Program Update:

All cost-share funds for 2009-10 for the Food Safety and Traceability Initiative under Growing Forward have now been committed. As a result, we are no longer accepting applications.

Applications are currently being reviewed and notification of the status of applications will be sent out within the next four weeks. Under the Food Safety and Traceability Initiative, program funds are allocated annually and distributed on a first come, first served basis. Once the annual program funds are fully committed, we can no longer accept applications for cost-share funding for that year.

The next round of cost-share funding for the Food Safety and Traceability Initiative will be available in 2010. Applicants are encouraged to review program guidelines before submitting their applications.

For information on other cost-share opportunities under Growing Forward, please visit www.ontario,ca/growingforward or call 1-888-479-3931.

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:

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

Expenditures or Activities: the purchase of equipment or services and the tasks to be carried out by the applicant to improve food safety or traceability within their facility.

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 food processing facilities.

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

FSTI: Food Safety and Traceability Initiative

GAP: Good Agricultural Practices are individual environmental and operational practices that prevent, reduce, or eliminate a food safety risk.

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

HACCP: Hazard Analysis Critical Control Point is 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 the applicant may receive from OMAFRA, describing the terms and conditions under which the applicant's specific project may be approved for FSTI cost-sharing.

OMAFRA: Ontario Ministry of Agriculture, Food and Rural Affairs.

Traceability System: a series of procedures designed to collect, keep and share identifying information at all stages of production through a facility, from inputs to outputs.

Eligible Projects

The Food Safety and Traceability Initiative supports projects to upgrade or implement food safety programs and traceability systems through cost sharing with food producers and processors. Projects eligible for cost sharing include:

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

• up to $20,000 per applicant, with 75 per cent of an applicant's eligible costs reimbursed by the government, to develop, write and implement a food safety program, individual food safety practices, or a working traceability system. Click here for more details on Project Option 1.

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

• up to $20,000 per applicant, with 75 per cent of an applicant's eligible costs reimbursed by the government. Only applicants currently certified, audited or verified under a Recognized Food Safety Program (Schedule I ) and whose project involves further food safety improvements to their existing food safety program may apply under this option. Click here for more details on Project Option 2.

Project Option 3:
Improving Food Safety or Traceability

• up to $5,000 per applicant, with 75 per cent of an applicant's eligible costs reimbursed by the government, to purchase equipment, engage in training, or obtain certification, audit or verification (first time only) of a Recognized Food Safety Program (Schedule 1 ). Click here for more details on Project Option 3.

Under the FSTI, an applicant may submit separate applications to carry out more than one project. However, there is a maximum total funding limit of $20,000 per applicant under the FSTI. The maximum funding available under Project Option 3 is $5,000 per applicant.

Who May Apply?

Eligible Applicants include:

Food producers:

• directly involved in growing or producing agricultural crops including harvesting, sorting, grading, washing or packing product, or raising live animals intended for human consumption
• whose project is directly involved in the commingling or movement or storage and warehousing of food products along the agri-food chain are eligible for traceability projects only (i.e., Project Option 1 and Project Option 3)
• federally registered food producers (e.g., apple growers, maple syrup or honey producers) are eligible for food safety or traceability projects under all three Project Options categories

Food processors:

• directly involved in the modification, processing, or transformation of food products intended for human consumption
  
• whose project is directly involved in the commingling or movement or storage and warehousing of food products along the agri-food chain are eligible for traceability projects only (i.e., Project Option 1 and Project Option 3)
• federally registered food processing facilities are eligible for traceability projects only (i.e., Project Option 1 or Project Option 3)
• non-federally registered food processing facilities are eligible for food safety or traceability projects under all three Project Options categories
  

Eligible Applicants must have the following:

• a Revenue Canada Business Number (GST number),
  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

Ineligible Applicants include:

• federally registered food processing facilities are not eligible for funding of food safety projects
• 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 deadstock (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

Funding

Funding will be allocated on a first-come, first-served basis.

A single application may include both food safety and traceability Expenditures and Activities if they are eligible for both project activities.

Total funding for a proposed project will be based on a percentage of the actual eligible costs applied for up to a total funding maximum per applicant of $20,000.

OMAFRA will determine the eligibility of proposed Expenditures or Activities.

Applicants with approved projects will be notified by OMAFRA by an Offer to Proceed letter.

