Sales reporting is one of those compliance tasks that sounds straightforward (“just give us the numbers”), but can get overwhelming if your team doesn’t track sales by state or your reporting periods don’t match a calendar year.

We’re going to break down:

• what annual sales reporting is (and who’s responsible)
• which states require it (Detroit, NC, OH, OK, PA)
• how to complete sales reporting inside the GRS portal (step-by-step)
• how to handle the “we don’t track it that way” problem without spiraling

Annual Sales Reporting: What It Is, Why It Matters, And Why You Can’t Ignore The Email

Annual sales reporting is exactly what it sounds like: certain state/city agencies require license holders to report the number of units sold (not revenue) for stuffed articles and related products. 

And here’s the part that matters for your day-to-day:

GRS requests sales information when it’s needed for renewal processing; it’s not a “nice-to-have” admin task. If we’re waiting on your sales report, we may not be able to invoice, submit paperwork, or complete a renewal on time (depending on your service level and the state).

That’s why we tell customers: please don’t wait to submit until your license has expired or the reporting period has been reached. Your role in ongoing compliance is to respond when the request shows up, so our team has time to process, communicate with agencies, and keep you out of late fees or off-sales situations.

Bottom line: sales reporting is one of the “small actions” that has an outsized impact on staying compliant.

Who Reports Sales: Manufacturer vs. Importer/Distributor And Why It Depends On The State

One of the biggest conceptual snags is simply knowing who is responsible.

• Detroit, Ohio, Oklahoma: the manufacturer is responsible unless an importer/distributor reports sales under their importer license (if they have one).
• Pennsylvania and North Carolina: these states do not offer importer licensing, so sales reporting is always the manufacturer’s responsibility.

If you’ve got multiple entities involved (manufacturer + importer + distributor), that’s where confusion creeps in. The simplest internal question to ask is: “Which entity holds the license that’s being renewed right now?”

That’s the entity that needs to provide the sales reporting info for that renewal.

And yes, if your team doesn’t track sales cleanly by state, you’re still expected to report. Some agencies explicitly allow estimates when exact records aren’t available.

The “We Don’t Track Sales By State” Problem: How To Estimate Without Overthinking It

Here’s something we see all the time: Customers don’t always have a system for tracking state-level units, and then they get stuck trying to figure out where the numbers are supposed to come from.

You’re not failing at compliance because your ecomm platform doesn’t spit out a perfect “units sold into Oklahoma” report. This is common, especially if you sell through multiple channels (DTC, Amazon, wholesale, retailers, distributors).

Here’s the good news: at least some agencies recognize that “exact” isn’t always possible.

For example:

• North Carolina guidance notes that if you don’t have an exact figure for internet sales, just estimate as closely as you can. They also prefer regional estimates rather than dividing by all 50 states.
• Pennsylvania explicitly says if you’re unsure of exact numbers shipped into PA, you should estimate or ask customers how many articles reached PA.

Ways to estimate units sold by state:

• Pull shipping data from your fulfillment provider (even if it’s imperfect)
• Use retailer/distributor shipment summaries
• Allocate by region rather than evenly across all 50 states
• If visibility is limited, make your best defensible estimate and document your logic internally

And a quick reassurance: sales reporting is about meeting the reporting requirement so your license renewal can proceed. The goal is timely, reasonable reporting, not perfection.

How To Submit Sales Reporting In The GRS Portal 

This is the part your team will want to bookmark.

When licenses are ready to be invoiced for renewal, you may receive a Sales Information Request from the GRS Monitored Services team. You’ll see a notification when you log in and click Review to open the request list.

Step 1: Open The Request You Need To Complete

On the Renewal Info Requests page, look for Active Renewal Info Requests and click View. Any request in this section is waiting on you — and renewal work can’t proceed until it’s completed.

Step 2: Click Into Each State With A Red X

Inside the request, you’ll see the states that need information. Click the state link with a red X, enter the required info, and click Submit for that state.

Step 3: Handle State-Specific Requirements

Some states require more than a number field. North Carolina, for example, requires you to print a renewal application, complete it, and upload it back into the portal. NC also requires a financial staff member at the factory of origin to sign — GRS cannot sign on your behalf.

Step 4: Confirm All States Are Completed

Each completed state will show a green checkmark instead of a red X.

Step 5: Don’t Miss The Final Confirm Button

This is the most common mistake. After completing all states, you’ll see a recap page. You must click “Confirm” at the bottom to officially submit your sales reporting. Until you do, the request is not finalized.

Once confirmed, you’ll see a success message and the request will move to Renewal Info Request History.

Make Sales Reporting Easier Next Time

If sales reporting keeps becoming a last-minute scramble, it’s usually because it’s treated like a once-a-year task instead of part of ongoing compliance.

This is your regular reminder that all requests and fees are due upon receipt. Fast responses reduce late fees, lapsed licenses, off-sales risk, and regulatory headaches.

A few habits that help:

• Assign a clear internal compliance owner
• Whitelist GRS emails so requests aren’t missed
• Keep a simple internal system for unit tracking, even if that just a spreadsheet
• Respond when sales info is requested, not when licenses are about to expire

We’ve also rolled out new portal features that make this easier, including better renewal request workflows and future support for multi-year sales reporting.

Quick Recap: What’s Required And What Isn’t

You are responsible for:

• providing unit sales data or reasonable estimates when requested
• completing all state entries and clicking the final Confirm button
• responding promptly so renewals stay on track

You are not required to:

• have a perfectly audited, state-by-state sales system to stay compliant

For deeper state-by-state details, the annual sales reporting guide is a great reference. And if you’re ever unsure, the GRS team is here to help. Our goal is confidence and continuity, not catching anyone out!

The post Sales Reporting in the GRS Portal: A Step-By-Step Plan & The Button Many People Miss appeared first on Global Registration Services, Inc..

