Current Certification Documentation for NOP Certified Suppliers

When it comes to obtaining “current” certification documentation for suppliers of organic ingredients, products and seeds, it can be difficult to know where to begin.

This is especially true, because NOP organic certificates are valid until surrendered, suspended or revoked.

Moreover, many of you may have received a non-compliance from QAI asking you to explain your system for verifying the “current” status of your organic suppliers. Others of you who have requested the addition of products to your certification during the middle of the certification cycle might have also been required by your Account Coordinator to submit “updated” organic certificates for suppliers.

So, what do you do if your certificates do not have any other date on them aside from an “Effective Date“ which may be several years old? Luckily, there are several ways in which certifiers have been able to adapt to this NOP requirement and provide their clients with some formal update to their certification so that their customers (and their customers’ certifiers) know that they are still NOP certified.

Many certifiers are now issuing a summary page or addendum to the organic certificate. This addendum usually lists individual crops and products that are certified and usually provides a renewal date, an inspection date, or the next monitoring date that provides some guidance as to whether or not the client’s certification is current.

Some certifiers issue their organic certificates every year and add the date the new certificate was issued. There are also instances where some certifiers issue a certificate with only the first date the client was certified. While this type of certificate is acceptable during their first year of your supplier’s certification, it becomes difficult to verify and prove to your inspector that this supplier is still NOP certified year after year. In this case you would want to have your supplier provide you with a Letter of Good Standing from their certifier attesting to the fact that the supplier’s certification is still valid.

A Transaction Certificate signed by the supplier’s certifier may also be enough to confirm the certification status of your supplier. However, one thing to consider concerning Transaction Certificates is that they usually only cover a particular lot of goods. Therefore, if you’re receiving several lots of product from a specific supplier, you will want the Transaction Certificates to cover all relevant lots.

While the NOP does not allow expiration dates on certificates, they also require that the records maintained by certified clients are sufficient to determine compliance with the Act and regulations of the NOP Rule. This general requirement includes records that verify the current verification of the certification status of organic suppliers.

Inspectors are most concerned with records that are the most relevant to the products you are currently producing and that accurately reflect the current status of the ingredients, products, inputs, etc. These types of records need to be consistently updated, and be current when ingredients, products and seeds are purchased. QAI considers “current” to generally mean any certificate, addendum or letter that was issued by the certifier within the last 12 – 18 months.

To summarize, it is a requirement of organic certification that you have written verification of the current organic status of your suppliers of organic seeds, products, and ingredients. There are a variety of ways to meet this requirement, including but certainly not limited to:

• Obtaining updated Organic Certificates that include a current date
• Obtaining updated addendums to the certificate that provide a current date or a date of next annual monitoring
• Obtaining a Letter of Good Standing from the supplier’s certifier that confirms the client’s current certification
• Obtaining confirmation from the Certifier’s website that the supplier is still certified
• Obtaining a Transaction Certificate issued by the Certifier that confirms that the lot of product sold is NOP certified

Please contact your Account Coordinator if you have any questions.

CAAQ Recent Standard Updates

Please note that the CAAQ standards were recently updated. The French version, (last updated December 27, 2005) and the English version (last updated January 10, 2006) are available online at www.caaq.org. Changes in the standards have been highlighted for easy referral. Should you have any questions about the new CAAQ standards, please contact Kasey Moctezuma at kasey@qai-inc.com.

Completing a TM-11 Form

It’s time for your first shipment to Japan. No worries…QAI can get you there!

You have filled out all of your paperwork, gathered all of your Export Arrangement affidavits, and have been verified as compliant to the USDA/MAFF Japan Export Arrangement. Now, all that is left is to fill out your first TM-11 in order to ship your product.

