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Single Window Initiative Requires Additional Data For Your IID

Single Window Initiative

{Updated 11/27/2018}

You have read What Is The Single Window Initiative (SWI) and learned how additional data will be required on Integrated Import Declarations (IID) for Customs release on all commodities regulated by Participating Government Agencies.

You will now need to include information on your customs documents to complete the IID, that may have been previously reported
after importation, or in paper format. We recommend you begin to include this information now, as SWI IID is available for use. This will become mandatory for certain PGA’s, by April 2019.

This means you will need to provide more information to your Customs Brokers than you have in the past for all commodities regulated by Participating Government Agencies (PGA) such as Health Canada, and Environment and Climate Change Canada.

Is your commodity subject to Participating Government Agencies?

You can find out from our helpful What Does My Commodity Need? infographic.

What Regulated Commodities Will Be Affected By Single Window Initiative?

If your commodity is regulated by a Participating Government Agency you will be impacted by a Integrated Import Declarations. However, for some commodities the details have already been required for many years.

For example, the Canadian Food Inspection Agency (CFIA) requires all importers with commodities regulated by the CFIA to provide shipment details prior to entry releases. As a result, for goods regulated by the CFIA, you may not have to provide any additional data to your Customs Broker in order to clear these entries.

Cases where they would need information that they did not before IID’s include consignee contact information as well as requiring copies of documents such as import declarations. In cases where the consignee is different than the importers or manufacturers, you will need to include the consignee contact information in box 12 of your CCI.

All Participating Government Agencies, including the Canadian Food Inspection Agency, will prompt your Customs Broker to ensure the documentation you provide includes all of the data required for the IID.

The Canada Border Services Agency (CBSA) has provided a guideline indicating what data is required for each Participating Government Agency which you can check out in the links below. Please note that the information in these links is subject to change and is correct at the time of publishing.

Where Do I Report The Additional Data Elements On My Canada Customs Invoice?

If the products you import into Canada are regulated by any of these Participating Government Agencies, you will be required to add all of the data elements listed in the links above to your commercial or Canada Customs Invoice. Below are a few examples you can follow along to see how you can report the additional data elements.

Example 1: Consumer Product Safety, Regulated by Health Canada

Below is a summary of the additional data elements required for consumer Products regulated by Health Canada. Please note that although many of these elements are noted as optional, and only two as mandatory, you are recommended to include all elements in preparation of when/if the optional elements become mandatory, as well as to help Health Canada make a release decision.

  • Importer’s Contact Information: This includes a contact name at the Importer of Record company, telephone number and email address. In most cases, your Customs Broker will have this information as it will be their contact for your company on file. Therefore the information will be included on the IID and there would be no need for you to provide this on the CCI.
  • Manufacturer Contact Information: The manufacturer’s name, address, contact name, email and telephone will be required in box 12 of the CCI. If this is the same as the vendor, you can add it to box 1 as shown in the example.
  • License, Permit, Certificate or Other (LPCO) Information: If your consumer goods require a license, permit, certificate or other type of document such as a safety standard certification or product label, in order to enter the country, you need to make this available to your Customs Broker. Your Customs Broker will attach the LPCO as an image file in the IID. If it is not a document, but rather a number, please place it in box 12 on the CCI along with an indication of what number it is.
  • Item Specific Information: This information provides the individual details of the imported items which are to be included in box 12 of the CCI which includes:
    • Global Trade Identification Number (GTIN): This 14 digit number is used to identify products and services through a barcode. This is usually the UPC number.
    • Brand Name
    • Product Name
    • Manufacture Date
    • Batch/Lot Number
    • Unit Size and Unit of Measure
    • Intended End Use: Identify how the items will be used from one of the following options: Sale or distribution, education, resale, charitable, repair, immediate re-exportation.
    • Commodity Type: A Product Category must be listed. The category listed is dependant on the intended end use. Use the table below to identify the wording that should be listed in box 12.

Intended use

Product Category

For Sale of Distribution

Consumer product for infants (0-18 months)

Consumer product for infants (19 – 36 months)

Consumer product for infants (3-6 years)

Consumer product for infants (6-8 years)

Consumer product for infants (8-12 years)

Consumer product for infants (13+ years)

Consumer product for infants (all ages)

Consumer chemical

Cosmetic

Educational, resale, charitable, repair or immediate re-exportation

Consumer product (for all ages)


Using the information provided above for consumer products, and applying the example of stuffed toy animals, the Customs Invoice will require the additional data highlighted in the sample below.