Step 1: Gather All Required Company Information

The registration process goes smoother and quicker if you have certain information on hand. Before you start the process, please have the following information ready:

• Manufacturer information:
  • Full legal business name
  • Address of the facility where the products are being physically manufactured (cannot be a headquarters address)
  • International Tax ID or FEIN
  • Owner/Officer contact information
• Importer information:
  • Full legal business name
  • Address that will be used on the law labels of the products (no restrictions or requirements if store front/ headquarters/ etc.)
  • International Tax ID or FEIN
  • Owner/Officer contact information

You should also have an idea of the type of license you may need. There are three types of licenses, explained here:

• Manufacturer: Your facility is the location where the stuffed article is physically manufactured for sales in the U.S.
• Importer/Wholesaler/Distributor/Retailer (I/W/D/R): Your company sells products that are made at another facility, and you import/distribute/sell those products in the U.S.
  • Your manufacturer must already have a Uniform Registry Number (URN).
• Joint Registration: Your company sells products that are made at another facility, and you import/distribute/sell those products in the U.S. You want an exclusive Uniform Registry Number (URN) with your manufacturer that your companies will co-own.

Learn more about each license type and their benefits here.

Step 2: Prepare for Costs

As with any product, there are costs associated with bringing stuffed articles to market in the U.S. The amount you should be prepared to pay depends on a few factors, including:

• The type of registration you are pursuing: Manufacturer, I/W/D/R, or Joint 
• The type of product you’re bringing to market: bedding and furniture, quilted clothing, or stuffed toy
• Your preferred level of support from GRS: Guaranteed Compliance, License Management, GlobalTrak, or self-management

Get ahead of sticker shock with GRS’ free cost estimator. Just plug in the information you know, and get a rough idea of your potential costs.*

*Please note that this is an estimate and not your final fee. This figure should not be construed as a quote for GRS’ services. It does not account for Pennsylvania or Ohio testing or product-specific registration among other considerations. A quote from GRS will provide the exact costs for your specific product type(s).

Step 3: Allow Ample Time

There are several steps to registration, and each one of them takes time.

The first step is obtaining a Uniform Registry Number (URN). Depending on your product type, getting your URN may take slightly more than a week or more than a month:

• Stuffed bedding and furniture: 3-10 business days on average
• Quilted clothing: 7-10 business days
• Stuffed toy: 40+ business days on average

In addition to obtaining your URN, you must also be registered in every U.S. state that regulates the sale of stuffed articles, and have all license copies issued.

In total, registration takes 8-10 weeks from start to finish on average. You can see a more detailed timeline on the page linked below.

Step 4: Expect Revisions

Even if everything has gone smoothly with registration and obtaining your URN, be prepared for law label revisions based on product tests, state filling terminology, and tolerance requirements/restrictions.

Product Testing

Two states require mandatory testing before stuffed articles can be legally sold. Most testing takes 1-2 weeks to complete and for the state to issue a report.

If testing reveals that your product’s filling materials and percentages are different from those listed on your product’s law label, your product will require a law label revision. For this reason, we strongly recommend not printing and affixing your law labels until all testing is completed.

Pennsylvania only requires testing for stuffed toys. Learn more about Pennsylvania’s thorough testing, and how to expedite the time-consuming process in our guide.

Ohio requires testing for all regulated products: bedding and furniture, stuffed toys, and other miscellaneous filled products. Learn more about Ohio’s testing requirements over on our guide.

Pennsylvania Variances

The state of Pennsylvania only allows certain terms to be printed on law labels. If you want to print a term that is not on their preapproved list, you must submit a petition for a Pennsylvania variance.

This is a process that requires approval from PA’s Industrial Board, which meets once a month. See our Pennsylvania variance guide to know what to expect, and how to prepare for a successful petition.

Lean on GRS to Simplify Registration

Registrations, URNs, licenses, testing, variances—it’s a lot to handle on your own. For more than 20 years, Global Registration Services has streamlined registration for manufacturers, importers, distributors, and retailers of all sizes.

Together, we can ensure that your stuffed articles are set up from success from day one. Get in touch and request your personalized quote for registration.

The post What to Know When Starting Registration appeared first on Global Registration Services, Inc..

This guide covers the ins and outs of Pennsylvania variances, and the steps you can take to ensure a successful variance submission.

What is a Pennsylvania Variance?

Pennsylvania has a list of approved terms they allow on law labels (found in §47.1 of their Bedding and Upholstery Regulations and §47.311 of their Stuffed Toy Regulations). If a term not on this list is used on a law label, it is technically not “acceptable” by the state. This can lead to license application rejection or marketplace violations. 

However, Pennsylvania realizes that other U.S. states may require terms that are not on their regulatory list. For instance, the states of California, Connecticut, Ohio, Oklahoma, and Utah require a supplemental description of filling terminology in addition to the generic textile names of the filling. Common examples that need supplemental descriptions are pad, batting, shredded, resinated or resin-treated, beads, and gel.

To get ahead of those discrepancies, Pennsylvania enacted variance petitions as a way for companies to use ‘unapproved’ terms on their law labels. If your company is granted a variance petition by Pennsylvania, they will approve terminology that is not on this predetermined list to be printed on the product’s law label. 

The Industrial Board Meeting Schedule

The Pennsylvania Industrial Board only meets once per month. The dates for those meetings are set in December for the following year. You can view future meeting dates here. 

The Review Process

When you submit a petition for a Pennsylvania variance, it must be reviewed by the Department of Labor & Industry’s Bedding & Upholstery and Stuffed Toys Licensing Team. They follow a strict review schedule in tandem with the Industrial Board’s meeting schedule. 

Plan to submit your variance petition no less than 3 weeks in advance of the next meeting date for your paperwork to be reviewed and approved to be added to that month’s meeting agenda. If any part of the paperwork is incorrect or missing information, it will be rejected and will not be eligible for that month’s meeting agenda.

Required Documents

You will need to submit the following information for your Pennsylvania variance request:

1. Copy of the Pennsylvania application bedding & upholstery or stuffed toy application or Pennsylvania bedding & upholstery or stuffed toy license (if already registered)
2. Copy of the URN-issuing license (if not issued from Pennsylvania)
3. Industrial Board Petition for variance 
4. PDF of the law label(s) for that URN that include the term(s) that are being requested
5. Variance fee*
6. If submitting with an application, also must submit the fee for the new license*

All company information listed on the documentation must match exactly, or it may be rejected. Multiple terms can be submitted across multiple labels for a single URN. Variance approvals are per term and per URN. Approvals do not expire and do not require an annual fee after they are issued.

