FAQ - Unilever VDF Palm Oil Protocol PDF

FAQ Version 1.
0
Developed by Peterson
in collaboration with
Unilever.
FREQUENTLY ASKED QUESTIONS - MARCH 2023 VERSION 1.0
VDF Palm Oil Protocol - Version 1.1
1. General Questions
Reference Cut-off Date

Protocol VDF palm oil protocol V1.1
Question 1.1 Why is the cut-off date 31 December 2015, since the People and Nature Policy came out in 2020?
Answer Unilever applies a cut-off date for no deforestation or conversion of natural ecosystems related to its supply chain as no later
than 31 December 2015. This date is based on the criterion outlined in Unilever’s Sustainable Agriculture Code, which was
established in 2015 and sets a zero deforestation cut-off date for when the code was implemented.
Reference Point of Segregation

Question 1.2 What is a PoS?
Answer PoS stands for Point of Segregation. Point of Segregation (PoS) may be a dedicated tank, a storage, a refinery, or an
oleochemical plant where VDF volume is physically segregated from non-VDF volume.
Reference Responsibility Point of Segregation

Question 1.3 Who is responsible for setting up a PoS?
Answer The Type 1 and Type 2(b) supplier are responsible for setting up a PoS, or more than one PoS. The supplier has to
contractually agree with Unilever on the PoS and the number of PoS. Before the verification assessment, the verification body
or Unilever will request the number of PoS, address details, volume, and other data from the supplier.
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Reference Agreed Mill List

Question 1.4 What is an agreed mill list? Are all FFB sources from a mill in the agreed mill list deforestation-free with the cut-off date of 31
December 2015?
Answer Agreed mill list: List of palm oil mills where Unilever suppliers source volume from. This list is contractually documented with
Unilever. The agreed mill list may be periodically updated in accordance with Unilever.
Although a mill may be included in the agreed mill list, it cannot automatically be claimed as deforestation-free or peat
conversion-free without meeting the VDF palm oil protocol requirements (for example on, land monitoring and traceability to
plantation data collection). To ensure that the agreed mill list FFB sources are deforestation-free and peat conversion-free the
supplier is required to meet all requirements specified in the VDF palm oil protocol, based on its supplier type.
Reference Definition Deforestation

Question 1.5 What is the definition of deforestation and when do we speak of deforestation?
Answer Deforestation: Loss of natural forest as a result of: i) conversion to agriculture or other non-forest land use; ii) conversion to a
tree plantation; or iii) severe and sustained degradation.
FFB sources have to be monitored for deforestation from 31 December 2015. Deforestation has occured if an FFB source is
situated in an area that is deforested after the cut-off date.
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Reference Short Selling

Question 1.6 If the VDF volume purchased falls short of the volume to be supplied to Unilever, how can the supplier deliver the requested
volume to Unilever?
Answer If VDF volume purchased falls short of Unilever’s requested volume, the supplier is requested to contact the Unilever
procurement manager/buyer. In general, the following can be assumed:
Type 1 supplier: the supplier may possibly complement the volume with non-VDF volume. Non-VDF volume has to originate
from mills from the agreed mill list (see requirement 3.1.6 of the VDF palm oil protocol).
Type 2(a) supplier: the supplier may complement the volume with non-VDF volume on a mass balance basis.
Type 2(b) supplier: the supplier may possibly complement the volume with non-VDF volume. Non-VDF volume has to
originate from mills from the agreed mill list (see requirement 3.1.6 of the VDF palm oil protocol) up to the PoS. After the PoS,
the supplier may complement the volume with non-VDF volume on a mass balance basis.
Reference Information Sharing

Question 1.7 Are all suppliers expected to share their process details and conversion factors with Unilever?
Answer During the verification assessment, the verification body has to have insight into documentation like procedures, records,
invoices, and VDF % claim calculations, this data is treated as confidential. The verification body reports evidence in the
verification report. The report, will be shared with Unilever unless the supplier requests it not to be shared.
Reference Palm Oil Derivatives in Scope

Question 1.8 Do palm oil derivatives made from PKO or CPO go through a different set of rules?
Answer No, the VDF palm oil protocol covers palm oil and derivatives. PKO or CPO derivatives go through the same set of criteria as
PKO or CPO, depending on the supplier type that is applicable to the supplier.
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Reference Supply VDF volume Before Initial Verification Assessment

