Operational Manager Birmingham Airport EPU HMRC, First Floor, Administartion Block, Cargo Centre, Birmingham International Airport, To BIRMINGHAM. B26 3QN. Cargo Community, Tel 0121 781 7867 Birmingham International Airport EPU. Fax 0121 781 7869 Email Date 2006 www.hmrc.gov.uk Our Ref Your Ref ________ DRAFT DOCUMENT CHANGES IN ENTRY PROCESSING AT BIRMINGHAM INTERNATIONAL AIRPORT (BHX) 1. WHAT IS THIS LETTER ABOUT? 1.1 The purpose of this letter is to explain what Agents, Freight Forwarders and Transit Shed Operators previously clearing entries at Birmingham Airport EPU need to do to obtain HMRC entry processing and clearance services at the National Clearance Hub, Manchester (NCH). 1.2 The changes set out below will take effect from Monday 7th August 2006. They have been discussed in depth at a local level and we will continue to work closely with the trade community at BHX to ensure the provision of an efficient, effective and customer- focussed service. 1.3 It is recommended that this letter be read by all agents, freight forwarders and transit shed operators in advance of the migration of BHX work to NCH. 2. WHY ARE WE TRANSFERRING BHX ENTRY PROCESSING AND CLEARANCE WORK TO NCH? 2.1 The changes set out in the following paragraphs are part of the ongoing process to bring all residual EPU activity into a single national clearance site by March 2007. 2.2 HMRC resources at BHX have reached a point where we are no longer able to provide the trade with the level of service they require and, as set out in the migration timetable, it has become necessary to transfer BHX’s entry processing and clearance work Information is available in large print, audio tape and Braille formats. Type Talk service prefix number – 18001 to NCH. Remove bit in italics Initially the full facilities of the NCH will not available, entry clearance will be undertaken between the hours of 08:00 – 22:00 Monday to Friday and 08:00 – 16:00 Saturday and Sunday. 3. PRE-CLEARANCE IMPORT AND EXPORT ENTRIES 3.1 Direct Trader Input (DTI) Route 1 entries 3.1.1 Entries assigned Route 1 or Route 2 should be faxed to the NCH. A copy of the entry and all the associated paperwork should be faxed on an appropriate fax header (see 3.1.3 below). The expectation is that a copy of the C88, invoice, packing list and any appropriate licence are also faxed to the hub. For entries covered by more than one invoice, agents should submit the page which shows the total value of that particular invoice. Agents will be advised, via CHIEF in the usual way, whether and what further documents will need to be presented for clearance. 3.1.2 The fax number you should use is 0161 261 5722 or 0161 261 5774. You will not be required to send original documents except in the cases noted at 4.1.2 below. The address of the NCH is currently: National Clearance Hub, HMRC, Building 302, World Freight Terminal, Manchester Airport, MANCHESTER. M90 5XX. You will be advised of any future change of address. 3.1.3 To facilitate the clearance of your entry through the NCH you are advised to use the templates of the fax headers at Appendix A for imports and Appendix B for exports. To enable us to clear your entries more efficiently a separate fax header must be used for each entry even if you are submitting more than one at any time. Failure to use the fax headers may lead to delays. 3.1.4 Alternatively, scanned copy documents may be transmitted by e-mail (e-mail address: NorthRegionEPUOperations@hmce.gsi.gov.uk ). The entry number should be shown on the ‘Subject’ line and the same undertaking as on the fax header must be included as the message. It is suggested that if you choose to use e-mail to transmit entries you should send a test e-mail to the NCH to ensure that the electronic (scanned) documents are compatible with HMRC software (the expectation is that in most cases they will be compatible). 3.1.5 Priority will be given to live animals, AOG spares, urgent medical supplies and perishable products. If you are seeking priority status then you must clearly complete Section B of the fax header. 3.1.6 NCH will aim to clear all Route 1s within 2 hours from the time that faxed copy entries are received there, provided that all the appropriate documents have been submitted and are complete and correct. In order to assist customs achieve this level of service, agents should refrain from calling the NCH to check on the progress of their entries before 2 hours have elapsed. Specific entry enquiries should then be made to the Office Manager on 0161 261 5730. It should be stressed that a large number of telephone calls is likely to have a negative impact on clearance times. CHIEF transaction DEVD should be routinely checked for advice of Customs clearance. 3.1.7 In order to respond to queries from customs and/or provide a specific explanation to facilitate clearance you should telephone 0161 261 5749. 