*Pennsylvania’s fees are updated annually in November based on the state’s CPI (consumer price index).Visit their site for the current year’s fee schedule. Pennsylvania offers an expedited fee for variance reviews to be added to the current month’s Industrial Board meeting if you missed the deadline for the paperwork review. However, this is not recommended since the fee is steep (+$1,600) and the petition review still follows the monthly schedule.

How GRS Can Help

If you are registering a new product through GRS, we can streamline the Pennsylvania variance process by adding a variance petition with the other applications and forms being completed.

If you are already licensed in Pennsylvania, we can assist with filing the variance petition at any time if you either:

1. Learn through a filling analysis that your product’s filling requires terminology that requires variance, or 
2. Introduce a new product manufactured at the same facility that has a filling that requires “unapproved” terminology 

We can ensure accurate submission to avoid any delays and make sure your petition is reviewed at the soonest Industrial Board meeting. However, we do recommend one extra step before filing a PA variance: completing a filling analysis.

Filling Analysis

One of the most common issues that companies run into with Pennsylvania variances is incorrect filling terminology listed on the law label. More than 90% of the labels we review at GRS have filling materials/percentages proven incorrect through product testing.

For that reason, we recommend a filling analysis test to confirm your product’s exact filling materials and configuration that needs to be listed on the law labels. 

A filling analysis is already baked into the GRS registration process since Ohio requires it before they will issue a license. Should you enlist in our services, our team can review the test report, provide label corrections, and file the variance petition on your behalf.

Set Your Product Up for PA Variance Success

More and more retailers are requiring proof of a variance approval during pre-production testing, so get ahead of the testing and avoid shipping delays by submitting your variance petition in advance! 

If you would like to get started with a Pennsylvania variance, contact our Labeling Team and we’ll be in touch.

The post Pennsylvania Variance Petition Guide appeared first on Global Registration Services, Inc..

Here is an inside look at PA’s registration process to help retailers and vendors understand what happens from the time the vendor submits a toy sample to the time they receive their URN.

The “New Toy" Issue: The Reason for Slower Turnaround

The biggest factor leading to increased turnaround times is that PA now requires every new toy to be registered. PA describes a new toy as a toy that has different filling material or is made with a different manufacturing process.

Submission involves testing the “new toy" per PA standards and submitting a new application, affidavit, payment, and a copy of the valid PA stuffed toy license. All of these steps take additional time, which can delay the registration process.

Even if a company has a toy URN, there is still a risk of violations, fines, and off-sales if a “new toy" is not registered and is found for sale in a retail store. For that reason, “new toy" registration is an unavoidable part. of selling stuffed toys in PA going forward.

How Can Retailers Expedite the PA Process?

The best way to push toys from development to sale quickly is to account for increased registration times as outlined below.

To avoid encountering delays, retailers should introduce PA toy URN registration as early as possible during the vendor onboarding process. Many retailers put this step late in the onboarding process, after toy orders have already been placed and deadlines are approaching.

The Full PA Toy Testing Process

Pennsylvania’s current quoted processing time for a new toy URN is 30 days, but there are other factors like shipping, testing, and additional processing to account for.

• Vendor tends to pre-registration logistics, verifies toys, receives GRS quote, pays invoice: 1-3 days
• Vendor ships sample to PA-approved test lab: 2–5 days
• Lab performs testing: 8–10 business days
• GRS receives test report, verifies results, mails application and toy sample to PA: 2–5 business days
• PA processing: 30+ days
• GRS receives URN and provides to customer: 1 day

Why Does PA Processing Take 30+ Days?

Pennsylvania previously processed new toy URNs in 14–20 business days. That timeframe is now up to 30+ days from the time PA receives both the application and toy sample. One simple reason this process may take longer is because applications are sorted in a communal mail room before they reach the correct office.

Another reason for the lengthy processing time is that PA has reiterated that all new toys must be registered with their department. Whereas previously the industry standard was to only register a single toy to get a URN, now companies are registering more toys than ever before. This may also account for the increased turnaround time on PA processing initial toy URN applications.

PA describes a new toy as a toy that has different filling material or is made with a different manufacturing process. Submission involves testing the toy per PA standards and submitting a new application, affidavit, payment, and a copy of the valid PA stuffed toy license. All of these steps can affect turnaround time as well.

Why Does Testing Take 8–10 Business Days?

Testing is rigorous and requires verification of 13 parameters including chemical tolerances and filling, nonfabric, and fabric flammability (listed below). Typical testing times add 8–10 business days to the testing process, unless paying for expedited testing.

Also, as with any new process, there are unique scenarios that PA must address and consult on. For example, stiffeners in toys and whether those stiffeners are subject to the same testing specifications as the filling. When labs encounter these gray areas they must consult with the state to ensure they are testing per PA standards. This consultation lengthens testing times and subsequently registration as a whole.

Toys reports must verify that the stuffed toys do not contain any of the following: 

• (1) Material of sufficient size to visibly reveal a pattern, weave, or other mechanical unification of threads to indicate prior use or a previous manufacturing process 
• (2) Dirt or any other foreign matter in excess of 1% by weight 
• (3) More than 1% oil or grease. 
• (4) More than .002% lead (as Pb) 20 parts per million 
• (5) More than .0002% arsonic (as As2O3 two parts per million 
• (6) More than 5% ammonia 
• (7) More than 1% urea
• (8) Plastic or metal ornaments such as eyes and nose not of a safety design or not attached to the stuffed toy so as to prevent removal 
• (9) Stones or other hard materials having jagged or sharp edges 
• (10) Material bearing electrostatic charge with adherence characteristics which when exposed could lodge in the windpipe, ears or nostrils 
• (11) Filling material which surface burns at a rate of less than three seconds for 12 square inches 
• (12) Class III (Relatively flammable) or Class IV fabric burning 
• (13) Class VI nonfabric burning 

The post PA Toy Testing: How to Expedite the Turnaround Time appeared first on Global Registration Services, Inc..