Question 1.9 Is the initial verification assessment required prior to the supplier starting to supply VDF volume?
Answer The initial verification assessment is not required before the supplier may supply VDF volume. The supplier may deliver VDF
volume to the Unilever supply chain, in line with the VDF palm oil protocol, before it has undergone the initial verification
assessment. During the initial verification assessment, the verification body verifies the VDF volume that the supplier has
already delivered to Unilever or another supplier in the supply chain.
2. Supplier Type
Reference Supplier Type

Question 2.10 How does a supplier know which supplier type it is?
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Answer If the supplier is unsure of its supplier type, there are a few ways to find out:
1. The supplier checks the contract with Unilever: the supplier type should be specified in the contract with Unilever. Look
for any references to the supplier type.
2. The supplier asks Unilever. If the supplier type cannot be found in the contract, the supplier can reach out to Unilever and
ask Unilever to specify the supplier type.
3. The supplier asks the verification body: if the verification body has contacted the supplier, the verification body should be
able to tell the supplier its supplier type.
In general, the below can be assumed:
VDF palm oil protocol supplier type Unilever category

Type 1: supplier managing a PoS Integrated supplier
Strategic/independent processor Strategic/independent processor
Type 2(a): directed supplier purchasing after a PoS Toller / Trader
Type 2(b): non-directed directed supplier purchasing after a Toller / Trader

PoS.
RSPO IP/SG supplier RSPO SG supplier
Reference Difference Between Type 2(a) supplier and Type 2(b) Supplier
Question 2.11 What is the difference between a Type 2(a): directed supplier purchasing after a PoS and a Type 2(b): non-directed directed
supplier purchasing after a PoS?
Answer A Type 2(a) supplier is directed by Unilever to buy from a supply chain including a Unilever recognized Type 1 supplier. The
main responsibility of a Type 2(a) directed supplier is to ensure that the volume is administratively tracked and a chain of
custody is maintained.
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A Type 2(b) supplier is not directed by Unilever to buy from a supply chain including a Unilever recognized Type 1 supplier.
The Type 2(b) supplier may buy from a supply chain including a Type 1 supplier or buy from another supply chain that
incorporates a supplier managing a PoS that is not recognized by Unilever. In the case of the Type 2(b) supplier buying from a
supply chain including a Unilever recognized Type 1 supplier, the main responsibilities of the Type 2(b) supplier are to ensure
that the volume is administratively tracked and the VDF % claim is communicated to Unilever. In the case of the Type 2(b)
supplier buying from a supply chain, not including a Unilever recognized Type 1 supplier, the Type 2(b) supplier’s main
responsibilities are to ensure TTP data, land monitoring, volume reconciliation, and communication of the supplier
declaration to Unilever. In this case, the Type 2(b) supplier has to manage the data of the PoS in the supply chain.
3. (Chapter 1) Quality Management System
Reference VDF Palm Oil Protocol – Part I – Chapter 1 – Requirement 1.2.2

Question 3.12 For the Type 2(a) supplier, does requirement 1.2.2 refer to an approved list of suppliers, or an approved list of mills?
Answer For the Type 2(a) supplier, requirement 1.2.2 refers to a list of suppliers (see requirement 2.1.2 of the VDF palm oil protocol),
the Type 2(a) supplier is not required to have an agreed mill list.
4. (Chapter 2) Supply Chain Management

Question 4.13 What type of documents does the supplier have to request for the due diligence process?
Answer For the supplier selection due diligence process, it is important to request a Supplier Code of Conduct or similar document
from the supplier’s suppliers. This document outlines the supplier’s commitment to ethical sustainable practices and can help
ensure that the supplier meets its own and Unilever’s standards and values (e.g. on no deforestation and peat conversion).
Additionally, it may be helpful to request other documents such as certifications or audit reports to verify the supplier’s
compliance with these standards.
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Question 4.14 Is it necessary to conduct another due diligence process if the supplier sources from the agreed mill list that it received from
Unilever?
Answer If Unilever directs a supplier to buy from specific sources/mills (strategic and independent processor and Type 2(a) supplier)
and the supplier delivers volume to Unilever only from the sources/mills from Unilever directed agreed mill list, the supplier
may make a reference to this in its procedures. The supplier does not have to conduct another due diligence process, as
Unilever has already conducted this process.
If Unilever does not direct a supplier to buy from specific sources/mills, the supplier has to conduct a due diligence process.
Reference VDF Palm Oil Protocol – Part I – Chapter 2 – Requirement 2.1.2 and 2.1.3
Question 4.15 Is it mandatory to share the supply chain actor names with Unilever?
Answer During the verification assessment, the verification body has to have insight into the supply chain. This data will be treated as
confidential. Some of the supply chain data may be recorded in the verification report/checklist, which will be shared with
Unilever unless the supplier requests it not to be shared. Therefore, it is possible not to share the names of the supply chain
actors with Unilever, but a request not to share the verification report/checklist with Unilever has to be made to the
verification body beforehand.

