FAQ: Exams/Inspections for Grain License Holders

All license holders are required to undergo one examination each year.

How often do I need to undergo an examination?

All license holders are required to undergo one examination each year.

No

Grain license holders must maintain detailed records of:

  • Copies of scale tickets, assembly(settlement) information, as well as check and ACH documentation.
  • Voluntary extension of credit contracts. 
  • Evidence of grain, rights in grain, and proceeds from the sale of grain for inspection.
  • Any other relevant information related to grain purchase.
What records must grain license holders keep?

Grain license holders must maintain detailed records of:

  • Copies of scale tickets, assembly(settlement) information, as well as check and ACH documentation.
  • Voluntary extension of credit contracts. 
  • Evidence of grain, rights in grain, and proceeds from the sale of grain for inspection.
  • Any other relevant information related to grain purchase.
No
  • Warehouses are required to maintain accurate records for all warehoused grain, including:
    • A daily log of each commodity received and shipped.
    • The balance remaining in the warehouse at the end of each business day.
    • A listing of all unissued grain warehouse receipts in the operator's possession.
    • Records of all outstanding grain warehouse receipts.
    • Records of all grain warehouse receipts that have been returned for cancellation.
    • Any other relevant information related to grain storage.
  • Copies of grain warehouse receipts or other documents must be kept for a minimum of three years.
What records must warehouses maintain?
  • Warehouses are required to maintain accurate records for all warehoused grain, including:
    • A daily log of each commodity received and shipped.
    • The balance remaining in the warehouse at the end of each business day.
    • A listing of all unissued grain warehouse receipts in the operator's possession.
    • Records of all outstanding grain warehouse receipts.
    • Records of all grain warehouse receipts that have been returned for cancellation.
    • Any other relevant information related to grain storage.
  • Copies of grain warehouse receipts or other documents must be kept for a minimum of three years.
No

In Minnesota, examiners conduct an onsite review, which includes but is not limited to:

  • Auditing records.
  • Physically measuring grain bins and facilities to determine total capacities, shortages in storage, obligations, open storage accounts, contracts, insurance policies, and safety issues.
What does the onsite inspection process involve in Minnesota?

In Minnesota, examiners conduct an onsite review, which includes but is not limited to:

  • Auditing records.
  • Physically measuring grain bins and facilities to determine total capacities, shortages in storage, obligations, open storage accounts, contracts, insurance policies, and safety issues.
No

For out-of-state locations, the Minnesota Department of Agriculture (MDA) will send an order for records to complete an offsite review.