3.2 Customs Input Entries (CIE) 3.2.1 Private importers wishing to clear personal effects or unaccompanied baggage may either employ an agent or complete the appropriate forms themselves and submit them to the NCH by post or fax. Forms C3 and C21 are available on the HMRC Internet site. The transit shed operators also hold copies. Procedural details will be issued separately. This facility remains restricted to travellers who have recently arrived in the UK. 3.2.2 For CIE import entries covering commercial consignments there is no change. Entries should continue to be presented at our Aberdeen office until further notice. 3.2.3 CIE Export declarations completed manually by agents will be accepted at NCH by Fax or e-mail as for DTI entries. CHIEF responses will be returned by fax. 4. DOCUMENTS THAT NEED TO BE ENDORSED AT BIRMINGHAM INTERNATIONAL AIRPORT 4.1 Licences Imports: 4.1.1 Copies of import licences, other than electronic, should be faxed to NCH with the entry and any other supporting documents as described above. Note that although the licences should be attributed in the normal way, they need not be endorsed by Customs at this stage. 4.1.2 The original copies of the following licences etc, accompanied by a copy of the E2 or front sheet of the appropriate entry, are to be dispatched to NCH at the address in para 3.1.2 within 2 working days of the entry acceptance time: VI1- Wine imports. Any non-electronic import licences. Phytosanitary Certificates HMI Certificates. NCH will advise you as necessary if they require any other original documents. Exports: 4.1.3 Licences/Carnets for exports are to be presented to Customs at BHX for endorsement and return. Prior contact must be made with Customs Detection Staff on 0121 781 7850 0r 0121 781 7932/7936 to arrange facilities for the endorsement of the licence etc. (Subject to change) 4.1.4 A fax or scanned copy of the endorsed document should then be transmitted to NCH with the rest of the entry for clearance. 4.2 Level 1 Manifests 4.2.1 Level 1 manifests must be presented to Detection officers at BHX. Prior arrangement must be made for presentation of the documents by phoning 0121 781 7850. When this contact point is unattended officers in the main terminal may be contacted on 0121 781 7932/7936. 4.3 NCTS, TIR/ATA carnets and any other documents that need to be endorsed and returned 4.3.1 These should be presented to Detection officers at BHX. Prior arrangement must be made for presentation of the documents by phoning 0121 781 7850. When this contact point is unattended officers in the main terminal may be contacted on 0121 781 7932/7936. 4.3.2 To avoid delay in NES export clearances the Item Request Identifier in Box 44 (i.e. = 1 to 7) should not be used for these documents. The Transit Document, TIR or ATA Carnet Number, however, should be entered in the Additional Information Miscellaneous Text Box (Box 44) 4.3.3 To avoid delay in the clearance of goods under the NCTS Transit Procedures at CCS(UK) locations (CPC 000290), the Movement Reference Number (MRN) or Local Reference Number (LRN) of the TAD should be quoted in the additional information, miscellaneous text box, (Box 44). Agents exporting under this CPC who are not authorised NCTS Consignors will have to present the TAD to Detection officers at BHX for clearance. 5. REMOVALS TO INVENTORY-LINKED PORTS AND AIRPORTS USING THE CCS-UK CSP SYSTEM 5.1 Any simplified requests for Inter-Shed, Inter-Airport or transhipment removals that are selected as "Produce docs to Customs" must be faxed to NCH with copies of all supporting documents and an appropriate fax header undertaking. The number you should use is 0161 261 5722 or 0161 261 5774. 6. PHYSICAL EXAMINATIONS, ROUTE 2 ENTRIES Imports: 6.1 Agents should fax copies of the paperwork to Manchester in the same way as if the entry had been selected Route 1. 6.2 The declarant should then contact Detection staff on 0121 781 7850 to arrange for the presentation of the original entry and supporting documents at the Cargo Centre. The same process will apply for any Route 1 entry that is re-selected to Route 2. Charter Standards of 24 hours will apply to clearing Route 2 entries. Exports: 6.3 The declarant should contact Detection staff on 0121 781 7850 to arrange for the presentation of the original entry and supporting documents at the Cargo Centre. The same process will apply for any Route 1 entry that is re-selected to Route 2. Charter Standards of 24 hours will apply to clearing Route 2 entries. 7. POST-CLEARANCE, ROUTE 3 ENTRIES 7.1 All entries requiring a customs post-clearance intervention (Route 3s) should be posted to the address at 3.1.2 within 2 working days from the date that the entry is cleared. In all cases, original entries and supporting documents should be sent. Route 3s must not be faxed to NCH unless they are uncleared; see paragraph 7.3. 7.2 Customs staff will carry out checks to ensure that original Route 3 paperwork is received within the specified deadline. If these checks reveal that agents are regularly failing to submit hard copy declarations, action, including the use of Civil Penalties, will be considered. 