Question 4.16 Could requirement 2.2.1 be explained in other words?
Answer If a supplier is certified by a certification scheme (e.g. RSPO) and delivers Unilever with VDF volume, the supplier has to
demonstrate that the volume it sells to Unilever is not counted more than once. Double counting can occur when a single
batch of certified volume is counted as more than one batch.
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E.g. a supplier produces 1000 liters of RSPO-certified palm oil which also complies with the VDF palm oil protocol
requirements and can therefore also be sold to Unilever as VDF volume. The supplier sells 1000 liters as VDF volume to
Unilever and also sells 1000 liters as RSPO-certified volume to another buyer. In this example, the supplier has double-
counted the volume as VDF volume and RSPO-certified volume and sold 2000 liters instead of 1000 liters.

Question 4.17 Is selling one batch as VDF volume and RSPO volume to Unilever considered double counting?
Answer No, selling one batch as VDF volume and RSPO volume to Unilever is not considered double counting. The requirement only
refers to situations where the same volume is counted multiple times, which leads to an inflated volume. Selling one batch to
Unilever as both VDF volume and RSPO volume is not considered double counting as long as the volume is accurately tracked
and not counted more than once towards Unilever’s sustainability goals.
5. (Chapter 3) Segregation Requirements

No questions on Chapter 3. Segregation Requirements so far.
6. (Chapter 4) Traceability to Plantation Requirements

Question 6.18 Can a list of Type 1 suppliers be shared?
Answer If a supplier is looking for information on Type 1 suppliers, please contact Unilever directly. Unilever may be able to provide
the supplier with the details it requires.
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7. (Chapter 5) Deforestation and Peat Conversion Land Monitoring

Question 7.19 Is there a procedure/template available that can help the supplier to set up a (geospatial) land monitoring system?
Answer There is no standard procedure or template made available by Unilever on how to implement a land monitoring system. The
supplier may for example use The Accountability Framework Monitoring and Reporting Tools (The accountability
Framework, 2023) or the Deforestation Monitoring and Response Framework (The Consumer Good Forum’s Forest Positives
Coalition of Action, 2022) as guidance.
Below are some steps that are typically involved in setting up a land monitoring system:
1. Define the objectives: the first step is to clearly define the objectives of the land monitoring system, This has to include
monitoring changes in land use, tracking deforestation and peat conversion.
2. Identify the type of monitoring: The type of monitoring has to be specified and should include: (1) geospatial monitoring,
and/or (2) field visits.
• Land monitoring may be performed using a geospatial monitoring system. For geospatial
monitoring one or more data sets (for example, but not limited to Sentinel, Nasa’s Landsat, National Satellite Monitoring
Systems) with high-resolution images shall be used and, where a supplier has this information available, should include
base layers of HCS and HCV areas.
• Land monitoring may be performed via the implementation of regular field visits to the FFB sources. In that case, the
supplier shall demonstrate having conducted field visits since the cut-off date of 31 December 2015, or other evidence
demonstrating that no deforestation or peat conversion occurred since the cut-off date.
3. Collect data: data can be collected through for example remote sensing technologies such as satellite imagery or field
visits or other monitoring programs.
4. Analyze data: once the data has been collected, it needs to be analyzed to identify trends and patterns. This could be
through GIS software or other data analysis techniques.
5. Report results: the final step would be to report the results of the monitoring program in monitoring reports, Unilever
requires this to be done weekly and no less regularly than quarterly.
The supplier may request another party to implement and perform the supplier’s land monitoring. A specialized party may
provide valuable support to the supplier and help ensure that the system is effective in achieving its objectives.
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Question 7.20 Does Unilever provide support with the implementation of the land monitoring system?
Answer Depending on the agreement and contract between Unilever and the supplier, Unilever may provide support with the
implementation of the land monitoring data. In the case Unilever provides the supplier support with the implementation of
the land monitoring data, the supplier is responsible for providing Unilever with the plantation location data that Unilever
needs for land monitoring. For additional information regarding this process and its corresponding procedures, kindly contact
Unilever at deforestation-free.verification@unilever.com or contact the Unilever procurement manager/buyer.

