Organic farming: submitting inspection reports
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Organic farming inspection agencies that have been approved by the Luxembourg Ministry of Agriculture are required to file reports on the inspections they carry out on the businesses/farms run by Luxembourg-based operators in the organic farming sector with the Administration of Technical Agricultural Services (Administration des services techniques de l’agriculture - ASTA). These reports must be filed electronically.
The reports must be filed through MyGuichet.lu from a certified business eSpace.
Who is concerned
Luxembourg Ministry of Agriculture-approved organic farming inspection agencies.
Prerequisites
To be able to file inspection reports through MyGuichet.lu, the head of the approved inspection agency must first:
- set up a business eSpace if they do not already have one; and
- have the business eSpace certified by the Administration of Technical Agricultural Services (ASTA).
Setting up a business eSpace
The inspection agency must first log in to MyGuichet.lu. To do so, they will need to have a LuxTrust product or an electronic ID card (eID).
Next, they will need to create a business eSpace.
Consult the help section on MyGuichet.lu.
Certification of the MyGuichet.lu business eSpace
To be able to access the MyGuichet.lu inspection report submission procedure, the inspection agency must have its business eSpace certified by the Administration of Technical Agricultural Services (ASTA).
To do so, the inspection agency must attach a scanned copy of the approval issued to them by the Luxembourgish Ministry of Agriculture.
Once the business eSpace has been certified, the head of the inspection agency can share access to the eSpace with its employees by creating users in the 'Users' section on the 'Manage my eSpaces' page.
Deadlines
In principle, the requested certificates and reports must be submitted as soon as they have been finalised and approved by the inspection agency, and no later than:
- for agricultural producers with agricultural parcels: 30 November of the year the inspection was carried out, except in cases that can be duly justified;
- for agricultural producers without agricultural parcels: 31 January of the year following that in which the inspection was carried out;
- for processors and other categories of operators: 31 January of the year following that in which the inspection was carried out.
How to proceed
Regardless of the type of inspection, as soon as an inspection report has been finalised and validated by an approved inspection agency, it must be filed with the ASTA using the relevant MyGuichet.lu online assistant (see the 'Online services and forms' section below).
Declarant's, inspection agency's and inspected operator's identity details
For declarants, the first step in submitting an inspection report through MyGuichet.lu is to provide their identity details, which include:
- their 13-digit national identification number (matricule);
- their surname(s);
- their first name(s);
- the name of the inspection agency (drop-down list).
Next, before attaching any requested supporting documents, the declarant will need to fill in the fields regarding the operator whose business/holdings were inspected (with respect to sending reports in XML format, these fields will be filled in automatically and no manual input is required):
- the unique ASTA identifier;
- where applicable, the inspection agency's internal operator identifier;
- the operator's surname;
- the operator's first name;
- the company name.
Supporting documents
Depending on the type of operator that was inspected, one or several documents will be required.
- Agricultural producers
- Processors and other categories of operators
The inspection agency must submit:
- the inspection report, which should contain a list and description of all instances of non-compliance observed during the inspection, if any;
- where applicable, a list of the operator's agricultural parcels, a list of the livestock held on the farm, and a list of the processing, storage and/or subcontracting operations carried out on the farm;
- depending on the activities undertaken on the farm, other supporting documents, including:
- the operator's certificate or, failing that, a document explaining the reasons why a certificate could not be issued;
- the evaluation of the inspection report (if it exists), listing all observed instances of non-compliance, the deadline for achieving compliance, and any recommendations and remarks that were forwarded to the organic farming business;
- any other documents that may be required for a better understanding of the observations mentioned in the report, or for verification purposes.
The inspection agency must submit:
- the inspection report, which should contain a list and description of all instances of non-compliance observed during the inspection, if any;
- other relevant documents concerning the operator's activities, including:
- the operator's certificate or, failing that, a document explaining the reasons why a certificate could not be issued;
- the evaluation of the inspection report (if it exists), listing all observed instances of non-compliance, the deadline for achieving compliance, and any recommendations and remarks that were forwarded to the organic farming business;
- any other documents that may be required for a better understanding of the observations mentioned in the report, or for verification purposes.
Reasons why reports may be rejected and returned for correction
ASTA may reject certain reports. If a report is rejected, it will be returned to the inspection agency so that it can be corrected. The following reports will be rejected and returned:
- reports that are incomplete or incorrectly filled in;
- reports that are not accompanied by all of the required attachments.
Online services and forms
Online services
Who to contact
-
Ministry of Agriculture, Food and Viticulture Administration of Technical Agricultural Services (ASTA)
- Address:
-
16, route d'Esch
L-1470
Luxembourg
Luxembourg
B.P. 1904, L-1019
- Phone:
- (+352) 45 71 72 200
- Email address:
- bioinfo@asta.etat.lu
Related procedures and links
Procedures
Links
Further information
on the website of the Ministry of agriculture, Viticulture and Rural Development
Legal references
relatif à la production biologique et à l’étiquetage des produits biologiques