Our GRS-managed Monitored Services, License Management and Guaranteed Compliance, offer the most hands-off experience for ongoing compliance. However, there are still a handful of important steps you will need to take to help GRS keep your business compliant.

Remember: All Requests & Fees are Due Upon Receipt

Matters of compliance take longer than you might expect. When GRS sends a request for information or an invoice, your prompt response gives our team the time they need to process and communicate with the various regulatory agencies across the U.S.

The earlier you submit information to GRS, the quicker we can submit that information to the regulatory agencies. Your quick response ensures that your business is not subject to late fees or lapsed licensing that could put you at risk for off-sales and fines.

GRS operates on a first come, first serve basis. Customers who submit on-time payments receive priority service compared to those with late payments.

1) Sign Authorization for Agent Representation (AAR)

Under License Management and Guaranteed Compliance, GRS acts on your behalf to handle renewals and ongoing compliance. The first critical step to this relationship is signing your Authorization for Agent Representation form.

GRS cannot legally act on your behalf until we receive your signed AAR. Please sign and submit your AAR as soon as you receive it.

2) Keep An Eye On Your Inbox & Whitelist GRS

Under License Management and Guaranteed Compliance, GRS handles as much of the work as we can for renewals and other matters. From time to time, we will need your input before we can tend to the issues that could affect your compliance.

Make sure to keep an eye out for GRS emails, and respond to them promptly. To ensure you receive these time-sensitive messages, please ensure that the email address you chose to receive GRS communications has whitelisted no-reply@globalrsinc.com

3) Provide Sales Information & Forms Upon Receipt

Different regulatory agencies have renewal dates at different points throughout the year. Some also require reporting of sales figures for the license year.

Depending on your level of service, GRS will either reach out at several points throughout the year or as a one-time request to collect your sales information and signatures on forms for submission to the relevant regulatory agencies. Please send these to GRS as soon as you receive them to avoid late fees and lapsed licensing.

4) Pay Invoices Upon Receipt

As with all other forms and requests for information, please pay GRS invoices as soon as you receive them. Late payment puts you at risk for late fees and lapsed licensing.

Six government agencies add late fees to all unpaid license renewals on a certain date. You may see those late fees reflected on your GRS invoice ahead of the government agency’s actual expiration date. This is to allow our Documentation Team team time to physically mail your payment and paperwork, so it arrives on time and your licenses do not lapse.

Please make your payment to GRS at least 2 weeks before your license’s renewal date.

Do Your Part to Stay Compliant

It’s our privilege to keep our Licensed Management and Guaranteed Compliance customers in good standing with the regulating agencies. By taking these four easy steps, you can help GRS make your ongoing compliance quick and stress-free.

If you have any questions about your role under License Management or Guaranteed Compliance, please email us using the button below.

The post What’s My Part in Ongoing Compliance? 4 Easy Steps appeared first on Global Registration Services, Inc..

When we have reviewed a license, it is either approved or rejected. In this guide we explore what our team looks for to determine license approval or rejection.

A Note for GlobalTrak Customers

GlobalTrak is our self-managed service, which allows you to retain the responsibility of renewing licenses directly with the states. GlobalTrak customers must continuously upload licenses for GRS verification and approval as those licenses become renewed.

If you would like support with renewals and license management, you can explore our GRS-managed Monitored Services.

Criteria for Approval

Whether you are uploading a manufacturer license, importer license, joint license, or quilted clothing license, the GRS team follows these steps to ensure that the information you have provided will pass certification with the regulating states.

Manufacturer Licensing

GRS verifies all licenses against the URN-issuing license. This is the license from the state that issued the URN, indicated by the URN prefix. For example, UT1234CN indicates that the Utah license is the URN-issuing license.

If the URN-issuing license is not up to date or has incorrect information, it needs to be updated with the issuing state before we can make any changes to your account information or approve other licenses that reflect different information.

GRS Verifies:

• The URN matches
• The full, legal business name is printed and matches
  • If your company has a DBA, you must register the full legal name, not just the DBA
• The full facility address is printed and matches
  • This must be the address of the facility where the final products are manufactured (where the filling material is placed inside and the final zip/stitch is made)
  • PO boxes are not permitted
• The expiration date is valid

Importer Licensing

If the importer licensing has a joint URN record affiliated, we will verify against the URN-issuing license. Otherwise, we will verify that all licenses are registered under the same company name and address.

GRS Verifies:

• The full, legal business name is printed and all licenses match
  • If your company has a DBA, you must register the full legal name, not just the DBA
• The full facility address is printed and all license match
  • This must match the address printed on the products’ law labels. The importer license is the record for the state to verify against.
  • PO boxes are not permitted
• The expiration date is valid

Quilted Clothing Licensing

Two entities are required to hold a quilted clothing license in the state of Utah:

1. The RN or WPL holder (the entity registered with the FTC)
2. Each manufacturing facility producing filled apparel items (“quilted clothing")

GRS Verifies:

• The full, legal business name is printed
  • If your company has a DBA, you must register the full legal name, not just the DBA
  • If the license is issued to the RN holder, we verify against the registration record on the FTC’s online database
• The full facility address is printed
  • If the license is issued to the RN holder, we verify against the registration record on the FTC’s online database
  • If the license is issued to the manufacturer, this must be the address of the facility where the final products are manufactured (where the filling material is placed inside and the final zip/stitch is made)
• The expiration date is valid
• The RN or WPL is only printed on the license if the registered company is the registered entity with the FTC (manufacturer quilted clothing licenses should not have a RN or WPL listed)

Common Rejection Reasons

If you get a notice of rejection after uploading a license, one of these common issues may be the reason.

Company Name and/or Address Is Not Registered to the Correct Company

Not all states issue importer licensing. Even if you hold a joint URN, the license will be registered as a manufacturer record in non-importer regulating states or in states that do not issue joint registrations.

For this reason, all licenses that are issued under the URN must be registered to the manufacturing facility where the products were made.

At a minimum, the manufacturer must be registered in all regulating states under the URN record. Importer-regulating states may require an additional license for the company whose name is printed on the law labels, if it differs from the manufacturer.

We put together a guide to help manufacturers and importers understand which license type best fits their needs.

