Submit grain dealer and handler reports through MyCGC: who must report, the monthly, weekly, and annual reports and their verified deadlines, the liability report and working papers, and what was not verified about sign-in and the screens.
Applies in: CA
MyCGC is the Canadian Grain Commission portal for grain dealer and handler reports. The Government of Canada sign-in list gives it in one line: MyCGC, for grain dealer and handler reports, under the Canadian Grain Commission. The Commission reporting page gives the instruction in one line as well: sign into your MyCGC account to complete the reports. That is the verified core of this guide, and its limit matters. No page walks through the MyCGC screens click by click, names the sign-in credential, states a reporting fee, describes a confirmation or receipt step, or gives a field-by-field list for the weekly and annual forms. What the official pages do verify, in detail, is who must report, which reports are owed and how often, the deadlines that are stated, what the liability report must show, and the working papers that support it. This guide stays inside that verified ground. Where a step could only be described from inside the signed-in service, it says so and tells you what to check on screen or whom to contact instead of inventing the click.
One warning belongs before anything else. The Commission reporting page and the Regulations do not present the same list. The reporting page lists three MyCGC reports and says nothing about terminal elevators. Section 27 of the Regulations requires a daily report from the operator of a terminal elevator. Both wordings are preserved in section 2. Do not assume the daily terminal report is filed through MyCGC, and do not assume it is not: terminal operators should confirm the filing route with the Statistics and Business Information unit before treating MyCGC as the route or as not the route.
MyCGC reporting is a licensed-company duty, not a general grain-industry filing. Online reporting services states that licensed primary and process elevators as well as grain dealers must submit regular reports about their operations, as required by the Canada Grain Act and Canada Grain Regulations. Grain company licensing and reporting lists the same reporting service under services for licensed grain companies, alongside renewing a licence and reporting liabilities to producers, and states that the Commission determines if grain companies must be licensed according to the Canada Grain Act and the Canada Grain Regulations.
Check two things before the first report. First, confirm your licence class. A company can hold more than one class, and each class carries its own reports, as section 2 sets out. A grain dealer that also operates a primary elevator owes the elevator reports as well as the dealer reports. Second, confirm the licence is current. A grain company licence must be renewed each year, and the renewal package and deadline are covered in the related renewal guide linked below. Reporting through MyCGC does not renew a licence, and renewing a licence does not file a report. Keep the two duties separate in your calendar: the renewal deadline and each reporting deadline are different dates, and meeting one does not meet the other.
If you are not sure whether your company must be licensed at all, that is a licensing question, not a reporting question. Contact the Commission before filing anything, so a report is not submitted for a company that should instead be applying for a licence, or a licence application is not delayed while reports are filed that were never owed.
Work from your licence class, not from the portal menu. The portal may show only the reports for your company, but no page describes what it shows, so the class-to-report match below is the check to run before signing in.
Licensed grain dealers must submit a monthly report about their operations during the previous month. Online reporting services describes these monthly liability reports as including outstanding payments and other obligations to grain producers. The Regulations keep two monthly duties distinct, and both wordings are preserved here. Section 23 of the Canada Grain Regulations requires each licensed grain dealer, primary elevator operator, and process elevator operator, no later than the 15th day of every month, to submit a report respecting outstanding obligations for the payment of money or the delivery of grain to holders of elevator receipts, grain receipts, and cash purchase tickets, and the security amount available to meet those obligations at the end of the preceding month. Section 24 requires every month, each licensed grain dealer to submit a report respecting the grain dealer's operations during the preceding month, in a form and manner accepted by the Commission, with no day of the month stated. The Commission liability page gives the 15th-day deadline for the liability report, with the following-business-day rule quoted in section 4. No separate day was verified for the section 24 operations report. Do not collapse the two duties into one deadline on the strength of the reporting page alone: file the liability report by the 15th-day rule, and confirm with the Statistics and Business Information unit whether the operations report rides on the same submission or has its own timing in MyCGC.
Licensed primary and process elevators must submit a weekly report about their operations during the previous week. Licensee grain handling reports are aggregated to produce the Grain Statistics Weekly report, according to the reporting page. Sections 25 and 26 of the Regulations state the same weekly duty for process elevator licensees and for primary elevator licensees, each in a form and manner accepted by the Commission, for operations during the preceding week. No weekday, time of day, or week-ending rule was verified. Run the weekly report on a fixed day each week so the preceding-week period is consistent, and confirm the week boundary the Commission expects on your first filing rather than assuming the calendar week or the crop-week boundary.