Question 7.21 How should the supplier proceed if it wants to implement land monitoring through field visits, but does not have evidence of
field visits since the cut-off date of 31 December 2015?
Answer The land monitoring system has to cover monitoring from 31 December 2015 to the present day, and as such, it is
mandatory for the supplier to have evidence of land monitoring from 31 December 2015 onward. If the supplier does not
have evidence of field visits from 31 December 2015, a common practice would be to implement geospatial monitoring, e.g.
land use change analysis or other satellite verification.
8. (Chapter 6) Record Keeping and Volume Reconciliation

Question 8.22 What is the purpose of calculating the conversion factor in the VDF palm oil protocol?
Answer The purpose of calculating the conversion factor is to ensure that the reported VDF volume is accurate, which involves
comparing the input volume to the output volume. In addition, calculating the conversion factor helps to prevent the
occurrence of double counting.
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9. (Chapter 7) VDF % Claim Calculation Method and Claim Transfer
Reference VDF Palm Oil Protocol – Part I – Chapter 7 – Requirement 7.1.1 and 7.1.2
Question 9.23 How can the supplier calculate the VDF % claim?
Answer The VDF % claim has to be calculated over the CPO and PKO input and output material (differentiated between CPO and PKO)
of the combined PoS of a Type 1 supplier or Type 2(b) supplier.
VDF % claim over input:
The VDF % claim is 100% when:
a) there is no observed deforestation and peat conversion since 31 December 2015 at the FFB source OR, there has been
verified remediation of deforestation or peat conversion post 31 December 2015; and
b) there is 100% traceability to the FFB source.
If either a or b cannot be evidenced, a VDF 0% claim is awarded for the specific FFB source.
If for each FFB source, the necessary information to calculate the VDF % claim is not available, the supplier can request the
mill to calculate an aggregated VDF % claim on the mill level, indicating the total FFB volume and VDF % claim for the mill and
specifying the FFB sources used.
The 3keel datasheet can be used to calculate the VDF % claim over the supplier supply base.
VDF % claim over output:
The VDF % claim for each palm oil product (CPO and PKO) that is supplied to the next supply chain actor in the supply chain
can be calculated using the following formula:
VDF volume
VDF % = (non⎼VDF volume+VDF volume) × 100%
E.g.
VDF volume = 400 tonnes
Non-VDF volume = 200 tonnes
(400)
Therefore, (200+400) × 100% = VDF 66% *
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In the case of multiple PoS and/or multiple mills, the weighted percentage average between the different PoS should be
calculated to identify the VDF % claim. Figure 2 of the VDF palm oil protocol demonstrates an example.

Question 9.24 Does the VDF supplier declaration have to include data based on a per batch basis?
Answer The data does not have to be available on a per-batch basis However, all batches delivered in the Unilever supply chain in the
applicable period have to be included in the VDF supplier declaration.

Question 9.25 How often is a supplier expected to report the VDF supplier declaration?
Answer 3keel will contact the supplier and request the supplier to fill in the 3keel datasheet. The 3keel datasheet has to be filled in on
a quarterly base. Therefore, the supplier may expect 3keel to contact the supplier on a quarterly base.

Question 9.26 3keel’s datasheet seems to not request all data requested in requirement 7.2.1 a) to i), what is expected from the supplier?
Answer 3Keel requests the supplier to fill in 3keel’s datasheet and shares the datasheet with Unilever. 3keel’s datasheet may not
request the requirement 7.1.2 a) to i), however, the data requested in 7.1.2 a) to i) has to be available during the verification
assessment to the verification body.
10. (Chapter 8) Identification of Outputs

No questions on Chapter 8. Identification of Outputs so far.
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11. RSPO Certifcation
Reference Mandatory RSPO Certification

Question 11.27 Do all suppliers in Unilever’s supply chain need to become RSPO IP/SG certified and deliver RSPO-certified material to
Unilever?
Answer At the moment, No. Unilever continues to buy RSPO MB or uncertified volume from suppliers, provided that the supplier
undergoes a verification assessment and follows up on any identified non-conformances.
Reference RSPO Volume and VDF Volume