Company Name and/or Address Does Not Match URN-Issuing License or Other Uploaded Licenses

The URN-issuing license dictates the registration record for the manufacturer. All affiliated licenses are verified against this license.

If you submit a company name or address that does not match those listed on your URN-issuing license, you will receive a rejection. If you would like to change any information, your URN-issuing license must be updated first before GRS can approve other licenses with updated information.

Missing Pennsylvania Validation Information

Every year, the state of Pennsylvania emails a renewal invoice document to PA license holders. Once you have submitted payment to Pennsylvania, the invoice document becomes “validated” and is now your license.

For approval in the GRS system, we need to see that the validation information box on the document is completed with your payment information. That will let us confirm that payment was sent and processed by the state.

The validation information box currently only asks for check information, but we can confirm that Pennsylvania also accepts credit card payment. If you paid Pennsylvania by credit card, you can simply put “Paid by CC” in the Check Number box and the date of payment in the Check Date box.

What To Do If Your License is Rejected

If a license is rejected, the GRS system will send a notification to the email addresses listed in your company account. Please make sure that you whitelist no-reply@globalrsinc.com so you receive notifications promptly.

If a license correction is needed, our team will provide you with state contact information to rectify the issue. During this time, you may need to pass testing with a retailer. In this event, please send GRS proof that the state is currently working on your license correction and we can provide you with a temporary expiration date.

The post How to Upload Licenses to the GRS System appeared first on Global Registration Services, Inc..

What’s Up With Utah??

If there was one hot topic in 2024, it was Utah’s digital labeling requirements—and all the ups and downs that came with them. When the state announced their regulations in late 2023 without a clear solution, it paved the way for a lot of panic and headaches throughout 2024!

Thankfully, we finally have clarity about Utah’s requirements and how retailers can comply with them. After a handful of false starts, near the end of 2024 Utah announced their enforcement date of May 15, 2025.

By May 15, 2025, all stuffed articles sold online to consumers in the state of Utah will need a digital label in addition to the physical label attached to the product. If you want to avoid potential fines and off-sales (and who doesn’t?) you can read the full requirements here.

Understanding Utah’s requirements is Step One. Step Two is “How the heck am I supposed to comply??” Never fear—GRS is here

We put together a quick guide to help retailers like you find a solution to Utah’s regulations that’s the right fit for your business and your products. Spoiler alert: Law Label Lookup from GRS is the simple, Utah-accepted path to complete compliance.

New Laws & Regulations

Pennsylvania Stuffed Toy Update

The state of Pennsylvania implemented major changes to stuffed toy submissions and stuffed toy labeling. The following changes will be fully enforced on August 27, 2025, but warnings are already being issued to manufacturers that do not comply:

• Additional information required during URN registration
• New samples required for companies with existing PA licensing
• Changes to recycled toy labeling

Pennsylvania Fee Increase

Effective November 2, 2024 the Pennsylvania Legislature approved a fee increase for various services, listed below.

Bedding & Upholstered Furniture
Application & Renewals: $187.86
Sales fee: $.06 per item 

Stuffed Toys
Application & Renewals: $93.93

Industrial Board (Variances)
Petition: $402.03
Expedite Request: $1654.46

Connecticut Regulation Exemption

Connecticut introduced a new bill that simplified licensing for companies that import and manufacture bedding and upholstered furniture under the same company name and address. If this describes your business, you now only need a single license in CT: a Manufacturer of Bedding and Upholstered Furniture (MFG) license.

Here is the single CT license you need depending on your company description:

• My company only manufactures stuffed articles — CT Manufacturer (MFG) license
• My company manufactures and imports stuffed articles under the same company name and address — CT Manufacturer (MFG) license
• My company only imports stuffed articles — CT Importer (IMP) license

GRS Company Updates

GRS is always moving compliance forward. In 2024 we made some changes to better support retailers, suppliers, and manufacturers of stuffed articles.

2024 By the Numbers

We had a massive year here at GRS, and the numbers prove it! Here’s a snapshot of how we supported our customers’ comprehensive compliance in 2024.

• 538 registration jobs completed 
• 1,020 new URNs enrolled into a premium Monitored Service subscription 
• 19,210 licenses renewed
• 5,329 label files uploaded to Law Label Lookup 
• 727 sample product filling tests facilitated for Ohio registration
• 842 compliant product-specific law labels designed
• 10 blogs published
• 10 guides published
• 12 webinars hosted
• 8 industry events attended
• 7 speaking engagements

Law Label Lookup: An Agency-Accepted Solution to Digital Labeling

Need help complying with digital labeling requirements from states like Utah? GRS has you covered with Law Label Lookup.

Law Label Lookup is a public online database that allows consumers and regulatory agencies to view law labels before purchase. The regulatory agency-accepted platform makes it simple for retailers to understand their compliance requirements, have suppliers upload their labels, and stay compliant with digital labeling regulations.

LAW LABEL LOOKUP 

Updates to the GRS Platform

The GRS Platform keeps our customers on the cutting edge of compliance—and in 2024 we made some changes under the hood that made it an even more helpful tool.

First, sales reporting is now done through your GRS account rather than collected over email. This streamlined experience is quicker and more convenient, and allows you to see the history of all sales reports. SEE HOW SALES REPORTING WORKS

The other big update was our New Registration cost estimator. This powerful tool lets you select your registration type, product category, and ongoing compliance support through our Monitored Services to give you an estimate of your potential costs to register your products. ESTIMATE YOUR NEW REGISTRATION COSTS

GRS Insiders: The Inside Scoop for GRS Customers

In addition to our free monthly newsletter, we launched a new, exclusive bulletin for GRS customers: the GRS Insider. 

GRS Insider Retail Edition
For retailers enrolled in our Retail Compliance program. 

The Retail Edition gives our retail partners a finger on the pulse of the regulatory landscape, empowering them to take action on impending compliance changes before anyone else. It also keeps retailers appraised of compliance updates that may affect their suppliers, for complete peace of mind.

GRS Insider Premium Edition 
For manufacturers and suppliers subscribed to License Management or Guaranteed Compliance, our GRS-managed Monitored Services for ongoing compliance support. 

The Premium Edition covers updates on new regulated products, product category changes, and other breaking news to keep your products on the forefront of compliance.