Licensed primary elevators must also submit an annual report about their operations during the previous year. These annual reports include net producer deliveries and shipments to primary elevators in the crop year after all revisions are finalized, according to the reporting page. Section 26(b) of the Regulations states the deadline: no later than October 15 in each crop year, for operations during the preceding crop year for each primary elevator operated by the licensee. The annual report is per elevator, not one combined company total, on the wording of the Regulation. Confirm in MyCGC whether each elevator files separately, and do not file the annual report before revisions are finalized.
Terminal elevators sit outside the MyCGC list, and the gap is stated plainly. Section 27 of the Regulations states that every day, the operator of a terminal elevator shall submit to the Commission, in a form and manner accepted by the Commission, a report respecting the elevator's operations during the preceding day. The reporting page lists no terminal report under the MyCGC sign-in. The older archived statistics description, which said terminals report receipts and shipments daily and week-ending stocks in store weekly, was not relied on here because that page is archived. Terminal operators should ask the Statistics and Business Information unit which route the daily report takes and whether MyCGC is that route, and should keep filing on the daily Regulation rhythm until the Commission advises otherwise in writing.
No Commission page gives the MyCGC registration steps, the credential, or the screen layout, so this section gives the official entry points and contacts, and stops there rather than inventing a setup walkthrough.
Start at the Commission reporting page and follow its sign-in direction from there, or start from the Government of Canada sign-in list, where MyCGC is listed for grain dealer and handler reports under the Canadian Grain Commission. Sign in to a Government of Canada online account states that there are separate accounts for the many services across the Government of Canada, and directs readers to use its list or table to find the sign-in or register page for the account or service needed. Use that list to reach MyCGC rather than a saved link from another service, since a link for the separate grain company licence renewal service is listed nearby on the same page and is a different service.
The reporting page draws a clear line between two kinds of help, and using the wrong one wastes a deadline. If you are a new user to the online reporting services, have questions, or need help completing a report, contact the Statistics and Business Information unit at statistics-statistique@grainscanada.gc.ca or 1-800-853-6705. If you are having technical difficulties or issues with setting up your account, contact Client Services at itshelp-aidesti@grainscanada.gc.ca or 1-866-873-1660. A new user should contact the Statistics unit first: account setup for a reporting service and the content of the first report are usually settled together, and the Statistics unit can say whether the technical contact is also needed. Keep a note of whom you contacted, when, and what was advised, with the report file, so a later question about a late first report can show the setup was raised before the deadline.
Do not share sign-in credentials across staff on the strength of this guide. No page describes shared, delegated, or multi-user access inside MyCGC, who inside a company may file, or how access passes on when a staff member leaves. Settle that inside the company before the first filing: name the person or persons who file each report, keep the credential with the filer, and confirm with the Statistics unit if more than one person needs access, rather than assuming the account supports it.
The monthly liability report is the report with the most verified detail, and it is also the report that sets the security amount. Work it in period order, not in the order the portal happens to present its fields.
Fix the period first. The liability report tells the Commission what outstanding payments and other obligations for grain to producers are on the last day of each period, according to Report liabilities to producers. Other obligations include grain received for storage at primary elevators, but not purchased, that must be returned to producers on request. Measure every figure as at that last day, not as at the day you file. A payment made after the period end does not reduce the liability as at the period end, and a delivery received after the period end does not belong in that period. If the portal asks for a period, check that the period shown is the reporting month just ended, and stop if it shows a different month.
Meet the deadline as the Commission page states it, and preserve the Regulation wording alongside it. The liability page states: 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. Section 23 of the Regulations states the same 15th-day rule without the weekend or holiday sentence. Both wordings are given here so the following-business-day rule is not mistaken for Regulation text: it comes from the Commission liability page. File by the earlier safe date when the 15th falls on a weekend or holiday if MyCGC shows no due-date extension, and keep the filing proof with the date, so a question about timeliness can be answered from the record rather than from memory.
File even when there is nothing to report. Even if you have no liabilities to report, you must send in a signed report with nil (zero) liabilities stated. A missing report is not read as a nil report. The signed nil report is what closes the period. The liability page does not describe how signing works inside MyCGC, so follow the signing step the portal shows on the day and keep a copy of the signed report as filed.
