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Growing Forward Food Safety Systems Implementation (Processor) Program Application Guidebook Version 2.0 This Guidebook will assist Applicants in understanding the program and completing the Application www.ssfpa.net/foodsafety

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Growing Forward

Food Safety Systems Implementation (Processor) Program

Application Guidebook Version 2.0

This Guidebook will assist Applicants in understanding the program and completing the Application

www.ssfpa.net/foodsafety

THE FOOD SAFETY SYSTEMS IMPLEMENTATION (FSSI) PROGRAM British Columbia food & beverage processors are becoming increasingly aware of the importance and economic returns of implementing food safety systems in their operations. The FSSI processor’s program provides assistance to non-federally registered British Columbia food & beverage processors to improve their food safety systems. The program strengthens British Columbia’s ability to continue to provide safe, high quality food to the public while at the same time providing economic advantages to British Columbia food processing companies. The FSSI (processor) Program is composed of two elements:

• Outreach Element - education workshops and on-site assistance

• Implementation Element - cost-share funding to individual companies to support the implementation of written GMP and/or HACCP food safety systems.

Note: The Food Safety Systems Implementation (FSSI) Program consists of the following:

• FSSI (Processor) Program – processor food safety (delivered by SSFPA) • FSSI (Producer) On-farm Food Safety Program – delivered by ARDCorp • FSSI (Traceability) On-farm or Processing Traceability – delivered by ARDCorp

The FSSI is part of Growing Forward, a Federal-Provincial-Territorial initiative. For more information on Growing Forward, please visit www.agr.gc.ca

FSSI (Processor) Program – Application Guidebook Page 1

Glossary of Terms: Applicant: The facility or operation applying to the Food Safety Systems Implementation (Processor) Program Expenditures or Activities: The purchase of equipment or services and the tasks to be carried out by the applicant to improve food safety within their facility Food Safety Program: Written programs and practices that are put in place to reduce, control or eliminate food safety hazards in food processing facilities Recognized Food Safety Program: Food safety programs recognized by the SSFPA for funding purposes in the Implementation Element of the FSSI (Processor) Program (refer to Schedule I) Food Processor: A business that creates value-added food product(s) by cutting, blending, flavoring, thermal-processing, infusing, carbonating, drying, juicing, or otherwise transforming primary agricultural and food input(s) into food or drink for human consumption. For funding purposes in the Implementation Element of the Food Safety Systems Implementation (Processor) Program this definition limits applicants to non-federally registered facilities, and does not include retail, restaurants or other foodservice operations. FSSI: The Food Safety Systems Implementation program. Funding Request: The document attached to an Application to describe all the eligible activities and expenses you plan to undertake for your Project(s). It is also a binding declaration of projected timelines and spending. While these are estimates by the Applicant, it is expected for the Applicant to make progress at the speed declared. Requests for changes must be made in writing to the SSFPA; such requests may or may not be considered. 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. On-site consultation: A visit by an SSFPA food safety contractor to help a processor assess their food safety needs and plan improvements to their food safety systems. Offer to Proceed letter: The document the applicant may receive from the SSFPA, describing the terms and conditions under which the applicant’s specific project would be approved for FSSI cost-sharing. This will include a signature page, an Activity and Reporting Schedule, and an Approved Spending List. SSFPA: The Delivery Agent for the FSSI (Processor) Program. The Small Scale Food Processor Association is an industry association with two member constituencies: processor members and supporter members. For information on other ways the SSFPA can help warm up your business, please visit: http://www.ssfpa.net Workshop: The FSSI “A BC HACCP” Workshops where processors are given a one-day introduction to GMP and HACCP-based food safety systems.

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FSSI (Processor) Program – Application Guidebook Page 2

TABLE OF CONTENTS Glossary of Terms ...................................................................................................... 1

Eligible Projects .......................................................................................................... 4

Who May Apply .......................................................................................................... 5

Funding ...................................................................................................................... 6

Eligible expenses / Ineligible expenses ...................................................................... 7

Application Process .................................................................................................. 10

Part A: Applicant Information .................................................................................. 12

Part B: Project Activities .............................................................................. 12

Implementing a Food Safety Program ............................................. 12

Certification of a Recognized Food Safety System .......................... 12

Part C: Anticipated Benefits .................................................................................... 13

