Report liabilities to producers

1. Reporting requirements

Email your completed form to licence@grainscanada.gc.ca.

Licensed grain dealers, process elevators and primary elevators must submit a monthly liability report. In some circumstances, we may let you know that you’re required to complete an interim report. The liability report tells us what your outstanding payments and other obligations for grain to producers are on the last day of each period. Other obligations include grain received for storage at primary elevators, but not purchased, that must be returned to producers on request.

Liability reports are essential to our Safeguards for Grain Farmers Program. We use the information from these reports to establish the amount of security you must provide in order to protect producers, as required by the Canada Grain Act. The Act provides a significant penalty if monthly liability reports are not submitted as required. It is a serious offence to knowingly make a false report.

Working papers

As a new licensee, you must include supporting working papers with your liability reports in your first year as a licensee, or until we indicate they’re no longer required. As an existing licensee, you must include working papers when we deem it necessary.

Working papers should include a list of all deliveries in the licensing period in sequential order by:

  • receipt number, including deliveries that have been paid for and cleared
  • a list of deliveries where the grain has been received but not paid for
  • a list of cheques issued that have not yet cleared your bank account

Licensing and Security will provide a template spreadsheet for you to use as your supporting working papers.

Deadline to report

Submit your report by the 15th day of the month following the reporting month. For example, your report of liabilities for the month of June must be submitted by July 15. If the 15th falls on a weekend or holiday, submit your report by the following business day.

Even if you have no liabilities to report, you must send in a signed report with nil (zero) liabilities stated.

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