Decide reportable and non-reportable items from the tables on the liability page, not from habit. The page gives two tables: one for a Canadian Grain Commission-licensed grain dealer, and one for a licensed primary elevator and process elevator, with a note that the Commission does not license primary elevators and process elevators in the Eastern Division. In both tables, levies, commercial grain that is not producer-owned, and non-grain and non-designated grain are marked non-reportable. The primary and process elevator table also marks producer-owned grain stored at condominium storage at a primary elevator as non-reportable. Western producer-owned grain is marked reportable in the dealer table. Origin and delivery division change the answer for United States and eastern producer-owned grain, so check the row and column for your exact combination on the day you file. The page also defines the terms the tables rely on, including Eastern Division as all of Canada not included in the Western Division, Western Division as all of Canada lying west of the meridian passing through the eastern boundary of the City of Thunder Bay, including the whole of the Province of Manitoba, and levies as an amount deducted by the licensee on payment for grain delivered, forwarded to the applicable levy organization. Read the definitions with the tables; a familiar word used in the tables may not carry its everyday meaning.
Attach the working papers when they are required, and keep them whether or not they are attached. As a new licensee, you must include supporting working papers with your liability reports in your first year as a licensee, or until the Commission indicates they are no longer required. As an existing licensee, you must include working papers when the Commission deems 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, and a list of cheques issued that have not yet cleared your bank account. Licensing and Security will provide a template spreadsheet for use as supporting working papers. Use that template rather than a home-grown spreadsheet, since the template is what the Commission expects to check. Retain all working papers for each liability report for verification or inspection, and expect periodic audits to verify the accuracy of reporting. The Commission checks and monitors liability reports and will contact you if it has any questions about your report, so keep the working papers with the filed report, not in a separate system that cannot be produced on request.
Remember why the figures matter. Liability reports are essential to the Safeguards for Grain Farmers Program. The Commission uses 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. An understated liability does not only misstate a month: it feeds the security calculation. Check the figures against the receipts, tickets, and bank position for the period before filing, and have the person who signs the report check them against the working papers, not against the previous month's report.
The weekly reports carry less verified detail than the liability report, and the filing discipline is therefore simpler: same period, same check, every week.
For primary and process elevators, the weekly report covers operations during the previous week. The reporting page states that licensee grain handling reports are aggregated to produce the Grain Statistics Weekly report. No field list, file format, or weekday deadline was verified on the pages. Do not assume the weekly form asks for the same fields as the liability report: the liability report measures obligations as at a month-end date, while the weekly report measures operations during the preceding week. Prepare the week's deliveries, shipments, stocks in store, and processing amounts from the elevator records for that week only, and reconcile the week to the records before filing, since a weekly error that is left uncorrected will sit inside the aggregated statistics and inside the annual figures that follow revisions.
For primary elevators, the annual report covers operations during the previous year, including net producer deliveries and shipments to primary elevators in the crop year after all revisions are finalized. File it no later than October 15 in each crop year, for each primary elevator operated by the licensee, on the Regulation wording. Before filing, confirm that all revisions for the crop year are finalized: an annual report filed while revisions are still open will not match the finalized figures the Commission expects. If a revision arrives after the annual report is filed, contact the Statistics and Business Information unit and ask how the revision is to be reported, rather than assuming a corrected annual report can simply be re-filed through MyCGC.
Keep the underlying records for every report, not only for liability reports. Section 20 of the Regulations requires each licensee to keep, for at least six years, all documents that relate to grain that was delivered to, stored by, shipped, or otherwise disposed of by the licensee and that specify whether the grain was purchased, received for storage, or received for sale on commission. The six-year retention rule is a separate duty from the working-papers retention described for liability reports, and it covers the documents behind the weekly and annual reports as well. File the records by reporting period so any single week, month, or crop year can be reconstructed without searching across years.
The submit step itself is not described on the pages, so the checks in this section are the ones the pages do support: the right report, the right period, the right figures, and a retained copy.
Before submitting, run four checks. The report matches your licence class and the period just ended. The liability figures are as at the last day of the period, with a signed nil report where there are no liabilities. The working papers are attached where required, on the Commission template, and retained with the filed report. The weekly or annual figures reconcile to the elevator records for that week or crop year, with revisions finalized for the annual report. If any check fails, fix the figures before submitting. No page describes saving a draft, editing a submitted report, or receiving a confirmation inside MyCGC, so treat the submit action as the filing and keep your own proof: a copy of the report as filed, the date it was filed, the working papers, and any note of a contact with the Commission about that period.
