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It is important to keep the details of your Registration or Notification and each of your premises up to date.
In this section of the FoodTrader user Guide you can access guidance on the following:
This video focuses on how you can update your Proprietor details, Principal Premises details and Contact details.
See below step-by-step guidance on how to update your Proprietor details.
To update your proprietor details, select the View/Edit button in the Proprietor details tile of your FoodTrader portal Overview screen.
Update the required details and provide a short reason for the change.
You can submit the Update to your registering council by selecting Submit.
You can Save the update at any point and return to it later for submission.
Once created, an Update Proprietor Details application can be viewed in the Applications list of your portal. Where the application shows a status of Draft, it can be opened and completed before submission.
Once submitted to council, the Update Proprietor Details application will display a status of Submitted in your Applications list.
Once the update is processed by council:
If the address that you have nominated as your Principal Premises address changes you are required to notify council.
For video guidance on how to update your Principal Premises address, refer to the video under Updating your Proprietor details.
To update your Principal Premises address (for instance, if your Principal Premises is a fixed food premises like a restaurant, where the food is usually prepared, and that restaurant changes address) select the View/Edit button in the Principal Premises tile of your FoodTrader portal Overview screen.
Update the Principal Premises details as required and provide a short reason for the change.
You can submit the Update Principal Premises application to council by selecting Submit.
Once created, an Update Principal Premises application can be viewed in the Applications list of your portal. Where the application shows a status of Draft it can opened and completed before submission.
Once submitted to council, the Update Principal Premises application will display a status of Submitted in your Applications list.
A change to the Registering Council
A change to the Principal Premises address may lead to a change in your primary (registering) council. This occurs when the new Principal Premises address is located in a different local council area.
If your registering council changes, your Registration/Notification reference number will be updated to reflect the change and your new registration certificate will be issued by the new council.
You may also be contacted by your previous council regarding any outstanding actions or fees associated with your registration/notification.
For video guidance on how to update your Contact details, refer to the video under Updating your Proprietor details.
To update your contact details, select the View/Edit button in the Contact details tile of your FoodTrader portal Overview screen.
You can submit the Update Contact Details application to your registering council by selecting Submit.
Once created, an Update Contact Details application can be viewed in the Applications list of your portal. Where the application shows a status of Draft it can opened and completed before submission.
Once submitted to council, the Update Contact Details application will display a status of Submitted in your Applications list.
It is important that the details of all premises under your registration or notification are kept up to date, including the details of the types of food sold and prepared from each premises.
To update the details of any of your temporary or mobile premises, select the relevant Premises record from the Premises list in your FoodTrader portal by selecting the Edit icon.
When the Premises record opens, update the details of the Premises as required.
You can submit the Edit Premises application to council by selecting Submit.
You can Save the application at any point and return to it later for submission.
Once created, an Edit Premises application can be viewed in the Applications list of your portal. Where the application shows a status of Draft it can be opened and completed before submission.
Once submitted to council, the Edit Premises application will display a status of Submitted in your Applications list.
If you hold a current Registration or Notification, you can register/notify multiple temporary or mobile premises under the single Registration/Notification.
An additional premises should be registered/notified where a temporary or mobile premises can be operated at the same time as others, potentially in different locations.
Operating the same premises at different times and locations does not qualify as an additional premises.
When a new premises is required to be registered/notified:
When a new premises is not required to be registered/notified:
Adding additional premises
This video focuses on how you can submit a new premises application in FoodTrader.
A new premises application adds another premises to an existing registration or notification and is needed when you start up an additional temporary or mobile food premises, for instance a new market stall, vending machine or food truck.
See below step-by-step guidance on how to add additional Premises to your Registration/Notification.
Select the New Premises button at the top of the Premises list of your FoodTrader portal.
Enter the required details of the premises, including the details of the types of food sold and prepared from the premises.
Give each Premises a recognisable description in the Premises Description field, so they can be easily distinguished in your FoodTrader portal Premises list.
You can submit the New Premises application to council by selecting Submit.
You can save the application at any point by selecting Save, and return to it later for completion and submission.
Once created, a New Premises application can be viewed in the Applications list of your portal. Where the application shows a status of Draft it can be opened and completed before submission.
Once submitted to council, the New Premises application will display a status of Submitted in your Applications list.
You will be notified by email when the application is progressed.
Once the New Premises has been registered/notified by council:
If you no longer require a premises to be registered or notified, for example if you have sold a food truck or vending machine, you can request the ‘closure’ of that premises.
To close the premises in FoodTrader means to remove it from your Registration/Notification.
This video focuses on how you can request the closure of a premises in FoodTrader.
See below step-by-step guidance on how to close a premises.
To request the closure of a premises, select the Close icon next to the required premises record on the Premises list of your FoodTrader portal.
A Close Premises request will open.
Enter the reason you are requesting closure of the premises and confirm the request by selecting Yes.
Once submitted to council, the Close Premises request will display a status of Submitted in your Applications list and the Premises will display a status of Closure Requested.
You will be notified by email when the closure has been actioned by council and:
If you have closed a premises on your registration or notification that you now wish to trade from, you can request to ‘reopen’ that premises.
This video focuses on how you can submit a reopen premises application in FoodTrader.
See below step-by-step guidance on how to reopen a premises.