Expenses claimed on the application that were incurred before an applicant has received project approval through the Offer to Proceed letter may or may not be approved as an eligible Expenditure or Activity.

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 Expenditures or Activities under FSTI may be amended to reflect the objectives of the funding 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
• 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:

• costs incurred prior to April 1, 2009
• expenses claimed by the Applicant that were incurred after April 1, 2009 but before an Applicant has received project approval through the Offer to Proceed letter or that are not accepted or listed in the Offer to Proceed letter
• the refundable portion of the Goods and Services Tax (GST), value-added taxes or other items for which a refund or rebate is received
• expenses that receive a cost share payment from another program under the Growing Forward Best Practices suite can not receive a cost share payment under FSTI
• costs 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 per cent of the total eligible project cost. Similarly, under no circumstances can the total combined cost-share from all sources exceed 100 per cent of the cost
• costs 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, 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
  • deadstock disposal and removal
  • programs that only support food quality

Part A: Applicant Information

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

1. Business Information

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.

2. Sector Information

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.

Part B: Project Options

Please complete only ONE of Project Options 1, 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 or a Traceability System (maximum funding of $20,000)

The 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 and milestones will be outlined in the Offer to Proceed letter.

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/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
• 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)
  

Applicants whose proposed project is accepted into the cost-share program will be required to submit 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 - applicants will be required to submit 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 - applicants will be required to submit T4 slips or payroll records, details of tasks performed and number of hours spent working on the project
• for milestone reports - applicants will be required to submit a total of three milestone reports (two interim reports and one final report) to indicate the progress of work on the project and describe how the project is being effectively implemented at their facility
• for facility records demonstrating implementation - applicants will be required to submit 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 letter

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 OMAFRA 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

Here is a list of OMAFRA Information Sessions.

For more information or to request an Information Session in your region, call toll free 1-888-479-3931 or email FSTI.omafra@ontario.ca.

2. Proposed Project

List each of the proposed Expenditures or Activities that you would like to use the FSTI funding for in your proposed project and indicate how each Expenditure or Activity will improve the food safety practice or traceability system at your facility.

OMAFRA will determine the eligibility of proposed Expenditures or Activities based on the descriptions provided and will link each Expenditure or Activity to a specific food safety program or practice or an aspect of the traceability system.

Here are some sample descriptions of Expenditures or Activities and how each will improve food safety or traceability:

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: 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.

Proposed Project: Purchase a knife sterilizer

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: 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.

Proposed Project: Staff costs to research, purchase and install a lot code printer for traceability

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: A lot code printer for traceability 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.

Proposed Project: Remote hand washing sinks

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: We do not currently have remote hand washing sinks. The purchase of a remote hand washing sink will prevent recontamination of hands after washing.

Proposed Project: Pasteurizer

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: We do not currently pasteurize our products. The purchase and installation of a pasteurizer will allow us to control biological hazards.

Proposed Project: Radio Frequency Identification (RFID) wand reader

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: A RFID wand reader will allow RFID ear tags to be read electronically, eliminating errors in recording animal movements or health events.

Proposed Project: Performing a mock recall

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: 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.

Proposed Project: Scientific testing (environmental swabs) for Listeria spp. in the production area

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: 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.

Proposed Project: Luminometer

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: 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.

Proposed Project: Obtain first time audit under the Canadian Horticultural Council On-farm Food Safety Program

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: 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.

Proposed Project: Purchase of new weigh scale and handling chute

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: A weigh scale will help to deliver appropriate amounts of medication by weight. This will prevent excess residues in meat. The handling chute will reduce the chance of broken needles occurring with proper restraint of the animal.

Proposed Project: Install hand sanitizer stations at entry points to livestock housing areas

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: 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.

Proposed Project: Consultant costs to write procedures for my equipment maintenance and calibration program

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: 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.

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

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

• within the first six months of the project
• within the first 12 months of the project
• by the end of the project (18 months)

If your application is successful, the completion dates you indicated on your application will be used by OMAFRA to determine milestone and deadline dates to be included in the Offer to Proceed letter. OMAFRA may contact applicants to request that these deadline and milestone dates be changed to ensure that the project progresses in a timely manner. Specific deadlines and milestone dates of an approved project will be set out in the Offer to Proceed letter. 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.