After you submit, expect the Commission to check the report rather than to confirm it. The Commission checks and monitors liability reports and will contact you if it has any questions about your report, and periodic audits are performed to verify the accuracy of reporting. Answer a Commission question from the working papers and the retained records for that period, and keep the exchange with the report file. If the Commission asks for working papers that were not attached because they were not required for that period, produce them from the retained file: retention is required whether or not attachment was required.
If a report cannot be submitted by its deadline, contact the Commission before the deadline, not after it. Use the Statistics and Business Information unit for a reporting question and Client Services for a technical or account-setup problem, at the contacts in section 3. Explain the licence class, the report, and the period, and keep a note of what was advised. A missed deadline explained after the fact is a different matter from a problem raised before the deadline, and no page states a late-filing procedure or a grace period beyond the liability page following-business-day rule for a 15th that falls on a weekend or holiday.
MyCGC is the Canadian Grain Commission portal for grain dealer and handler reports. The Government of Canada sign-in list describes [MyCGC](https://www.canada.ca/en/government/sign-in-online-account.html) as for grain dealer and handler reports, under the Canadian Grain Commission. [Online reporting services](https://www.grainscanada.gc.ca/en/licences/online-reporting-services.html) states that licensed primary and process elevators as well as grain dealers must submit regular reports about their operations, as required by the Canada Grain Act and Canada Grain Regulations, and directs the reader to sign into your MyCGC account to complete the reports listed there. The Commission deployed the MyCGC Portal in October 2023 as a digital service window for a range of Commission transactions with more robust and client-friendly reporting functionality, according to its [2023-24 Departmental results report](https://www.grainscanada.gc.ca/en/about-us/reports/planning-performance-reporting/departmental-results-report/2023-24/). It is not a service for producers or for unlicensed companies: if your company is not licensed as a grain dealer or as a primary or process elevator, do not assume a report is owed, and check your licence class first.
Three reports are listed on [Online reporting services](https://www.grainscanada.gc.ca/en/licences/online-reporting-services.html): a monthly report for licensed grain dealers about operations during the previous month, a weekly report for licensed primary and process elevators about operations during the previous week, and an annual report for licensed primary elevators about operations during the previous year, including net producer deliveries and shipments to primary elevators in the crop year after all revisions are finalized. The verified deadlines come from two other official pages and are not all the same kind of deadline. For the liability report, [Report liabilities to producers](https://www.grainscanada.gc.ca/en/licences/report-liabilities-to-producers.html) states: submit your report by the 15th day of the month following the reporting month, for example June liabilities by July 15, and if the 15th falls on a weekend or holiday, submit by the following business day. For the annual primary elevator report, section 26 of the [Canada Grain Regulations](https://laws-lois.justice.gc.ca/eng/regulations/C.R.C.,_c._889/page-2.html?txthl=53) states no later than October 15 in each crop year, for operations during the preceding crop year for each primary elevator operated by the licensee. For the weekly reports, the Regulations state every week for the preceding week, with no weekday or time of day stated, and no weekday deadline was verified on the Commission pages. Do not invent one from the weekly statistics publication day. Terminal elevators are a separate case: section 27 of the Regulations requires a report every day for the preceding day, but the MyCGC reporting page does not list a terminal report, so whether the daily terminal report is filed through MyCGC was not verified.
Start from the official entry point, not from a bookmark or a search result, and check the sign-in screen itself, because no Commission page names the credential MyCGC uses. [Online reporting services](https://www.grainscanada.gc.ca/en/licences/online-reporting-services.html) says only: sign into your MyCGC account to complete the reports. Its related link is to GCKey account frequently asked questions, which shows a GCKey connection, but no page states that MyCGC sign-in is by GCKey, by a Sign-In Partner, or by any other named credential, and this guide does not state one. The general GCKey position is that a GCKey username and password is not an account on its own and you still have to register for each online account to match it to your account profile, according to [GCKey help](https://www.canada.ca/en/government/sign-in-online-account/gckey.html), so do not assume a GCKey you hold elsewhere is already linked to MyCGC. For help, the Commission page gives two separate contacts: if you are a new user, have questions, or need help completing a report, contact the Statistics and Business Information unit at statistics-statistique@grainscanada.gc.ca or 1-800-853-6705; if you are having technical difficulties or issues with setting up your account, contact Client Services at itshelp-aidesti@grainscanada.gc.ca or 1-866-873-1660. Use the reporting contact for what goes in a report and the technical contact for account setup, and settle access before the reporting deadline, not on it.
