• The Food Safety Initiative is part of the Food Safety and Quality component of the Agricultural Policy Framework, a federal-provincial-territorial strategy which addresses the long-term sustainability and profitability in the agriculture and agri-food sector.

  Additional information on this initiative in British Columbia is available at: http://www.agf.gov.bc.ca/foodsafety/apf_fsfq.htm .

• Funding is provided by the both the Federal government (Agriculture and Agri-Food Canada) and the Provincial government (British Columbia Ministry of Agriculture and Lands).
• In British Columbia, the FSI is being delivered by the Small Scale Food Processor Association (SSFPA).

  Additional information on the SSFPA is available at: www.ssfpa.net .
  

The FSI Implementation Element is the part of the FSI program that gives funding assistance to individual food processing companies to put in place food safety systems.

This program repays expenses for:

1) Developing or implementing Good Manufacturing Practices (GMPs),

or

2) Getting certification for HACCP or ISO 22000 food safety systems.

Processors incur expenses on these food safety programs and the FSI reimburses 90% of eligible expenses.

 

The FSI Implementation Element is for food processors that already have an understanding of food safety systems such as GMP, HACCP and/or ISO 22000 and have begun (or can begin immediately) to work on these systems.

Processors that do not have an understanding of these food safety systems or are not ready to begin working on them will be directed to seek education through the FSI Outreach Element.

 

You may apply if you meet all of the following criteria:

• Your business is registered in British Columbia

• You are a processor of food or drink for human consumption

• Your facility is not registered or seeking federal registration with the CFIA
  (the FSI cannot fund federally registered facilities)

• If applicable you have a Canada Revenue Agency Business Number (GST #)

• If required (e.g.: Slaughter or dairy plants) you have a valid license to operate in B.C.
  
  

Note:

• Manufacturers of food contact packaging materials may be eligible.

• These applications will be assessed on an individual basis.

• Fish and shellfish processing plants are not eligible under this program.

• Manufacturers of pet foods are not eligible under this program

• Eligibility will be at the discretion of the SSFPA.

• Companies not ready for Implementation will be redirected back into the Outreach program for further education and preparation.
  

Food processors can receive FSI funding by:

1) Putting in place Good Manufacturing Practices (GMPs)

Or

2) Obtaining certification for a Hazard Analysis Critical Control Points (HACCP) system or the International Organization for Standardization Food Safety Management Standard (ISO 22000).

Funding assistance is on a cost share basis, with 90% being contributed by government and 10% being contributed by the Applicant.

A processor who is accepted into the program can spend money on food safety expenses then claim for reimbursement of 90% of these expenses.

You can claim for up to half your expenses up to half-way through the project, or you can make one final claim for the entire amount.

What activities will you need to do at your facility?

• An FSI consultant will visit with you to do an on-site assessment. This will show you your food safety strengths and weaknesses.

• The summary of this 'gap assessment' is a list off ALL possible improvements you could make to have a complete GMP system or to obtain certification for HACCP or ISO 22000.

• For GMP funding you choose items from this assessment to put into a Proposed Work Plan. The FSI consultant will provide this form and help you complete it. How many activities you choose depends on your needs, your available labour and your production schedule.

• If you are seeking HACCP certification you will have to do all of the items on the assessment summary to get certified.
  

The following rules apply to all FSI expenses:

• Spending must be "Incremental." This means the expense is a direct result of undertaking this FSI project

• Costs must be for needs shown during the on-site assessment

• Costs must be requested in the applicant's FSI Work Plan
  

Eligible Costs

1) Stationary/office supplies for writing food safety plans/manuals.

2) Consultant fees

3) Rental/lease of facilities for food safety program implementation

4) Incremental Costs for labour or salaries and related employment costs

5) Costs of record keeping and reporting for your FSI project

6) Travel and accommodation

7) Staff training

8) Audit / certification costs for HACCP or ISO 22000 certification

9) Up to $2000 for rental/lease or purchase of computer hardware

10) Up to $500 for purchase of software for GMP, HACCP or ISO 22000

11) Up to $2500 for Purchase of other equipment directly justified in a new and written GMP, HACCP or ISO 22000 food safety program

12) Up to $1000 for outside Laboratory testing and sampling costs

13) Federal and provincial taxes, including the non-refundable portion of GST

14) Other costs approved in advance by the SSFPA.