Want to get the GRS Insider Premium Edition without having a GRS-managed Monitored Service? Join the waitlist below, and we’ll be in touch when the subscription is ready to launch!

Webinars: Stay Ahead of the Curve

Want to get a crash course in compliance? The GRS team regularly hosts virtual events covering the hottest topics facing the industry, like:

• Law Labels and Registration 101
• Utah’s Online Visibility Requirements
• Canadian Labels

Grab your tickets to upcoming events, and subscribe to our calendar to stay informed about new learning opportunities.

UPCOMING WEBINARS

Conference Recaps

The GRS team attended some great conferences and industry events throughout 2024! We put together some quick recaps in case you weren’t able to attend.

IABFLO International Annual Conference 2024
As long-time IABFLO partners, GRS was excited to give a presentation at this year’s conference on correcting non-compliant labels in the marketplace. Other topics of note included transitions to online licensing systems, recycled materials, and online law label requirements.

IABFLO RECAP

ICPHSO Annual Meeting and Training Symposium 2024
Our team’s participation at the ICPHSO 2024 conference encompassed exhibition, sponsorship, and presentation. In our “The Push and Pull of Sustainability" presentation, we explored the delicate balance between regulatory obligations and stakeholder expectations in achieving sustainability goals. 

ICPHSO + ICFA RECAP

JPMA Summit 2024
As relatively new members of Juvenile Products Manufacturers Association (JPMA), we were excited to attend the organization’s annual Summit for the first time. Highlights included tips on Truth in Advertising, legal best practices for manufacturers, and PFAS bans.

JPMA RECAP

ICFA Elevate 2024
The International Casual Furnishings Association (ICFA) conference provided our team with a unique perspective of the outdoor furnishings industry. One of the main issues discussed was the new and proposed rules regarding PFAS. 

ICFA RECAP

ISPA EXPO 2024
The International Sleep Products Association’s ISPA EXPO is the largest, most comprehensive, exhibition in the mattress industry. The GRS team was privileged to connect with the people, products, ideas, and opportunities that set the pace for the mattress industry’s future.

What to Know Heading Into 2025

2025 is set to be a busy year for the stuffed article industry. To prepare you for the year ahead, we put together these helpful guides shedding light on the trickier parts of getting and staying compliant.

Stuffed Article Inspections
This 3-part guide covers the ins and outs of inspections, what inspectors look for, and what you can do to keep ahead of fines and violations.

PART 1: WHAT ARE INSPECTIONS?
PART 2: LICENSE VIOLATIONS
PART 3: LAW LABEL DESIGN VIOLATIONS

Importer Licensing
This guide explores the benefits and process for obtaining importer licensing, which allows you to print the importer’s name on a stuffed article label.

IMPORTER LICENSING GUIDE

URNs vs. RNs
Learn the differences between URNs and RNs, what types of products they are needed for, how to apply for them, and how GRS can support you in compliance for both.

URNs VS. RNs — WHAT’S THE DIFFERENCE?

Ohio Sample Testing
Ohio sample testing is a mandatory part of bringing products to market in the state. Here we outline the process and answer frequently asked questions.

OHIO TESTING GUIDE

The post 2024 GRS Compliance Recap appeared first on Global Registration Services, Inc..

Here are three quick tips as your business searches for a solution to Utah’s regulations, and a look at how Law Label Lookup from GRS can give you a simple path to compliance.

A Quick Overview of Utah’s Requirements

If you are a retailer that sells stuffed articles online to consumers in Utah, you will need to provide additional information about those products and make that information available online.

Digital labels for Utah must list the following information:

• The product’s filling materials
• The product’s URN (bedding & furniture) or RN/WPL (quilted clothing)
• Any applicable sterilization permit number

You will still need to attach a physical law label to your products.

Tip #1: Trust the Two Accepted Options

Retailers must post the required information on each product page, either listed directly on the page or hyperlinked to an approved third-party website like Law Label Lookup. The required information must be presented either as a digital label image, or as text.

Image and text are the only two options currently accepted by Utah. While the state may accept other options in the future, Law Label Lookup provides the easiest path for retailers and their suppliers to comply with Utah’s regulations via the image or text options ahead of the May 15, 2025 deadline.

Tip #2: Choose the Best Option for Your Business & Products

Utah’s requirements apply to retailers of all sizes, but that doesn’t mean that there’s a one-size-fits-all solution. No matter what method of compliance you pursue, it may help to have a compliance professional on your team to ensure that your products are fully compliant in the remaining 49 states, as well.

Small Retailers

For small retailers with a handful of products, you don’t need to jump through massive hurdles to comply with Utah’s requirements. It may make sense to use the already-created digital label image for each of your products and host them on your own retail site.

At the same time, you might have limited capacity and recurring churn with products and URNs. In that case, GRS’ Law Label Lookup might be the right solution. If you need help with the creation of your digital labels, or support for ongoing matters of compliance like renewals and label updates, the GRS team is here to help!

Large Retailers

If you have many manufacturers and dozens, hundreds, or even thousands of products, it can be very hard to keep an eye on your complete compliance status. Complying with Utah’s requirements might be just one piece of the puzzle for your overall compliance.

For large retailers, it may make sense to invest in a third-party solution that allows you to host your digital labels per Utah’s requirements, while also giving you peace of mind about every stuffed article on your shelves. GRS-partnered retailers that use Law Label Lookup also get exclusive access to an easy-to-read Retailer Dashboard, giving you deep insights into your suppliers and products at a glance.

Tip #3: Create Less Work for Retailers & Suppliers

Without a third-party solution, retailers and suppliers may be taking on more than they can handle. Loading digital labels to thousands of individual product pages and keeping them updated is a heavy lift, not to mention keeping track of all those URLs.

Law Label Lookup is a consolidated database to host all of your labels at a single URL, rather than thousands. This easy URL can be uploaded to your product description pages along with instructions for convenient lookup.

