Canadian Wheat Board

Forms

Farmer instructions

Last updated: August 2006

Information for farmers who have applied for or are considering applying for a producer car through the Canadian Wheat Board.

New for 2006-07: When applying for a CWB administered producer car, you must complete a Delivery of Wheat Declaration of Variety form that attests you are delivering an eligible variety of wheat.

Ordering a producer car

• Complete and sign a producer car application form. (PDF format 13 KB)

Application forms are available from the CWB through the CWB Web site at www.cwb.ca, Fax on Demand at 1-800-275-4292 or by calling the CWB.

Please check the applicable CWB administered or self administered box in Section D of the form before signing and dating the application. This is needed for payment of freight.

Producer cars will only be authorized at a designated railway producer car loading site.

• Fax the completed application form to 1-204-983-8031 or mail it to the CWB.

You can also call the CWB at 1-800-275-4292 to complete an application. Remember, you will need your CWB Personal identification Number (PIN) to conduct this transaction.

The CWB will:

• Verify the information on the applications and if required, contact you to correct any information on the forms.
• Forward the applications to the Canadian Grain Commission (CGC) for their records.
• Approve applications based on car supply and grain/grade requirements at port position and advise the CGC accordingly.

The CGC will:

• Send you a letter acknowledging receipt of the application along with a green “I-90” Tag and a Bill of Lading/Settlement form.
• Mail you an authorization letter with your CGC Authorization Number. Upon receipt of the authorization letter, you are responsible for contacting the railways (CN at 1-877-208-5019 or CP at 1-800-704-4000) to confirm the final train run dates, as these dates are subject to change.

It is in your best interest to ensure the accuracy of your grain by having it tested, before loading the railcar, at a CGC Service Centre.

Loading a producer car
You must ensure that:

• The car is empty and clean inside, in good condition and the door hatches close properly. If there is a problem, contact the appropriate railway center to have the car rejected and re-ordered.
• After loading, the green “I-90” Tag is completed and stapled to the loaded car notice board.
• Indicate that the CWB is the Shipper (c/o your name).
• If the CWB offers a High Fusarium Program and you have high fusarium grain, mark a large “T” on the I-90 tag.
• Grain cannot be shipped if it is bug infested. You will be subject to fumigation costs on infested cars.

Fumigation

At no time can a railcar be treated with a fumigant. The railways strictly prohibit the use of all fumigants, such as Phostoxin, in all railway cars loaded in Western Canada. Not only does a railcar containing a fumigant place those accessing the car at risk of severe or even fatal injuries, but the loader of the car may also be subject to substantial financial penalties.

Overloaded cars
It is important that you load to the correct weight and fill compartments equally.

• If a car is overweight, the railway may require you to partially unload the rail car prior to reaching its destination. This can result in considerable expense to you in terms of a penalty assessed by the railway as well as the cost of unloading.
• You may be assessed demurrage charges on the car.
• Overweight cars may also be set aside for some time before they are unloaded or moved.
• For rail line weight capacities contact CN at 1-877-208-5019 and CP at 1-800-704-4000.
• You should refer to the CN and CP web sites at www.cn.ca and www.cpr.ca for further information.

Note: Farmers who ship the wrong grade may be assessed terminal storage and have their settlement payment held.

Excreta
The CGC, which sets quality assurance standards for export grain shipments and certifies their quality and consistency, has a zero tolerance policy for excreta.

• If excreta is found in a producer car at port, that car cannot be unloaded for export as a food product.
• If a producer car was to be unloaded with excreta into a terminal or a ship, the entire shipment would be contaminated and could not be sold as a food product under Canadian law.
• The ship must be unloaded and reloaded with uncontaminated grain, adding extra cost to the system.
• If it is determined that your producer car contained excreta, you will be required to pay any costs relating to the contamination.
• A contaminated shipment not detected by the CGC would hurt the reputation of Canadian wheat and barley and the CWB could lose valuable customers.

