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SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
This Document is uncontrolled when printed This document is the property of Bolloré Logistics; Distribution and reproduction prohibited without
authorization of the Q-HSE Manager ``
Management System
Procedure
SEA FREIGHT LOCAL IMPORT DEPARTMENT
Border Import Clearance
Procedure
Prepared By Reviewed By Approved By
Celine
NATAI
Augustine
MWANG'ANGA
Bosco HAULE
Client Operation
Manager QHSE Manager
Sea freight Import Manager
SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
This Document is uncontrolled when printed Page 1 of 13
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Authorization of the Q-HSE Manager ``
1.0 Scope and Purpose
1.1 Purpose
To outline the documentation requirements and procedure for clearance
purposes through a border post into Tanzania, and for cargo destined for
Tanzania home use (local consumption).
1.2 Scope
Local (Tanzania) standard clearance through a border post (duties & taxes payable). This procedure does not apply to personal effects
2.0 Responsibilities
Local Declaration team
• Shall ensure all appropriate documentation checked correctly and retained i.e. Check invoice if has correct, date, number, proper description, value, quantities etc.
• Basing on the document submitted he/she shall all information has been lodged in TANCIS
• Shall ensure the correct selection of cargo category to be imported
• Shall guide the company/client on the required permits for importation
• In case of disputed assessment , he/she shall guide the customer on what to be done
• Shall maintain communication on any update concerning the cargo Local Customer Service Unit
• Shall maintain communication with the customer on their cargo to keep them updated
• Shall ensure the account for the such customer is opened in the system
• Shall ensure all appropriate documentation checked correctly and retained
• Shall ensure the customer is updated on the progress of cargo on regular bases
• Shall clear the cargo within the agreed timeline
Head of Department
• Shall ensure the procedure is established, documented, implemented, communicated and maintained
SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
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3.0 Reference Documents
• ISO9001:2015 Quality Management system requirements
4.0 Definitions & Abbreviations
BTL Bollore Transport and Logistics
ISO
The International Organization for Standardization is an international standard-setting body composed of representatives from various national standards organizations
Quality Management system
(QMS) is a formalized system that documents processes, procedures, and responsibilities for achieving quality policies and objectives.
BIF Bond in Force
COC Certificate Of Conformity
COO Certificate Of Origin
QHSE Quality, Health, Safety and Environment
CRMS Customs Risk Management System
ICD Inland container depot
CRO Customs Release Order
GPSA Government Procurement Services Agency
TASAC Tanzania Shipping Agencies Corporation
TICTS Tanzania International Container Terminal Services
PAD Pre Arrival Declaration
CL Clearance plan
TPA Tanzania Ports Authority
TFDA Tanzania Food and Drugs Authority TAEC Tanzania Atomic Energy Commission
POD Port of Destination
POL Port of Loading
PSI Pre Shipment Inspection
GCLA Government Chemist Laboratory Authority RCN Road Consignment Note
CIF Cost, Insurance And Freight TBS Tanzania Bureau of Standards
TI Temporary Importation SOC Shipper Own Container FOB Free on board
CSU Customer Service Unit
SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
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5.0 Process & Methodology
Scanned copies of clearance documents are required within a minimum of seven
(7) working days prior loading of the cargo at POL.
This requirement is compulsory since it may otherwise delay the clearance
process of the consignment & attract additional charges pertaining to Parking
Fees & Truck detention charges at the respective borders.
Scanned copy of clearance documents shall be shared to the following:
• Sea-Freight Imports Local Manager
• Client Operations Manager
• Customer Service in Charge – Road Freight
• Declaration Officer 5.1 Documentation Requirement
5.1.1 Authority Letter
An Authority Letter allowing Bolloré Logistics Tanzania Ltd. (referred to as BTL) to act as the appointed Clearing & Forwarding Agent must be issued by the receiver and addressed to TRA, “Commissioner of Customs & Excise Duty”. The consignee for each consignment per truckload basis must issue an Authority Letter
5.1.2 Commercial Invoice
The Commercial Invoice must be detailed (as per pertaining Packing List) and the total CIF value (Cost, Insurance and Freight) of the consignment must be indicated. The Commercial Invoice must be addressed to the Consignee, providing full style physical address.