Question 11.28 We are RSPO Supply Chain Certification certified, can certified palm oil products be claimed as VDF volume?
Answer As an RSPO IP/SG certified supplier delivering RSPO IP/SG volume, the supplier has the option to declare volume as VDF
volume, provided that the supplier fully complies with all requirements outlined in Annex IV of the VDF palm oil protocol.
As an RSPO MB certified supplier, delivering RSPO MB volume, the supplier can only claim volume as VDF volume if the
supplier meets all the requirements that apply to the applicable supplier type (Type 1, Type 2(a), or Type 2(b) supplier).
Reference RSPO Systems/Documentation for VDF Palm Oil Protocol

Question 11.29 Can RSPO systems/documentation already in place be used to demonstrate compliance with the VDF palm oil protocol?
Answer Systems and documentation already in place can be used to demonstrate compliance with the VDF palm oil protocol.
However, it has to be ensured that the VDF palm oil protocol requirements are integrated into already existing
systems/documentation.
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Reference RSPO Mass Balance

Question 11.30 Why is RSPO Mass Balance not mentioned in Annex IV, only RSPO IP and SG?
Answer Unilever is leveraging certification as an important mechanism to achieve its commitment to deforestation-free and
conversion-free supply chains. For palm oil, the RSPO standard is benchmarked against Unilever’s deforestation-free and peat
conversion-free objectives. However, it is concluded that the RSPO MB supply chain model does not cover the Unilever
deforestation-free and peat conversion-free traceability and segregation requirements. Consequently, only RSPO IP/SG is
subject to Annex IV. Suppliers with the RSPO MB supply chain model have to follow the requirements of the Type 1 or Type 2
supplier, depending on their supplier type.
Reference RSPO Mass Balance Methodology

Question 11.31 Can volume after a PoS be supplied as mass balance using RSPO methodology?
Answer The Type 2 supplier is allowed to use a mass balance methodology. The supplier may use the RSPO mass balance
methodology but has to keep an accurate mass balance accounting system and ensure no double counting.
12. Verification Assessment
Reference Verification Body

Question 12.32 Which verification bodies may perform Unilever’s independent verification assessment against the VDF palm oil protocol?
Answer At this moment, Control Union is the only authorized verification body to conduct Unilever’s independent verification
assessments against the VDF palm oil protocol.
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Reference Verification Assessment Date

Question 12.33 When is the supplier expected to undergo the verification assessment?
Answer The verification assessment will be conducted in Q2 or Q3 2023. The verification body will contact the supplier to plan the
verification assessment.
Reference Frequency Verification Assessment

Question 12.34 What is the frequency of the verification assessment?
Answer The verification assessment will be executed annually and no later than 15 months after the previous verification assessment.
The supplier may expect to be contacted by the verification body 9 to 12 months after the last verification assessment to plan
the following verification assessment (surveillance verification).
Reference Level of Verification Assessment

Question 12.35 Is the verification assessment performed for each individual site or at the central office level?
Answer Type 1 supplier and Type 1(b) supplier: The verification assessments will be conducted at the central office level. If the
verification body employs a sampling methodology to select the PoS and/or mills, the selected PoS/mills are also part of the
verification assessment scope and will undergo verification.
Type 2(a) supplier: The verification assessments will be conducted at the central office level.
Reference Costs Responsibility Verification Assessment

Question 12.36 Who will bear the cost of the verification assessments?
Answer The cost of the verification assessment typically depends on the agreement and contract between Unilever and the supplier.
In some cases, the supplier may bear the cost of the verification assessment, while in other cases, the cost may be passed on
to Unilever. It is important for both parties to discuss and agree upon before proceeding with the verification assessment to
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avoid any misunderstandings or disputes over cost sharing. For more information, the supplier may communicate with
Unilever via deforestation-free.verification@unilever.com or contact the Unilever procurement manager/buyer.
Reference Costs Verification Assessment

Question 12.37 How much does a verification assessment typically cost?
Answer The cost of a verification assessment can depend on several factors, including whether the assessment is conducted remotely
or on-site, the type of supplier being assessed, the number of PoS in the scope, and the duration of the verification
assessment.
If the verification assessment is conducted remotely, it may be less costly than an on-site assessment, as there may be fewer
travel and accommodation costs for the verifier. On the other hand, an on-site assessment may be more expensive due to the
additional time and resources required for the verifier to be physically present.
Generally, the cost of a verification assessment can range from €1.500,- to €10.000,-, with a Type2(a) supplier typically on the
lower end of the spectrum and a Type 1 and Type 2(b) supplier on the higher end.
Reference Initial Assessment and Surveillance Assessment