Single Window Initiative - Consumer Goods

 

Example 2: Natural Health Products, Regulated by Health Canada

Below is a summary of the additional data elements required for natural health products regulated by Health Canada.

  • Importer’s Contact Information: This includes a contact name from the Importer of Record company, telephone number and email address. In most cases, your Customs Broker will have this information as it will be their contact for your company on file. Therefore your broker will include your information on the IID and there would be no need for you to provide this on the CCI.
  • Informational Contact: This is someone who has knowledge of the items being imported in the case that Health Canada would like further information about the product. Name, telephone number and emails address is required. If this is the same as the vendor or consignee, then you can place this information in those boxes. However, if it is different, place this information in Box 12.
  • License, Permit, Certificate or Other (LPCO) Information: If your consumer goods require a license, permit, certificate or other type of document in order to enter the country, you need to make this available to your Customs Broker. They will attach it as a image file in the IID. If it is not a document, but rather a number, please place it in box 12 on the CCI along with an indication of what number it is. See the table below for more information.
  • Item Specific Information: This provides details of the imported items included in Box 12 of the CCI;
    • Global Trade Identification Number (GTIN): A 14 digit number used to identify products and services through a barcode. This is usually the UPC number.
    • Brand Name: If there is no brand name available, a product name, active ingredient or chemical name of the commodity must be provided by the manufacturer.
    • Product Name
    • Manufacture Date
    • Batch/Lot Number
    • Intended End Use: Identify how the items will be used from one of the following options: Human therapeutic use, human clinical trial, special access, research and development, other.
    • Commodity Type: A Product Category must be listed. The category listed is dependant on the intended end use. Use the table below to identify the wording that should be listed.

Intended End Use

Documents Required (LPCO)

Human Therapeutic Use

  1. Site License – 5022
  2. Natural Product Authorization 023 or Homeopathic Medicine Drug Identification 5024

Human Clinical Trial

NHP Notice of Authorization (NOA) 5023

Special Access

Letter of Authorization (LOA) 5045

Research and Development

No Documents Required

Other

No Documents Required


Using the information provided above for Natural Health Products, and applying the example of green tea extract, the Customs Invoice will require the additional data highlighted in the sample below.

Single Window Initiative - Natural Health Products

Example 3: Vehicles and Engines, Regulated by Environment and Climate Change Canada and Transport Canada

Below is a summary of the additional data elements required for on-road vehicles, engines and equipment regulated by Environment and Climate Change Canada (ECCC) and Transport Canada (TC). Please note there are two Participating Agencies involved in the importation of vehicles and engines.

**To understanding the info required by each PGA the data elements required from ECCC are in blue and Transport Canada are in red. All text appearing in black indicates that both of these agencies require this information.**

  • Importer’s Contact Information: This includes a contact name at Importer of Record company, telephone number and email address. In most cases, your Customs Broker will have this information as it will be their contact for your company on file. Therefore they will include that information on the IID and there would be no need for you to provide this on the CCI.
  • Informational Contact: This is someone who has knowledge of the items being imported in the case that ECCC would like further information about the vehicle or engine. Name, telephone number and emails address is required. If this is the same as the vendor or consignee, then you can place this information in those boxes. However if it is different, place this information in Box 12.

Exceptional Processing: The Transport Canada status of the of the vehicle/importer will establish all of the additional data elements required and must be provided or identified on the invoice using one of the following options:

  • Appendix F Pre-Cleared Importer (indicated on the invoice)
  • Appendix G Pre-Cleared Importer (indicated on the invoice)
  • Transport Canada Approved case-by-case approval for New, Canadian-specification vehicle purchased from foreign manufacturer with CMVSS approval letter
  • Transport Canada Approved case-by-case approval letter to accompany the documents for
    • New – Canadian-specification vehicles purchased from foreign manufacturer
    • New – Vehicles manufactured to the Federal Motor Vehicle Standards and purchased from foreign manufacturer
  •  Federal Motor Vehicle Safety Standards manufactured vehicle requiring inspection by the Registrar of Imported Vehicles (Indicated on the invoice)
  • Vehicles greater than 15 years old, except buses
  • Canadian-specification vehicles returning to the original owner
  • Vehicles Imported for parts
  • Non Regulated Vehicles: please visit Transport Canada’s site on no-regulated vehicles for more information

 

  • Make of Vehicle
  • Make of Engine
  • Model of Vehicle
  • Model of Engine
  • Model Year of Vehicle
  • Model Year of Engine
  • Engine Manufacturer Name
  • Vehicle Identification Number (VIN): 17 digit number
  • Engine Identification Number
  • Name of Engine Family
  • Chassis Info: If the chassis is manufactured by someone other than the final stage assembler, the following details are required:
    • Manufacturer name and address
    • Make
    • Model
    • Year
  • Vehicle Production: Date, Month & Year
  • ECCC Vehicle Class:  The type of vehicle class must be identified using the options listed in the table below.
  • TC Vehicle Class: The type of vehicle class must be identified using the naming convention listed in the table below.