Ineligible Costs

• Capital costs (such as vehicles, furnishings, land and buildings)

• Building improvements (such as floor, ceiling or wall repair)

• Equipment purchases not directly related to food safety program implementation

• Travel costs in excess of provincial guidelines or inter-provincial travel

• Costs also being reimbursed under an existing government program

• Costs incurred before spending approval is given by the SSFPA

• Any other expense which at the discretion of the SSFPA is deemed ineligible
  

Applying

Since there is a limited amount of funding available, this is a first come, first served program.

Up to December 31, 2008, applications will be accepted on an ongoing basis to keep the program full. Applicants at this late date will have very little time to complete activities, and will only be allowed to seek assistance for GMP projects.

If you enquire or apply when the program is full you will put on a wait list.

Claiming for funding

• You can get half your money halfway through the project

To help with cash flow, you may make a one-time claim for up to half your expenses at any point before the halfway mark of your project.

(i.e.: halfway between signing your agreement with the FSI and Feb. 01, 2009).

• Or you can just make one claim by the end of the program

The final deadline for making a claim is Feb. 01, 2009.

This is so the claim can be verified and payment issued by the FSI program end date of March 31, 2009.

You make a claim by sending in an FSI Claim Form, Invoice(s), Receipts and Supporting Documents

Late submission of documents, or partial/late completion of your project will result in your claim being rejected and no reimbursement being made.

$15,000 is available for companies working on GMPs. *

$20,000 is the maximum possible for companies successfully becoming HACCP or ISO 22000 certified after working on their GMPs.
($15,000 towards GMPs then $5000 towards certification). **

Companies certified HACCP or ISO 22000 can also receive up to $3000 for each of three additional HACCP plans they write. (up to $9,000 total) ***

The maximum possible grant in the Implementation Element is $29,000.
This would be for a company working on GMPs, then becoming HACCP certified with three extra HACCP Plans. ($15,000 + $5,000 + $9,000).

Activity

(One only)

or

then

Up to $9,000

1. Read these guidelines

2. Complete an application

3. After the SSFPA approves your application you must sign an 'Ultimate Recipient Agreement' with the SSFPA. This is your FSI 'contract'.

4. Have an on-site assessment by an FSI food safety consultant.

5. Use the assessment summary to write a Proposed Work Plan and Budget.

6. Send in your Proposed Work Plan and Budget and wait for written approval.

7. Start spending on approved items.

8. Make your claim to be reimbursed for 90% of your expenses by sending in proof of activity by the end of the program (Feb 01, 2009).

NEW FOR 2008-2009:

You can claim for half your money half-way through the program.

To help with cash flow, you may make a one-time claim for up to half your expenses at any point before the halfway mark of your project (i.e., halfway between the date of signing your agreement with the FSI and February 01, 2009).

• GMPs are the foundation HACCP is built on.

• Often called 'HACCP prerequisite programs', they are implemented before writing a HACCP plan.

• They control hazards with personnel and the manufacturing environment, creating conditions for production of safe food products.

• Adopting GMPs involves writing policies and procedures, training personnel, then implementing and monitoring for effectiveness.

• Examples may include a program for regular water testing, sanitation programs, pest control programs, receiving and storage policies, staff training programs, or recall programs.

• Because GMPs identify and control a large number of general hazards,
  GMPs limit the number of hazards that need to be controlled by a HACCP plan.

• A good GMP program will make it easier and simpler to build an effective HACCP plan.
  

The BC HACCP PLAN checklist is based on:

• General Principles of Food Hygiene (CFIA - Canada)

• Codex Alimentarius General Principles of Food Hygiene (UN/FAO - Global)

• A HACCP plan is designed to control hazards that are not already controlled by GMPs. HACCP plans are facility specific.

• HACCP plans consider potential food safety hazards related to your product, ingredients or manufacturing process.

• Control measures, called Critical Control Points (CCPs), are then put in place to prevent, reduce or eliminate these hazards.

• A fully effective HACCP system includes both GMPs (Prerequisite Programs) plus HACCP plan(s).

• A full HACCP System = GMPs + HACCP plan(s)

• Getting "HACCP certified" requires putting in place a full set of GMPs, doing a complete hazard analysis of your process, collecting at least three months of monitoring records, then passing a HACCP certification audit by a third party audit company.

