National Vendor Declaration

The LPA electronic National Vendor Declaration (eNVD) system is a faster, easier way to complete livestock consignments. An LPA eNVD is the digital alternative to paper-based NVDs. The eNVD system is not just a place to fill out a NVD – it is a system for completing all consignment paperwork digitally including livestock assurance and health declarations.

The following forms are available using the eNVD:

• Livestock Production Assurance National Vendor Declaration (LPA NVD) for cattle, EU cattle, sheep and lamb, goats and bobby calves
• Meat Standards Australia (MSA) declaration
• National health declaration (cattle, sheep and goat)
• National Feedlot Accreditation Scheme (EU, delivery docket, form B).

When you select to create a new consignment within the eNVD system, you will be prompted to select the forms that you would like to include as part of your consignment. The forms that are visible to you are based on your accreditation.

Increasingly, producers are using eNVD because it is:

• Faster, easier and more accurate than a paper NVD due to field validation, strengthening traceability and market access.
• Ensure the latest versions of vendor declarations are being used and so meet market requirements.
• Reduce time and duplication spent completing livestock assurance and health declarations.
• Reduce the cost of storing and retrieving historical NVDs for auditing, reporting and administrative purposes.
• Saves the industry time and money because it is instantly available online. Producers do not need to wait for new NVD books to arrive.
• Store all consignments in the one place where they are instantly available online, enabling stakeholders (including receivers) to log in and view eNVDs.

Login via myMLA and access eNVD within your linked LPA account/s.

Draft consignments can be created up to 28 days in advance of the actual consignment taking place. However, the LPA NVD requires the actual date of the consignment so this must be correct for every NVD whether it is an eNVD or hard copy. You can update the number of head in the consignment after you have submitted it. This provides flexibility in the event of an inaccurate count or an unforeseeable incident occurring.

You do not have to print a copy of the eNVD if you have completed the form in its entirety and the receiver and transporter are aware you are using the eNVD.

Alternatively you can email the completed eNVD to a receiver eg. agent, saleyard, processor or feedlot.

Some producers fill out as much of the eNVD as they can in the office then print it so they can fill in the remaining details at their yards where they may not have connectivity. If this is required, three copies are required to be printed – one each for the seller, transporter and receiver – and then the online eNVD must be updated to reflect the hard copy.

In New South Wales, transporters are required to carry a copy of the consignment where they can see the signatures. This does not mean it needs to be printed, because a signature can be seen on a PDF on a mobile device.

However, if transporters are not comfortable or in some cases, unable to give roadside legislators a mobile device to view the signatures, then having a printed copy of the eNVD might be more convenient.

All other states accept the consignment or NVD serial number roadside from the transporter.

Any part of the consignment in an eNVD can be edited if it is still a draft. Once you’ve submitted the consignment, you can still update the movement date, livestock description, number and transporter details up to 48 hours after the entered movement date using the ‘update consignment’ feature.

You can delete a consignment when it is in draft or submitted status – however, it changes to ‘completed’ 48 hours after the movement date and then it cannot be deleted. 

If you make an error in the eNVD with the destination address and you still have access to the digital copy, the best option is to duplicate the consignment in draft form and then amend the details before  deleting  the original . This means you do not have to spend all the time re-answering the questions, you can just update the one area you need to use in the PIC search or type in the details manually in eNVD.

For any of these scenarios, if you need to make amendments on the paper version of a printed eNVD, this should be done in the same way as a regular hardcopy – make the change then put your signature against that correction.

If you finish an eNVD offline, then you can update it later online. ISC advises that you do this to ensure your records are up-to-date and in one place.

You can print the eNVD any time. Some producers fill out as much of the eNVD as they can in the office then print it so they can fill in the remaining details at their yards where they may not have internet connectivity.

If this is required, three copies need to be printed – one each for the seller, transporter and receiver – and then the online eNVD updated by the seller to reflect the hard copy when it has been completed.