Part D: Your overall Food Safety plan ..................................................................... 16

Part E: Declaration of Applicant and Final Checklist ............................................... 16

Part F: Offer To Proceed letter ............................................................................... 17

Part G: Reporting / Making your claim for funding ................................................... 18

Confidentiality ........................................................................................................... 19

Schedule I – Recognized Food Safety Programs ..................................................... 21

Schedule II – Provincial Travel Guidelines ............................................................... 22

FSSI (Processor) Program – Application Guidebook Page 4

ELIGIBLE PROJECTS The Food Safety Systems Implementation (Processors) program supports projects to upgrade or implement food safety programs by cost sharing with individual food processors; Most expenses spent on food safety are reimbursed 90% by the FSSI (processor) Program. Projects eligible for cost sharing may include one or both of the following: Implementing a Food Safety Program • up to $15,000 per applicant to develop, write and implement a food safety program. • this option includes developing in-house GMP and HACCP programs. • up to 90 percent of an applicant’s eligible costs may be reimbursed by the government, • refer to page 12 for more details Certification of a Recognized Food Safety Program

• up to $5,000 per applicant to obtain certification, audit or verification (first time only) of a Recognized Food Safety Program (Schedule I).

• up to 90 percent of an applicant’s eligible costs may be reimbursed by the government,

• proof of Certification is required for reimbursement

• refer to page 12 for more details

CONTACT INFORMATION Additional information and advice on how to develop a food safety program or how to complete an application form is available from the SSFPA toll free at 1-866-473-7372 or by email at [email protected] or on our website at www.ssfpa.net/foodsafety.

FSSI (Processor) Program – Application Guidebook Page 5

WHO MAY APPLY?

Processor Definition and Participant Eligibility Criteria

The definition of 'Food Processor': A business that creates value-added food product(s) by cutting, blending, flavouring, thermal processing, infusing, carbonating, drying, juicing, or otherwise transforming primary agricultural and food input(s) into food or drink for human consumption. (For the FSSI (processor) program this definition is limited to non-federally registered facilities) FSSI (processor) Implementation Element: The FSSI (processor) Implementation Element provides funding for assistance to processors putting in place GMPs and/or seeking HACCP/ FSSC 22000 certification for recognized Food Safety Programs. Only the manufacturing portion of a company’s operations/facility will be eligible. Unless otherwise approved by the Food Safety Program Manager, all applicants must have attended an Outreach Workshop and have an on-site needs assessment completed. Eligible Applicants: An ‘eligible’ applicant to the FSSI (processor) on-site Outreach & Implementation funding must: Post Farm

• meet the definition of food processor (above) and may be a primary packaging operation. • must have a wholesale component to their business (selling to businesses other than

themselves) On Farm

• Packinghouse operations that go beyond basic washing, grading and packaging under on–farm food safety program or GAP’s and are instead doing further processing (i.e. modifying or transforming) under manufacturing GMPs

• Farm-gate processor that meets the definition of food processor (above) and are not covered by an on-farm food safety program.

Ineligible Applicants include: • federally registered food processing facilities • aquaculture and seafood producers or processors • pet food processing/ manufacturing facilities • health and/or nutrition supplement processors • food service operations (e.g., cafeterias, dining halls, private food service providers, etc.) • service industries, industry associations, equipment suppliers, and/or public institutions • 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

FSSI (Processor) Program – Application Guidebook Page 6

FUNDING

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

• A single application may include a request for funding for both types of Projects provided

two separate “Request for Funding” forms are attached to the application.

• 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.

• SSFPA will determine the eligibility of proposed Expenditures or Activities.

• Applicants with approved projects will be notified by SSFPA by an Offer to Proceed letter. This

Letter will include a legal signature page, an Activity and Reporting Schedule, and an Approved Spending List. This letter is time sensitive and must be signed and returned to the SSFPA to begin your Project(s).

• You then spend on approved items, and then send in a report with receipts, and you will be reimbursed up to 90%.

• 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.

• The maximum funding available under GMP or HACCP development is $15,000 per

applicant.

• The maximum funding available for HACCP Certification is $5,000 per applicant.

• Any funds received under Year One of the Growing Forward Food Safety Systems Implementation (Processors) Program (FSSI) Implementation Element will be subtracted from the total $20,000 available.

