2016-51 - Horticulture Exports Program - Clarification of requirements for the use of transfer certificates (EX186)

​8 September 2016

Purpose

To provide clarification to the horticulture export industry and authorised officers on the requirements for the use of transfer certificates.

Background

The Horticulture Exports Program has received increased queries regarding the requirement for transfer certificates where a work plan requires the export approval of grower orchard/blocks.

Transfer certificates are used to ensure that any phytosanitary status a product has acquired at the departing establishment, remain in place during transit to the next establishment. This covers the maintenance of product security to prevent pest infestation and contamination and the maintenance of traceability to prevent the substitution or addition of fruit that is not of the same phytosanitary status.

As outlined in Volume 14 of the Plant Export Operations Manual (PEOM), transfer certificates are required in the following scenarios:

• the goods originate from an area free of fruit fly or other pests and disease
• the goods are to be transported after treatment
• the goods are to be transported after an authorised officer’s (AO) inspection
• where a work plan requires export approval of grower orchard/blocks
• where it is a specific importing country requirement e.g. citrus to Korea.

Key points

• Volume 14 - Product security has been updated in the Plant Export Operations Manual
• Where a work plan requires export approval of grower orchard/blocks, labelling applied at the time of packing may be used to ensure traceability.
  
  Labels must include the following:
  • contain the relevant approved grower/packer number/s
  • conform to the importing country requirements
  • be affixed to every box
  • be affixed before product leaves the packhouse, or
  • be affixed infield where in-field packing occurs.
     
• The use a transfer certificate, as mandated by Volume 14 of the PEOM, remains a requirement in the following situations:
  1. the goods originate from an area free of fruit fly or other pests and disease
  2. the goods are to be transported after treatment
  3. the goods are to be transported after an authorised officer’s (AO) inspection
  4. where it is a specific importing country requirement e.g. citrus to Korea.
      
• The PEOM provides an exemption for product moving within a regional/metropolitan area. This is considered to be within a town or city except for pest free areas which have their own defined boundaries.
• Attachment 1 to this IAN provides information on how to apply for a transfer certificate.
• Export certification will not be issued if these requirements are not followed.
• The department is currently reviewing product security systems within the export supply chain, including the use of transfer certificates. Further information on policy developments as part of this review will be communicated in due course.

Authorised officer responsibilities

Inspection AOs must record compliance with the labelling requirements on the Export Compliance Record by stating “compliant labelling applied” as well as list the grower numbers and the packhouse number listed on each box, in the comments field.

Contact information

If you have any questions regarding this IAN please email Horticulture Exports Program ACT.

Dr Chris Parker
Assistant Secretary
Plant Export Operations Branch

Attachment 1: How to apply for a transfer certificate (EX186)

1. Use the transfer certificate template found in the PEOM under ‘Documentation ­ Forms’ and complete the relevant sections.
2. Ensure the following information is included in the ‘Restriction or Comments’ field, where applicable:
   • date picked for each grower/lot listed (only required for PFA products)
   • date packed for each grower/lot listed
   • EXDOC endorsement number
   • other conditions to be met as an importing country requirement or as per a work plan (e.g. grower numbers, packhouse number)
   • method of security
   • details of treatments performed or pending
   • exporter name or RFP number if available (for invoicing purposes).
3. Once complete send it to the National Documentation Hub (plantexportsndh@aff.gov.au) requesting issuance of the certificate prior to the transport of product.
4. Ensure supporting documentation is provided where applicable (area freedom certification, treatment declarations etc.).
5. The email subject line must include the following information: TRANSFER CERTIFICATE; Date of transfer
6. Requests for transfer certificates require a minimum of 1 business day for processing from date of receipt. Requests for documentation services required outside of business hours must be made in advance and applicable overtime charges will apply.

Note: Transfer certificates must be made available to the AO at the time of inspection. They may not be issued once product has been moved.