REGISTRATION PROCESS

1. REGISTRATION PROCESS Lindinkosi Lembethe Department of Agriculture, Forestry and Fisheries DAFF, PFI & AFMA workshop on registration requirements 04 September 2013

2. CONTENT • Types of registration services • Administration process • New applications • Daughter applications • Parallel applications • Re-instatement of registrations • Amendments of registrations • Transfer of registrations • Multi-purpose application • Advertisement

3. Import permit Free Sale certificate Appeals Complaints Contact details Banking details Additional information CONTENT (contin…)

4. The types of registration services that our office (Farm Feed Unit) provides are as follows: Registration of new products Daughter registrations Parallel registrations Re-instatement of registrations Amendment of registered products Change of registration holder or company name Product name change TYPES OF REGISTRATION SERVICES

5. Change of product composition or guaranteed analysis Additional manufacturer Additional packaging size Transfer of registrations Multiple amendments request Advertisement Import permit Free Sale Certificate Additional information TYPES OF REGISTRATION SERVICES

6. REGISTRATION PROCESS Applicant Receipt and acknowledgement of application Screening and capturing of info into register Payment Verification, prepare memo and referral to TA Technical Advisor : Technical Evaluation & communication with the client if more info is required Registrar: Signature Verification by Admin Supervisor Allocate Reg. Number and Prepare registration documents

7. Application must be Made by person residing in South Africa or has a registered office in South Africa Made by an authorised person on behalf of applicant Documents to be submitted A covering letter Application form appropriate for the product in duplicate (form) Proof of payment Certificate of analysis from the accredited lab Product label (prod name, ingredient statement, direction for use &contact details of registration holder) NEW PRODUCTS …1

8. Product specification sheet Two samples of 100 g or 100 ml each (when required by Registrar) Animal feed manufactured in facilities that are being used for the first time Inspection report of the manufacturing facility Manufacturing facility that has changed ownership Inspection report Registration is valid for a period of three (3) years NEW PRODUCTS …2

9. Requested by a different company Different trade name Different registration holder Different registration number Documents to be submitted A covering letter Agreement form for daughter registration (must be renewed every 3 years) DAUGHTER REGISTRATIONS…1

10. Documents to be submitted (cont…) Application form appropriate for the product in duplicate Proof of payment Product label NOTES: Not transferable No amendments allowed before mother has amended Does not give birth When the mother lapses/ gets deregistered or cancelled then the daughter also dies. DAUGHTER REGISTRATIONS…2

11. Requested by the same registration holder Different trade name Different registration number Documents to be submitted A covering letter Application form appropriate for the product in duplicate Proof of payment Product label NOTES: No amendment allowed before the original registration is amended. It does not give birth but It is transferrable. PARALLEL REGISTRATIONS

12. Application must be Made by the former registration holder or authorized person Documents to be submitted A covering letter Application form appropriate for the product in duplicate Proof of payment Product label REINSTATEMENT OF REGISTRATION

13. Application to amend may be made by registration holder or authorised person, during registration period Documents to be submitted: Proof of payment Documents related to the amendment If significant technical changes are made, application shall be treated as new (full application, label, COA). A written request must be made to retain old registration number REGISTRATION AMENDMENTS…1

14. If the company name changes Cover letter Registration certificate of a new company (Cipro certificate) submit proposed labels with new contact details Products will retain the same registration number if there are no changes to the chemical composition (technical amendment) of the product. REGISTRATION AMENDMENTS…2

15. Amendment on packaging size Covering letter Labels for the affected product Proof of payment Amendment of manufacturer Covering letter Certificate of Analysis Labels for the affected product REGISTRATION AMENDMENTS…3

16. Page 1 &2; the declaration page and the last page of the relevant application form (page of recommendation by the Technical advisor) Proof of payment Registrar may waive payment if amendment Was effected in the insistence of Registrar Is in the public interest REGISTRATION AMENDMENTS…4

17. Application must be Made by person residing in South Africa or has a registered office in South Africa Made by an authorised person on behalf of applicant Made during the registration period Documents to be submitted A covering letter Sworn affidavit that serves as an agreement between two companies about specific registrations to be transferred from company A to company B. TRANSFER OF REGISTRAT…1

18. Proposed labels with the contact details of the New company Original registration certificates from the current registration holder Application form appropriate for the product in duplicate Proof of payment Product specification sheet NB: The new company (company B) shall keep the registration numbers that were allocated to the previous registration holder. TRANSFER OF REGISTRAT…2