• There is currently a maximum total combined funding limit of $20,000 per applicant for FSSI Program funding.

SSFPA recognizes that food safety and risk management practices can change to reflect current and emerging trends in the areas of food safety. To that extent, eligible Expenditures or Activities under FSSI may be amended to reflect the objectives of the funding initiative. Since this food safety programming is developmental in nature, the SSFPA cannot guarantee that any company returning from the FSI will be eligible for FSSI funding, or that previously funded activities will be covered.

FSSI (Processor) Program – Application Guidebook Page 7

ELIGIBLE EXPENSES AND ACTIVITES The following rules apply to all FSSI expenses:

• Spending must be “Incremental”. This means the expense is a direct result of undertaking this FSSI project. • Spending must address needs shown during the on-site assessment • Costs must be requested in an Applicant’s Request for Funding

Eligible Expenditures or Activities may include:

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

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

3) Minor structural modifications to accommodate the installation of equipment or infrastructure associated with a food safety system

4) 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). This also includes purchase of Food safety books and DVDs.

5) Travel and accommodation within BC Program allowances

6) Consultant costs (up to $7,500) directly related to the development, writing and training for implementation of a food safety program, practice or procedure The SSFPA now requires that FSSI consultant time include 20% for training activities.

7) Final Audit/certification costs for a Recognized Food Safety Program (first time only – $5000)

8) Purchase of computer hardware (up to $1,000)

9) Purchase of software for GMP, HACCP or FSSC 22000 (up to $2,000)

10) Purchase of equipment directly justified in a new and written GMP, HACCP or FSSC22000 food safety program (up to $5,000; if your company has a traceability project that could require funding beyond this please call to discuss other FSSI funding that is available specifically for traceability projects).

11) Laboratory testing or purchase of in-house testing equipment, to support the

implementation of a food safety program (sanitation verification, thermal process verification, water/air quality testing) – up to $2,000 reimbursement

12) Other costs approved in advance by the SSFPA

FSSI (Processor) Program – Application Guidebook Page 8

DETAILS ON ELIGIBLE EXPENSES:

1) This covers binders, laminating, paper, printer supplies, etc, but will not cover supplies used for normal business activities. The FSSI does not cover Printer supplies, labels or other consumables used in day to day date coding.

2) This includes hiring a new staff member to do new food safety duties, or paying a production

staff member in order to free up an existing staff member to work on new food safety programming (back-filling).

3) This does not cover adding space for production reasons.

4) The FSSI strongly encourages companies to train their employees in food safety and to

acquire in-house expertise in food safety for their particular product type. This can include in-house training sessions or out-of-house courses. Costs covered include course fees, wages, travel per BC allowances, training supplies and course materials. Companies are strongly encouraged to use this allowance to buy reference materials for food safety (textbooks, DVDs, etc) and expand their knowledge.

5) This is for bringing people to your facility or for staff to attend training. Costs must not to exceed provincial guidelines. Inter-provincial travel is not funded.

6) This includes writing procedures or SOPs, or conducting staff training.

7) Costs for Third party or supplier audits are not eligible for FSSI funding.

8) The need for a computer for food safety must be shown in the assessment. The computer is

only for food safety use; shared use must be declared and funding will be pro-rated.

9) This includes food safety software, computer word-processing software for GMP or HACCP/FSSC22000 use, and software development costs for scale/label systems.

10) Equipment must be for food safety improvement, not capacity or quality improvement.

Examples include: Critical Control Point Monitoring Thermometers, Metal Detectors, Sanitation Equipment, Date coding equipment, or color-coded utensils for allergen control. These expenses may not be for improvements to the facility building itself, such as walls, windows or doors. The need for these items must have been show in the on-site gap assessment.

11) This covers the cost of sending samples to an outside lab for testing, as part of a new and

written GMP program, such as water or air testing under the Premises section of a GMP Prerequisite Program. In-house sampling labour, couriers, and outside lab fees are covered. It also covers the cost of purchasing lab supplies to establish/upgrade internal testing capabilities.

12) Funding for any other food safety need pointed out in an on-site evaluation will be

considered by the SSFPA. These requests must be made in writing in the Request for Funding.