7.3 GSP Certificates, Documentary Proof of Origin and similar documents requiring attribution due to their not being exhausted by an entry are no longer to be lodged with Customs but retained and attributed by the declarant until exhausted. The documents are to made available along with all other entry paperwork and associated documents for audit by HMRC officers as required. 7.4 Uncleared and/or amended Route 3s 7.4.1 Route 3 entries requiring clearance or amendment (ICS= 22 only) should be faxed to NCH on 0161 261 5719. You must use the fax header undertaking reproduced at Appendix C, if you do not the amendment will not be processed. 7.4.2 All enquiries regarding uncleared and/or amended Route 3 entries should be made to 0161 261 5749 8. WITHDRAWAL OF FREIGHT 8.1 Requests for the withdrawal of export freight from Birmingham International Airport transit sheds should be faxed to NCH on 0161 261 5722 or 5774. These requests should include the fax number for the appropriate TSO. Officers at NCH will then fax an endorsed notification to the TSO (and agent for information) direct. Transit Shed Operators should treat this fax copy as an original document. 9. DEFERMENT QUERIES AND FAS STATEMENTS. 9.1 Any queries on Deferment Statements are to be addressed to the NCH in writing. These may be faxed and should include a reply fax number and phone number for their response. 9.2 Agents are to monitor their own FAS accounts using CHIEF transaction ‘DFAT’. FAS prints will no longer be provided by the EPU. 10. FALLBACK 10.1 Normal fallback instructions should be followed. Requests for fallback during periods of system unavailability should be made to NCH on 0161 261 5730. If approval is granted, fallback entries must be faxed to 0161 261 5722 or 5774. A return fax number must be shown on your fax header to allow the release note to be returned once clearance is granted. Issued by: The Manager HMRC First floor, Admin Block, Cargo Centre, Birmingham International Airport, BIRMINGHAM, B26 3QN. APPENDIX A (YOUR COMPANY LETTERHEAD) IMPORT CLEARANCE REQUEST: NATIONAL CLEARANCE HUB Entry Number Date Route AWB No. Section A Number of pages to follow: Invoice Summary attached: Yes / No I request clearance of this entry against the copy documents attached. I/we also undertake to post to the NCH any necessary original documents within 2 working days of the entry acceptance time. Section B I request priority clearance for this entry because the goods are (please tick): Live Animals AOG Spares Urgent Medical Supplies Perishable Products CVed/PH28/Other (please specify)…………………… Attached/to follow/not required* * Delete as appropriate I understand that failure to supply any necessary original documents within 24 hours may result in Civil Penalties. Signed: Date: Name: Status: Contact Telephone: Contact Fax No: APPENDIX B (YOUR COMPANY LETTERHEAD) EXPORT CLEARANCE REQUEST: NATIONAL CLEARANCE HUB Entry Number Date Route AWB Section A Number of pages to follow: Invoice Summary attached: Yes / No I request clearance of this entry against the copy documents attached. I/we also undertake to post to the NCH any necessary original documents within 2 working days of the entry acceptance time. Section B I request priority clearance for this entry because the goods are: Live Animals AOG Spares Urgent Medical Supplies Perishable Products I understand that failure to supply any necessary original documents within 2 working days may result in Civil Penalties. Signed: Date: Name: Status: Contact Telephone: Contact FAX No: APPENDIX C (YOUR COMPANY LETTERHEAD) AMENDED ROUTE 3 CLEARANCE REQUEST: NATIONAL CLEARANCE HUB Entry Number: Date: AWB: Section A. Number of pages to follow: I/we request clearance of this entry against the copy documents attached. I/we also undertake to post all the original documents within 2 working days of the entry acceptance time to the NCH. I understand that failure to supply original documents within two working days may result in Civil Penalties and withdrawal of this facility. Signed: Date: Name: Status: Contact Telephone: Appendix D (Your company letterhead) Entry Number:____________________________________ SUMMARY OF INVOICES (see para 3.1.4 for guidance) Please indicate CIF / FOB Invoice Description of Goods Number Currency Value Number of pieces Fax/Telephone Numbers for the National Clearance Hub The following fax numbers should be used to transmit documents: 0161 261 5722 Import/Export Entries. 0161 261 5774 Import/Export entries. 0161 261 5719 Query Seat. Telephone Numbers: 0161 261 5730 Office Manager – for specific entry enquiries. 0161 261 5749 Queried entry enquiries. 0161 261 5742 386/388 Car imports. 0161 261 5741 Risk Assurance Team 0161 261 5737 Risk Assurance Team. Fax/telephone numbers for non-inventory linked TSO transmission of receipts into TS. These numbers should be used from 00:01 hrs on Monday 7th August 2006.