Member Registration – Frequently Asked Questions
Getting Started – Member Registration
How does a company become a member?
The first step is to sign our membership agreement and email some basic information about your company and its applicable products to Cleanfarms.
My company is a Cleanfarms collection site and we also supply products that are collected through Cleanfarms’ programs (e.g., liquid fertilizer in jugs). Do I need to become a Cleanfarms member?
It depends. Please email us and we can help you answer this question.
There are a number of factors that need to be considered such as whether or not your suppliers are Cleanfarms members and/or if your company has a legal obligation related to certain regulations in the province you operate in or supply product into.
If all of your suppliers are Cleanfarms members, it is unlikely that you need to become a Cleanfarms member. If you are supplying product from companies who aren’t part of Cleanfarms, you may need to become a member.
Please note that Cleanfarms collection sites (e.g., ag-retailers that accept and temporarily store empty pesticide & fertilizer containers) are not required to become Cleanfarms members to offer collection services in their communities.
Where can I find the terms and conditions of membership?
Please review the terms and conditions on pages 2 to 5 of our membership agreement.
Can I submit levies/ecofees or EHFs without submitting a membership agreement?
No. The membership agreement lays out the roles and responsibilities of Cleanfarms and its members. It explains how Cleanfarms manages highly sensitive market data, expectations around intellectual property, key member responsibilities, and rules around termination.
Similar to entering into any business relationship, it is important to establish these rules at the start of the relationship. This is the purpose of the membership agreement.
Are there any start-up/administration fees associated with becoming a Cleanfarms member?
No. Cleanfarms does not charge a start‑up or special administration fee to become a member.
Levies, Ecofees & EHFs (Costs Explained)
Why is a levy/ecofee/EHF necessary?
There is a cost associated with delivering recycling/recovery programs. A levy/ecofee/EHF is a mechanism commonly used to fairly allocate the costs to the businesses/products that are impacted.
The levy/ecofee/EHF is used to finance the costs associated with transporting ag plastics to recycling end markets or for final safe disposal along with other aspects of program delivery including compensation for select collection sites, logistics, promotions and education, data management, etc.
See our latest levies/ecofees/EHFs
Are there rules related to the display of levies/ecofees/EHFs?
Yes, there are rules related to the display of ecofees in Quebec. Please consult the relevant regulation (RRVPE) for specific details. Quebec’s RRVPE does not allow a company to display an ecofee separately on, for example, a receipt or an invoice.
Consult the relevant regulations in Manitoba, PEI and Saskatchewan to confirm any rules around the display of levies/EHFs in these regions.
Can a company recoup levies/ecofees/EHFs by passing them on to consumers?
Yes. Companies have the option of “passing on” levies/ecofees/EHFs to consumers or “absorbing” the cost of the fees. Note that in Quebec, companies must incorporate the ecofee into the full cost of the product.
Cleanfarms can help provide language/tools to help you explain these fees to your customers or others in your distribution network.
How does Cleanfarms calculate levies/ecofees/EHFs?
Cleanfarms examines each item or ag plastic that is collected through one of its programs.
For each item or ag plastic, Cleanfarms estimates an annual cost to manage a program to recover this material. The annual cost is then divided by the estimated volume of each material supplied into the market.
Depending on the type of plastic, the levy is calculated by kilogram or by unit. In general, levies are reviewed annually and published in September.
Where can I find a list of levies/ecofees/EHFs?
Log into your account to access the most up to date listing or access our member documentation.
Reporting & Payments
How does a member report data to Cleanfarms and what is the frequency?
- Reporting takes place either quarterly or annually using our online sales survey portal.
- Reporting related to pesticide, fertilizer, seed, inoculants and other crop inputs takes place annually.
- Reporting for all other products (grain bags, twine and other ag plastics) takes place quarterly.
What kind of data does a member need to submit to Cleanfarms?
Consult our Rules for Reporting to learn more.
Generally, you will need to report the quantities and weights of relevant products or packaging.
In some cases, members need to provide additional data or documentation that demonstrates that partners (e.g., distributors or formulators) are submitting the appropriate ecofees in their place.
I’m taking over reporting responsibilities for my company. How do I gain access to Cleanfarms’ online reporting tool?
Email our finance team. The authorized representative for your company will need to approve this change.
I’ve just submitted a report. How quickly will I get an invoice?
Once a report is submitted, our staff will review the data and, if necessary, follow up with any questions or clarifications.
An invoice is typically issued within a week after the report has been submitted.
How can I access Cleanfarms’ banking information for paying invoices?
This information will be provided when you receive your invoice, after your report is completed and accepted.
General Questions
There has been significant turnover at my company. How can I access the agreement that my company has with Cleanfarms?
Email us. We will provide you with all the necessary documentation and can also schedule an information session to help you learn more.
Can Cleanfarms provide an information session for my company? We need to better understand the programs and how everything works?
Email us and we will make the arrangements