A full and comprehensive description of each item must be provided to avoid rejection during the Customs clearance process. The currency of the Commercial Invoice must be clearly specified and the invoice must be clearly worded in English
BTL recommends to:
• Have the exact details reflected on the Packing List copied and pasted on the Commercial Invoice.
• Values of each goods indicated in the adjacent column.
• A line for the “insurance cost” after the “Cargo value”
• A line for the “Freight cost” after the “Insurance cost” line
• A total CIF value indicated at the bottom of the document and after the “Freight cost” line.
SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
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Authorization of the Q-HSE Manager ``
It is important that the Commercial Invoice specify separately the amounts for Cost (Goods Value), Insurance and Freight. If the Commercial Invoice is not on CIF basis, it is compulsory to provide an Insurance Debit Note and a Freight Invoice for Customs Declaration purposes.
The shipper for each consignment on a per truckload basis must issue a Commercial Invoice.
5.1.3 Packing List
Description of the goods on the Packing List must match with the details
mentioned on the Commercial Invoice. The Packing List must indicate for each
item / package; the marks & numbers, cargo description, weight in metric tons,
dimensions in meters (Length, Width, Height) and cubic measurement.
The shipper for each consignment on a per truckload basis must issue a Packing
List.
5.1.4 RCN (Road Consignment Note)
The RCN is the “Transport” document. It stipulates the carrier, mode of transport,
registration details of the transport equipment utilized and the cargo details as
described on the Commercial Invoice and Packing List. If the cargo is
containerized, then the Container Number and Seals Numbers must be
mentioned on the RCN. Additional information can be inserted on the RCN
subject to the nature of the cargo and / or client’s requirements.
The C&F agent undertaking the transport at POL for each consignment per
truckload basis must issue RCN. A draft RCN (which does not necessarily match
exactly with the final RCN) must also be provided well in advance, to initiate the
pre-clearance formalities on Tanzania side.
The original (final version) will follow along with the other set of documents
provided to the truck driver at the time of truck dispatch.
5.1.5 Taxpayer Identification Number certificate
The consignee/receiver must provide a copy of the valid TIN Certificate prior to
commencement of customs pre-clearance
5.1.6 C17 Export Entry
The C17 Export Entry is the Export Customs entry processed at origin.
SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
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5.1.7 EAC / SADC COO (Certificate of Origin)
An EAC or SADC COO is applicable only for cargo originating from EAC or SADC
countries.
This Certificate of Origin will be issued by the Chamber of Commerce in the
country of origin. The COO is required by the Tanzanian Authorities to confirm
the true origin of the cargo and to obtain the preferential exemption under the
“rule of origin”.
A Copy of the COO must be forwarded in advance, as it constitutes one of the
requirements to initiate the pre-clearance formalities in Tanzania. The original
COO is required at the border post for Customs clearance purposes.
The Chamber of Commerce for each consignment must issue COO.
5.1.8 CoC (Certificate of Conformity)
Certificate of Conformity (COC) is compulsory in Tanzania for a wide range of
products as stipulated under TBS Pre-shipment Verification of Conformity
(PVoC) program, for which a comprehensive list can be obtained through the
authorized inspection bodies such as BV or SGS, or the TBS website itself.
The COC must be organized at load port by the shipper or supplier. TBS has
appointed various organizations within different regions of the world, who are
authorized to carry out PSI and issue COC.
Note that failure to avail the COC and a penalty will be levied by the Authorities
(15% of the CIF value). A risk for the consignment to be rejected will also be
substantial.
Further information on the TBS PVoC program can be found at the following
website:
http://www.tbs.go.tz/index.php/services/category/pre-
shipment_verification_of_conformity/
SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
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5.1.9 C41 Form
A C41 form is a Customs document, which stipulates the particulars of the goods
and their customs value. The consignee (or importer) must issue this document
for each specific consignment.
The consignee is required to duly fill , sign and stamp this form and forward it to
BTL well in advance since it constitutes one of the requirement to initiate the pre-
clearance formalities in Tanzania.