To pass the consignment information onto the receiver – also called the consignee – a destination PIC is needed for the eNVD system to know where the consignment is going.

For example, to find the PIC of a saleyard, use the PIC search within the eNVD program, or the PIC register search within the NLIS database. Alternately, call or email the saleyard to ask for the PIC. When a consignment has been created once, recent locations will be shown in the eNVD and you can save the consignment as a template if it is a frequent movement.

The eNVD must be first signed by the producer. This is because it is a declaration and guarantees that you have met the LPA requirements on your property and that the NVD is complete and correct. LPA NVDs are a legal document and are part of your LPA record keeping, and so can be audited.

Secondly, Part B of the eNVD must be completed by the livestock transporter. The transporter can fill it out on a mobile device or on the printed eNVD. If you or the transporter are not comfortable signing on a mobile device, then you would print the eNVD and have the transporter fill in Part B on the hard copy.

If the eNVD is not complete and you need to provide it to the receiver, then it will need to be printed, completed and signed by hand. The transporter will need to sign it and that completed paper copy kept for the journey. Some state jurisdictions have a requirement for a signed physical copy whereas other states only require the unique reference number. Make sure you know what the requirement is for your state.

If you cannot complete an eNVD in its entirety and you do have to print and complete it, don’t forget to update the electronic version later.

ISC has an eNVD how-to guide which outlines the steps in completing an eNVD. Otherwise, for more information or assistance contact ISC Customer Service on 1800 683 111.

ISC is constantly reviewing and upgrading features of the eNVD to make it even more user friendly. In addition, users can provide suggestions and feedback on using the eNVD by emailing envd@integritysystems.com.au.

Feature updates currently under investigation include:

• Improvements to input of digital signatures.
• Offline access for regions with internet connectivity issues, such as a native mobile app, Bluetooth transfer of information or SMS at certain points where the NVD is being transferred to the next party.
• A paperless eNVD so no printing is required for completion.
• Improving the eNVD PIC search, which includes working with state agriculture departments.

Producers should communicate with their transporter and see if they are comfortable carrying a digital eNVD copy – this is a full copy of the consignment forms in PDF or similar – on their mobile device or in their truck. If not, then the best option is to print the eNVD and give them a printed copy to carry with them.

You also need to consider the people receiving it and whether they are set up to receive a digital copy. For example, if you are sending your livestock to an abattoir, you must be sure they are ready to receive that consignment electronically.

The eNVD needs to be completed by the driver before the transport begins and so if there is no connectivity at the yards, a printed copy will need to be used to capture the driver’s signature. The eNVD system allows producers to fill in as many details as they can in advance and then print/submit with the transporter section (Part B) left blank ready to be completed at the yards.

Digital eNVDs are acceptable as a historical reference document when auditing if they are correct and complete, including signatures. If you have printed the eNVD before completing it and have not updated the digital copy, then you will need to keep the completed printed version.

At present, there is no offline access for eNVD. However, you can update the livestock description section after you’ve submitted a consignment, or you can fill in as many details in the electronic version at your home or office then submit/print the consignment and fill in the remaining information on the hard copy when there is no connectivity.

ISC is undertaking significant user research to develop offline capability so that eNVD is available to all producers. This will be a range of solutions including but not limited to native mobile apps, Bluetooth transfer and SMS and email notifications. 

Login via myMLA and access eNVD via your linked LPA account.The eNVD website is mobile-friendly which means the eNVD can be filled out on a smart phone. 

Industry solution providers can be licensed by ISC to provide eNVDs from within their system. The following solution providers include eNVD in their software:

• AGBREED
• Aglive
• Agriwebb
• AXIchain
• Cedar Creek
• Maia Technology
• Protrace
• Sapien

Solution providers wanting to include eNVDs in their software can email ISC at envd@integritysystems.com.au.