A TM-11 is the form used as an Export/Transaction Certificate when sending organic products to Japan through the USDA/MAFF Japan Export Arrangement. You can obtain a copy from our website here:
TM-11 Export Certificate

The first time filling out any new form can be a little confusing. Once you complete one though, the rest are easy. So, here’s QAI’s step-by-step guide in order to assist you:

1. Country of Destination: Enter the name of the country importing the product, usually Japan. Remember to spell the country name in full. It cannot be abbreviated.
   If you use the version from the QAI website, this is already completed for you.
2. Date: Enter the date of data entry.
3. Unique Identification Number: Leave this blank. QAI will assign and stamp a unique identification number.
4. Exported By: Enter your company name and address, including ZIP code.
5. Product Exported From: Enter the name and address of the port of embarkation.
6. Consigned To: This box must contain the name and address to which the product will be transferred, assigned or delivered. Usually, this is the name and address of the company in Japan purchasing your shipment.
7. Certifying Agent Issuing Certificate:
   Quality Assurance International
   9191 Towne Centre Drive
   San Diego, CA 92122 USA
   If you use the version from the QAI website, this is already completed for you.
8. Total Marked Net Weight: Enter the total net weight of the shipment. This should match the weight listed on the invoice or bill of lading.
9. Total Containers: If applicable, submit the total number of containers that are covered by the export certificate.
10. Product as Labeled: This box should list the products being shipped. For raw commodities, enter the product’s common name (example: potatoes, millet, lentils, apples, etc.). Packaged products should list the name on the principal display panel.
11. Lot Number: Enter the lot number assigned to the product.
12. Marked Weight of the Lot: Submit the marked net weight of the product with the assigned lot number in box 11.
13. Number of Packages in Lot: If applicable, this box should list number of packages included under the lot number in box 11.
14. Shipping Marks: Enter the flight number, vessel name or number, or container number for the shipment covered by the export certificate, as applicable.
15. Producer: This box is optional. It is intended for the producer of the product.
16. Remarks: Please type the following statement verbatim:
    Products covered under this export certificate are not known to be produced with Alkali-extracted humic acid, potassium bicarbonate, or lignin sulfonate.
    If you use the version from the QAI website, this is already completed for you.
17. Signature of the Accredited Certifying Agent: Leave this blank for an authorized QAI representative to sign.
18. Date: Leave this blank for an authorized QAI representative to enter the date.

Once you’ve filled out your Export Certificate, please submit to QAI along with an QAI Transaction / Export Certificate Cover Sheet and a copy of the corresponding Bill of Lading or invoice. Feel free to send the documents by fax (734) 827-3893 or email us at QAITC@qai-inc.com.

Please keep in mind that all of the data entered on the TM-11 Export Certificate must match the information on the Bill of Lading or invoice (example: lot numbers, weights, exporter, buyer/consignee, etc.). The most common reason for a TM-11 to be declined is if a lot number or weight does not match those entered on the Bill of Lading.

Should you have any questions or concerns, feel free to visit the website for QAI’s International Services: Japan or The NOP’s Trade Issues, which includes Instructions for Completion of an Export Certificate. Of course, your friendly QAI Account Coordinator is always ready and willing to discuss any issues that you would like to address. Just in case the number is not on your speed dial, you can reach us at (858) 792-3531. Happy Exporting!

JAS Law Revision Explained >Read More

QAI Tapped by International Conference to Give Update on Labeling Personal Care Products in the US

Showcasing our reputation as an international industry leader, QAI participated in a panel presentation and discussion on Organic Personal Care Products during this year’s Biofach Conference held in Nurnberg, Germany.

QAI presented the ‘History and Current Status of Labeling Personal Care Products in the US’ discussing in some depth the current American National Standards Institute (ANSI) process, an effort currently being led by ANSI accredited agency NSF, International.

Industry stakeholders are participating in the ANSI standards development process in order to reach consistency in labeling claims, to provide a level playing field for certifiers and to ensure consumer confidence in the marketplace.

BIOFACH 2006

Last month, QAI Visited the tranquil town of Nurnberg, Germany for the annual Biofach World Organic Trade Fair.

The tradeshow floor however, was anything but tranquil, as the show “where organic people meet” lived up to its bustling reputation.

QAI participated in the US Pavilion along with several of our clients. This tradeshow venue offers us the chance to participate in international regulatory discussions; gain insight into the global organic marketplace; better understand the nuances, updates and changes in foreign organic trade regulations; and as always, allows us the opportunity to offer our attending and exhibiting clients the technical support, international regulatory expertise and overall customer service that they deserve.

CAAQ Accreditation Update

Every year, as part of our accreditation with the CAAQ (Le Conseil des Appellations Agroalimentaires du Québec), QAI undergoes a surveillance and reevaluation visit. So, how did we do?