• For HACCP/ISO funding under the FSI you must pass a final audit for HACCP or ISO 22000 certification. If you do not become certified, your HACCP or ISO 22000 expenses will not be reimbursed and you may only apply for your GMP expenses up to $15,000.

• If you are seeking funding for additional HACCP plan(s) they also pass the certification audit in order to be paid, or expenses for those plan(s) will not be reimbursed.
  

At this time, these are the only HACCP / ISO 22000 certificates that will be accepted under the BC FSI Implementation Element:

• AIB / GFTC Food Safety Program
• SGS
• SQF 2000
• ISO 22000

If you wish to become HACCP or ISO 22000 certified using FSI funding you must choose one of the above certifiers.

Here are the steps when using the FSI to assist becoming HACCP certified:

• Choose a HACCP certifier and apply to the FSI.
• You will be offered a one day FSI HACCP workshop and an on-site assessment done by an FSI food safety consultant, using the standards of your chosen certifier.
• Submit a Proposed Work Plan and Budget for FSI funding.
• Work on your GMPs and HACCP plan(s)
• Pass GMP and HACCP audits by their certifier (either AIB/GFTC or SGS)
• Claim for repayment of expenses

You will also need to send these documents with your application:

• Proof of your Business Registration

• Cover letter signed by upper management indicating:
  • Management's commitment to food safety and improving your food safety systems;
  • Commitment to providing adequate time and resources to improve your food safety systems; and
  • Commitment to the required reporting, record keeping and auditing required for obtaining FSI funding.

 

• A Letter From Your Financial institution indicating financial stability
  • This can be as simple as a letter from your financial institution stating that bank ABC has been dealing with company XYZ for X number of years and that company XYZ's account is in good standing.

   

• If you are required to have a Provincial Operating license you must send a copy (i.e.: slaughter and dairy).
  

Once your application is approved you must sign an "Ultimate Recipient Agreement" with the SSFPA.

This is your FSI "contract" and indicates in writing the terms and conditions for receiving payment for eligible costs, including the events of default under which you will be required to repay all, or a portion, of the payment.

After you receive the Ultimate Recipient Agreement, please return a signed copy of it to the FSI Program Manager at the SSFPA.

Once the Ultimate Recipient Agreement is returned, the SSFPA will arrange to have an FSI Food Safety Consultant do an on-site visit. During this visit the consultant will use the A BC HACCP Plan gap assessment checklist (available here) to determine the company's food safety strengths and weaknesses.

• Processors seeking HACCP or ISO 22000 certification will have an assessment done by an FSI consultant using the initial assessment tools of the relevant certifier. These processors will also be offered a one-day HACCP implementation training session to assist in putting in place an effective HACCP system. This may be offered before or after the on-site assessment.
• Processors continuing into FSI Implementation from the FSI Outreach Element will not need an audit or need to write an FSI Work Plan and budget if they already have had this done.

Processors entering Implementation using Outreach gap assessments that are over a year old or may contain any significant changes (such as changes in a facility, product or process) may need a reassessment at the discretion of the FSI. The cost of this assessment will be paid by the SSFPA.

GMP Applicants:

• From the complete list of possible food safety improvements identified by the on-site assessment the applicant must select a realistic number of activities that can be completed by the end of project deadline (Feb. 01, 2009).

• To request funding, write these chosen items (and a budget for doing them) onto a Proposed Work Plan and Budget. This is the list of activities you are asking the FSI to fund and the amount of money you are requesting. To be reimbursed for any GMP expenses, you must complete ALL activities written on your Proposed Work Plan for GMP activities.

HACCP/ISO 22000 Applicants:

• The summary from the on-site HACCP assessment is a complete list of all GMP pre- requisite and HACCP activities that must successfully be completed by the applicant in order to pass a final HACCP/ISO 22000 certification audit.

• To apply for FSI funding you must write a Proposed Work Plan and Budget.
  that separates GMP activities, HACCP activities, and (if applied for) activities for developing additional HACCP Plans. This allows payment (up to $15,000) for completion of all the GMP portion of the Work Plan if you do not pass a HACCP/ISO Certification audit.

• To receive funding for any additional HACCP plans, you must pass your HACCP/ISO certification audit and any additional plans must also successfully pass the audit.
  