ECCC Vehicle Class

TC Vehicle Class

Light-Duty Vehicles

Light-Duty Vehicles

Light-Duty Trucks

Light-Duty Trucks

Medium-Duty Passenger Vehicles

Medium-Duty Passenger Vehicles

On-Road Motorcycles

On-Road Motorcycles

Heavy-Duty Class 2B Vehicles with Installed Engine

Heavy-Duty Class 2B Vehicles w/inst

Heavy-Duty Class 3B Vehicles with Installed Engine

Heavy-Duty Class 3B Vehicles w/ins

Heavy-Duty Vocational Vehicles with Installed Engine

Heavy-Duty Vocational Vehicles w/in

Heavy-Duty Tractors with Installed Engine

Heavy-Duty Tractors w/installed eng

Incomplete Vehicles

Incomplete Vehicles

 

Vessels with installed marine engine

 

Vessels without marine engines

 

Snowmobiles

 

All-terrain vehicles

 

Utility vehicles

 

Off-road motorcycles

 

Incomplete Vehicles


  • Engine Class: The type of engine class must be identified as either On Road Heavy-Duty Engine – Incomplete or On Road Heavy-Duty Engine – Loose
  • Vehicle Manufacturer: Name and address
  • Criteria Conformance: Advise that the compliance label is attached or provide a letter from the manufacturer that it is in compliance.
  • Final Stage Assembler: If different than chassis manufacturer or vehicle manufacturer: Name and address
  • TC Affirmation Statement of Compliance: This statement is made by the importer and confirms that the vehicle meets all import requirements of Transport Canada.

Please contact your Customs Broker for the specific information that needs to be listed in this statement.

  • ECCC Affirmation of Statement Compliance: This statement is made by the importer and confirms that the vehicle meets all import requirements of Environment and Climate Change Canada (additional date and form will be required by Transport Canada).

Please contact your Customs Broker for the specific information that needs to be listed in this statement.

  • Country of registration (If previously registered)
  • Mileage/Odometer Reading (if used)
  • Title Status (if used)
  • Vehicle Status (if for parts)
  • Vehicle Condition: Normal Damage or Severe Damage (Not Roadworthy)

Using the information provided above for Natural Health Products, and applying the example of a Ford F150 Truck, the Customs Invoice will require the the additional data highlighted in this example.

Single Window Initiative - Vehicles

These examples highlight some of the data elements that were not necessarily included on your invoice prior to the Single Window Initiative, but will be mandatory starting April 2019.

You will need to provide all of the required data elements for your Customs Broker to be able to process your shipment release request. Additional charges may be applied to your Customs brokerage services if this information is not provided on the documentation.

When Should I Start Including The Required Data On My IID?

You should begin incorporating this information into your invoices now, then your shipments are not delayed at the border once IIDs become mandatory.

Need help understanding what Participating Government Agency regulates your commodity? You can contact us and speak with an expert Trade Advisor today.

How will you be affected by the Single Window Initiative? Tell us in the comments below.

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Import Vehicle into the USA in 3 Steps

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3 Steps to Import Vehicle to US

With the current exchange rate many Canadian vehicles are being actively sourced by U.S. buyers. Importing a road vehicle into the U.S. can be difficult; however, we have broken down the process into these three steps for those who want to engage in this venture on their own:

1. Ensure the vehicle is admissible for vehicle import.

In order to meet the requirements for an import vehicle to USA  you will need to have both an Environmental Protection Agency (EPA) sticker and a Department of Transportation (DOT) sticker affixed to the vehicle. If the vehicle is 25 years or older it is exempt from the DOT certification sticker. If it is over 21 years or older, it is exempt from the EPA certification sticker.