A C41 Form must be issued by the consignee on a per truckload basis
5.1.10 Other Documents
Other documents may be required by the Authorities to execute the clearance
formalities, such as but not limited to Exemption letters, Permits from
Government bodies (TBS, TFDA, TAEC, GCLA etc.).
Such requirements are mainly linked to the nature of the goods and it is the
responsibility of the importer to obtain the relevant permits and documentation.
Depending on the agreed scope of work, BTL can assist in obtaining some of
these permits.
More information on some of the requirements can be found at the following
websites:
TFDA - www.tfda.or.tz
TAEC - www.taec.or.tz
GCLA - http://gcla.go.tz
Ministry of Agriculture, Food Security & Co-operatives -
http://kilimo.go.tz/legislation%20and%20regulations/legislations/legislations.htm
5.2 Import Clearance process
5.2.1 TANCIS Clearance Plan
Based on receipt of full set of clearance documents as stipulated under section
1 – Summary of Documents, a customs entry declaration will be prepared and
submitted online by BTL on the TANCIS system. The customs declaration can
be done in two possible ways:
SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
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a) TANCIS PAD prior to truck arrival, awaiting manifest details
Provided full set of clearance documents are received from the client prior
to truck arrival at the designated Tanzanian border, the declaration
application can be done in which case TRA will treat the declaration as
PAD, awaiting manifest registration details which once confirmed by TRA
Border Post will be uploaded and linked by BTL to the customs entry
declaration on TANCIS
b) TANCIS PMD – Post Manifest Declaration Clearance Plan
For customs declaration after truck arrival at the border, BTL will arrange
for Post manifest declaration on TANCIS.
Please note both of the above customs entry declarations take an average of 2
working days for registration i.e. If no rejection is raised by TRA on the system.
An exception to the rule is shipment with numerous line items, which take up 3-
4 working days depending on the list of items imported as per invoice / packing
list provided.
In the event of a rejection, BTL Declaration Desk will immediately inform the
customer and/ or the relevant Bolloré office. An automatic notification email will
be sent to the Importer and the Clearing Agent.
If the declaration is successfully done, TANCIS system generates out an
assessment notice (TANSAD) with reference number TZDL-14-Followed by
numerical number e.g. TZDL-14-100020.
Furthermore, the system generates payment advise notice and payment control
number forms which are used for payment of the taxes assessed thereof.
Importer or agent arranges payment to TRA account through direct online
transfer or bank transfer.
Once the payment is made the same should be reflected into the system to be
able to proceed for selectivity, which shows level of intervention on physical
cargo verification, by Customs.
5.2.2 Customs Selectivity –CRMS
Upon payment of Taxes, the CRMS will indicate the level of physical customs
selectivity, which can be as follows:
SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
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• Green: Direct release without physical verification
• Yellow: Documentary check and/or Verification
• Red: Physical verification compulsory
5.2.3 Customs Verification
If CRMS marks the shipment selectivity as “RED”. The physical verification is
compulsory. Bollore Africa Logistics Tanzania Ltd will arrange with the TRA
Border Post to book for the verification exercise.
Once booking is done, the truck will be directed by TRA to the verification area
& the customs officer will organize to verify the contents loaded on the truck.
Upon completion of the verification exercise, the customs officer will input the
verification account on CRMS, waiting for the same to be reviewed by the
customs supervisor / manager in charge at the designated border post.
NB: In case of any additional items & /or discrepancies found in the declaration
documents, customs will hold the customs release and will raise a query which
consignee / Appointed clearing agent will be required to justify by providing
reasonable explanations & /or confirm compliance with the findings i.e. Agreeing
to pay the related additional taxes as well as applicable penalty charges.
5.2.4 TANSAD Tanzania Single Administrative Document
Upon completion of Customs verifications, Customs will finalize the verification
remarks on TANCIS and issue TANSAD which enables the customs release
order to be printed.
NB: For Customers that are marked on the “Green Chanel” the TANSAD will be
issued immediately upon selectivity.