FSSI (Processor) Program – Application Guidebook Page 9

INELIGIBLE EXPENSES AND ACTIVITES may include:

• 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 • costs incurred prior to April 1, 2010 • expenses claimed by the applicant that were incurred after April 1, 2010 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 cannot receive a cost share payment under FSSI

• 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 percent of the total eligible project cost. Similarly, under no circumstances can the total combined cost-share from all sources exceed 100 percent of the cost.

• costs associated with food safety that are inherent in the day-to-day operations of the business or the ongoing maintenance of a Food Safety Program (e.g., ongoing expenses for employee salaries, disposable gloves, hairnets, ongoing pest control services, laundry services, hiring of external sanitation crews, ongoing scientific testing, lot code printer labels, 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, including, but

not limited to: • facility structural modifications or expenses • purchase of new equipment that will be used largely in other applications

o (The SSFPA may still consider cost-sharing in such cases) • equipment that specifically supports an increase in production volume, throughput or

capacity within an operation • deadstock disposal and removal or other waste disposal • activities that support food quality rather than food safety

o (The SSFPA may still consider cost-sharing in such cases)

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FSSI (Processor) Program – Application Guidebook Page 10

APPLICATION PROCESS

How to Apply

1. attend an A BC HACCP Workshop 2. have on on-site visit from an FSSI food safety contractor or if you are seeking full HACCP

Certification, please contact the SSFPA to arrange a HACCP information audit 3. fill in an Application and send it in with your Request for Funding and supporting documents.

a. Fill in the Applicant information b. Fill in the Sector information c. Fill in the request for funding based on your on-site assessment d. State the Activities planned and Expected Benefits

4. Wait for SSFPA approval (Offer to Proceed letter) before spending.

Applications are accepted on an ongoing basis, starting April 1, 2010. Applications may be submitted:

• electronically by email to [email protected] • by fax at (250) 954-3723 • in hard copy to:

Food Safety Systems Implementation (Processors) Program 2214 Sun Valley Drive Nanaimo, BC V9T 6E8 (mail or expresspost only: NO COURIERS)

Applications will be reviewed by SSFPA within eight days of the date they are received at the above address.

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FSSI (Processor) Program – Application Guidebook Page 11

1. Information Sessions All applicants must attend an “A BC HACCP WORKSHOP” Information Session prior to submitting an FSSI 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 full-day session is to: • provide background information on food safety • help processors understand how to build an effective and practical food safety system • assist applicants in understanding how to assess and improve food safety of their facility • explain the additional free food safety assistance available from FSSI Outreach • explain the other food safety resources and available from the SSFPA, such as online

documents. • clearly explain the funding assistance available through the FSSI (Processor) Program. • Maximize results by allowing a company to send management AND production to learn

You can find a list of available A BC HACCP WORKSHOP Information Sessions on our website at www.ssfpa.net/foodsafety, by emailing [email protected] or by calling toll free 1-866-619-7372. If you would like to request an Information Session in your region, call toll free 1-866-619-7372.

Applicants with a full and complete understanding of GMP/HACCP may not need to attend a workshop before applying. Please contact FSSI program manager.

2. An on-site FSSI visit by a Food Safety Contractor will help start your project

All applicants working on GMP/HACCP must have an “A BC HACCP” on-site consultation prior to submitting an FSSI application form. This will include an assessment of the facility GMPs using the “A BC HACCP Checklist”. A completed checklist will be issued verifying participation in the assessment.

A copy of the completed checklist must be attached to the application form.

This on-site visit and assessment will be done by a food safety contractor paid for by the FSSI.

A summary of this report will be used to choose items for your Request for Funding.

The purpose of this half- to 3/4 day session is to: • help processors learn their own food safety strengths and weaknesses • help show processors where to start improving their food safety • provide additional background information on food safety • explain the option of free additional food safety assistance available from FSSI Outreach • explain the requirements of the FSSI funding for Project Option 1

To request an Assessment after attending a workshop, call toll free 1-866-619-7372.

All Applicants seeking full HACCP Certification must have an assessment done by the certifier for the selected Recognized Food Safety Program. This will be an “information audit” which will use that certifier’s assessment, but will also include consulting to help the processor understand their shortcomings in relation to that specific Recognized Food Safety Program.

3. Fill in the Application

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FSSI (Processor) Program – Application Guidebook Page 12

Part A: Applicant Information

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

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.