4. Costs

Indicate the expected costs of each Expenditure or Activity listed. Provide a single price, not a price range. If costs are not yet finalized, use your best estimate. Do not include the rebateable/refundable GST.

OMAFRA will assess individual costs projected for each Expenditure or Activity line.

Add together all of the costs proposed and enter this value in the Total Cost box. Multiply the total cost by 0.75. This 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 (maximum funding of $20,000)

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

Once your project has been approved, you will have a maximum of 12 months to complete it. Project deadlines and milestones will be outlined in the Offer to Proceed letter.

Eligible Expenditures or Activities under Project Option 2 may include:

• equipment or software that supports an existing food safety program
• staff costs directly related to food safety 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 an existing food safety program
• materials/supplies for the revising or updating of food safety plans/procedures/record keeping/manuals
• scientific testing supporting the revising or updating of a food safety program

Ineligible Expenditures or Activities under Project Option 2 may include:

• traceability projects
• 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)
  

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 - applicants will be required to submit 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 - applicants will be required to submit T4 slips or payroll records, details of tasks performed and number of hours spent working on the project

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 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 Option 2.

To your application form, 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)

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.

2. Proposed Project

On your application, list each of the proposed Expenditures or Activities that you would like to use the FSTI funding for in your proposed project and indicate how each Expenditure or Activity will improve food safety at your facility.

OMAFRA will determine the eligibility of the proposed Expenditures or Activities based on the descriptions provided and will link each Expenditure or Activity to a specific food safety program or practice.

Here are some sample descriptions of Expenditures or Activities and how each will improve food safety:

Proposed Project: Consultant costs to modify an existing sanitation program at your facility

How will the Expenditure or Activity improve or change food safety at your facility?: New food safety related equipment has recently been purchased for a processing line. A consultant's expertise is required to update the written sanitation and preventative maintenance programs at our facility.

Proposed Project: UV water treatment system

How will the Expenditure or Activity improve or change food safety at your facility?: A UV water treatment system is required to ensure that biological hazards are effectively eliminated in the water used for the washing of fresh produce at our facility.

Proposed Project: Remote hand washing sinks

How will the Expenditure or Activity improve or change food safety at your facility?:We do not currently have remote hand washing sinks. The purchase of a remote hand washing sink will prevent recontamination of hands after washing.

Proposed Project: Luminometer

How will the Expenditure or Activity improve or change food safety at your facility?: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.

Proposed Project: Training of staff on new sanitation program

How will the Expenditure or Activity improve or change food safety at your facility?:Our sanitation program has recently been updated and training of staff on the new sanitation procedures is required to ensure that the sanitation program is properly implemented.

Proposed Project: Scientific testing (environmental swabs) for Listeria spp. in the production area

How will the Expenditure or Activity improve or change food safety at your facility?:Scientific testing will identify areas in the facility where sanitation procedures need to be updated or changed to properly address the risk of biological hazards.

Proposed Project: Purchase of new weigh scale and handling chute

How will the Expenditure or Activity improve or change food safety at your facility?:A weigh scale will help to deliver appropriate medication by weight. This will prevent excess residues in meat. The handling chute will reduce the chance of broken needles occurring with proper restraint of the animal.

Proposed Project: Install hand sanitizer stations at entry points to livestock housing areas

How will the Expenditure or Activity improve or change food safety at your facility?: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.

3. 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 the first six months of the project
• by the end of the project (12 months)

If your application is successful, the completion dates you indicate on your application will be used by OMAFRA to determine milestone and deadline dates to be included in the Offer to Proceed letter. OMAFRA may contact applicants to request that these deadline and milestone dates be changed to ensure that the project progresses in a timely manner. Specific deadlines and milestone dates of an approved project will be set out in the Offer to Proceed letter. 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.

4. Costs

Indicate the expected costs of each Expenditure or Activity listed. Provide a single price, not a price range. Use your best estimate of costs if they are not yet finalized. Do not include the rebateable/refundable GST.

OMAFRA will assess individual costs projected for each Expenditure or Activity line.

Add together all of the costs proposed and enter this value in the Total Cost box. Multiply the total cost by 0.75. This 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.

Part B - Project Option 3:
Improving Food Safety or Traceability (maximum funding of $5,000)

This option is for applicants who want to improve food safety or traceability through the purchase of equipment, engage in training opportunities or obtain certification, audit or verification (first time only) 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 letter.

