Sea-Import Local Customs Clearance Procedure...Container number(s) and respective seal number(s)...

SEA FREIGHT LOCAL IMPORT DEPARTMENT SEA- IMPORT LOCAL CUSTOMS CLEARANCE PROCEDURE

Document NO: BLX-TZA-SFI-PRO-0004 REV 07

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

Sea-Import Local Customs

Clearance Procedure

Prepared By Reviewed By Approved By

Celine

NATAI

Augustine

MWANG'ANGA

Valery

DJAMBY

Client Operation

Manager QHSE Manager

Director Logistics Solutions

& Operations




This Document is uncontrolled when printed Page 1 of 16

This document is the property of Bolloré Logistics; Distribution and reproduction prohibited without

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 Port of Dar-es-Salaam into Tanzania.

1.2 Scope

Local (Tanzania) standard clearance either Duty Payable & /or under the exemption regime. 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 ensure 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 on assessment, he/she shall guide the customer on what to be done

• Shall maintain communication on any update concerning the cargo

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







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

TANSAD Tanzania Single Administrative Document

BL Bill of Lading

TICTS Tanzania International Container Terminal Services

PAD Pre Arrival Declaration

CL Clearance plan

SOC Shipper Own Container

GPSA Government Procurement Services Agency

TASAC Tanzania Shipping Agencies Corporation

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 SFI Sea Freight Import

TI Temporary Importation SOC Shipper Own Container FOB Free on board CSU Customer Service Unit







5.0 Process & Methodology

5.1 Documentation Requirement

5.1.1 Bill Of Lading (Sea)

The BOL constitutes one of the most sensitive documents, which accuracy should not be compromised as the process for its correction and subsequent effects can have substantial negative financial and operational consequences.

The BOL must stipulate the following:

Consignee Details:

Full styles address must be clearly provided detailing the consignee name, physical location and ideally details of the contact person

Notify Party Details:

Full address of Bollore Transport & Logistics Tanzania Ltd, detailing location, and postal address

Cargo and Package Description

The type of goods and number of packages must be clearly stipulated and must tally with the pertaining Packing List and Commercial Invoice particulars

For containerized consignment, the BOL must reflect the correct description of the goods stuffed in the container as well as number of packages, weights and volumes. The description should be brief and in line with the physical contents.

Container number(s) and respective seal number(s) must be indicated on the BOL and must match with the physical number(s) on the container(s)

Container size and type must also be indicated; 20’ or 40’, Dry, High Cube, Open Top, Flat Rack.

In the event that consignment is Out Of Gauge (OOG), for instance on a Flat Rack or in an Open Top, the respective over-width or over-height must be stipulated.

If the containers are “Shippers Owned”, it must be clearly stipulated as “SOC” on the BOL. Otherwise and by default, the containers are owned by the Shipping Lines and must be returned to the nominated shipping line depot (stipulated on the Shipping Line Guarantee Form)







For break-bulk / conventional cargo, marks & numbers of each package must be duly mentioned, and matching with the physical marks & numbers. Details must be identical to the ones indicated on the Packing List and Commercial Invoice. Total weight and volume must be indicated

Status

The “Port of Discharge” must be Dar-es-Salaam

The “Place of Destination” must be left blank

Important Notes:

• Break-bulk / Conventional Cargo and Containerized Cargo should not

be mentioned in the same BOL even if arriving on the same vessel.

Clearance formalities will otherwise become complicated

• Break-bulk traffic will be cleared through the Port of Dar-es-salaam. It is

imperative to mention on the body of the BOL the following remarks:

• “Cargo for Port Clearance only – Not to be transferred to any ICD (Inland

Container Depot)”

• Treatment on Wood Packaging Materials: Any wood packaging

materials shall be treated as per the International Sanitary and

Phytosanitary Measure (ISPM) No.15.

• Dangerous or Hazardous Goods need to be declared with PSN (Proper

Shipping Name) UN number and MSDS sheet.

• Containers, Slings to be accompanied with full set of certification

The Original “Shipped on Board” BOL must be endorsed at the back by Consignee prior forwarding to Bollore Transport & Logistics (Tanzania) Ltd

If Consignee on the Original BOL is stated as “TO ORDER” The Shipper & /or Bank must endorse at the back of the BOL to confirm the BOL release

If above endorsement procedures are not clearly followed, the Shipping Line will not release the Delivery Order on presentation of an unendorsed BOL.

Additionally, if the BOL is a “Sea –Way /Express” Bill of Lading or if a telex release has been issued at Port of Loading to confirm all 3 Original BOL’s have been surrendered, then the consignee will be required to provide an authority letter on their company letter head confirming to release the consignment to their appointed clearing agent i.e. M/s Bollore Transport & Logistics Tanzania Ltd







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 & 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.

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 Taxpayer Identification Number certificate

The consignee/receiver must provide a copy of the valid TIN Certificate prior to

commencement of customs pre-clearance.

5.1.5 C36 Form







A C36 form is a Customs document, which stipulates the 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. The consignee per Bill of Lading must issue

C36 Form

5.1.6 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.