19. Is an application for various amendments (i.e. tech amendment, additional pack size, additional manufacturer etc) made in one application. Made by the registration holder or authorised person. Made during the registration period All relevant documents required for each amendment must be submitted. Proof of payment for each amendment requested MULTI-AMENDMENTS APPLICATION

20. Application must be Made only by the registration holder or authorised person Documents to be submitted A covering letter A copy of the advertisement script Proof of payment The approval is valid for one year ADVERTISEMENTS

21. Import permits are issued for products Trials purposes, Own use (registration in progress) Commercial purposes (registration in progress) Documents to be submitted for an import permit application: a covering letter stating reasons for the importation, Name and type of product, quantities of the product(s), IMPORT PERMIT

22. the origin (manufacturer) of the products The batch number of the product and port of entry label of the product product specification sheet certificate of analysis proof of payment Permit is valid for one (1) consignment IMPORT PERMIT….2

23. Free Sale Certificate is issued to a registration holder who intends to export a registered product to other countries for sale. The Free Sale certificate is issued only for a registered product Required documents for application shall be: a covering letter stating the company name Product registration number product name and proof of payment FREE SALE CERTIFICATE

24. The applicant should submit the request for an over-sticker (if required ) at the same time when lodging the application to register the product. The over-sticker will be approved when the registration is approved and the letter indicating the duration of approval will also be issued. The renewal; amendment; advertisement of a product can not be approved if the registration had lapsed. ADDITIONAL INFORMATION

25. Appeals can be made against decisions made by the Registrar Submit appeals to the Minister within 60 days from the date you became aware of the decision. If appellant is represented by a third party, power of attorney is required The appeal must be in the form of a sworn or affirmed written statement reference number date of the notification by which the person or applicant has been informed of that decision indicate the grounds for appeal Also be accompanied by documents relating to the subject of the appeal an applicable fee APPEALS …1

26. Appeals should be submitted to: Physical address The Minister Department of Agriculture, Forestry and Fisheries, Agriculture Building 20 Beatrix Street Arcadia Pretoria Postal address The Minister Department of Agriculture, Forestry and Fisheries Private Bag X 250 Pretoria 0001 APPEALS

27. Complaints about registration delays should be brought after the stipulated processing period. Complaints can be directed to Mr. Lindinkosi Lembethe 012 – 319 6863 LindinkosiL@daff.gov.za If not satisfied with outcomes, the matter can be escalated to: Mr. David Motloi 012 – 319 6889 DavidM@daff.gov.za If still not satisfied with outcome, the matter can be escalated to: Registrar: Mr. Jonathan Mudzunga 012 – 319 7303 MalutaM@daff.gov.za COMPLAINTS

28. Complaints relating to selling of unregistered farm feed products, contravention of the Act (i.e. the use of labels and advertisements that have not been approved by the Registrar’s office etc) should be brought to the attention of the following officials: Mr. Gift Moncho (Head of Inspections) 012 – 319 7169 GiftM@daff.gov.za Ms. Iris Mathebula 012 – 319 7174 IrisM@daff.gov.za Anti Corruption Hotline 0800 701 701 COMPLAINTS

29. Incomplete documents Commissioner of oath did not sign Label not submitted Certificate of analysis not submitted No Free Sale Certificate SOME COMMON MISTAKES

30. Please send your application to one of the following addresses: PHYSICAL ADDRESS The Registrar: Act 36 of 1947 Department of Agriculture, Forestry and Fisheries Agriculture Building Steve Biko (former Beatrix Street 20) Pretoria Animal Feeds Office No. LB-FF-09 or LB-FF-10 ATT: Sana Magolela or Clement Zulu POSTAL ADDRESS The Registrar: Act 36 of 1947 Department of Agriculture, Forestry and Fisheries Private Bag X 343 Pretoria 0001 CONTACT DETAILS

31. All fee shall be paid in favour of the Director-General Department of Agriculture, Forestry and Fisheries : Account name: NDA-Act 36 of 1947 Account number: 011203102 Reference: Reference number and Name of Company/applicant Branch code: 010845 Branch name: Arcadia Bank name: Standard Bank Reference numbers for applications: New product = 11FF1 Registration renewal = 11FF2 Advertisement = 11FF3 Label amendment = 11FF4 Import permit = 11FF5 Free Sale certificate = 11FF6 Change of registration holder or transfer of registrations = 11FF7 BANKING DETAILS

32. ANIMAL FEEDS PERSONNEL Facsimile: 012 – 319 7179

33. THANK YOU!!!