5.2.5 Customs Release Order
A Copy of the TANSAD needs to be printed and lodged at Customs to enable
them to issue the Customs release Order
SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
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6.0 Imports under exclusive mandate of TASAC and GPSA
Implementation of The Tanzania Shipping Agencies Act, 2017 and The Public
Procurement Regulations, 2013 were made effective in 2019. Tanzania Shipping
Agency Corporation (TASAC) and The Government Procurement Services
Agency (GPSA) have been given mandate to carry out customs clearance as
detailed below.
6.1 Clearance under TASAC
The government of Tanzania has mandated TASAC to carry out customs
clearance of all: minerals, mineral concentrates, machineries, equipment,
products or extracts related to minerals and petroleum, ammunition, live animals,
and arms government trophies or any other goods as the Minister may by order
published in the gazette.
Therefore, when importing the afore-mentioned cargoes, the customs clearance
procedure described above shall be carried out by TASAC.
6.2 Clearance under GPSA
GPSA is the government agency responsible for procurement and customs
clearance shipments consigned to the government of Tanzania, ministries and/or
any government agencies.
Therefore, when importing the afore-mentioned cargoes, the customs clearance
procedure described above shall be carried out by GPSA.
SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
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7.0 Key Performance Indicators and Responsibilities
Summarised customs border clearance lead times under single customs territory (SCT)
SN Summarised Clearance steps Process owner Expected Timeline
1 Provision of Clearance Documents (Full set including all applicable permit, exemptions & copy of RCN)
Client 5 days prior to loading
2
TANCIS formalities (i.e. Lodging of customs entry with TRA)
BTL Tanzania
1 Day after securing Full set of documents & prior to truck arrival at the border. 3-4 working days for consignments with more than 50 line items / truck.
3 Issuance of Final assessment on SCT (copy shared with Client) BTL Tanzania 1 Day
4 Payment of Duties & Taxes
Client Within 2 Days of completion of TANCIS formalities
5
Manifest approval formalities on SCT by TRA at the ICD in Kenya (TRA officer approves manifest before sighting of the truck)
BTL Tanzania 1 -2 Days
6 Green light for cargo loading & truck dispatch to ICD in Kenya BTL Tanzania 1 Day
7 Physical Customs Verification (KRA + TRA) at the ICD Kenya
KRA/TRA / BTL Tanzania
1 Day
8 Lodge BT (Bonded Transportation) document on SCT BTL Tanzania 1 Day
9 BT (Bond Transportation) approval by KRA at the ICD in Kenya
BTL Tanzania Same day of Lodging BT
10 BT approved - C2 (Cargo movement sheet) issued on SCT ( BLX TZ & KRA can view).
BTL Tanzania Same day of BT issuance
11 Trucks enroute to border for clearance BTL Tanzania 1 day
12 Border clearance Kenya side - Sighting & release (some cases verification is requested)
BTL Tanzania 1 day
13 Border clearance Tanzania side- Sighting & release (some cases verification is requested)
BTL Tanzania 1 day
14 Truck enroute to destination BTL Tanzania 2 days from Namanga Border
SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
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8.0 Revision history
Sn Rev No.
Revision date
Review made by;
Description Of Changes Made
1. 05 10, July 2018 QHSE
Manager(MR)
Revision made on; Procedure format 1.0 Scope and Purpose, 1.0 Definitions & Abbreviations, 2.0 Reference Documents 3.0 Responsibilities, 5.0 Revision history 9.0 Records
2 06 17 January
2020 QHSE
Manager(MR)
Review to include section 5.3 Clearance under TASAC and 5.4 Clearance under GPSA, 4.0 Definitions & Abbreviations to include GPSA and TASAC
SEA FREIGHT LOCAL IMPORT DEPARTMENT BORDER IMPORT CLEARANCE PROCEDURE
Document NO: BLX-TZA-SFI-PRO-0003 REV 06
Effective date: 17 January 2020
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9.0 Records
• Authority Letter
• Commercial Invoice
• Itemized Packing List
• RCN (Road Consignment Note)
• Taxpayer Identification Number Certificate
• C17 Export Entry
• C41 Form
• EAC and/or SADC COO (Certificate of Origin)
• COC (Certificate of Conformity