Delivery of wheat - Declaration of variety

On your first producer car application of a crop year, a Delivery of Wheat - Declaration of Variety form (PDF format 67 KB) must be completed and faxed to the CWB along with the completed bill of lading form. This declaration for the producer car is the same as the declaration of variety being made at primary elevators with respect to eligible varieties of wheat for delivery. A declaration form is provided as part of this information package.

Bill of lading/settlement form

You must complete sections 1, 2 and 3 of a Bill of Lading/Settlement form for each producer car and send the completed form by e-mail via the Internet to CN or by fax to CP. If you do not have Internet access to send your form to CN, you must fax the bill of lading form to the CWB. The CWB will e-mail the information to CN on your behalf. You should do this immediately upon loading the producer car to ensure the car is released in a timely matter.

Note: The CWB will charge a service fee of $25 per car for providing e-mail service to CN on behalf of farmers.

Note: There is a $400 per car fine imposed by the railways for failure to send a Bill of Lading/ Settlement form to the railways immediately after loading a car.

• Complete sections 1, 2 and 3 of the Bill of Lading/Settlement form – i.e. the producer and rail information sections and the grain, grade, gross weight and bulkhead unload portion of the loading information section. (Your CGC authorization letter will provide some of the essential information).
• Upon completing these three sections, e-mail the information via the Internet, to the railway:
• CP via fax to 1-800-704-3000
• CN via their Internet site at www.cn.ca.

or

• If you do not have internet access, fax the bill of lading form to the CWB. The CWB will e-mail the information to CN on your behalf.

Note: Effective July 1, 2006, CN will no longer accept faxed copies. You must be registered as an e-business subscriber with CN to transmit bill of lading information. New subscribers can register with CN at www.cn.ca/register to receive a secure username and password.

• Complete section 4 - thesettlement information (for CWB records only)
• If the settlement calls for a split, enter the appropriate delivery permit book number and percentage split for each landlord. Also, on a separate piece of paper list each landlord’s address and attach to your Bill of Lading/Settlement form.
• Enter the necessary deductions from settlement (e.g. CWB cash advance)
• If settlement cheque is to be deferred, list deferral date and crop year.

Note: If you choose to defer settlement to the new crop year, terminal storage will be your responsibility until settlement is made by the CWB.

• Fax the completed copy of the CWB Bill of Lading/Settlement form to the CWB at 1-204-983-8031 even if you have already sent the information to the railways as it is required for making proper financial settlements.

Recording producer car deliveries
You are required to make the appropriate producer car delivery entry into your delivery permit book. This preliminary entry should show the contract call designation under which the grain was delivered (in the grade column), the shipment date (in the date column), the gross weight in tonnes (in the net tonnes delivered column), and the car initials and serial number as they appear on the railway car (in the PPO column).

When you receive your unload information, you should adjust the preliminary entry in the delivery permit book by entering the net weight in tonnes (in the total deliveries column) and initialing the entry (in the mgr. init. column).

Unload
Once the car unloads at port, the CWB will send you your settlement cheque and statement (with unload information).

• The CWB will contact you with the CGC unload information.
• If discrepancies exist (i.e. grade, dockage, moisture or protein), you can request a re-inspection within 15 days of unload:
• Level 1 CGC Re-inspection Fee (re-inspected at Port by CGC) $ 7.50 + GST
• Level 2 CGC Chief Inspector (sample sent to Chief Grain Inspector in Winnipeg) $15.00 + GST
• Level 3 CGC Appeal (sample inspected by the Tribunal) $25.00 + GST

Note: All applicable administration fees, CGC fees or CWB fees will be deducted from the settlement cheque. You are not required to send any money to the CWB or the CGC for these fees. The CGC fee is non-refundable if the application is cancelled.

Administration fees:

• For CWB administered cars (where CWB pays the freight) – $ 90 + GST per car
• Self administered cars (where producer pays the freight) – $ 90 + GST per car

CGC fee - $ 20 per car
CWB fee for e-mail services to CN (where applicable) - $ 25 per car

The Canadian Wheat Board - Farmer Operations
423 Main Street
P.O. Box 816, Station Main
Winnipeg, Manitoba, Canada R3C 2P5
Telephone 1-800-275-4292
Fax 1-204-983-8031

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