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: Select your FSSI Project Activities

Refer to page 3 of the Guidebook for an overview of the Project activities Implementing a Food Safety Program System (maximum funding of $15,000)

The option is for applicants who want to develop, write and implement a food safety program, including developing GMPs (often called HACCP Prerequisite Programs) and/or a HACCP Plan. All eligible Expenditures or Activities must be directly related to a NEW food safety program or practice.

Certification of a Recognized Food Safety System (Maximum funding of $5,000. Requires successfully passing a full certification audit.)

This option is for applicants who are going to become certified, audited, or verified under a Recognized Food Safety Program (see Schedule I).

This option is NOT for companies working on HACCP with no intention of becoming Certified.

FSSI (Processor) Program – Application Guidebook Page 13

Part C: Anticipated Benefits, Timelines and Costs Proposed activities and benefits

On your application, list each of the proposed Expenditures or Activities that you would like to use the FSSI funding for in your proposed project and indicate in Part C how these Expenditure or Activities will improve food safety at your facility. The next pages have some samples of eligible activities and expenditures. SSFPA will determine the eligibility of the proposed Expenditures or Activities based on descriptions provided and will link each Expenditure or Activity to a specific food safety program or practice. Your Approved Spending List will arrive with the Offer to Proceed letter.

Estimated completion dates

If your application is successful, the completion dates you indicate on your application will be used by SSFPA to determine deadline dates to be included in the Offer to Proceed letter. SSFPA 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 date 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 FSSI 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 FSSI. Once your project has been approved, the deadline for completing activities and submitting a final claim is Feb. 28, 2011. The Offer to Proceed letter will outline any other specific deadlines required. Companies seeking HACCP certification over a multiyear period may request an assessment and start building the GMPs (HACCP Prerequisites) for their Recognized Food Safety Program in the current year of the program, in preparation for Certification in the next FSSI year. As such, the program will pay for activities this year for a company aiming for Certification in the following FSSI year. Companies completing certification this year must submit their required documents by Feb. 28, 2011 To help the SSFPA allocate funding, please indicate if you will get certified:

• within the existing FSSI year (ending Mar 31, 2011) • in the year following

The FSSI program will support those activities, but subject to other parts of Growing Forward, the SSFPA can only guarantee funding of claims made this 2010-2011 year.

Estimated Costs

You must provide an estimate to allow the program to monitor progress and allocate funds to the maximum number of processors possible. Your estimates will be the basis for the amount the program sets aside for your company. Requests to increase the funding once the Offer to Proceed letter has been issued must be made in writing to the SSFPA. No guarantee is made that the extra funding will be offered.

FSSI (Processor) Program – Application Guidebook Page 14

GMP/HACCP Plan Development: Here are some sample Expenditures or Activities and how each will improve food safety:

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

Training of staff on new sanitation program

Training of staff on new sanitation procedures will ensure that the sanitation program is properly implemented.

Consultant costs to develop, write and implement a sanitation program

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.

Purchase a knife sterilizer 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.

Staff costs to research, purchase and install a lot code printer for recall

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.

Remote hand washing sinks We do not currently have remote hand washing sinks. The purchase of a remote hand washing sink will prevent recontamination of hands after washing.

Pasteurizer We do not currently pasteurize our products. The purchase and installation of a pasteurizer will allow us to control biological hazards.

Radio Frequency Identification (RFID) wand reader

A RFID wand reader will allow RFID inventory tags to be read electronically, eliminating errors in recording

Performing a mock recall Performing a mock recall ensures that the Recall System in place is effective and affected product can be identified and recalled within an allotted time period.

Scientific testing (environmental swabs) for pathogens in the production area

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.

Luminometer 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.

Install hand sanitizer stations at entry points to processing areas

Visitors and workers on my operation need to ensure their hands are clean coming into and leaving the processing areas to prevent spread of pathogens to other areas.

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

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.

UV water treatment system 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.

Lot code printer 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.

Training seminar on GMPs and HACCP

Sending staff to a training seminar on GMPs and HACCP will increase the knowledge of food safety in our facility.

Training of staff on new water treatment equipment

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

FSSI (Processor) Program – Application Guidebook Page 15

HACCP Certification: Here are some sample Expenditures or Activities and how each will improve food safety:

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

First time certification audit of a Recognized Food Safety System (see Schedule I)

By undergoing a third party audit for the first time, and achieving certification our operation will now have proof that a consistent, verified food safety program is in place. This will be leveraged into increased sales and profits.