With Law Label Lookup, the GRS team handles the heavy lifting to save your team time and hassle:

• GRS works with each supplier to gather the necessary information
• Retailers and/or their suppliers upload digital labels to the retailer-specific Law Label Lookup database
• Retailers post the simple Law Label Lookup URL to their product pages 
• GRS helps suppliers keep their licenses up to date through Monitored Services
• Retailers and their vendors achieve compliance with Utah’s regulations with less work on their end

A Note on A Proposed Text-Only Solution

Utah is currently considering a proposed solution that would require suppliers to compile a text list of possible filling materials and URNs, which retailers would link to on each product page. In order for this solution to be compliant, this information would still need to be product specific (i.e., listed on the associated product page) as opposed to a large database of URNs and filling materials. 

For retailers with hundreds of different suppliers and thousands of products, this manual approach would require a lot of unnecessary work. Many suppliers already have digital labels available in the GRS system — along with robust data on licenses and other product information — which can be used to comply with Utah’s requirements.

Tip #4: Get Complete Peace of Mind

Making Utah’s required information available to the public is an important step to compliance, but it’s not the only one. If the entered information is incorrect or the product itself is not compliant, retailers are still at risk of costly off-sales and violations.

By enrolling in Retail Compliance + Law Label Lookup, retailers and their suppliers will also get comprehensive compliance support from GRS, the leader in stuffed article compliance. 

GRS gives retailers complete insight into the compliance status of the products on their shelves, while giving suppliers the support they need to keep their products compliant for the long run.

With support from GRS and Law Label Lookup, your business will have complete peace of mind about your digital law labels and much more:

• Get optional GRS verification of digital labels at the time of upload to Law Label Lookup 
• Retailers can see every label and the complete compliance status of all vendors at a glance in one convenient place with the Retail Compliance program
• Suppliers can stay on top of license renewals, regulatory updates, and other matters of ongoing compliance with Monitored Services, a mandatory step to take part in Law Label Lookup 

Bonus Tip: RSVP for a Free Webinar on Utah Requirements

Join us as GRS presents an easy-to-understand overview of the latest Utah label visibility requirements, their implications on your current labeling practices, and GRS’ government agency-approved solution, Law Label Lookup.

You will learn:

• Must-dos to comply with Utah’s requirements
• How to minimize the burden and headache of Utah compliance
• What you can do today to avoid violations and off-sales
• How GRS’ Retail Compliance + Law Label Lookup solution can keep your business compliant in Utah and beyond

Don’t Wait to Get Compliant with Utah’s Regulations

Utah begins enforcement on May 15, 2025, but you don’t have to wait to comply. A Utah-accepted solution to get compliant with the state’s digital labeling requirements is already available: Law Label Lookup from GRS.

Learn more about how GRS can keep your business fully compliant, and enroll in Law Label Lookup today.

The post How to Choose a Solution to Utah’s Online Labeling Requirements: 4 Tips appeared first on Global Registration Services, Inc..

GRS recently hosted a webinar covering the ins and outs of Ohio testing. We have collected the highlights in this blog, including an outline of Ohio’s requirements, GRS’ relationship with the testing lab IDFL, and frequently asked questions about Ohio testing.

What Are Ohio’s Testing Requirements?

Ohio requires stuffed bedding, furniture, and toys to be tested to identify fill before the product will be cleared for sale in the state. Manufacturers must submit a sample of their product to an approved third-party testing lab.

These requirements are written out in Ohio Revised Code, 373.08:

All persons required to register under division (A) of section 3713.02 of the Revised Code manufacturing, making, or wholesaling bedding or stuffed toys, or both, that are sold or offered for sale shall have the material content of their products tested and analyzed at an established laboratory designated by the superintendent of industrial compliance before the bedding or stuffed toys are sold or offered for sale.

What Is the Testing Process?

Ohio requires a minimum of 1 sample per URN be lab tested to verify filling material content. Filling materials are allowed a ±10% tolerance of the findings of a lab report and must include adjunctive terminology disclosures.

Prior to July 2022, Ohio’s in-house state lab performed all sample testing. After that date, Ohio began outsourcing bedding and upholstered furniture testing to approved third-party labs.

Testing can be performed by any third-party lab that Ohio has explicitly approved. GRS partners with IDFL to offer quick and efficient Ohio-approved testing for our customers.

Ohio Testing with GRS & IDFL

IDFL is a trusted third-party testing lab for Ohio samples. IDFL has testing facilities worldwide: in the USA, China, and Europe. GRS facilitates testing with IDFL in its entirety for our customers, every step of the way:

• Submitting a sample to your preferred IDFL lab location
• Completing IDFL’s testing form
• Receiving your test analysis
• Facilitating testing fee payments from you to the lab
• Sending all required documentation to the Ohio state office

IDFL offers synthetic and natural fill testing for Ohio testing requirements. They also specialize in textile testing and finished product testing, should you need it.

Synthetic Material Testing

IDFL conducts testing per Ohio standards to identify synthetic blends, fiber power, fiber analysis, and other synthetic material specifications.

Down & Feather Testing

IDFL is the industry leader in down and feather testing. They test for Ohio and federal standards to identify down composition, species, oxygen and turbidity, fill power, and other natural fill specifications.

Frequently Asked Questions

The GRS team covered these frequently asked questions during the Ohio testing webinar. If you have any further questions about the process, please direct them to LL@globalrsinc.com 

If we have a joint URN and we recently got it, should we test?

Yes, Ohio requires a minimum of 1 sample per URN be lab tested to verify filling material content. 

If you are interested in beginning the Ohio sample testing process, please contact the GRS Labeling Team at LL@globalrsinc.com. We can provide you with a customized testing estimate for your product.

Once a factory has a registration number, when they produce a new toy, what steps are required for the item to be sold under the factory’s registration number?

Pertaining specifically to Ohio toy registration, no additional testing is required when a company produces a new toy under an existing registration number. This is because the 1 sample minimum requirement for the URN has already been met.

How does the testing apply to upholstered furniture? What about those containing polyurethane foam and olefin foam?

Testing is required for upholstered furniture and submission instructions are product-specific. For example, some products will require the full, finished article to be submitted to the lab (cushions, pillows, small items etc.). Other bulkier items, such as mattresses and sofas, have different submission requirements. 

If your company has an upholstered furniture item that you would like to test, please contact the GRS Labeling Team at LL@globalrsinc.com. We can provide you with a customized testing estimate for your product. 