The liability report states what you owe producers at the end of the period, not what you handled during it in general. [Report liabilities to producers](https://www.grainscanada.gc.ca/en/licences/report-liabilities-to-producers.html) states that licensed grain dealers, process elevators, and primary elevators must submit a monthly liability report, that in some circumstances the Commission may let you know you are required to complete an interim report, and that the report tells the Commission what 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. Even with nothing owed, a report is still required: even if you have no liabilities to report, you must send in a signed report with nil (zero) liabilities stated. Check the reportable and non-reportable tables on that page for your combination of grain origin and delivery before treating an item as non-reportable: levies, commercial grain that is not producer-owned, and non-grain and non-designated grain are marked non-reportable, while western producer-owned grain is marked reportable in the dealer table. Supporting working papers are part of the filing for some licensees: as a new licensee you must include them with liability reports in your first year, or until the Commission indicates they are no longer required, and as an existing licensee you must include them when the Commission deems it necessary. Working papers should list all deliveries in the licensing period in sequential order by receipt number, including deliveries paid for and cleared, deliveries received but not paid for, and cheques issued that have not yet cleared the bank, and Licensing and Security will provide a template spreadsheet for the working papers.
No correction, reissue, or revision procedure inside MyCGC was verified on the official pages, so do not assume one exists. What is verified is narrower. [Report liabilities to producers](https://www.grainscanada.gc.ca/en/licences/report-liabilities-to-producers.html) states that the Commission checks and monitors liability reports and will contact you if it has any questions, that you should retain all working papers for each liability report for verification or inspection, and that periodic audits are performed to verify the accuracy of reporting. For the annual primary elevator report, the figures are those after all revisions are finalized, according to [Online reporting services](https://www.grainscanada.gc.ca/en/licences/online-reporting-services.html), which means revisions belong before that annual filing, not as an assumed edit afterwards. An interim liability report is mentioned only in one line: in some circumstances, the Commission may let you know that you are required to complete an interim report. No trigger, criteria, or deadline for an interim report was verified. If a submitted report needs changing, contact the Statistics and Business Information unit at statistics-statistique@grainscanada.gc.ca or 1-800-853-6705 before the next deadline and keep a note of what was advised, rather than submitting a second report that could read as a duplicate.
No reporting fee was verified, and this guide states none. No Commission reporting page states a fee for submitting a monthly, weekly, or annual report through MyCGC, and no payment step is described, so do not pay anything on the strength of this guide and do not treat the absence of a fee figure as proof that reporting is free. On consequences, use only the Commission wording. [Online reporting services](https://www.grainscanada.gc.ca/en/licences/online-reporting-services.html) states that failure to comply with obligations could lead to the suspension or revocation of companies licences, and that it is a serious offence to make a false report. [Report liabilities to producers](https://www.grainscanada.gc.ca/en/licences/report-liabilities-to-producers.html) states that the Act provides a significant penalty if monthly liability reports are not submitted as required, and that it is a serious offence to knowingly make a false report. No penalty amount, suspension procedure, or late-filing consequence beyond those wordings was verified, and none is stated here. The liability reports also have a second purpose that makes accuracy matter beyond the filing itself: they are essential to the Safeguards for Grain Farmers Program, and the Commission uses the information to establish the amount of security you must provide to protect producers, as required by the Canada Grain Act.
No reporting fee, payment step, MyCGC sign-in credential, account registration steps, in-portal screen layout, save-as-draft step, correction or reissue procedure, or confirmation or receipt step is stated in this guide, because none was verified on an official page. Figures and deadlines not stated: any fee for filing a report; any weekday or time-of-day deadline for the weekly reports; any separate day of the month for the section 24 monthly grain dealer operations report beyond every month; any penalty amount for a late or missing liability report beyond the significant-penalty wording; any field-by-field contents or file-upload format for the weekly and annual MyCGC forms; any trigger or deadline for an interim liability report beyond the Commission letting the licensee know; and any statement that the daily terminal elevator report is filed through MyCGC, since the Regulations require the daily report and the MyCGC reporting page does not list it. Recheck the Online reporting services page and the Report liabilities to producers page on the day you file, and contact the Statistics and Business Information unit at statistics-statistique@grainscanada.gc.ca or 1-800-853-6705 if the reports shown in MyCGC, the deadline shown, or the sign-in step does not match what this guide describes.