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
• 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)

Ineligible Expenditures or Activities under Project Option 3 may include:

• staff or consultant costs associated with the development, writing and implementation of a food safety program, individual food safety practices, or procedures that support a 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 - applicants will be required to submit 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 with no supporting proof of payment will not be reimbursed.
• for staff training costs - applicants will be required to submit copies of T4 slips or payroll records, details of tasks performed and number of hours spent working on the activity.

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 that you would like to use the FSTI funding for in your proposed project and indicate how each Expenditure or Activity will improve the food safety practice or traceability system at your facility.

OMAFRA will determine the eligibility of each proposed Expenditure or Activity based on the description provided.

Here are some sample descriptions of Expenditures or Activities and how each will improve food safety or traceability:

Proposed Project: Pasteurizer

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: We do not currently pasteurize our products. The purchase and installation of a pasteurizer will allow us to control biological hazards.

Proposed Project: First time audit under the Canadian Horticultural Council on-farm Food Safety Program

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: 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.

Proposed Project: UV water treatment system

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: A UV water treatment system is required to ensure that biological hazards are effectively eliminated in the water used for the washing of fresh produce at our facility.

Proposed Project: Lot code printer

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: A lot code printer for traceability 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.

Proposed Project: Remote hand washing sinks

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: We do not currently have remote hand washing sinks. The purchase of a remote hand washing sink will prevent recontamination of hands after washing.

Proposed Project: Stainless steel evaporator pan for maple syrup production

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: Current evaporator pans contain lead. The replacement of pans will eliminate the potential for lead contamination of maple syrup during production.

Proposed Project: Training of staff on new water treatment equipment

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: Training of staff on the new water treatment equipment will ensure that the system is properly used by staff, record keeping is kept up to date and biological hazards are controlled.

Proposed Project: Luminometer

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: 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.

Proposed Project: Training seminar on GMPs and HACCP

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: Sending staff to a training seminar on GMPs and HACCP will increase the knowledge of food safety in our facility.

Proposed Project: Purchase of new weigh scale and handling chute

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: A weigh scale will help to deliver appropriate medication by weight. This will prevent excess residues in meat. The handling chute will reduce the chance of broken needles occurring with proper restraint of the animal.

Proposed Project: Install hand sanitizer stations at entry points to livestock housing areas

How will the Expenditure or Activity improve or change food safety or traceability at your facility?: 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.

2. Costs

Indicate the expected costs of each Expenditure or Activity listed. Provide a single price, not a price range. Use your best estimate of costs if they are not yet finalized. Do not include the rebateable/refundable GST.

OMAFRA will assess individual costs projected for each Expenditure or Activity line. 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.

Add together all of the costs proposed and enter this value in the Total Cost box. Multiply the total cost by 0.75. This will be your total funding request.

Part C: Anticipated Benefits

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

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

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

To complete Part D, refer to page 7 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 government funding.

Provide a brief description of your overall food safety or traceability plan.

• Describe other food safety or traceability activities that are taking place, that have recently taken place, or that are planned to take place at your facility, outside of your proposed Expenditures or Activities identified in your proposed project. These might include:
  • HACCP certification
  • writing and implementing other food safety programs or practices
  • purchasing other equipment related to food safety or traceability
  • structural changes
    

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 E: Declaration of the Applicant and Final Checklist

To complete Part E, refer to page 8 of the Application Form.

All boxes must be checked and authorized signing officers required to legally bind the applicant must be identified in Part E for the application to be considered.

Schedule I Version 1.3

Recognized Food Safety Programs with accepted certification body.

National On-farm Food Safety Programs that have passed technical review and have received letter of completion by CFIA

This list may be updated periodically.

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:

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:
  • Breakfast: $8.75
  • Lunch: $11.25
  • Dinner: $20.00
    

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

Confidentiality

The Food Safety and Traceability Initiative will be 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:

• emailing to FSTI.omafra@ontario.ca
• calling 1-888-479-3931 (1-888-GRWFWD1)
• faxing at (519) 826-3398
• 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 in Ontario 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)

email: growingforward@ontario.ca

www.ontario.ca/growingforward

Contact Information

Additional information and advice on how to develop a food safety program, 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 FSTI.omafra@ontario.ca or on our website at www.ontario.ca/foodsafety.