What are the costs for GRS and the lab testing? 

IDFL’s testing fees begin at $120 for a synthetic single-filling sample. Each additional filling in the product will incur an additional fee of $50 per filling. 

As a note, animal-derived fill, such as down and feathers, are subject to higher testing fees due to the increased processing required to determine cleanliness, species designation, and composition. 

Regarding GRS Product Testing Facilitation Fees, these fees are $177 for management subscribers (i.e. customers with an active License Management or Guaranteed Compliance subscription) and $197 for non-management customers. 

The GRS Product Testing Facilitation Fee covers our team completing IDFL’s form, providing customized submission and mailing instructions, receiving and processing the test report, facilitating testing fee payments, completing changes to the law label as necessary, and submitting all required documentation to the Ohio state office. 

Do children’s car seats need testing? 

Yes, children’s car seats do require Ohio sample testing if registering for either a new Ohio URN or an Ohio license to recognize another state’s URN.

If you need your mattress tested, what’s the minimum size it needs to be? 

Mattress samples can either be: 

1. the full mattress 
2. a scaled-down version of the mattress, or
3. a 24-inch x 24-inch cutout of a mattress that includes a corner as well as ticking

If a brand uses multiple factories, is one registration number adequate? 

No, URNs are registered to a physical manufacturing location. Only 1 URN per factory location is allowed. 

If your company has multiple factories, a URN for each factory will need to be obtained.

Do importers need to have their products tested, or just the manufacturer? 

Ohio requires a minimum of 1 sample per URN be lab tested to verify filling material content. URNs are assigned to physical manufacturing locations. As such, the testing requirement typically only falls on the manufacturer. 

However, one exception is if an importer and manufacturer are registering a joint URN (i.e. a URN that is co-owned by both companies). In this case, a product that is manufactured by the registering factory will need to be tested. This will be a product that the factory specifically produces for that importer.

If a URN produces multiple products with a variety of filling components (different law labels used), do you need to provide a test sample for each product? 

No, not all samples will need to be tested. 

Ohio requires a minimum of 1 sample per URN be lab tested to verify filling material content. Once the 1 sample minimum is reached, companies are not obligated to submit additional items for testing.

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In this brief guide, we will explore the benefits of importer licensing, the agencies that offer it, the different types of importer licensing, and how to conveniently store and manage your licenses with support from GRS.

What is Importer Licensing?

If a company is shipping, selling or importing products that were not made at their own facility, that company may be required to obtain importer licensing with up to 8 U.S. regulatory agencies, depending on the type of product.

In order to apply for an importer license, the factory that manufactures the stuffed article must already have an active manufacturer registration number. The URN must be registered with every agency that regulates the product type.

Keep in mind that applying for an importer license:

• Does not result in a new registration number for your product
• Does not make the product compliant on its own

Law Label Changes with Importer Licensing

Importer licensing allows the importer’s name to be printed on a stuffed article label instead of the manufacturer’s name. Here is how that information will be presented.

URN

As long as the manufacturing factory’s URN is not jointly held with another importer, you are allowed to print the manufacturer’s URN with the importer’s company’s name and address when you are properly registered as an importer.

MADE FOR / IMPORTED BY / DISTRIBUTED BY

Importer’s Name

Importer’s Address

MADE IN

The country of origin should still list the manufacturing location’s country.

Types of Importer Licenses

There are eight (8) regulatory agencies that require importer licensing, but there are different requirements for each license. Some agencies issue “blanket” licenses while others issue URN-specific licenses.

Keep in mind that licensing requirements are driven by product type, as each agency regulates different products. You might have to apply with some or all of the agencies below depending on your product type. 

Blanket Licenses

For “blanket” licenses, the importer only needs one license, no matter how many factories/URNs they work with.

Blanket importer licensing is offered by the following agencies:

• California
  • Cost: $750
  • Expiration Date: 2 years after issue
• Connecticut
  • Cost: $100
  • Expiration Date: April 30
• Massachusetts
  • Cost: $300
  • Expiration Date: 1 year after issue
• Ohio
  • Cost: $50
  • Expiration Date: 1 year after issue
• Utah
  • Cost: $105
  • Expiration Date: December 31  
• Washington D.C.
  • Importer (works with only foreign factories): $476
  • Distributor (works with only domestic factories): $34
  • Importer/Distributor (works with both foreign and domestic factories): $510
  • Expiration Date: 2 years after issue

URN-Specific Licenses

For URN-specific licenses, the importer needs a license for each factory/URN they work with.

URN-specific importer licensing is offered by the following agencies:

• Detroit, MI
  • Cost: $150 
  • Expiration Date: December 31
• Oklahoma
  • Cost: $5 
  • Expiration Date: June 30  
• Virginia
  • Cost: $100
  • Expiration Date: 1 year after issue 

Importer License Storage & Management with GRS

As an importer, it can be tricky to stay on top of your various importer licenses and their respective expiration dates. That’s why GRS offers a simple solution: uniform license tables for importer licenses.

License tables are a simple, automated tool that helps importers keep track of the compliance status of each of their products — and they are an exclusive benefit of working with GRS.

Perks of GRS Importer License Storage & Management

• GRS manages importer license renewals on your behalf
• Enjoy simple, unified billing instead of individual bills from each regulatory agency
• Easily add or cease renewal of URN-specific licenses if you change manufacturers
• See one simple table for blanket licenses, or individual tables for each URN-specific license sorted by factory

Importer License Storage & Management Pricing

Since license requirements are driven by product type, your product may need some of all of the licenses listed below.

GRS will help determine where your products are regulated to ensure you get the correct pricing for your necessary registrations.

Get Your Importer License with Support from GRS

Ready to apply for importer licensing? Applying is simple when you have support from the experts at GRS. Tap the button below to get started today.

Not sure if you need importer licensing? Need help registering for licenses you’re missing? Email us at newreg@globalrsinc.com for a free consultation. We can help you determine the specific registrations needed for your product to get fully compliant.

Already have importer licenses? Contact LM@globalrsinc.com to enroll your existing licenses in a GRS Monitored Service to get them added to your importer table.

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