While ISC recommends using Google Chrome to access the eNVD, its mobile features are supported on Internet Explorer 11+, Microsoft Edge, Firefox and Safari.

The LPA NVD is a food safety document and includes questions regarding livestock management and history.

As a signed declaration that accompanies livestock along the supply chain, NVDs provide assurance from the producer through to the consumer that the meat will be safe to eat and ethically produced.

The current version of the LPA NVD is ‘0720’.

Download sample versions and tips to ensure your NVDs are clear, correct and complete.

Log in to your LPA account via myMLA and order your NVDs online.  If you are unable to access your account, please call ISC Customer Service on 1800 683 111 to order over the phone.

Log-in to your LPA account and order online

1. Log into your LPA account via myMLA.

2. Click on the order books link.

3. Choose the number of books you would like to order.

4. Then select ‘checkout’ to finalise the order. You can also track your order through Australia Post.

• Your LPA NVD book should arrive within 28 days of placing an order. 
• You can track the progress of your LPA NVD book delivery once it is lodged with Australia Post. The tracking number is available via your LPA account within the ‘Purchase History’
• If you prefer to use a LPA NVD book, orders need to be placed well in advance. If this is not possible then an eNVD will need to be used.

Producers can use either the paper or electronic eNVD at any time – and can alternate between both options. It depends on what you feel most comfortable using.

The eNVD and hard copy NVD version are identical. You should be aware that if you are audited, you will need to have the hard copies on hand if you are using the printed version of the eNVD.

The eNVD is an alternate faster and easier online option – and it is free. Many producers have used it while waiting for their new paper NVD books to arrive and have decided to keep using it.

Hard copy versions of the NVD will remain available for the foreseeable future.

The NVD versions for all species are reviewed on an annual basis by both industry and government through SAFEMEAT.

To suggest changes for consideration through SAFEMEAT, contact your producer representation body – either Cattle Council of Australia, Sheep Producers Australia, or the Goat Industry Council of Australia or if you are a transporter, the Australian Livestock and Rural Transporters Association. These groups put forward suggested changes and agree on what needs to be included. ISC is then tasked with rolling out the changes.

Where changes are requested, they will go through the annual process and, once agreed upon by all parties, will be rolled out through a 12-month notification period. ISC recommends only purchasing a maximum 12-month supply to ensure you are always using up-to-date LPA NVDs.

Meanwhile, the National Health Declaration is administered by Animal Health Australia and reviewed using the national SAFEMEAT process. When there are changes to that declaration, ISC makes these updates in our systems where required.

Integrity Systems Company (ISC) conducted an extensive communications campaign throughout 2020 and into 2021, that included a range of non-digital resources targeted at producers with limited internet access.

Communications resources and channels utilised included:

• Media releases shared online and in print copies of major Agricultural publications
• Paid advertising in online and in print copies of major Agricultural publications
• ISC Integrity Matters newsletter emailed to all LPA accredited producers monthly, that included regular reminders of the changes
• A series of 28 webinars that connected with over 3000 producers (directly and via recordings)
• Hardcopy inserts into all NVD books ordered since March 2020 advising of the changes
• Resources provided to industry stakeholders, including industry peak councils and organisations (feedlots, processors, agents, saleyards, transporters and agents) and State departments of Agriculture that have been extensively shared via their networks
• Social media posts that have been shared extensively by other organisations and individuals
• Series of direct emails sent to all eDEC users, alerting them to and reminding them of the changes
• Hardcopy mail out sent to over 40,000 LPA accredited producers as part of the ISC – Livestock Marketing Campaign (in targeted regions)

A review of all current NVD versions by SAFEMEAT in 2019 recommended a number of changes be made, resulting in the development of updated versions of LPA NVDs.

