Document Verification

1. Prior to shipping consignments:
   1. The U.S. exporter will send fully completed and signed Export Certificates to Canadian importers/brokers. A guideline for completing export certificates for Canada is available. Canadian importers and brokers enter the import data requirements available on the export certificate into the Canadian Border Services Agency’s (CBSA’s) Electronic Data Interchange (EDI) system. The data requirements must be accurate and complete to ensure the import requirements are met to allow entry into Canada. Exporters are encouraged to work closely with their Canadian importers and brokers to prevent any potential disruption to shipments to Canada.
   2. Company will be notified by the Canadian broker or importer that the documentation is correct or needs to be resubmitted. Resubmission must be made on a new FSIS Form 9135-3.
2. Designating an Import Reinspection Establishment
   
   Effective immediately, the process of designation of Canadian registered establishments for inspection of edible meat products from the United States will be incorporated into routine activities carried out by the Canadian Food Inspection Agency (CFIA). The Canadian registered establishment can directly contact CFIA for designation of their establishment for re-inspections of U.S. products. The list of Canadian federally registered establishments, their operators and activities can be found on the CFIA website.*

1. The original fully completed and signed FSIS form 9135-3 must accompany the shipment to the border.
2. Documentation review and processing at the National Import Service Center (NISC)
   1. The broker/importer can deliver all appropriate documents to the NISC for documentation processing no more than 30 days before the shipment arrives at the border. (Information available in CFIA Automated Import Reference System AIRS at http://www.inspection.gc.ca/food/imports/airs/eng/1300127512994/1326599324773.)
   2.  The exporter must provide the Canadian importer/broker with the following documents
      1. Copy of the original completed and signed FSIS Form 9135-3 (Certificate for Export of Meat and Poultry Products) and FSIS form 9135-3A (Continuation Sheet), if applicable.
      2. Manifest or cargo control document
   3. If all documents are not present, the NISC will contact the broker/importer to provide all the necessary documents.
   4. The NISC will verify that all requested information is correct, making sure that the final destination of the shipment is indicated, in addition to the import inspection establishment. In cases of replacement certificates, the reason for refusal of the previous certificate will be verified to assure that refused shipments that cannot be re-imported are not re-presented under a replacement certificate.
3. Refused Shipments
   1. For shipments refused at NISC the faxed original FSIS Form 9135-3 will be stamped with the AAFC refusal stamp. A copy of the cover sheet with instructions for handling of shipment will be faxed to the broker/importer.
   2. For shipments refused at the point of importation, following CFIA inspection, the import inspector will stamp the original of the FSIS Form 9135-3 with "CFIA refused entry" and will immediately advise the NISC, by telephone, for data entry. The inspector will give a copy of the stamped cover sheet with the CFIA decision to the broker/importer.
4. For shipments not presented for import. Whenever a shipment that has been processed by NISC will not be imported, for whatever reason, the importer/broker is responsible to report this to NISC.
5. Collection of original FSIS forms 9135-3. The skip lots of meat products imported from the USA are the only lots that may be released from import inspection at the point of importation. Traditionally, original FSIS Forms 9135-3 for these shipments were collected at the point of importation. Following is the new procedure:
   1. It is the responsibility of the broker/importer to deliver the original FSIS form 9135-3 to the NISC within 10 working days from the date the shipment was processed at the NISC.
   2. In cases of failure to deliver the FSIS form 9135-3 within required time, the broker/importer will have future shipments processed only upon presentation of an original FSIS form 9135-3 until the original missing FSIS form 9135-3 has been found or replaced.
   3. Handling of original FSIS forms 9135-3 covering all other imported meat shipments is to be carried out as is being done at present.
6. Skip Lot
   1. A cursory examination of the truck and opening of the truck doors for observation of the general condition of the shipment will be done at the discretion of the border inspector. The border inspector must be able to view the export stamp and product labels on a carton and/or combo that are placed at the rear of the truck. If the inspector is unable to verify these, the company has three options:
      1. have the carton/combo removed or turned around so the inspector can examine the shipping container at the border, or
      2. move the product to the designated reinspection facility in Canada so the Canadian inspector can verify the information on the shipping container, or
      3. upon request of the U.S. exporter or Canadian importer, move the product to any other Canadian reinspection facility that may be closer to the border for visual inspection by the Canadian inspector.
   2. Provided the inspector does not observe anything that would require full reinspection, the shipment can proceed to the destination.
   3. If the inspector observes a problem within the shipment, the computer system assignment will be overridden and the shipment will proceed to the designated import reinspection facility for full reinspection.
7. Full Reinspection.
   If a shipment is identified as an inspect lot, it will proceed to the designated import reinspection facility for full reinspection.
8. Intensified Reinspection. The product will be subject to intensified reinspection in case of:
   1. Labeling and Certification Discrepancies.
   2. Product Deficiencies. If a U.S. establishment has a lot refused entry for product deficiencies, the establishment must submit ten (10) consecutive lots for full reinspection prior to being considered for a reduced rate of inspection. If one of these ten consecutive lots is refused entry, then the process will start over until ten (10) consecutive lots are found satisfactory.
   3. Laboratory Violations - Procedure to Export Products Under Intensified Reinspection
      If an establishment exporting product to Canada incurs a laboratory violation (i.e., microbiological, chemistry, residue, or species), the future shipments will be subject to intensified reinspection procedures. Under intensified reinspection, each lot is sampled, analyzed, and results must meet Canadian Standards. Intensified status will continue until the following are met:
      1. a lot criteria of 15 consecutive lots is met (every lot of like product is tested) and
      2. a weight criteria is met (cumulative weight since the beginning of intensified testing equivalent to 15 times the original violative weight).

   To meet the weight criteria, more that 15 consecutive lots may need to be tested. After these requirements have been successfully met, the establishment can return to normal reinspection procedures.

9. Hold and Test in Canada
   1. The Canadian Food Inspection Agency notifies the FSIS Import Export Coordination and Policy Development Staff (IECPDS), Washington, DC, phone (202) 720-0082 or (855) 444-9904 of the violation.
   2. The IECPDS notifies the appropriate District Office and FO of the violation.
   3. For the duration of intensified inspection (see criteria above for return to normal inspection), shipments to Canada will be presented for full reinspection by CFIA. Plant management will inform CFIA of intent to "Hold and Test" in Canada. Product will be held at the designated reinspection facility in Canada. Samples will be taken by CFIA inspectors for subsequent laboratory tests.
   4. All samples will either be sent to a Canadian federal laboratory or may be expedited to a private laboratory accredited by CFIA for this purpose.
   5. Upon completion of the analyses, the lab report will be reviewed and verified by the CFIA inspector.
   6. Provided the results are negative, product will be released for distribution.
10. 
    After the first violation, 2 additional violations will result in de-listment of the US establishment from eligibility to export to Canada. Questions regarding procedures for intensified sampling should be directed to the FSIS Import Export Coordination and Policy Development Staff (IECPDS), Washington, DC, phone (202) 720-0082 or (855) 444-9904.

NOTE: Any establishment with questions concerning the comments received from the import control clerk in Ottawa can call (613) 228-6118 for assistance. The Import Control Office operates Monday through Friday, 7:00 a.m. to 8:00 p.m., Eastern Standard Time. Exporters are advised to refrain from calling the "hot line" telephone number to verify the status of their submission before three (3) hours have lapsed. Do not send a repeat request to the Import Control Centre without indicating the fact this is a repeat submission on the facsimile cover sheet. To avoid confusion, U.S. exporters may want to check with the import control clerk prior to sending a resubmission.