5.1.7 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/

5.1.8 Authority Letter

An Authority Letter allowing Bolloré Transport & 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” An Authority Letter must be issued by the receiver for each consignment

per Bill of Lading

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;

a) TANCIS PAD prior to truck arrival ,awaiting manifest details;

http://www.tbs.go.tz/index.php/services/category/pre-shipment_verification_of_conformity/

http://www.tbs.go.tz/index.php/services/category/pre-shipment_verification_of_conformity/

http://www.tfda.or.tz/

http://www.taec.or.tz/

http://gcla.go.tz/

http://kilimo.go.tz/legislation%20and%20regulations/legislations/legislations.htm







Provided full set of clearance documents are received from the client prior

to vessel arrival at the Port of Dar es salaam, the declaration application

can be done in which case TRA will treat the declaration as PAD, awaiting

manifest registration details which once confirmed by the shipping line 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 vessel arrival, 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 has to 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:

• 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 Transport & Logistics Tanzania Ltd will arrange with the Port

/ICD to book for the verification exercise.

Once Booking is done, the container will be placed down by the Port/ ICD at their

designated verification area & the customs officer will organize to verify the

contents of the container.

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 Port / ICD

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 that 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.







5.2.6 Shipping Line Release Order

Upon vessel arrival at the Port of Dar-es-salaam, the Original BOL with the

consignee’s endorsement at the back of the BOL will be utilized to secure the

invoice for the standard local shipping line charges from their respective

destination office.

Payment will be processed & settled along with Container Guarantee Forms duly

signed and stamped by Bollore Transport & Logistics Tanzania Ltd for and on

your behalf.

The shipping Line will then issue the Delivery Order (Document confirming Cargo

release) along with duly approved container guarantee forms to enable the return

of the empties to the nominated shipping line empty container depot.

Please note that for most shipping Lines (E.g. Messina), we’re required to lodge

the request letter for container transfer to a privately nominated ICD before

vessel arrival. Moreover, the standard local shipping line charges will have to be

paid before vessel arrival to enable the shipping line to issue the container

discharge list to the respective ICD to facilitate the documentation processing

and transfer of the containers to be transferred to the ICD.

Additionally ,the container deposit will be payable for any shipment arriving with

Evergreen Shipping Line ,Shipping Corporation of India (SCI), Mitsui Osk Lines

( MOL), Emirates Shipping Line & Seven Seas.

5.2.7 Port / ICD Charges & Gate Pass Issuance

Both Shipping Line Release Order & Customs release order are lodged at the

respective Port / ICD in order to obtain the Port Wharf age (1.6% of CIF value)

& ICD charges.

The payable amount especially in the case of incidental charges e.g. ICD

Removal, ICD Storage charges & Customs Warehouse Rent are communicated

to the consignee for payment approval.

Once payment is settled in full, the Port / ICD issues a gate pass which is validate

for a period of 24 hours from Gate Pass issuance date.

The truck is then dispatched for loading to the respective Port. / ICD for onward

delivery to the consignee has designated warehouse







5.2.8 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

5.2.9 Distribution of document

Scan copy of clearance documents are required minimum seven (7) working

days prior to vessel arrival at Port of Dar-es-salaam. This requirement is

compulsory since it may otherwise delays the clearance process and exposes

Bolloré Transport & Logistics Tanzania and his Customer/or Bolloré Transport &

Logistics Country of Origin to Incidental charges such as but not limited to ICD

/Port Storage charges , ICD /Port Removal charges, Customs Warehouse rent

charges, Shipping Line Demurrage Charges, Truck Detention charges etc.

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







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.







7.0 Key Performance Indicators and Responsibilities

Sea Freight Imports - Specific Customs Clearance Processing Timeline

Step Description Time Frame Responsibility

1 Provision of Clearance Documents (Full set)

(e.g. Bill of lading, Commercial Invoice, Packing list, Certificate of

Conformity etc)

Minimum 10 days prior to vessel arrival at Dar-es-salaam

Shipper / Customer or Bollore Country of Origin/ Loading

2 TANCIS formalities - PMD (Pre-manifest declaration)

(i.e. Customs entry processing)

2 days after receipt of full set of copy documents. 3-4 working days for shipments with more than 50 line items per container.

Bollore

3 Payment of Duties & Taxes 2 days after completion of TANCIS Formalities

Consignee /Bollore

4 Manifest comparison (upon vessel arrival & discharge)

1 day from container discharge at TPA &/or TICTS

Bollore

5 System Selectivity Notice (Upon completion of Container

Carry In at the point of clearance)

Same day of Entry passing & completion of container carry in

TRA / Bollore

6 Shipping line Delivery Order (DO) release

(Including payment of local charges)

2 days from obtainment of Shipping Line Invoice

Bollore

7 TPA Corridor Levy - Online Invoice Application + Payment settlement

(TPA invoice applied with Copy of Assessment + Shipping Line DO)

2 days from Invoice application date.

Bollore

8 Physical Customs Verification & Remarks

1 Day from System Selectivity & Arrival of the container at Port / ICD

Bollore

9 Issuance of Customs Release Order (CRO)

1 Day after completion of physical verification

Bollore

10 Application & Payment of Port / ICD charges

Same day of CRO issuance date Bollore

11 Gate Pass Issuance Same day of CRO issuance date Bollore

Total 7 calendar days from vessel arrival







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 7.0 Records

2. 06 24 August 2019 QHSE

Manager(MR) Review made on; 5.1.5 C36 Form, approval section

3. 07 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







9.0 Records

• Authority Letter

• Commercial Invoice

• Itemized Packing List

• RCN (Road Consignment Note)

• Taxpayer Identification Number Certificate

• C17 Export Entry

• C36 Form

• EAC and/or SADC COO (Certificate of Origin)

• COC (Certificate of Conformity

Date post:	09-Mar-2021
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