Key changes to the NVD form are:

All Species NVDs

• Removal of Part C (Agent’s Declaration): This section is rarely used by industry and is not required for any legislative reason
• Inclusion of ‘destination PIC’ section: This is a legislative requirement in Western Australia and Tasmania, and will be optional for other states 

Sheep

• Inclusion of a section on the number of electronic devices included in the consignment: To accommodate the mandatory use of electronic NLIS identification in Victoria and its increasing use in other states.

Integrity Systems Company (ISC) conducts an annual review of NVDs through the SAFEMEAT consultation process.

During this review, if SAFEMEAT determines there is a need to amend the NVD to reflect food safety or legislative requirements, then a new version of the NVD will be issued, making previous NVD versions redundant.

Producers will be notified 12 months in advance of any NVD versions being made redundant.

Unfortunately, there are no refunds for old versions of NVD books.

You can order new hard copy books through MLA’s new catalogue of products and services available through myMLA, or by calling ISC Customer Service on 1800 683 111.

You can also access the eNVD system – there is no charge for eNVDs and they are always the latest version.

The consignee and destination can have different PICs. If transporting livestock to be sold at a saleyard, the consignee is the agent and the destination is the saleyard location. You need to ensure the destination PIC of the saleyard and its full physical address is included in the destination location.

The ‘number of electronic devices’ field on the NVD is included because some producers may be selling mixed mobs of sheep that have both EID and visual tags. These mixed mobs could include:

- older sheep that do not have electronic NLIS (sheep) devices

- lambs that do have electronic NLIS (sheep) tags

- non-vendor bred interstate sourced sheep that have visual tags.

Question 1 on the sheep LPA NVD is: ‘Have these sheep or lambs been raised consistent with the rules of an independently audited QA program on the property the PIC of which is shown above?’ This specifically relates to independently audited QA programs such as LPA QA, otherwise known as Flockcare, as well as other industry-wide programs that are branded based on a breed or region that you may be part of. Find out more about Flockcare and Cattlecare.

Question 1 on the cattle LPA NVD is: ‘Have any of the cattle in this consignment ever in their lives been treated with hormonal growth promotants (HGP)?’ You should tick yes on Question 1 of the NVD if:

• you are in doubt
• your farm records say yes
• any of the animals have a triangular hole in their right ear
• you can see or feel an old implant or a steel bead in their right ear. 

You should only tick no if you are absolutely certain animals have not been treated with HGPs. Remember both male and female cattle can be treated with HGPs.

On the EU cattle NVD, the declaration section specifies that:

• none of the animals have ever been treated with HGPs
• there are records available to demonstrate that the animals were either:
  • born on the property the PIC of which is shown
  • or (for purchased cattle) accompanied by an EU vendor declaration attesting to their HGP freedom.

Don’t forget that cattle treated with HGPs must be identified by a triangular ear punch so they can be kept separate where necessary. Some customers and markets do not want to buy meat that has been treated with HGPs.

Read more about HGPs and completing the LPA NVD.

Question 1 on the goat LPA NVD is: ‘For farmed goats, were all of them bred by the owner or vendor?’ It is required to be filled out with the minimum time stock have been on your property. If any stock in a consignment have been purchased, then the timeline refers to the most recent purchase.

If you have a mixed consignment of 50% vendor-bred and 50% purchased, you must tick no and select the time range that the purchased stock have been on your PIC. Alternatively, if you are able to separate the consignment you could use two NVDs identifying which consignment is vendor-bred or purchased.

Question 3 on the LPA NVD for sheep and cattle refers to whether the owner has bred/owned the stock since their birth. It is required to be filled out with the minimum time stock have been on your property. If any stock in a consignment have been purchased, then the timeline refers to the most recent purchase.

If you have a mixed consignment of both vendor bred and purchased livestock, you must tick no and select the time range that the purchased stock have been on your PIC. Alternatively, if you are able to separate the consignment you could use two NVDs identifying which consignment is vendor bred or purchased.

You may have stock that have been born on one property you own and transferred to another you own – but the properties are managed by you in the same way. If this is the case, then you can answer ‘yes’ to question 3 on the NVD – that the stock have been owned by the same owner since birth – even though animals are being sent from a non-birth PIC.