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FSSI (Processor) Program – Application Guidebook Page 16

Part D: Your Overall Food Safety Plan

To complete Part D, refer to page 8 of the Application Form. Are your proposed project Expenditures or Activities indicated under Part B part of a larger food safety plan at your facility? This section will help SSFPA determine how many FSSI applicants are involved in making food safety changes at their facility, beyond those supported by the FSSI government funding.

Provide a brief description of your overall food safety plan. Describe other food safety 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:

o HACCP certification o writing and implementing other food safety programs or practices o purchasing other equipment related to food safety or traceability o 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 SSFPA 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 9 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.

FSSI (Processor) Program – Application Guidebook Page 17

Part F: Offer to Proceed Letter

After your application is received, applicants with approved projects will be advised in writing, through an Offer to Proceed letter, of their eligibility to receive funding under the FSSI. The letter will include an Activity and Reporting Schedule, as well as an Approved Spending List. These will outline the terms and conditions of funding. To be admitted to the FSSI, the signing officers of the applicant will be required to sign and return the Offer to Proceed letter by a date specified in the letter. The Offer to Proceed letter will also specify the deadline dates and documentation required to demonstrate that their Food Safety Systems Implementation (Processors) project has been implemented. An applicant’s failure to meet a deadline date or documentation specified in the Offer to Proceed letter may result in the withdrawal of FSSI funding.

FSSI (Processor) Program – Application Guidebook Page 18

Part G: Reporting / Making your claim for funding As outlined in the Letter to Proceed, an Applicant will be expected to make at least one interim and one final report. The form for this will be provided by the SSFPA, and reviewed within a week of report submission. FSSI Applicants can claim for their expenses when they submit their progress reports or their final report. To make a claim an Applicant should include receipts and proof of activity for completed activities when they make their report. FSSI (processor) Program applicants can make a claim at any of their reporting times, but the final claim submission date is March 31, 2011. No claims may be made after this date. Late claims will not be paid. The SSFPA will review the claims and documents and will reimburse the processor for their eligible expenses in the form of a cheque and a letter explaining the payment. Proof of activity: 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 or individual food safety practices. 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, including details of tasks performed and number of hours spent working on the project for reports – applicants will generally be required to submit a total of two milestone reports (one interim report 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. The FSSI Program Manager will follow up with each company 45 days after the project start to ensure the processor is making good progress, as well as after each interim report. 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 SSFPA reserves the right to request additional documentation to demonstrate sufficient implementation of the project (e.g., written Food Safety Programs or practices), and for use in development of the program for future users.

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Confidentiality The Food Safety Systems Implementation (Processor) Program will be administered by the Small Scale Food Processor Association (SSFPA). Any information supplied further to the FSSI may be disclosed by SSFPA 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 FSSI may be disclosed by SSFPA to verify cross-compliance with other provincial and federal funding initiatives, administered by SSFPA 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. To ensure the security of processor’s intellectual property and proprietary information all contractors delivering the FSSI program have signed non-disclosure and confidentiality agreements. SSFPA reserves the right to obtain information for the purposes of assessing, evaluating, verifying, auditing and enforcing the application and payments made under the FSSI. Questions about the application process may be directed to the Food Safety Systems Implementation (Processor) Program:

• TOLL FREE to the friendly and helpful FSSI Program Manager 1-866-473-7372 • online at www.ssfpa.net/foodsafety • electronically by email to: [email protected] • by fax at (250) 954-3723 • by mail (mail or express post only; NO COURIERS):

FSSI (Processor) Program 2214 Sun Valley Drive Nanaimo, BC V9T 6E8

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Under the Growing Forward agreement, a new partnership between the provincial and the federal government, the Food Safety Systems Implementation (FSSI) processor’s program will assist producers and non-federally registered processors in BC implement government-recognized systems for food safety based upon Good Manufacturing Practices (GMPs) and Hazard Analysis Critical Control Points (HACCP) principles. This will complement the food safety systems already in place as well as strengthen the sector’s ability to identify and respond to food safety issues and concerns.

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Schedule I Recognized Food Safety Programs with accepted certification bodies.