 

If the import vehicle is without a DOT sticker, but does have a CMVSS Canadian Maple Leaf, it may still be eligible for import; by contacting the Manufacturer for a “Letter of Confirmation” which will only work for Personal use Imports.  Commercial imports will require the vehicle to be imported through a US Customs Broker and registered importer and is required to hold the vehicle for a minimum of 30 days after importation.

 

Import Vehicles with missing EPA stickers will not be allowed into the USA without contacting the Manufacturer of the Engine for a replacement.

 

Additionally, if the vehicle is a salvaged, repaired salvaged or reconstructed motor vehicle, it is not admissible for import into the U.S.

2. Create/obtain the required documentation.

Since U.S. Customs and Border Protection (CBP), the DOT and EPA are involved with vehicle imports, it is important to understand that each agency has specific documentation requirements. The following list of forms will need to be accurately completed and submitted:

  • U.S. Customs or Commercial Invoice
  • DOT Vehicle Declaration Form (HS-7)
  • EPA Vehicle Declaration Form (3520-1)
  • Copy of the vehicle registration

3. Have the vehicle steamed, sprayed or cleaned thoroughly before shipment.

The U.S. Department of Agriculture requires that the undercarriage of the imported vehicle be free of foreign soil to safeguard against importation of dangerous pests.
Wherever you may be in the purchasing process whether you are currently ready to import vehicle to US or still in the contemplation stage and need assistance,  you can fill in the quote form below or reach out to us directly anytime : Toll-Free: 888.538.1566  or eMail us here : [email protected]

Have you successfully or not quite successfully imported a vehicle into the USA? What has your experience been? Share it in our comments section below or email us at Ask Your Broker. 

Fill in a request for a quote below and have one of our experts take care of your vehicle import requirements:

Automated Export System Filing — Get Your Vehicle Across the U.S. Border

AES Filing - Vehicle Export from USANew export reporting requirements from the U.S.

Effective October 2, 2014, the U.S. Census Bureau (Census) Foreign Trade Regulations (FTR) mandated the filing of electronic export information (EEI) through the Automated Export System (AES) or AESDirect for all used self-propelled vehicles, regardless of value or country of destination. Importers and exporters of used self-propelled vehicles need to keep in mind that this new condition is in addition to the current 72-hour notice requirements.

 

What is considered a used self-propelled vehicle?

Any self-propelled vehicle that has been purchased and then re-sold (even if the vehicle is only days old) is considered a used vehicle; and includes any automobile, truck, tractor, bus, motorcycle, motor home, and any other self-propelled machinery or equipment. However, the requirement to file AES does not apply to dealer-to-dealer transactions when the equipment is brand new .

 

Impact on U.S. exporters?

Automated Export System filing is now mandatory. These regulations apply to all exports of any used-self-propelled vehicle from the U.S. For example, if you are planning to buy a vehicle in the USA and import it to Canada or another country, the new regulation in effect will make the export process a little more complicated. The U.S. exporter or appointed agent is now required to file electronic export information and report to the U.S. Census  through AES to provide vehicle, shipper, and consignee information.

 

Who can file through the Automated Export System?

Automated Export System (AES) filings must be handled by a U.S. domiciled company. A customs broker, freight forwarder or United States Principal Party in Interest (USPPI) can file the AES declaration. In other words, the AES filing for an Internal Transaction Number (ITN) can only be done by a resident of the United States. (i.e. the seller or an appointed agent )

 

How the Automated Export System works?

AES was created as a channel through which required export shipment information reaches the appropriate agency involved in monitoring and validating U.S. exports. Once the AES filing has been completed, an Internal Transaction Number (ITN) will be assigned. The customs broker or importer provides the ITN on the Vehicle Export Cover Sheet to U.S. Customs and Border Protection to file 72 hour notice and bring the vehicle across the U.S. border.

 

Penalties for non-compliance

It is important to understand these requirements to avoid costly penalties. The CBP will begin to issue penalties on behalf of Census in amounts up to  US $10,000 for non-compliance per violation. These penalties may be imposed for failure to file export information in AES, delayed filing, filing of false or misleading information, and any other violations of Foreign Trade Regulations. Canadian buyers of vehicles from the U.S. should start complying right now or risk having the vehicle held up at the border.

 

How can Pacific Customs Brokers help?

Pacific Customs Brokers can handle these filings on your behalf and offers full and partial Automated Export System (AES) filing services for commercial and individual importers. Contact us to learn how we will help you meet your AES obligations.

 

Do you have questions on exporting a vehicle from the USA? Leave them for us in the comments section below.

 

Additional Resources