Question 12.38 Is the scope of the initial verification assessment and surveillance verification assessment the same?
Answer No, the scope of the initial verification assessment and the surveillance verification assessment is not the same.
The initial verification assessment is conducted at the beginning of the verification process to evaluate whether the
management system and all available evidence conform to the applicable requirements of the VDF palm oil protocol.
On the other hand, surveillance verification assessments are conducted periodically after the initial verification to ensure that
the management system and all available evidence continue to meet the VDF palm oil protocol applicable requirements.
The VDF palm oil protocol outlines the procedures to be followed during the verification assessment, including the sampling
methodology, type of verification, and assessment criteria used. It is designed to ensure that the assessment is conducted
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consistently and objectively. Therefore, if the same version of the VDF palm oil protocol is used for both the initial and
surveillance assessment, then the requirements of the protocol are the same for both assessments. However, this does not
mean that the scope of the assessments is the same, as the scope is determined by the specific requirements of the standard
being verified and the context of the assessed supplier.
Reference Verification Process

Question 12.39 What does the verification process look like?
Answer Below a general overview of the verification process:
1. Planning: The verification process begins with the planning of the assessment. The verification body and the supplier will
agree on the scope of the assessment, including the locations in the scope of the sample and a timeframe of the
assessment.
2. Desk assessment: the verifier will review the supplier’s documentation related to the requirements of the protocol. This
may include policies, procedures, records, and other relevant documents.
3. On-site assessment: the verifier will conduct an on-site assessment (if applicable for the supplier type). Typically
segregation requirements are verified during an on-site assessment as well as observations of work in practice. Interviews
with responsible personnel may be part of the on-site assessment or desk assessment.
4. Non-compliance identification: during the verification assessment, the verifier may identify non-compliances, which are
instances where the supplier does not meet the requirements of the protocol being verified.
5. Reporting: The verifier will prepare a report that summarizes the findings of the verification assessment. The report will
typically include information on any non-compliances identified, the scope of the assessment, and the checklist.
6. Corrective and preventive actions: The supplier will have an opportunity to address any non-compliances identified
during the verification assessment. The verification body will review the supplier’s corrective and preventive actions and
determine whether they are effective in addressing the non-compliance.
7. Verification decision: based on the results of the verification assessment, the verification body will make a decision on
whether the verification statement can be issued. If the supplier receives the verification statement, it indicates that its
system meets the requirements of the VDF palm oil protocol.
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Reference Duration Verification Assessment

Question 12.40 What is the typical duration of a verification assessment?
Answer The duration of a verification assessment can vary based on factors such as the size and complexity of the supplier being
assessed, the scope of the assessment, and the supplier type. For example, a Type 2(a) supplier with a relatively simple
management system may be able to undergo the complete a verification assessment in 1.5 days, while a Type 1 or Type 2(b)
supplier with a complex management system may require 1 or 2 weeks to undergo the complete verification assessment.
Therefore, the length of a verification assessment can vary depending on the type of supplier being assessed and other
factors specific to the assessment.
Reference Desk or On-site Verification Assessment

Question 12.41 Under what circumstances would the verification assessment be conducted remotely versus on-site?
Answer The decision on whether to conduct a verification assessment remotely or on-site can depend on several factors, including
the size and complexity of the supplier being assessed, the risks associated with the management system being verified, and
the supplier type.
For example, a Type 2(a) supplier with a low level of risk may be assessed remotely, while a Type 1 and Type 2(b) supplier will
be verified on-site.
The format of a verification assessment can depend on several factors, including the type of supplier being assessed and the
level of risk associated with their management system. The ultimate decision to verify a supplier remotely or on-site lays with
the verification body.
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13. Non-compliances
Reference Major Non-compliance

Question 13.42 What is considered a major Non-compliance (NC)?
Answer The verification body determines whether any identified non-conformances (NCs) constitute minor or major NCs based on
the NC’s impact and whether the NC is systematic or unsystematic. Major NCs are deemed critical, either in isolation or in
combination with other NCs, as a major NC has the potential to impede the supplier's management system from fulfilling
Unilever's no deforestation and no peat conversion commitments or have not been adequately addressed upon discovery.
Reference Best Practice for Closing Non-compliance