If you have done an internal property transfer between the two PICs then ISC recommends adding a reference in the additional information section of the NVD that ‘livestock have been transferred between PICs within the same ownership’. This helps processors when deeming if livestock are eligible for particular export markets and are lifetime traceable.

To comply with LPA requirements, all movements of livestock from one PIC to another – even if owned by the same entity – must be recorded on an LPA NVD and the NLIS database. 

There are two reasons for this. Firstly, any food safety information associated with the animals must be retained for reference to accompany or provide historical evidence of risks for any further movements. 

Second, a system error will be generated for a PIC if a movement is not recorded of the individual animal. For example, a producer owns a breeding property (PIC A) and fattening property (PIC B). The fattening stock are tagged with NLIS tags from PIC A – their property of birth and are sent to PIC B once weaned. An LPA NVD and NLIS transfer must be completed so the database is notified of the physical location of the animals and in this case, is PIC B. 

When these animals are sent to sale or slaughter from PIC B, an NLIS transfer is completed by the receiver (PIC C). If the tags had been transferred from PIC A to PIC B, the animals retain their lifetime traceability.

Without the transfer between PIC A and PIC B, a system error will automatically  be generated and the animals would lose their lifetime traceability

System errors will be investigated in an LPA audit. To remain LPA-accredited, you must be able to demonstrate that you are using an LPA NVD and completing an NLIS transfer for all movements between your PICs.

Read more about NLIS.

More information about your requirements when owning properties with different PICs.

An export slaughter interval (ESI) is the period that must lapse between chemical application to livestock and their slaughter for export. Compliance with the ESI means that the slaughtered livestock will meet the residue limits which apply in all export markets. ESIs are revised throughout the year, which means the ESI printed on your LPA NVD may be out of date. For the latest version, visit www.apvma.gov.au/esi.

The withholding period (WHP) for meat is the minimum time after an animal is treated with a veterinary medicine or pesticide before it may be legally slaughtered for human consumption. Withholding periods are set to ensure that chemical residues, if any, in the carcase are below the maximum residue limit allowed for that chemical in food in Australia. In general, slaughter and feeder animals should not be treated with a veterinary drug if the withholding period exceeds the expected date of departure from a property.

Product labels can be viewed on the PubCRIS database. 

Restricted animal material (RAM) includes meat, meat and bone meal, blood meal, blood and bone meal, dog biscuits, poultry offal meal, feather meal, fishmeal or any other animal meals or manures to livestock.

The feeding of RAM to ruminant animals has been linked to the spread of Bovine Spongiform Encephalopathy (BSE). Livestock should not be fed such products.

To minimise the risk of contaminating our meat supply, it is important to keep and store products that may contain RAM separate from feed that will be fed to ruminant livestock.

Producers no longer need to declare these terms on NVDs. If producers are correctly answering the LPA NVD questions regarding withholding periods (WHP) and export slaughter intervals (ESI) then processors will know for which markets the animals are suited.

You will need to use a National Vendor Declaration (NVD) (bobby calves) and waybill, identified by version number BC0720.

The person responsible for the management of the livestock should be completing the NVD to ensure all questions, specifically regarding food safety, are answered correctly. If the owner doesn’t have responsibility for the management of the animals, the sharefarmer should complete the NVD on their behalf.

If there is no transport involved but the animals are moving from one PIC to another – for example, they are  being walked between properties, then make a note of this in the transport section. If the animals are being sold and there is a transfer of ownership but they are remaining on the same PIC then technically no NVD is required as no transfer is taking place. However, if the preference is to complete an NVD in this instance then note the circumstances on the NVD.

EUVD is the European Union Vendor Declaration, a type of LPA NVD that must accompany all movements of EU-accredited cattle between different PICs.

Find out more information and view a sample EUVD.