  Evidence of certification must be provided to the FSI Program Manager.

Once your assessment summary and Proposed Work Plan and Budget are approved, the SSFPA will authorize you in writing to begin spending on your eligible expenses. The SSFPA may require clarification on your activities before approving them and may refuse to fund some items, or only fund part of an activity.

NOTE: Any spending before approval will not be eligible for reimbursement.

You may spend on items only AFTER they have been submitted and approved in writing by the SSFPA.

After approval your Proposed Work Plan and Budget will become your Final Work Plan and Budget. This is the complete and final list of activities and budget that the FSI will fund.

Any changes to your Final Work Plan and Budget must be requested in writing and will be approved at the discretion of the SSFPA.

Only spend on eligible activities and eligible costs.

Please keep complete, accurate receipts for everything.

You must keep accounting records according to Generally Accepted Accounting Principles (GAAP).

The SSFPA will provide a simple form for this with your contract.

Quarterly, the Applicant must submit a written report accounting for all approved eligible expenses and describing progress on each Work Plan activity.

In addition to the required quarterly reports, a progress report may be requested from any applicant at any time by the SSFPA.

To help with cash flow, you may make a one-time claim for up to half your expenses at any point before the halfway mark of your project.

(i.e.: halfway between signing your agreement with the FSI and Feb. 01, 2009).

You must claim for the remainder of your expenses by Feb. 01, 2009.

If you wish to claim for all your expenses at once, the final deadline for making a claim is Feb. 01, 2009.

This is so the claim can be verified and payment issued by the FSI program end date of March 31, 2009.

Late submission of documents, or partial/late completion of your project will result in your claim being rejected and no reimbursement being made.

You make a claim by sending in:

• An FSI Claim Form
• Invoices and Receipts
• Supporting Documents

The FSI Claim form

This will be sent to you with your contract.

To help us understand how processor fund their activities, please indicate on the claim form the actual sources of funding used for their contribution to the activities completed.

Invoice(s) and Receipts must be sent in.

Invoice and receipt information shall clearly indicate:

• Date of expense;
• Invoice number;
• Applicant (legal name), address, phone number, contact person;
• Supplier name;
• Taxes paid;
• A description of the specific expense;
• The total dollar amount for each expense.
  

GMP supporting documents may include:

• Receipts of eligible claims;
• Payroll records (only for FSI activities);
• Training records with names of Trainer, Trainees, and Dates;
• Copies of Training Certificates;
• Consultant Invoices;
• Copies of some or all of your GMP Program Documents and/or records may be requested to verify your claim.

For most GMP projects partial or complete copies of your food safety programs or records will be acceptable proof of activity. For larger GMP projects a final audit may be done by the SSFPA. The governments of British Columbia and Canada also reserve the right to conduct an audit, even though an audit may not be done.

HACCP or ISO 22000 supporting documents may include:

• Receipts of eligible claims
• Payroll records (only for FSI activities)
• Consultant Invoices
• Invoices for Certification Audit fees
• Copies of Training Records
• Copies of Training Certificates
• Copies of HACCP/ISO 22000 course Certificates
• You MUST provide a copy of HACCP/ISO 22000 Certification. (Without this you will only be eligible for the $15,000 GMPs portion.)
• You may be requested to provide part or all of your written HACCP Plan(s)
  
  

After your Claim Form, Invoice(s) and documentation for proof of payment (e.g., receipts, copies of cancelled cheques, bank records, payroll records and GMP documentation) or HACCP Certification have been received, they will be reviewed to ensure that claimed items are listed in the FSI Work Plan and meet Program Guidelines.

Claims will not be reimbursed for expenses not in the FSI Work Plan without prior approval in writing from the SSFPA.

Please note that random audits may be performed at any time by the SSFPA to review applicant food safety programs and/or FSI spending.

After review and approval of your claim you will be sent a payment package.

Your payment package will include a Payment Letter and a Cheque for the amount approved.

Your payment amount may be for all items you have submitted in your Claim Forms, or only a portion. If you only receive a portion of your Claimed expenses, the Payment Letter will outline either the ineligibility of unpaid items, or the need for further supporting documentation which you are required to submit prior to Feb. 01, 2009 in order to receive payment.

Maximum FSI Implementation Contributions are as described in these guidelines.