Question 13.43 What is best practice for closing a non-compliance?
Answer Closing a non-compliance typically involves taking corrective action to address the root cause of the issue and preventive
action to prevent recurring. Below are some general steps that can be taken to close a non-compliance:
1. Investigate the non-compliance: identify the cause of the non-compliance and assess the extent of the impact.
2. Develop a corrective action plan: develop a plan that outlines the steps needed to correct the non-compliance and
prevent it from happening again. The plan should be specific, measurable, achievable, relevant, and time-bound (SMART).
3. Implement the corrective action plan: implement the corrective actions outlined in the plan, including any necessary
changes to processes or procedures, employee training, or other corrective measures.
4. Verify the effectiveness of the corrective actions: verify that the corrective actions have been implemented effectively
and that the non-compliance has been addressed.
5. Send evidence to the verification body to close the non-compliance: once the corrective actions have been verified as
effective, the non-compliance can be closed by the verification body.
6. Monitor for recurrence: monitor the system or process to ensure that the non-compliance does not recur, and take
further corrective action if necessary.
It is important to document all steps taken to close the non-compliance, including the investigation, corrective action plan,
implementation, verification, and monitoring activities. This documentation can be used to demonstrate to the verification
body that the non-compliance has been addressed appropriately.
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FAQ Version 1.

Reference Cut-off Date

Reference Point of Segregation

Reference Responsibility Point of Segregation

Reference Agreed Mill List

Reference Definition Deforestation

Reference Short Selling

Reference Information Sharing

Reference Palm Oil Derivatives in Scope

Reference Supply VDF volume Before Initial Verification Assessment

Reference Supplier Type

In general, the below can be assumed:

VDF palm oil protocol supplier type Unilever category

Strategic/independent processor Strategic/independent processor

Type 2(a): directed supplier purchasing after a PoS Toller / Trader

Type 2(b): non-directed directed supplier purchasing after a Toller / Trader

3. (Chapter 1) Quality Management System

Reference VDF Palm Oil Protocol – Part I – Chapter 1 – Requirement 1.2.2

4. (Chapter 2) Supply Chain Management

Reference VDF Palm Oil Protocol – Part I – Chapter 2 – Requirement 2.1.1

Reference VDF Palm Oil Protocol – Part I – Chapter 2 – Requirement 2.1.1

Reference VDF Palm Oil Protocol – Part I – Chapter 2 – Requirement 2.2.1

Reference VDF Palm Oil Protocol – Part I – Chapter 2 – Requirement 2.2.1

5. (Chapter 3) Segregation Requirements

6. (Chapter 4) Traceability to Plantation Requirements

Reference VDF Palm Oil Protocol – Part I – Chapter 4 – Requirement 4.1.9

7. (Chapter 5) Deforestation and Peat Conversion Land Monitoring

Reference VDF Palm Oil Protocol – Part I – Chapter 5 – Requirement 5.1.7

Reference VDF Palm Oil Protocol – Part I – Chapter 5 – Requirement 5.1.7

Reference VDF Palm Oil Protocol – Part I – Chapter 5 – Requirement 5.1.7

8. (Chapter 6) Record Keeping and Volume Reconciliation

9. (Chapter 7) VDF % Claim Calculation Method and Claim Transfer

Reference VDF Palm Oil Protocol – Part I – Chapter 7 – Requirement 7.2.1

Reference VDF Palm Oil Protocol – Part I – Chapter 7 – Requirement 7.2.1

Reference VDF Palm Oil Protocol – Part I – Chapter 7 – Requirement 7.2.1

10. (Chapter 8) Identification of Outputs

11. RSPO Certifcation

Reference Mandatory RSPO Certification

Reference RSPO Volume and VDF Volume

Reference RSPO Systems/Documentation for VDF Palm Oil Protocol

Reference RSPO Mass Balance

Reference RSPO Mass Balance Methodology

12. Verification Assessment

Reference Verification Body

Reference Verification Assessment Date

Reference Frequency Verification Assessment

Reference Level of Verification Assessment

Reference Costs Responsibility Verification Assessment

Reference Costs Verification Assessment

Reference Initial Assessment and Surveillance Assessment

Reference Verification Process

Reference Duration Verification Assessment

Reference Desk or On-site Verification Assessment

Reference Major Non-compliance

Reference Best Practice for Closing Non-compliance

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