This past January we welcomed Denis-Paul Bouffard and Annie St. Onge to our San Diego office for a two-day period to carry out our system audit. We are happy to report that we have received an excellent evaluation from the CAAQ.

For those Québec clients who provided the QAI office with audit materials - un gros merci, we thank you for your cooperation.

QAI provides certification services for those clients in Québec wishing to certify products, and for those clients wishing to market their organic products in Québec. For more information, please email us at qai@qai-inc.com or phone the QAI office directly.

NSF-Cook & Thurber Announces New 2006 Food Safety, Quality and Security Expectations Manuals

As the leading provider of comprehensive food safety services for the food, beverage, animal feed, and packaging industries, NSF-Cook & Thurber announces the availability of three new manuals for food processing, storage, and distribution facilities. >Read More

March 8-10 - QAI Invited Industry Participant at Food Safety World Conference, Wardman Park, Washington D.C.

March 17-18 - QAI Invited Panelist at Eureka Organic Livestock Conference

March 23 - QAI Presents “The Global Organic Marketplace: A Two Part Seminar: An In-Depth Look at Changes, Updates and Requirements to JAS Regulatory Requirements & Understanding International Regulatory Compliances” Anaheim, Marriott – (2p-4p) >For more information, please click here

March 23 - QAI Exhibits at Fresh Ideas Tent (Tabletop 28) Anaheim, CA — Kickoff to Natural Products Expo West

March 24-26 - QAI Exhibits at Natural Products Expo West, Anaheim Convention Center, Anaheim, CA (Booth 4357)

March 27-28 - QAI Presents at World Tea Expo Las Vegas Convention Center, Las Vegas, NV

April 8-10 - QAI Exhibits at Specialty Coffee of Americas Association (SCAA) Charlotte Convention Center, Charlotte, NC (Booth 849)

In this issue, we turn the spotlight on Account Coordinator and travel diva Kasey Moctezuma who’s In The Q!

Hi! I’m Kasey Moctezuma, the Account Coordinator in charge of Canadian Programs here at QAI. That’s me on the Liberty Bridge in Budapest, Hungary where I worked for a summer with the US Commercial Services.

Back Story:

I was born and raised in the San Francisco Bay Area and have been married for six years. My husband and I relocated to warm, sunny San Diego last year when I started to work for QAI.

Before coming to QAI, I studied at the Monterey Institute of International Studies, where I graduated Summa Cum Laude with a Master’s degree in International Trade Policy. I also spent several years working in French fine dining, where I developed a passion for learning about food and wine. I have also had the opportunity, over the years, to travel extensively in Europe as well as Mexico (where my husband is from).

Realtime:What I love about working at QAI is getting to use a variety of languages on a regular basis – French, Italian and Spanish. Every day here is a new challenge, and I am fascinated to be constantly learning – whether it is about a particular industry or a technical issue. I am extremely satisfied to be working in an industry that promotes sustainable development as well as a healthier and more natural food supply.

Fun Facts:
Favorite Authors: Rohinton Mistry, Milan Kundera, Albert Camus
Favorite Movie Director: Satyajit Ray
Favorite Television Program: Frontline (PBS)
Favorite Addiction: Learning languages
Favorite Guilty Pleasures: Watching Bundesliga Soccer and “Law and Order” reruns
Favorite Activities: Cooking (anything and everything from around the world), reading (especially about regional politics and policy), traveling, walking on the beach, yoga
Travel Wish List: India, Vietnam, Greece, Québec, New Zealand, Rwanda, Tahiti and a bunch of other places.
What you don't know about me: I’m a lefty.
What I listen to on the radio: Public radio (NPR) and Jazz.
What’s in my CD player now: Jill Scott, Ravi Shankar, Susana Baca
About my last name: It’s Aztec. (Pronounced Mock-TEH-zoo-ma). Name of the famous Aztec leader, which is often anglicized as Montezuma.

To contact QAI:

If you have questions, concerns, or need general information, go to the QAI web site to learn how to contact us or to send us an email. For questions pertaining to QAI’s Quality News contact Ellen P. Holton, QAI Director of Marketing and Business Development directly at 858.792.3531 ext 115.

QAI, Inc. is an NSF International Company. Visit their web site to learn more about NSF International, The Public Health and Safety Company™.