the request for a replacement certificate is made once the export certificate has been issued and the lot is no longer at a registered/licensed establishment, Condition 5 under Replacement certificate conditions and Statement 4 under Replacement certificate preparation also apply.
If it is believed that the certificate has been stolen, a copy of the investigation report must be sent to the CFIA supervisor of Import Control, together with the certificate issued and a copy of voided certificate being replaced or the serial number(s) of the certificate to cancel as applicable.
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