To request the reopen of a premises, select the ‘Reopen Premises’ icon next to the closed premises record on the Premises list of your FoodTrader portal.
A Reopen Premises application will open.
Review, edit or update the information that was previously entered for this premises and ensure all mandatory fields are completed.
You can submit the Reopen Premises application to council by selecting the ‘Reopen Premises’ button.
You can save the application at any point by selecting ‘Save’, and return to it later for completion and submission.
Once created, the Reopen Premises application can be viewed in the Applications list of your portal. Where the application shows a status of Draft it can be opened and completed before submission.
Once submitted to council, the Reopen Premises application will display a status of Submitted in your Applications list.
Once the Premises has been reregistered/renotified by council:
If your Registration is a standard annual Registration (and not a short-term registration for a defined limited term) then it will require renewal on an annual basis.
This video focuses on how you can submit a renewal application in FoodTrader.
See below step-by-step guidance on how to renew your Registration.
As the expiry date of your Registration approaches, you will receive an email reminder of the requirement to renew your registration and a Renew button will appear in the Registration tile of your FoodTrader portal Overview screen.
You should select the Renew button whether or not you intend to renew.
On selection of the Renew button you will first be required to advise if you intend to apply for renewal of your registration or if you no longer wish to maintain your registered status (for instance, if you are no longer operating a food business).
If you do not wish to renew; you can let your council know by selecting the ‘Do not renew’ button. You will be asked to provide a short reason for not wishing to renew, before submitting the information to council. A request to not renew will lead to the closure of your registration. Your council may contact you to discuss this (and any outstanding actions or fees) before actioning the closure.
If you do wish to renew your Registration for a further term you should select the ‘Renew’ button. This will lead you to the Renew application.
It is important when completing the Renew application that you review and confirm all information relating to your registration, including the details of your registered premises and the food sold and prepared at each.
During the Renewal application, you can request to add an additional (New) premises to your Registration by selecting the ‘Add Premises’ button.
You can also request the closure of a premises as part of your Renew application, by selecting the ‘Delete’ button on the premises you wish to close.
At the point of submitting your Renew application you should be sure that:
You can submit the Renew application by selecting the ‘Submit Application to Council’ button.
Once created, a Renew application can be viewed in the Applications list of your portal. Where the application shows a status of Draft it can be opened and completed before submission.
Once submitted to council, the Renew application will display a status of Submitted in your Applications list.
Once the Renew application is processed by council:
A change to the Principal Premises address in a Renew application may lead to a change in your primary (registering) council. This occurs when the new Principal Premises address is located in a different local council area.
If your registering council changes, your Renew application will be received and processed by the new council and your Registration/Notification reference number will be updated to reflect the change. Your new registration certificate will be issued by the new council.
You may also be contacted by your previous council regarding any outstanding actions or fees associated with your previous term of registration.
You should only close your Registration/Notification if you are certain that under the Victorian Food Act, you are no longer required to maintain it. For example, your organisation is no longer handling food.
This video focuses on how you can submit a close registration application in FoodTrader.
A close registration application will request that council close your entire Registration/Notification, including all its related premises, as well as any current Statements of Trade.
See below step-by-step guidance on how to close your Registration.
To request the closure of your Registration/Notification, select the ‘Close’ button in the Registration tile of your FoodTrader portal Overview screen.
A Close Registration request will open informing you that this action will close your registration and that under the Food Act, it is an offence to operate a food business from an unregistered temporary or mobile food premises. To proceed, select ‘Yes’.
Enter the reason for requesting the closure of your Registration/Notification and select ‘Submit to council’.
Once submitted to council, the Close Registration request will display a status of Submitted in your Applications list and the Registration/Notification and Premises will display a status of Closure Requested.
If you have previously closed your Registration and now wish to recommence trading, you can submit a Reopen Registration application.
It is important to note that a Reopen Registration application cannot be submitted if your organisation or business type has changed. For example, if you previously traded as a community group and now want to trade as a business or if you were trading as an individual and now want to trade as a partnership or company.
This video focuses on how you can submit a Reopen Registration application in FoodTrader.
See below step-by-step guidance on how to reopen your Registration.
Select the ‘Reopen’ button in the Registration tile of your FoodTrader portal Overview screen.
It is important when completing the Reopen Registration application that you review and confirm all information that was previously on file for your registration, including the details of your premises and the food sold and prepared at each.
During the Reopen Registration application, you can request to add an additional (New) premises to your Registration by selecting the ‘Add Premises’ button.
You can also request the closure of a premises by selecting the ‘Delete’ button on the premises you wish to close.
At the point of submitting your Reopen Registration application you should be sure that:
You can submit the Reopen Registration application by selecting the ‘Submit Application to Council’ button.
Once created, a Reopen Registration application can be viewed in the Applications list of your portal. Where the application shows a status of Draft it can be opened and completed before submission.
Once submitted to council, the Reopen Registration application will display a status of Submitted in your Applications list.
Once the Reopen Registration application is processed by council:
A change to the Principal Premises address in a Reopen Registration application may lead to a change in your primary (registering) council. This occurs when the new Principal Premises address is located in a different local council area.
If your registering council changes, your Reopen Registration application will be received and processed by the new council and your Registration/Notification reference number will be updated to reflect the change. Your new registration certificate will be issued by the new council.