This list may be updated periodically, visit the website for the most recent version at www.ssfpa.net/foodsafety.

Programs Certification Body FSSC 22000 QMI – SAI Global HACCP SGS Canada Inc. AIB GFTC (Guelph Food Technology Centre) FSEP SGS Canada Inc. Also available are the GFSI certifications: SQF 2000 – General Food, Processing Levels 1, 2, and 3. SGS Canada Inc. BRC Food Standard (Issue 5)GFSI ( Dutch HACCP, ISF) QMI - SAI Global Dutch HACCP as needed IFS as needed

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Schedule II Provincial Travel Rates 2009-2010 ( This schedule is subject to amendment to reflect 2010-2011 Provincial Travel Rates) Version 1.0 July 2009 For use in the Implementation Element of the Food Safety Systems Implementation (Processor) Program. Adapted by the Small Scale Food Processor Association (SSFPA) from the March 29, 2009 TRAVEL INSTRUCTIONS FOR CONTRACTORS (Ministry Guidelines for Group I and II Allowances). Purpose: This is a guide for persons traveling to attend training or perform FSSI project activities. Individuals who may incur such expenses are FSSI Outreach contractors and company employees and consultants authorized by a company’s FSSI representative. The amounts listed are the maximum that the SSFPA will reimburse for travel by employees or consultants. For Implementation funding, these expenses are part of the Total Eligible Costs eligible for reimbursement, and are not an additional expense that can be claimed above those Total Eligible Costs. Please refer to the Application Guidelines for details.

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General: “Travel” with respect to the FSSI (processor) program means the individual is at least 32 kilometres away from their usual location, on FSSI Project business, with the approval of the company FSSI representative administering the project. Travel begins and ends at designated departure and return locations determined by the company representative. The most economic travel arrangements should be used consistent with the time available to conduct the business. The travel expenses described below will be paid when: • travel is needed in fulfilling services contracted by the applicant for their FSSI activities; • provision for travel expense has been included in the contract; and • the company representative administrating the FSSI project authorizes the travel

expense and verifies it meets the requirements of the Application Guidelines. Expenses incurred on out-of-province travel will not be reimbursed. All other travel, not meeting the description of ‘travel ‘above, must be approved by the SSFPA in writing before the additional travel expense may be incurred. Private Car Transportation: Effective March 29, 2009, an allowance of 50¢ per kilometre for the use of the contractor’s private vehicle may be claimed. It is intended to cover costs of gas and maintenance. Reimbursement for parking essential to the business may be claimed. Receipts are required, while parking machine tickets marked with the total paid and signed by the claimant are acceptable. Owners are responsible for ensuring they have adequate insurance to cover business use on behalf of the province. Public Transportation: Receipts are required for reimbursement of actual expenses incurred through the use of buses, airlines (most economical fare), ferries, taxis, rental cars and tolls. When renting cars the cost of additional insurance, such as personal injury, collision or loss damage, offered by rental agencies will not be reimbursed.

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Meal Allowance: Effective March 29, 2009, the maximum daily amount that may be claimed for meals is $47.00. Depending on the time of departure or arrival, the following partial day rates may be claimed. Partial Day Rates Breakfast (7 a.m.) $11.50 B&L $24.75 Lunch (12 noon) $13.25 L&D $35.50 Dinner (6 p.m.) $22.25 B&D $33.75 Meals that are provided free to individuals must not be claimed. Accommodation: In making a hotel selection for your travel: • Select the most cost effective hotel that meets your business requirements considering

the basic room cost and any supplementary costs for internet access, parking or other costs.

• Please note: Where breakfast is included, your reimbursement claim should not include a breakfast component.

You will be eligible for reimbursement for the full amount of the hotel’s base rate, plus other applicable business expenses; e.g. parking, internet access. Only the single occupancy rate will be reimbursed. You may only claim for authorized contract staff, supported by the “number in party” identified on the appropriate lodging receipt. Original receipts and proof of payment are required. When private accommodation is used, a maximum of $30.00 per night may be claimed; receipts are not required. Travel expenses must not be billed directly to the province or the SSFPA. Travel expenses will be reimbursed by the SSFPA after the final FSSI claim form is submitted and approved. Travel invoices must be supported by a statement showing the accumulation of expenses for the trip under the various categories and to which original receipts, as required, are attached.